Compliance

Consent management is about the individual record: what a candidate or contact agreed to, and until when. The Compliance page under Tools is the workspace-wide side of the same job. It has three tabs:

• Suppressions: every email address Spott will no longer send to, and why.
• Duplicate candidates: pairs of candidates who look like the same person.
• Files: the files across your workspace, which you can filter and delete in bulk.

If you do not see Compliance under Tools, it has not been switched on for your workspace yet. Ask your Customer Success contact.

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Suppressions

Tools → Compliance → Suppressions lists every email address Spott will no longer send to, with the reason and where it came from.

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How an address gets on the list

Most of the list fills itself:

• Unsubscribes. Someone clicks the Unsubscribe link in a marketing email, or in an automated email sent with Send email from your configured domains. Both always carry that link.
• Bounces. An email to the address bounced permanently.
• Spam complaints. The recipient marked an email as spam.
• Failed checks. Before a marketing email goes out, Spott checks in the background whether each address is valid. One that fails is recorded as an Undeliverable address or a High-risk address and is not sent to, which keeps your bounce rate low and protects your sending domain’s reputation.

An unsubscribe from an address that is not on any record in Spott is not recorded.

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Block an address yourself

When someone tells you they never want to hear from you again, by phone or in a reply, add their address by hand rather than hoping everyone remembers.

1. Go to Tools → Compliance → Suppressions and click Add suppression, top right.
2. Enter the Email. One address at a time.
3. Pick the Reason:
   • Manual (all channels), the default here, blocks every email to that address. See what each reason blocks.
   • Manual (marketing) blocks marketing campaigns only.
4. Save.

The address does not have to belong to a record. You can suppress someone before they are ever imported, and they stay blocked when they arrive. You can also add a suppression from a candidate’s Consent subtab, picking one of that person’s own addresses. There the reason starts on Manual (marketing), so switch it to Manual (all channels) if the person asked not to be emailed at all.

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What each reason blocks

The reason decides how far a suppression reaches: So an unsubscribe from your newsletter does not stop a recruiter from replying to that person one-to-one. To stop that too, add a Manual (all channels) suppression. Some emails are never blocked, whatever the reason:

• Send email notification from Spott, the automation action that only emails your own Spott users
• Company Portal invites and reminders
• The email sent when someone books a meeting through your scheduling link

Suppressions cover email only. SMS and WhatsApp messages are never affected.

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What happens when you email a suppressed address

Spott does not let the email go out, and there is no option to send it anyway:

• Writing an email: the address is refused as you add it, with “address is suppressed and can’t receive emails, so it wasn’t added as a recipient.” That goes for To, Cc, Bcc, and the attendees of a calendar invite. In the recipient suggestions, the address carries a Suppressed tag.
• Bulk email: suppressed people are skipped, and Spott tells you how many: ”# people were skipped because their email address is suppressed”.
• Scheduled email: if an address is suppressed after you scheduled the email, the email fails when it is due, rather than going out.
• Outreach campaign: you can still enrol the person. When their next email step comes up, that step and the rest of their sequence are cancelled, and they show Recipient is suppressed.
• Marketing campaign: the person shows as Skipped.

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One address, not the whole person

A suppression belongs to one email address, matched regardless of upper and lower case. The person’s other addresses can still be used, and when you email them Spott picks an address that is not suppressed. If someone left their old job and their work address now bounces, their personal address still works. Marketing is stricter: a marketing campaign leaves out the whole person if any one of their addresses is suppressed.

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Read the list

Each row shows:

• Email
• Suppressed at, the date and time, with an Exempted badge when an exemption applies
• Reason, such as Manual (all channels) or Unsubscribed
• Source: the colleague who added a manual entry, or the campaign or automation an automatic one came from

Use the list to review bounces: for someone who bounced, look for a newer address before you write them off. See suppressions in marketing.

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Lift a suppression

How you lift a suppression depends on where it came from.

• A manual entry can be removed: use Delete on the row and confirm.
• An unsubscribe, a bounce, or another automatic entry cannot be deleted. An unsubscribe is a record of what someone asked for, so it stays. Use Exempt instead and give a reason, up to 1,000 characters, so the next person can see why you are emailing them again. The suppression stays on the list with an Exempted badge.

A suppression can be exempted up to three times, with one exemption active at a time. To undo one, revoke it from the Exemption log, and the suppression applies again. There is no separate permission for any of this: anyone who can open the Compliance page can add, delete, exempt, and revoke.

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Duplicate candidates

Tools → Compliance → Duplicate candidates lists candidates who look like the same person. Consent and opt-outs are only reliable when each person has one record: an opt-out on one copy does nothing for the other. Review the pairs and merge them, one pair at a time. See merging duplicates.

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Files

Tools → Compliance → Files brings the files from across your workspace into one table that you can filter. It is the place for a clean-up, such as removing documents you no longer have a reason to keep. To delete files in bulk, tick them and click Delete in the bar that appears. To take everything that matches your filters, use select all, which reaches every matching file rather than only the ones on screen. Up to 1,000 hand-picked files, or up to 10,000 with select all, go in one run. Anything over 1,000 is deleted in the background. The Delete files dialog asks you to type a phrase such as “delete 12 files” before Delete unlocks. You can delete files in bulk from a record as well: the Files tab on candidates, contacts, companies, jobs, opportunities, and placements works the same way, for up to 1,000 files. See the Files tab.