# Calendar Source: https://docs.spott.io/docs/calendar/schedule-a-meeting View your calendar, schedule meetings, and reschedule, cancel, or review events, all synced with Outlook or Google. You can quickly navigate to the Calendar with `G` then `C`. See all [keyboard shortcuts](/docs/settings/keyboard-shortcuts). ## Make sure Outlook or Google are synced with Spott Before scheduling a meeting, ensure your Outlook or Google account is synced. In Spott, go to **Settings → Accounts**, find the **Microsoft Outlook** or **Google** integration, and make sure one of them is connected. **First-time sync takes time.** Spott syncs years of calendar and email history, which typically takes **8 to 12 hours**. Your calendar can look empty for most of that, so give it time and check again the next day. After the initial sync, changes appear in near real time. Connecting the account itself, admin consent in enterprise tenants, and what your colleagues can see of your calendar are all covered in [connected accounts](/docs/settings/accounts). ## The Calendar page The page has two tabs. **Calendar** is your own week, in a list or a calendar view, with your **upcoming meetings** in the sidebar and your **teammates' calendars** available next to yours so a shared slot is easy to find. From either view you can **reschedule or cancel** an invite directly. The Meetings tab listing scheduled meetings, filtered by user **Meetings** is the wider view: every meeting scheduled against a record in Spott, not only your own. Filter by **User** to see who a colleague has been sitting with and when, which is the quickest way to answer "has anyone spoken to this client recently" without opening a single record. Search by title, and switch the same results between **List** and **Calendar**. ## Schedule a new meeting Click **Schedule Meeting** in the top right corner, or double-click (or click and drag) a time slot in the calendar, like in your native calendar client. In the meeting dialog, make sure **Send calendar invite** is toggled on, as well as **Online meeting** if you plan to meet via Microsoft Teams or Google Meet. The meeting URL is created on the platform of your primary email account. The meeting dialog with invite and online meeting toggles Set the parameters before sending the meeting request: * **Recipients**: the people to meet with. * **Subject** and **email body**. * **Date and time**, with options to **repeat** the meeting or mark it as **All day**. The **time zone** chip after the time, such as **GMT+2**, starts on your own time zone. Click it to pick another from a searchable list grouped by region, which is how you book 11:30 in the candidate's time rather than converting it in your head. * **Location**: a physical location, or an **online meeting**. With online meeting on, Spott creates the Microsoft Teams or Google Meet URL for you on your primary email account's platform. A **Zoom link is never generated**, though the [Note Taker](/docs/notes/note-taker) can still join a Zoom meeting it is invited to. * **Show as free**: keep the slot open on your calendar instead of marking it busy. * **Hide attendee list**: send the invite without showing recipients each other. * **Dial in Note Taker**: have the [Note Taker](/docs/notes/note-taker) join the online meeting to record and summarize it. ### The composer toolbar Along the bottom of the message body sit five controls: The composer toolbar: attach, signature, template, scheduler link, and AI Attach a file, insert your **signature**, start from a [message template](/docs/inbox/message-templates), add your [scheduler link](/docs/calendar/scheduler), or ask **AI** to pitch a candidate or job. A template with **variables** in it works here the same as it does in an email, and the invite's **Subject** takes them too. Type `{` in the subject or the message and pick from **Recipient**, **Candidate**, **Company** or **Job**, so the invite you send about a role reads like it was written for that role rather than pasted from a template. These are the record variables only. **AI Generated content** is not offered on an invite, so a template that leans on a written passage falls back to its fixed text here. ### Attach files without leaving the invite When the meeting is with a candidate or contact, the right-hand **Browse files** panel lists the files already on the relevant records, so you can attach one without hunting for it on your desktop. It groups them: * **CVs**, the originals on the candidate * **Reformatted CVs**, the branded versions produced by [CV and client documents](/docs/candidates/client-documents), each labelled with its language so you can pick the right one for the client * **Other**, everything else held on the record, such as a work permit or a signed document The meeting dialog with the Browse files panel listing CVs and other documents The picker at the top of the panel switches between the records involved, the job and the person, so you can pull the job description and the candidate's CV into the same invite. ## Manage an event Click an event in the calendar to open its details, where you can: * **Reschedule**: change the date or time and send the update to attendees. * **Cancel event**: cancel the meeting and notify attendees. * **Transcript**: open the [Note Taker](/docs/notes/note-taker) transcript and summary for a meeting that was recorded. An event popover with Reschedule, Cancel event, and Transcript ## Share your booking link You can also let others book time with you directly, based on your availability. Set up your booking links under **Settings → Calls → Scheduler**, and insert them into emails with **Insert calendar scheduler link**. See [setting up your scheduler](/docs/calendar/scheduler). # Scheduler Source: https://docs.spott.io/docs/calendar/scheduler Share booking links so candidates and contacts can book meetings directly into your calendar, each with its own availability and rules. The scheduler lets others book time with you without back-and-forth coordination. Your availability is continuously updated based on your connected calendar and your booking rules. ## Make sure Outlook or Google are synced with Spott In Spott, go to **Settings → Accounts**, find the **Microsoft Outlook** or **Google** integration, and make sure one of them is connected. Spott generates your available time slots from this calendar. ## Enable the calendar scheduler The Scheduler settings