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Automations are workflows that fire on events inside Spott and run a chain of actions. They are configured by admins and apply to the whole workspace, so every teammate follows the same process automatically.

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Enable and configure

  1. An admin toggles Automations on under Settings → Features.
  2. Automations are then created under Settings → Automations.
Automations are workspace-wide. They cannot be scoped to an individual user: once configured, an automation runs for everyone. Treat them as shared infrastructure, not personal shortcuts.
The Automations page with configured automations

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How an automation is structured

Every automation has the same shape:
  • One trigger: the event that fires it, for example an application moving to a stage, a candidate being created, or a placement being created. Time-based triggers let automations run at a set moment or immediately upon the trigger.
  • One or more actions, chained in sequence.
  • Optional filters to narrow exactly when it runs, for example only for a specific placement form type.

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Interactive automations

Interactive automations change what you see: they open a dialog or form at the right moment, keeping the user in the loop for actions that need judgment. Common patterns:
  • Open the placement dialog when an application moves to a Placed stage, so the fee and dates are recorded on the spot.
  • Open the email dialog when an application moves to a specific stage, for example “Mailed”.
For rejection emails, use the native Mark rejected quick action instead of an automation. It has built-in template selection and records the rejection reasons.

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Background automations

Building an automation: trigger, action, filters
Background automations run silently, with no dialog. Use them when the action is deterministic and should always happen. Common patterns:
  • Auto-send a consent email when a candidate reaches your GDPR check stage, from one of your configured domains.
  • Auto-close a job when a candidate is placed on it.
  • Auto-update a custom attribute when an application reaches a stage, keeping reporting fields accurate without manual upkeep.
Background automations can send emails to addresses outside Spott too, for example your invoicing department, and can use variables in their emails, including placement details such as fee splits, start and end dates, and contract value.
Emails sent by an automation are not logged on the candidate’s activity feed unless the recipient replies. If you rely on automations to send consent emails, keep your own record of what was sent, since the activity feed alone will not show it.
The catalog of triggers and actions grows with the weekly releases, so check Settings → Automations for what is currently available.