Set up Spott

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1. Set up your own account

This is the setup every user does for their own account, in the order that makes each step useful.

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1.1 Sign in for the first time

Visit app.gospott.com and sign in using your credentials.

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1.2 Set your preferences

Open Settings, select Preferences, and set your personal defaults.

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1.3 Complete your profile and turn on MFA

Open the Profile tab to update how you appear in Spott, and to set your security options.

• Profile picture: upload your own picture
• Username: your display name in Spott
• Initials: shown as your avatar badge when no profile picture is set
• Change your password
• Multi-factor authentication: protect your account with an authenticator app. After setup you are asked for a 6-digit code in addition to your password when signing in.

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1.4 Choose your notifications

Open the Notifications tab to control which events reach you, so you stay informed without unnecessary noise. For each event type you can be notified in the app, by email, or both.

• Task notifications: task assignments, completions, and mentions
• Note notifications: when someone pings you on a note
• Job notifications: applications, comments, status changes, and new jobs
• Candidate notifications: when candidate information is updated

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1.5 Connect your email and calendar

Open the Accounts tab and connect your Google or Outlook account so your mail and meetings flow into Spott. Then set the three things that make your mailbox usable:

• Your sharing level. Choose how much colleagues see of your email:
  • Metadata only: colleagues see who sent the email and when. Everything else stays private.
  • Subject line and metadata: subject, participants, and timestamp are shared. The body stays private.
  • Full access: everything is shared with your workspace, including body and attachments.
  This is a personal setting, so each user makes the change for their own mailbox.
• Your signature, in one click. Add one or more signatures by sending a blank email to signatures@spott.io. It appears here within two minutes. Tick the checkbox to pick the default.
• Your default font family and size for outgoing email.

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1.6 Connect WhatsApp and your calling number

WhatsApp. Connect WhatsApp for a two-way sync of your messages between Spott and your mobile. The card shows the connection status, for example Connected or Not connected. Your calling number. If your workspace has a telephony integration, open the Calls tab and select the number you call from. Once it is set you get click-to-call from any record, plus call recording, automatic transcription, and AI insights on every connected call.

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1.7 Install the browser extension and the mobile app

The browser extension imports candidates, contacts, and companies from LinkedIn, Sales Navigator, or Recruiter, and imports job postings from a live vacancy page. The mobile app, for iOS and Android, lets you:

• Access candidate and contact information
• Record in-person meetings and manage notes

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1.8 Set up the Note Taker and your scheduling links

The Note Taker. By default it automatically joins the lobby of all online meetings from your connected calendar, to record and transcribe the conversation. If you switch this to Do not join by default, the bot has to be scheduled meeting by meeting from the calendar. Set your fallback language for transcription, used when Spott has low confidence in the detected language. Your scheduling links. Create scheduling links so candidates and contacts can book meetings directly in your calendar. Each link has its own availability, meeting types, and booking rules. This is what contacts see when you share a scheduling link. The page is branded with your logo and colours.

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1.9 Learn the keyboard shortcuts

Spott has shortcuts for jumping between pages and creating records without touching the mouse. The two worth learning on day one are global search (⌘K or Ctrl+K), which finds any record in the workspace by name, email address, phone number, or record ID, and the shortcuts for creating a candidate, contact, company, or job.

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2. Admins: set up the workspace

Workspace settings define how Spott behaves for your entire organisation. Updates here apply to all users and shape both internal workflows and public-facing experiences.

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2.1 Set your branding and public pages

Open General to control your organisation’s core setup, including its name, branding, public URLs, social links, and privacy policy. These settings drive everything a candidate or client sees: your careers page, your booking pages, and your public forms.

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2.2 Customise your pipeline stages

Open Stages to customise the pipeline stages candidates move through in your jobs and speculative presentations. The Job stages list is the pipeline candidates follow in a job, for example Application, Long list, Short list, Outreach, Interview, Presentation, and Offer.

• Drag stages by the handle to reorder them.
• Click Add stage to create a new one, and use the row menu (the three dots) to rename or recolour it.
• Add stage labels where a stage needs sub-categories your team can report on.