with scheduling links Go to **Settings → Calls** and open the **Scheduler** section: * Toggle **Enable Spott Calendar Scheduler** on. * Copy a booking link and share it with anyone who should be able to schedule time with you. You can add your links automatically when composing an email in Spott with **Insert calendar scheduler link**. Inserting a scheduler link from the email composer ## Create scheduling links for different meeting types You can create multiple **scheduling links**, each with its own availability, meeting types, and booking rules. For example, a 15-minute intro call and a 1-hour interview, each bookable on different days. Click **Create scheduling link** and configure per link: * **Meeting duration** and slot interval * **Maximum days in future**: how far ahead someone can book * **Minimum booking notice**: how much advance notice is required * **Minimum booking buffer**: the gap required before and after other meetings * **Weekly availability**: one or multiple time slots per day; leave a day empty to not appear available * **Ask for a phone number**: an optional field on the booking form, so you have a way to reach someone who does not show up A scheduling link's configuration Each link can be enabled or disabled individually. The public booking page a recipient sees The meeting link matches your **primary connected account**: Outlook generates a Teams link, Google generates a Meet link. ## Share your booking links Anyone using one of your links only sees time slots that are free according to your connected calendar and that link's booking rules. Bookings land directly in your calendar and are linked to the right records in Spott. ### The booking page uses the visitor's time zone Whoever opens your link sees the times in **their own time zone**, taken from their browser, and your availability is converted into it. A morning in Brussels reads as an early morning in New York, and both of you end up in the same slot. There is nothing to configure here, and no way to force one time zone for every visitor. If a booking looks like it landed at the wrong hour, check which zone the browser that made it was in rather than the link's settings. Availability comes from your calendar. Events marked **Busy** or **Out of office** block a slot; **Free** and **Tentative** do not. If a link shows little availability, check for an all-day event marked Busy and set it to Free instead. # Phone Calls Source: https://docs.spott.io/docs/calls/phone-calls Connect a telephony integration to get click-to-call, call recording, automatic transcription, and AI insights on every connected call. Connecting a supported telephony (VoIP) integration unlocks calling directly from Spott, with every **connected** call recorded, transcribed, and tied to the right person in your database. ## Supported integrations What you get depends on the provider you use, so start here: * [Aircall](/docs/integrations/aircall), [RingCentral](/docs/integrations/ringcentral), [Ringover](/docs/integrations/ringover), [RingRing](/docs/integrations/ringring), and [Dialpad](/docs/integrations/dialpad): built and supported by Spott. Aircall, RingCentral and Ringover include an in-platform dialer, so you can place calls without leaving the page. * [VoIPPlay](/docs/integrations/voipplay) and [Devyce](/docs/integrations/devyce): click-to-call, with calls, notes, and recordings syncing back to Spott. Enable your provider under **Settings → Integrations**, and **select your number there too**, on the provider's own page. See the full, always up-to-date list on [spott.io/integrations](https://spott.io/integrations). [RingRing](/docs/integrations/ringring) is the exception: it has no page under Settings → Integrations yet, so contact support to have it connected. Calling is not the only thing a VoIP number does. The same provider page carries an **SMS** block where you switch texting on per number, so you can also [send and receive SMS from Spott](/docs/inbox/sms) with RingRing, RingCentral, Ringover, and Aircall. Selecting a number needs the **Manage workspace settings** permission. Without it the picker is visible but greyed out, and your admin has to do it for you. See [managing access](/docs/settings/managing-access). ## What you get * **Click-to-call**: click any phone number in Spott (on a profile, in a table, in search results) to dial it directly. * **Inbound call pop-ups**: when a known candidate or contact calls, a card appears in the bottom-right of the screen so you can open their profile before you pick up. * **Every call on the activity feed**: connected calls are always logged on the person's **Activity** tab, so the fact that you spoke to them is on the record either way. * **Recording**: connected inbound and outbound calls are recorded by your VoIP provider and made available in Spott. Missed and unanswered calls are not recorded or transcribed. * **Automatic transcription and AI insights**: after the call, Spott transcribes the recording, links it to the right person by phone number, and suggests profile updates and follow-up tasks from what was said. ### You decide which calls become notes Logging is automatic; a **note is not**. A minimum call duration decides whether a call is written up: **All calls** (no minimum), or **15, 30, 45 or 60 seconds**. Anything shorter is still logged on the activity feed but produces no note, which keeps two-ring calls and voicemails out of your notes. You set it as **Minimum call duration to transcribe** on your provider's page under **Settings → Integrations**, and it **applies to every VoIP integration**, not just the one you set it from. Phone numbers must be stored in **international format** (for example `+32...