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This is the setup every user does for their own account. If you are the workspace admin, do Set up Spott (admin) as well, which covers the settings that apply to everyone.

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1. Sign in to your account

Visit app.gospott.com and sign in using your credentials.
If your workspace uses SSO, log in the first time via your invite link and create a password. From then on you can sign in with Microsoft or Google.

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2. Configure your personal settings

Click the Spott logo in the top left corner to open Settings. From Settings, start with your personal settings.
The personal settings section of the settings sidebar

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2.1 Preferences tab

Set your personal defaults.
  • Default currency, prefilled when adding new currency fields
  • Default country code, the default dialing code when adding new phone numbers
  • Default AI language, the language used for generated AI content
  • Default distance unit, used for location radius filters
  • Spell check, toggle on to enable the browser spell check for outgoing messages
  • Time zone, used for calendar events and timestamps
  • Date format, controls how dates are displayed
  • Time format, 12-hour or 24-hour display
  • Time display, whether timestamps show as relative or absolute
  • First day of the week, for calendars
  • Display language, the language of your workspace
  • Interface theme, light or dark mode
  • Default candidate, contact, and company tab, the tab you land on when opening a record

Every preference field, explained

The full reference for personal preferences.

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2.2 Profile tab

Update how you appear in Spott, and your security settings.
  • 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.

Profile and security reference

Password, MFA, and how SSO changes the login flow.

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2.3 Notifications tab

The notifications settings, with in-app and email toggles per event type
Control which events trigger notifications, 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

Notification settings reference

Every event type and channel.

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2.4 Accounts tab

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(a) Sync your email and calendar

Connect your Google or Outlook account so your mail and meetings flow into Spott.
Up to two addresses per user. You can connect two email addresses to your account, using Connect a second Microsoft account or Connect a second Google account on the Accounts page. The same address cannot be connected twice, and it cannot be connected through both Google and Microsoft at the same time.
The email and calendar sharing options
Default email and calendar sharingEach user chooses the level of access colleagues have to their 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.
  • Sync 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.
The signatures list, with one marked as default
  • Pick a default font family and size for your email communications.

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(b) Sync WhatsApp

Connect WhatsApp for a two-way sync of your messages between Spott and your mobile.
The WhatsApp card showing connection status
The card shows the connection status, for example Connected or Not connected.
Data sharing for messages
  • WhatsApp: only you see your messages with contacts and candidates, and you do not see those sent by your colleagues.
  • Email: you choose full or restricted access for colleagues. Restricted means they see only the subject line and metadata.

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(c) Install the browser extension

Install the extension to import candidates, contacts, and companies from LinkedIn, Sales Navigator, or Recruiter.
The browser extension card in the Accounts settings
The extension only works on Google Chrome and Microsoft Edge.

Browser extension setup

Install, connect, and troubleshoot the extension.

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2.5 Calls tab

Manage how Spott supports meetings, notes, and scheduling.

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(a) Note Taker

By default the Note Taker 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:
  • Fallback language for transcription: used when Spott has low confidence in the detected language.
  • Video recording: when disabled, meeting videos are not stored. Recordings can also be deleted per meeting.
  • Note Taker appearance: change the name and background image. These changes apply for everyone in your organization.

Note Taker reference

How it joins, what it produces, and how to remove it from a meeting.

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(b) Mobile app (iOS and Android)

  • Access candidate and contact information
  • Record in-person meetings and manage notes
When recording in-person meetings, do not leave the Spott app and do not let your screen go black.

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(c) Calendar scheduler

Create scheduling links so candidates and contacts can book meetings directly in your calendar.
The scheduler settings with a list of scheduling links
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.
The public booking page, branded with your logo and colours

Scheduler reference

Availability, meeting types, and sharing links from an email.

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Now your turn

  • Sign in and set your preferences
  • Complete your profile and turn on MFA
  • Tune your notifications
  • Connect your email and calendar, and pick a sharing level
  • Sync your signature
  • Install the browser extension
  • Set your Note Taker preference and create a scheduling link

Next: set up the workspace

Admin only: the settings that apply to everyone in your organization.