Templates

Settings → Templates is where you edit the default templates Spott reuses across the product, so your team stays consistent. The available template types are:

• 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.
• Report Templates: branded Word or PowerPoint templates behind the candidate reports and shortlists you generate.
• CV Templates: branded Word templates behind the formatted CVs you generate.
• Job Description Templates: the instructions the AI uses to generate job descriptions.
• Placement Forms: define the custom fields and layout used when logging a placement.
• Scorecard Templates: reusable scorecard structures you apply to a job, instead of building or generating its scorecard from scratch each time. See interview scorecards.
• Rate Card Templates: reusable rate cards and the pay codes behind them, for timesheets on contract placements.
• Company Portal Invite Email: the email a client contact receives when you invite them to a Company Portal. Edit a draft and publish it; every invite after that uses the new version.
• Company Portal Reminder Email: the email a contact receives when you send them a reminder from the portal.

Open any category to view, edit, or create templates within it. The emails you present candidates and jobs with are not templates any more: Spott drafts them from the instructions under Prompts.

​

Insight templates

Insight templates are the ones people underuse, because it is not obvious what they control. They are the instructions behind every automated note: when the Note Taker writes up a meeting, or a call is transcribed, the summary is written to the structure you set here. Change a template and every note written afterwards follows the new one. You are not limited to one. A workspace typically runs a handful, each for a different kind of conversation, for example an intake call, a client meeting, a candidate interview, and a candidate registration.

​

Spott picks the template for you

This is the part worth understanding. Each template carries a Description, which answers “when should this one be applied”, and the list shows it as Applied when. Spott reads those descriptions and picks the fitting template for the conversation, so you do not choose one per meeting. That makes the description the most important field in the template. Write it as the situation, not as a label: “Use for candidate interviews focused on personality traits, behavioral characteristics, and soft skills assessment” tells the AI far more than “Personality”. Descriptions that overlap heavily make the choice arbitrary, so keep the boundaries between templates clear.

​

What a template is made of

Click the pencil on a template to edit it. It has a Title, the Description above, and one or more Sections, which you can drag into the order you want the note to read in. Each section carries:

• Title, the heading that appears in the note.
• Instructions, the prompt for that section. This is where the real work happens: say what to capture, what to include, and what to avoid. The built-in templates are worth reading as examples, for instance an instruction that ends with “use objective, verifiable language, avoid subjective labels unless the candidate uses those terms”.
• Length, from short to long, so a section can be a line or a paragraph.
• Format, for example bullet points or prose.

Sections can hold subsections, and both come in a repeating variant, for when the same block should be produced once per item the conversation covers, such as one block per role discussed. Use Create Insight Template to add one for a conversation type you run often.

​

Changing a template does not rewrite old notes

A note keeps the summary it was written with. If you improve a template, or Spott picked the wrong one for a conversation, you can resummarize that note from its transcript against any template you like. See rewriting an automated note.

​

CV and report templates

Generate CV on a candidate, the Reformatted CV you attach when presenting a candidate, the candidate report, and the shortlist document all come out of a template configured for your workspace. Every document your team generates follows it, so a CV looks the same whoever on the team produced it. To get your own CV and shortlist templates in your house style, contact Customer Support at support@spott.io.