`) for caller matching to work reliably. ## The call record Every processed call gets its own page in Spott, reachable from the linked person's activity. It shows: * **AI Suggested Updates** and **Suggested Tasks** picked up from the conversation, which you can accept or reject * The **recording**, with an audio player * The **full transcript**, which you can **copy or download**, the same way you can on a meeting recorded by the [Note Taker](/docs/notes/note-taker) * A Details panel with the **participants** and **call details** (from, to, start and end time), plus **notes** linked to the call * **Ask AI**, an agent that can answer questions about the call ### When the transcript is in the wrong language Transcription detects the language spoken on the call, and on a bilingual desk it occasionally picks the wrong one. The result is a transcript full of plausible nonsense, and the AI suggestions built on it are no better. You do not have to write the call off. **Re-transcribe the call in a specific language** from the call record, and Spott processes the same recording again with the language you chose instead of the one it guessed. In-person conversations recorded with the **Spott mobile app** get the same treatment: the recording is uploaded, transcribed, and linked, with its own record page. ## Inbound call pop-ups When a call comes in on your connected VoIP number, Spott shows a card in the bottom-right with the caller and the call status (ringing, in progress, ended): * If the number matches a candidate or contact, their name is shown and clicking it opens their profile. * Unknown numbers show as "Unknown caller". Spott deliberately keeps this quiet so random calls do not interrupt your work. ## Call didn't produce a note? Run through this checklist; it covers the causes we see most often: 1. **Is recording enabled at your provider?** Spott transcribes the recordings your provider makes. Each provider has its own recording setting (per number in Aircall, the dashboard in Ringover, the Admin Portal in RingCentral, per call or per office in Dialpad); see your provider's setup guide. 2. **Is your number selected in Spott?** Without your number selected, incoming calls are not recognized and notes cannot be linked; see your provider's setup guide for where to select it. 3. **Is the person's phone number in international format** (for example `+32...`)? That is how Spott matches the call to the right record. 4. **Was the call long enough?** Calls under **Minimum call duration to transcribe**, on your provider's page under Settings → Integrations, are logged on the activity feed but produce no note. Set it to **All calls** to rule this out. Missed and unanswered calls are not logged at all. If everything checks out and notes still don't appear, contact support. ## Good to know * **Tasks are not created automatically from calls.** Spott suggests tasks from the transcript, but you decide what to accept. * **Dialer name display is one-way.** When you click-to-call from Spott, your dialer shows the person's name. When you dial by hand or receive a call, the dialer may show only the number; the call is still attributed to the right person in Spott afterwards, and the pop-up shows who is calling. * **Ringover offers you two ways to dial.** Clicking a number gives a choice of **Ringover**, which opens the dialer inside Spott and waits for you to press Dial, and **Desktop**, which hands the call to the Ringover desktop app and starts dialling at once. Both are shown on purpose so people can pick their medium, and neither can be switched off. * **No VoIP integration, no calling features.** Phone numbers and subscriptions are managed by your VoIP provider, not by Spott. # Adding Candidates Source: https://docs.spott.io/docs/candidates/adding-candidates The ways to get candidates into Spott: CV upload, email forwarding, manual entry, LinkedIn, CSV, integrations, and the API, and when to use each. Spott gives you several ways to add candidates. The right one depends on what you have in hand: a CV, a list to bulk‑import, or a LinkedIn profile you're sourcing from. ## Choose a method Drag & drop one or many CVs. Spott parses them and pre‑fills the form for you to review. Send CVs to `cv@spott.io` from your work email and Spott creates the candidates automatically. Enter the details by hand, best when you only have a name or partial info. Import a profile directly with the Spott Chrome extension. ## Upload a CV (drag-and-drop) The fastest way when you have CVs in hand. Spott parses each CV and drops you into the candidate form with the fields already filled in. Open the **Candidates** page (shortcut: `G` then `A`) and click **Add from CV** in the top-right. The Add from CV dialog with CV upload, email option, and manual entry Drag files onto the drop zone, or click **Upload CV** to browse. You can add **up to 1,000 CVs at once**. The parser reads **image files** as well as documents, so a photo or a scan of a printed CV works the same way an exported PDF does. That is what makes it possible to add a candidate from a document you photograph on your phone; see the [mobile app](/docs/mobile/overview#create-a-candidate-from-your-phone). Spott extracts what it can (name, email, phone, LinkedIn URL, work experience, education, and certifications) and pre‑fills the form across the **Basic attributes**, **Experience**, **Education**, and **Certificates** tabs. Correct anything that needs it. A parsed CV pre-filled in the candidate form At the top of the form, **Add candidate to** takes a **Job** or a **List**, one or the other rather than both. Set it and every candidate in the batch lands there as it is created, so a stack of CVs from a client becomes a populated pipeline in one pass instead of an import followed by a round of selecting and moving. The Add Candidate form with Job and List destination pickers at the top Pick a job and you pick the **stage** as well, from that job's own stages, so a batch of CVs a client has already screened can go straight in at the stage it has actually reached instead of entering at the top and being dragged forward. Leave it unset to add the candidates to your database only. Click **Add All Candidates**. They now appear in your database. Uploading **fewer than 20 CVs at once** is a **supervised** flow: you review the parsed values before saving. Larger batches are processed automatically, without the review step. If you'd rather skip the review step altogether, forward the CVs by email instead (below). ## Forward CVs by email Forward CVs as email attachments (**PDF or DOCX**) to `cv@spott.io` and Spott parses them and creates the candidate records. No need to log in. **Forward from your work email**, the address you use to sign in to Spott. That address is how Spott knows which workspace the candidate belongs to. Forwarding from a personal address won't work. Candidates created this way get **you** as their **Main Contact**, since you are the person who forwarded the CV. The same applies to a bulk CV upload. That keeps ownership attached to whoever actually sourced the person, instead of leaving a batch of records with nobody's name