Set up Spott (admin)

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

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1. Configure your workspace settings

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1.1 General

Control your organization’s core setup, including branding, public URLs, social links, and privacy policy.

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1.2 Stages

Customize 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 recolor it.

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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1.3 Labels

Create labels to categorize and report on notes, tasks, rejections, and emails across your workspace. Spott groups labels by where they are used:

• Note labels: categorize notes, for example Follow up or Candidate interview.
• Task labels: categorize tasks so they surface in the right context.
• Rejection labels: standardize the reasons applications are rejected.
• Email labels: organize 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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1.4 Data model

The Data model lists 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. Here is how to create a new attribute: You can also set up AI-filled columns and let AI populate custom attributes based on contact and candidate profiles.

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1.5 Features

Enable or disable workspace-wide functionality such as enrichment, auto-updating profiles, the unified inbox, and outreach campaigns.

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1.6 Integrations

Connect Spott to external tools like calling providers and job board distributors used by your team. All native integrations live under this tab.

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1.7 Import

See Self-migration guide to learn about the CSV import function.

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1.8 Automations

Trigger actions automatically on events in Spott: open dialogs at the right moment, send emails, update fields, and more.

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1.9 Templates

Manage the reusable email, note, insight, and job description templates in your workspace. Spott reuses these across the product, so your team stays consistent. The available template types are:

• 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. Control access rights

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.

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2.1 Configure role-based access control

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. 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.

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3. Billing

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4. To go further

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4.1 API

Create and manage API keys to securely access Spott data and build custom integrations, workflows, or applications. See the API reference for available endpoints and usage examples.

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4.2 Webhooks

Configure webhook endpoints to receive real-time notifications when events occur in Spott. The webhooks reference lists the events currently available.

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4.3 Verified domains

Manage and verify your sending domains for marketing campaigns and emails sent from automations.