Two markers tell Spott how to measure your pipeline:

• CV sent: the stage at which a CV counts as sent to the client. This drives the “CV sent” reporting metric.
• First interview: the stage at which a first interview counts as completed.

The Speculative presentation stages define a separate pipeline for speculative candidate presentations, managed the same way as job stages. Beyond the recruiting workflow, you also set up:

• Company stages, for managing company relationships
• Job statuses, for tracking job progress
• Opportunity statuses, for your opportunity pipeline

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2.3 Create your labels

Open Labels to create the labels that categorise and report on notes, tasks, rejections, and emails across your workspace. Spott groups labels by where they are used:

• Note labels: categorise notes, for example Follow up or Candidate interview.
• Task labels: categorise tasks so they surface in the right context.
• Rejection labels: standardise the reasons applications are rejected.
• Email labels: organise emails in the inbox, for example Submission or Offer.

Click Add label in a section to create one, give it a name and colour, and it becomes available on the matching records.

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2.4 Build out your data model

Open Data model to see every record type with the number of attributes it has: Candidates, Jobs, Applications, Companies, Contacts, Opportunities, and Files. Click a record type to manage its attributes. Create the custom attributes your business runs on. Anything you want to track, filter, search, or report on that Spott does not have a standard field for becomes a custom attribute here: notice periods, certifications, sector specialisms, contract preferences. Let AI fill the columns you don’t want to type. AI-filled columns populate a custom attribute automatically from the candidate’s profile and CV, so a field like “years of management experience” fills itself as records come in. Set your consent purposes. Each record type also carries the consent purposes you track, which is where GDPR and any other framework you work under gets configured. Recruiters then record consent on the candidate record itself.

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2.5 Turn on the features your team needs

Open Features to enable or disable workspace-wide functionality such as enrichment, auto-updating profiles, the unified inbox, and outreach campaigns. Two of these deserve a decision rather than a default:

• Contact enrichment finds missing email addresses and phone numbers. It is the main consumer of credits, so turn it on knowing what it spends.
• Auto-updating profiles re-checks LinkedIn on a schedule and refreshes candidate profiles that have changed. You control how often it runs, which controls what it costs.

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2.6 Upload your templates and forms

Open Templates to manage everything Spott reuses across the product, so your team stays consistent. There are six template types:

• Presentation email templates: the prompt used to present candidates and jobs.
• Email templates: your personal and workspace email templates.
• Note templates: reusable note structures for your workspace.
• Insight templates: the instructions the AI uses to generate call insights. See Spott Note Taker.
• Job description templates: the instructions the AI uses to generate job descriptions.
• Placement forms: the custom fields and layout used when logging a placement.

Open any category to view, edit, or create templates within it.

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2.7 Verify your sending domain

Open Verified domains and verify the domain you send from, by adding the DNS records Spott gives you. Then register the sender addresses your team will send from.

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2.8 Connect your integrations

Open Integrations to connect Spott to the external tools your team uses: calling providers, email and calendar, sourcing tools, and job board distributors. All native integrations live under this tab.

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2.9 Set up automations

Open Automations to trigger actions automatically on events in Spott: open dialogs at the right moment, send emails, update fields, and more. The run log shows you what fired and when.

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2.10 Control access

Spott offers Role-Based Access Control (RBAC), which improves security by assigning permissions to roles so users only access what their job needs. The main restrictions cover workspace settings, and delete, merge, and export operations. Create your roles. Under the Security tab you can create new roles. For each role, use the toggles to turn on the features that role should have. For example, you might give team leads access to workspace settings so they can create new fields, while regular members cannot. Invite your users. Once you have granted permissions to your roles, invite users with the orange button under the Users tab, then assign them a role. Each row shows the member’s name and address, their status (accepted once they have signed in, pending while an invitation is outstanding), the roles they hold, and the date they joined. Roles are edited straight from the row, and a member can hold more than one, for example Team lead alongside Admin. Create your teams and offices. Group users into teams and offices so that dashboards, filters, and reports can be read per team rather than only per person. Anywhere you can filter by user, you can filter by team.

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2.11 Go further: API and webhooks

API. Create and manage API keys to securely access Spott data and build custom integrations, workflows, or applications. Webhooks. Configure webhook endpoints to receive real-time notifications when events occur in Spott.