on them. This is an **unsupervised** flow: there's no review step, so an occasional field may be missed. You'll always get an email back if something goes wrong: The email arrived without a CV attachment. Reply‑forward with the file attached. The file was corrupted or image‑only without recognizable text. Re‑export a clean PDF or DOCX and resend. The CV's email, phone, or LinkedIn URL points to two different existing records, so Spott can't safely deduplicate. It surfaces the conflict instead of guessing. Resolve it in the app. See [deduplication](/docs/candidates/managing-candidates). ## Add a candidate manually Best when you have only a name, an email, or partial information, with no CV. Click **Add from CV**, then **Add Candidate Manually**. Enter name, email, phone, and location, then add **experience**, **education**, and any custom fields your workspace has configured. The candidate is created and added to your database. ## Other ways to add candidates Bulk‑upload candidates, contacts, or companies from a spreadsheet. Push candidates from connected tools like Juicebox or Pin directly into Spott. Insert candidates programmatically via the Spott API. ## Good to know * **Duplicates are handled for you.** Spott deduplicates on email, phone, and LinkedIn URL, so re‑adding someone enriches the existing profile rather than creating a copy. See [managing candidates](/docs/candidates/managing-candidates). * **Keep profiles complete.** Fuller profiles improve search accuracy and matching results. # Tracking Applications Source: https://docs.spott.io/docs/candidates/candidate-applications Follow a candidate's applications, placements, and speculative presentations from the Candidate tab, and let AI suggest matching jobs. The **Candidate** tab on a [candidate profile](/docs/candidates/managing-candidates) tracks everything about the person as a candidate: their applications, placements, and potential matches. The Candidate tab with its subtabs ## Overview All processes the candidate is part of, in one list, grouped into **Jobs** and **Speculative Presentations**. For each one you see the job title, the **job status**, company, stage, label, state, last activity, owner, and the client contacts on it. The job status column is the [job's own status](/docs/settings/stages#job-statuses), and any of them can appear: a candidate in a pipeline for a job that is Interviewing, Won, or Lost is listed here alongside one on a job at Open. This is everything the candidate is part of, not only what is still open. ## Placements The candidate's placements: the jobs they were successfully placed in. Each placement shows who placed the candidate, the placement type, start date, salary, fee, and any fee splits between teammates. The Placements subtab with a placement's type, dates, salary, and fee splits ## Jobs Every job application the candidate is part of, whatever status the job itself is in. For each application you see: * Company name * Job title * Time in stage * Application stage * Application status You can move the candidate forward in the process from here. Click an application to open it and see the full context. ## Speculative Introduce a strong candidate to a company even when there is no open role. The Speculative subtab with presentation stages To create a speculative presentation, click the **+** sign at the top right of a column. Pick the company you want to present to, and optionally a contact. Then move the candidate through the stages as the conversation progresses. You can also start from the **Present** button on the profile, which emails the candidate to your client contact and logs the speculative presentation in the same step. See [presenting candidates](/docs/candidates/presenting-candidates). The stages of the speculative process are fully customizable in Settings. ## Matching AI suggestions based on the whole profile: details, experience, notes, and applications. The Matching subtab with suggested jobs and similar candidates Spott identifies: * **Jobs** in your database that could be a good match for this candidate. * **Candidates** in Spott with a similar profile. ## Next steps Close the loop when a candidate is hired. Capture structured interview feedback. # CVs & Client Documents Source: https://docs.spott.io/docs/candidates/client-documents Generate a formatted CV, a candidate report, or a shortlist in your own Word template. Before a candidate goes to a client, Spott can write the document for you, in your own Word template rather than whatever the candidate happened to send you. There are three of them: | Document | What it is | Where you start it | | - | - | - | | **Formatted CV** | The candidate's CV rebuilt in your template | The candidate profile | | **Candidate report** | A written introduction of one candidate for a client | The Present dialog | | **Shortlist** | One document covering several candidates for a role | The Candidates table | All three ask you the same three things before they run: * **Language**, for example American English or French, so the same profile can go to one client in English and another in French. * **Template**, the Word template to build the document with. These are configured for your workspace. See [CV and report templates](/docs/settings/templates#cv-and-report-templates) for how to get your own in. * **Anonymize output**, to leave the candidate's identity out of the document, for when you share a profile before terms are agreed. ## Formatted CV A **formatted CV** is the candidate's own CV rebuilt in your layout, so every CV you send a client looks the same regardless of what the candidate uploaded. Start it in either place on the candidate profile. **Generate CV** sits with the other buttons at the top of the [Experience subtab](/docs/candidates/managing-candidates): The Generate CV button in the Experience subtab header Or open the three dots next to a CV in the **Files** subtab and choose **Generate formatted CV**, which is the one to use when a candidate has several CVs on file and you want a specific one as the source: The file menu in the Files subtab with Generate formatted CV Either way you land in the same dialog: The Generate CV dialog with language, template, and anonymize output Generation runs in the background. The **Files** subtab splits into **Uploaded files** and **Generated files**, with a **Generating formatted CV** marker while it works, and the finished `.docx` appears