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In this section you learn how to create and organise tasks, link follow-ups to the right records, add manual and automated notes, and use templates to keep meeting summaries useful and consistent.
  1. Use tasks as reminders across the platform
  2. Use notes to give your team and the AI context
To open your follow-ups, click Tasks in the left-hand navigation bar. To review or create notes, click Notes.

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1. Use tasks as reminders across the platform

Tasks keep calls, interview preparation, offer chasing, and other follow-ups visible. Link each task to the records it concerns, so the next step appears wherever your team is working. Open Tasks and click Add task in the top right corner. Add a title and a due date, then type @ followed by a person, company, or job name to link the task to that record. A linked task appears in the Tasks tab of every connected candidate, contact, company, or job. That keeps the reminder next to the context you need to act on it.
Tagging a record from inside a task

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1.2 Find and manage your tasks

When you open Tasks, Spott applies two filters automatically:
  • Status: Open, so completed tasks stay out of your active list.
  • Assigned to: you, so the list starts with the tasks you are responsible for.
These defaults keep you focused on your own active work. Remove a filter by clicking its chip, or add filters such as assignee, due date range, or status.
The Tasks view
Use the task list to:
  • Work by urgency: tasks are grouped by due date, with overdue tasks highlighted in red.
  • Find a task: use the search bar to locate a specific follow-up.
  • Edit a task: click its title to change its details.
  • Complete a task: mark it complete when the action is done, and it leaves the default view.
Tasks are not only created by hand. Campaigns and automations create them for you, for manual steps such as a phone call or a LinkedIn message. Campaign tasks can be filtered specifically in your to-do list.

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1.3 Choose how task notifications reach you

To control task alerts, open Settings → Notifications and choose whether assignments, completions, and mentions reach you in the app, by email, or both. These preferences are personal, so every user configures their own notifications.

Tasks reference

Manual and automated tasks, filters, labels, and linked records.

Notification settings

Choose which task events reach you in the app or by email.

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2. Use notes to give your team and the AI context

Notes preserve what your team learns from calls and meetings. Once linked to the right records, they also improve matching, summaries, reports, job descriptions, and Ask AI. Open Notes and click Add note. Write the note in the editor. It saves automatically, so there is no save button. Use the side panel to add:
  • Properties: review who the note belongs to, use Link meeting to attach a calendar event, and choose an activity type such as an online meeting, an inbound call, or a voicemail.
  • Labels: categorise the note so your team can filter and report on consistent activity types.
  • Linked records: connect the note to one or more candidates, contacts, companies, or jobs.
At the bottom of a new note, select Start from template for a reusable structure, or Record note to capture a voice note of up to five minutes. Use the search bar on the Notes page to find existing notes. It supports Boolean queries when you need a more precise search. A linked note stays available from the main Notes list and also appears in each connected record’s Notes tab, and on the linked meeting entry.
Spott’s AI can only use a note as context after it is linked to a record. An unlinked note stays in the Notes list but is invisible to matching, summaries, and Ask AI.

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2.2 Capture meetings and calls automatically

Automated notes are created when the Spott Note Taker joins an online meeting, or when a connected VoIP integration records a call. Each note carries an AI summary, the full transcript, and a link to the recording. To enable the Note Taker:
  1. Open Settings → Accounts and connect your Google or Microsoft Outlook calendar.
  2. Open Settings → Calls and switch on Enable Spott Note Taker.
  3. Accept the terms and conditions.
The Note Taker joins meetings that contain a valid Zoom, Microsoft Teams, or Google Meet link. It waits in the lobby until it is admitted, then transcribes the conversation, and usually creates the note two to five minutes after the meeting ends. Spott links meeting notes to a person using an attendee’s email address, and call notes using their phone number. If it cannot find a match, open the note and use Link record to connect it by hand.
Switching the Note Taker off stops it from being scheduled for new meetings and unschedules upcoming joins, but existing recordings, transcripts, and summaries stay available.

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2.3 Use note and insight templates correctly

Open Settings → Templates to manage the structures Spott reuses.
  • Note templates are reusable layouts for manual notes, such as interview debriefs or client call summaries. You choose one when starting a note.
  • Insight templates are the instructions the AI follows when summarising meetings and calls. Spott picks the template itself by reading each template’s description, so you do not choose one per meeting.
For an insight template, write a description that explains when it should be used. Then shape the output with sections, instructions, length, and format. Keep those descriptions distinct from one another, and ask for information your team will actually reread. Clear boundaries help Spott pick the right template, and focused sections keep the summaries worth opening.
Changing an insight template affects future notes only. To update an existing automated note, open its ⋮ menu and select Resummarize transcript, then choose the template and the output language.

Adding notes

Manual notes, automated notes, labels, linking, and resummarising.

Note Taker

Enable it, add it to meetings, and troubleshoot missing notes.

Templates

Create note templates and AI insight templates.

AI in Spott

What the AI reads, and how linked context improves it.

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Now your turn

  • Create one task that tags a candidate and a job, then find it in the candidate’s Tasks tab
  • Let the Note Taker join one meeting and read the note it creates
  • Create one note template, use it for a meeting or a call, link the note to a candidate or contact, and find it in their Notes tab

Next: reporting

Build the reports and insights the dashboard does not answer.