under Generated files. Click it to preview the document without downloading it. The Files subtab with a generated CV open in the document preview Generate the CV once the profile is complete. It is written from the data on the record, not from the uploaded file, so a missing employer or a half-filled education line shows up in the document. See [updating a profile from a CV](/docs/candidates/update-profile-from-cv). ## Candidate report A **candidate report** introduces one candidate to a client. Where the formatted CV is the candidate's own history in your layout, the report is the write-up around it: personal information, their current position (title, company, team), and contract details such as salary and notice period. You generate it while [presenting a candidate](/docs/candidates/presenting-candidates). In the attachments panel on the right, under **Reports**, click **Generate candidate report**: The Present dialog with the CVs and Reports sections in the attachments panel The dialog matches the CV one, with its own set of report templates: The Generate Report dialog with language, template, and anonymize output Finished reports stay under **Reports** in that panel, so you can attach one you made earlier instead of generating it again. **Generate candidate report** is not offered on every candidate. Like a formatted CV, the report is written from what the record holds, so a candidate with no document classified as a **CV** has nothing for Spott to write from. If the action is missing, check the **Files** subtab and set the file's type to CV, then reopen the Present dialog. ## Shortlist When you want to send a client several candidates in one document instead of one presentation per person, generate a **shortlist**. Select the candidates in the Candidates table, open **Candidate Actions** in the bar at the bottom, and choose **Generate Shortlist**. The Generate Shortlist dialog with job, template, language, and anonymize output Alongside the language, template, and anonymize choices, a shortlist also asks for the **Job** it is for, which appears on the cover page. Click **Generate**. Spott writes a **Word document** with a cover page for the client and role, then a written profile per candidate: their current position, career history, and education, grouped by company. A generated shortlist document with a cover page and written candidate profiles Follow the run in **Background Actions**: the entry moves from **Queued** to **Completed**, and the finished `.docx` appears under **Result** to download. A completed candidate shortlist generation with the resulting Word file ## When the document does not look right The layout, the section order, and the wording all come from your workspace template, not from the individual document, so a formatting problem you see on one candidate applies to all of them. Two things to check before reporting it: * **Is the data on the record correct?** Sections are written from the profile, so a wrong job title in the document is usually a wrong job title on the record. * **Is the section in your template?** Every section in the template is always rendered and nothing is added beyond it, so a missing block means it is missing from the template. If the template itself needs to change, email [support@spott.io](mailto:support@spott.io) with the exact candidate you tested on. See [CV and report templates](/docs/settings/templates#cv-and-report-templates). # Contact Enrichment Source: https://docs.spott.io/docs/candidates/contact-enrichment Automatically enrich Candidate and Contact profiles with email addresses and phone numbers using Spott's enrichment engine. A profile with enrichment available on empty contact fields Enrichment in Spott completes Candidate and Contact profiles by automatically finding missing email addresses, phone numbers, and LinkedIn URLs, or by updating a profile from LinkedIn. Spott uses a **waterfall enrichment system**: multiple data providers are tried until data is found or all sources are exhausted, maximizing accuracy and coverage. Enrichment uses credits, and credits are only deducted when enrichment is successful. You can find credit pricing on the **Billing** page in Settings. ## Enable Profile Enrichment 1. Navigate to **Settings → Features**. 2. In the Enrichment section, toggle **Enable Profile Enrichment** on to allow enrichment for Candidates and Contacts. The Enrichment section in Settings > Features ## Enrich an email, phone number, or LinkedIn URL You can enrich profiles directly from both Candidates and Contacts: 1. Open a Candidate or Contact profile. 2. Click into an empty **email** or **phone number** field. 3. Click the purple **Enrich** button that appears. 4. Spott attempts to enrich the selected field. The Enrich button on an empty phone field The bulk Enrich menu on the candidate table You can also enrich in **bulk** from the Candidates or Contacts table: select people with the checkboxes and use the **Enrich** menu to enrich emails (personal, work, or both), phone numbers, LinkedIn URLs, or full profiles from LinkedIn. Bulk enrichment handles up to **1,000 candidates** at a time. ## Update a profile from LinkedIn On the profile's **Experience** subtab, click **Check for updates** to refresh the whole profile from LinkedIn. This can take a couple of minutes. You can also let Spott do this automatically on a schedule. See [auto-updating profiles](/docs/settings/auto-updating-profiles). ## Enrichment history Review enrichment usage from **Settings → Features**. Each enrichment feature keeps its own history, so the record of a phone lookup and the record of a LinkedIn profile refresh sit in different places: * **Contact Enrichment History**, for the emails, phone numbers, and LinkedIn URLs you enriched on a profile. * **Profile Enrichment History**, for profiles updated from LinkedIn with **Check for updates**. Either one shows historical credit usage, which profiles were enriched, whether enrichment succeeded, and how many credits were deducted. Use the **Export** button to download the history for review. Nothing is charged for a profile Spott cannot find: credits are deducted only when enrichment comes back with something. ## Credit costs Credits are only deducted when enrichment succeeds. How many credits an enrichment costs depends on what is found: * **Work email**: 1 credit * **Personal email**: 3 credits (personal emails come from a more expensive data source) * **Phone number**: 10 credits * **LinkedIn URL**: 1 credit * **Profile update from LinkedIn** (Check for updates): 5 credits The current rates are always listed on the **Billing** page in Settings. ## Managing credits Every seat brings an allowance of **300 credits a month**, so a workspace of ten users receives 3,000. New credits are added on the **first day of each month**. The enrichment history shows the date the next allowance lands, so you can see how long the balance has to last. Top up from **Settings → Billing** in one of two ways: * **Monthly subscription**: a recurring monthly credit allowance, at a lower per-credit price. * **One-time purchase**: a one-off block of credits. Credits are **pooled at the team level**: the whole workspace draws from one shared balance, across all credit-using features such as enrichment and [auto-updating profiles](/docs/settings/auto-updating-profiles). The allowance is counted per seat but never held per user, so one person enriching a long list spends from the same pool as everyone else. Unused credits **carry over** and expire one year after they were issued, so a quiet month is not lost. What arrives monthly is the new allowance, not a reset of the balance. See [Billing & Credits](/docs/settings/billing). An **Insufficient balance** message means the shared pool is empty, not that you personally have run out. To stop the pool draining faster than you would like, take **Enrichment** off the roles that do not need it under **Settings → Security**: there is no per-user credit limit, so role permissions are the only control. # Interview Scorecards Source: https://docs.spott.io/docs/candidates/interview-scorecards Score a candidate against a job's criteria, manually or with AI, to keep interview feedback structured and comparable. A **scorecard** rates a candidate against the requirements of the job they applied to. It gives your team a consistent way to compare candidates and to record structured interview feedback in one place. ## Set up the job's scorecard first A scorecard belongs to a **job**, not to a candidate: it is the list of criteria in the **Scorecard** section of the job's **Overview** tab, and every candidate on that job is scored against the same list. Set it up there before you start interviewing. In **Quick Actions** on the job, **Add Scorecard** lets you build the criteria yourself and **Generate Scorecard** has AI write them from the job description and sourcing criteria. Once the job has one, the same actions read **Edit Scorecard** and **Regenerate Scorecard**. The Scorecard criteria list on a job's Overview tab **Generate Scorecard** writes the criteria from the job description, so a job whose Overview has no description yet has nothing to generate from. Fill in the description first, or build the criteria by hand. ### Reuse a scorecard across jobs Most agencies interview for the same kinds of roles over and over, and rebuilding the same criteria on every job wastes the effort that went into getting them right the first time. Your workspace keeps a library of **scorecard templates**, as many as you need, and applying one fills a job's scorecard instead of you starting from a blank list. In **Configure Score Card**, **Apply template** lists the templates your workspace has saved, each with a short description of what it is for, such as a technical skills screen or a first social interview. Pick one and its criteria fill the scorecard, ready to adjust for this particular role. Templates are **shared with the whole workspace** and only an admin can create or change them, so the library stays a deliberate set rather than filling up with one-off variants. They are built under **Manage templates**, at the bottom of the same menu. There is no save-as-template action in this dialog: a scorecard you have just assembled by hand stays on the job, and turning it into a template means building it again under Manage templates. The Apply template menu in Configure Score Card, listing saved scorecard templates Applying a template beats **Regenerate Scorecard** when you already know what you interview for: it is the same list every time, so two recruiters scoring two candidates are scoring them on identical criteria. **Editing a job's scorecard wipes the scorecards already filled in** for candidates in that job's pipeline. Spott warns you in the dialog. Get the criteria right before you start interviewing rather than changing them halfway through, or you lose the feedback your team has already recorded. ## Add a scorecard From a candidate's application, open **Quick Actions** and choose: * **Add Scorecard** to create a scorecard you fill in yourself, or * **Generate Scorecard** to have AI fill it in first. Quick Actions with Add Scorecard and Generate Scorecard ### When Add Scorecard is greyed out Both actions are unavailable on an application until the **job** has a scorecard, because there are no criteria to score anyone against yet. This is the usual reason the buttons look dead on a candidate you are about to interview, and it is fixed on the job rather than on the application: go to the job's Overview tab and set the criteria up as above. ## Generate a scorecard with AI **Generate Scorecard** opens a dialog where you pick a **language**. The AI then rates and comments on every attribute in the scorecard, based on the candidate's profile and the vacancy details. The Generate scorecard with AI dialog ## Read and edit a scorecard The scorecard is a table with three columns: * **Criteria**: the requirements pulled from the job, such as "Minimum 5 years B2B sales experience". * **Score**: a color-coded rating of how well the candidate meets each criterion. * **Comments**: the reasoning behind each score. AI-generated scores and comments are a starting point. You can edit any score or comment, leave a comment blank, and add an overall **Comment** at the top of the scorecard from your own interview. A completed scorecard with criteria, scores, and comments Every other place Spott uses AI is mapped out in [AI in Spott](/docs/get-started/ai-in-spott). # Last Interaction Source: https://docs.spott.io/docs/candidates/last-interaction How Spott keeps track of the most recent touchpoint with each candidate. The **Last Interaction** field on a candidate's details panel tracks the most recent real touchpoint with the candidate, together with **Last Interaction With**, which shows the teammate who had that touchpoint. Last Interaction is updated by two-way touchpoints: * **Emails**: emails sent to or received from the candidate through a connected mailbox * **WhatsApp messages**: messages exchanged with the candidate through a connected WhatsApp account * **Phone calls**: logged and received calls through a connected calling (VoIP) integration * **Calendar meetings**: meetings with the candidate from a connected calendar These update the timestamp regardless of which team member in your organization had the touchpoint, as long as their accounts are synced with Spott. Adding a note or completing a task does **not** move Last Interaction. Spott also tracks a broader **Last Activity Date**, which reflects recent activity on the record. You can filter and sort on both fields in the Candidates view. **Completing a task moves Last Activity Date**, and writes an entry in the record's activity feed saying so. The two fields part company here, and deliberately: chasing a candidate for a document is work on the record, but it is not a conversation with them. Last Interaction stays where it was, so a candidate nobody has actually spoken to in two months cannot be made to look fresh by ticking off admin. This helps you keep track of the most recent contact with each candidate across channels and team members, and quickly find candidates who have not been touched in a while. # Managing Candidates Source: https://docs.spott.io/docs/candidates/managing-candidates A tour of the candidate profile: the tabs, the details side panel, and the quick actions you can take from one place. The candidate profile brings everything about one person together: their experience, conversations, files, and AI context. This page walks you through it. Every person exists only **once** in Spott. Someone can be a candidate, a client contact, or both, and their notes and history stay on the same record even when they change companies or roles. The **Add as contact** button on a profile adds the contact role to the same person. It does not create a copy. ## Open a candidate profile Go to the **Candidates** page in the left menu and click a candidate's name. The header shows the candidate's name, role, company, and contact details. Below it, the profile is organized into three tabs: * **Overview**: all information about the person. * **Candidate**: their applications, placements, and matching. See [tracking applications](/docs/candidates/candidate-applications). * **Inbox**: the full message history, across all channels. A candidate profile opened on the Summary subtab ## Quick actions In the top right corner of the profile you find: * The candidate's **LinkedIn profile**. * **Present**, to share the candidate with a client. * The **Actions** menu: send an email, send a calendar invite, add to a job, add to a list, add a task, add a note, enroll in a campaign, or merge two people. The Actions menu on a candidate profile ## The Overview tab The Overview tab has a row of subtabs on the left and a side panel on the right. ### Summary Your starting point. Based on the whole profile, Spott shows: * **Suggested field updates** picked up from recent calls, meetings, and notes. They appear here as Spott picks them up, so there is nothing to go and fetch: check the Overview tab after a call and accept or reject each one. * A short **AI summary** of the candidate. * **Salary expectations**. * **Candidate sentiment**, based on recent conversations. * **Suggested tasks**, picked up from recent calls, meetings, and notes. Hover one to see why it was suggested and where it came from, then add it to your task list or dismiss it. * **Upcoming meetings**. The **AI summary**, **salary expectations**, and **candidate sentiment** are written from the profile as it stood when they were generated. After you correct the record, open the three dots next to one of those headings and choose **Regenerate value** to have Spott write it again from what is there now. A suggested task on the Summary subtab with the reason it was suggested ### Notes Add and track notes about the candidate or one of their applications. With the Spott Notetaker enabled, meetings are transcribed and summarized into a note automatically. Notes also serve as context for the AI features. Notes and emails can be **docked**: they open in a floating window that stays on screen while you move around the rest of the profile, so you can take notes while reading the CV or checking past communication. A docked note carries its own controls in the title bar: pin it, minimize it out of the way, expand it to full screen, copy a link to it, or set a reminder. Minimize one and it drops to a small icon in the bottom right, still open, so you can bring it back when the call moves on. A docked note open over a candidate's Experience subtab, with the note controls in its title bar ### Experience The candidate's skills, work experience, and education, with tenure statistics. This information can be entered manually, parsed from a CV, or imported from LinkedIn with the Chrome extension. When the candidate has a CV on file, a **Latest CV** toggle appears at the top left of the tab. Switch it on to read the CV document itself instead of the parsed profile, without leaving the record. The Experience subtab with the Latest CV toggle switched on, showing the CV document and a docked note The Experience subtab with the update buttons at the top The company names in the work experience are clickable. Clicking one opens a preview of that employer with its description, industry, headcount over time, funding rounds, and the employees you already have in Spott. From that preview you can click **Add as company** to create the company as a client record, which is handy when a candidate's current employer turns out to be a prospect. See [adding a company](/docs/companies/adding-a-company#from-a-company-preview). The buttons at the top keep the profile up to date: * **Add note**: jot a note down without leaving the tab. * **Request updated CV**: send the candidate a link to upload their latest CV. * **Update with new CV**: upload a newer CV yourself. Spott compares it with the profile and only applies what changed. * **Check for updates**: refresh the profile from LinkedIn. * **Generate CV**: create a [formatted CV](/docs/candidates/client-documents) in your agency's template. Read more in [updating a candidate profile](/docs/candidates/update-profile-from-cv). ### Communication Your message history with the candidate on **email**, **linked emails**, **WhatsApp**, and [**SMS**](/docs/inbox/sms), and a quick way to reply without leaving the profile. The channels are listed down the left, split into the workspace ones and your personal ones. The Communication subtab with the channel list and an open SMS thread Synchronisation works in both directions. Messages sent outside Spott also show up here, and vice versa. For the full-screen version, open the **Inbox** tab. ### Files Files attached to the candidate, such as their CV. Click the three dots next to a CV to **generate a formatted CV**, so every CV you share with clients follows the same [template](/docs/candidates/client-documents). Filter the tab by **file type** to get to the one you want on a record that has collected years of documents, instead of scrolling the whole list. The same filter is on the Files tab of every record that has one. Click a file to open it in the **file viewer**, which reads Word documents and PDFs without downloading them or handing them to another application. Press `Ctrl+F` (`⌘F` on a Mac) to **search inside the document**, and step through the matches with the arrows. On a six-page CV that is the difference between reading it and checking whether the candidate has ever touched Kubernetes. The file viewer open on a CV with the in-document search box The viewer is the same wherever a file opens in Spott, including the [Latest CV toggle](#experience), email attachments, and [client documents](/docs/candidates/client-documents). ### Tasks Follow-up actions for this candidate. Assign them to yourself or a teammate, set due dates, and track completion. ### Consent Track the candidate's **consents** (GDPR and other compliance requirements, with type, source, and validity period) and **marketing opt-outs** to exclude them from marketing emails. This subtab appears when consent tracking is enabled for your workspace. See [consent management](/docs/settings/gdpr-consent). ### References Log references for the candidate and add comments per reference. ## The side panel ### Details All the candidate's fields: contact details, location, languages, availability, salary expectation, and any custom fields your workspace uses. Click **Show all values** to see every field. The Details side panel Like the Experience subtab, these values can be entered manually, parsed from a CV, or imported from LinkedIn. In Settings you can create new fields, reorder them, and choose which ones show by default. See [creating custom attributes](/docs/settings/customizing-candidate-profiles). ### Activity A timeline of everything that happened on the record, with who made each change. It covers **updates** to attributes, **notes**, **tasks**, **meetings**, **emails & messages**, **calls**, **applications** (including stage moves), and **contacts**. Use the **Filters** button at the top of the timeline to choose which of those event types are visible. The Activity timeline with the visible events filter open ### Ask AI A personal agent that knows the whole profile: details, experience, notes, emails, and applications. Ask it things like: * "Summarize the situation with this candidate." * "Give me an application overview." * "What should I do next with this candidate?" ## Frequently asked * **No duplicates.** An email address, phone number, or LinkedIn URL can belong to only one person in the whole database. If a CV or import matches an existing person, Spott updates that person instead of creating a copy. * **Phone numbers use international format** (for example `+32...`). Spott validates this on entry. It keeps deduplication, enrichment, and calling integrations reliable. * **Checking who owns an identifier?** Paste the email address or phone number into global search (`⌘K` / `Ctrl+K`) to find the person it belongs to. * **The Source field** records where a candidate came from, not their current status, and is not editable. * **Marking someone off limits** is done with the candidate's **status**, which offers **Do not contact** and **Do not poach**. The status list is fixed, so if you need your own values, build a [custom attribute](/docs/settings/customizing-candidate-profiles) and use that instead. * **Inline edits need Enter.** When you change an email address or a phone number in place, press Enter to commit it. Clicking away discards what you typed, which reads as the field refusing to save. * **Bulk delete** handles up to 1,000 candidates at a time. * **You cannot reuse your own login email** on a candidate record. * **Profile photos** can be uploaded manually on a candidate profile. * **WhatsApp on the Communication tab stays private to each user**, so a colleague's WhatsApp threads are not visible to the rest of the team. * **Numbers must be in international format** (for example `+32...`) for calls and [SMS](/docs/inbox/sms) to be matched back to the candidate. **Manage candidates** in the Get Onboarded guide. A walkthrough of the whole record: finding, reading, maintaining, and presenting a candidate. # Merging Duplicate People Source: https://docs.spott.io/docs/candidates/merge-duplicates Combine two records for the same person into one, keeping all their data. Spott catches most duplicates **automatically**: when you add or import a person that matches an existing record, it offers to update that record instead of creating a copy. When the same person still ends up in Spott twice, because the two records shared nothing to match on, you can **merge** them manually so all their history stays in a single place. ## How Spott detects duplicates When you add or import a person, Spott checks for an existing record with a matching **email address, phone number, or LinkedIn URL**. It does not match on name alone, so two different people with the same name are not treated as duplicates. If it finds a match, Spott shows a **Duplicate candidate** prompt with the matching identifiers highlighted, and offers to **update the existing record** (for example, **Update candidate from CV**) instead of creating a second one. The Duplicate candidate prompt with matching email and phone highlighted ## Merge two people When two records share no matching identifier, for example one was imported from a CV and the other added from LinkedIn with different contact details, automatic detection cannot link them. Merge them manually: 1. Open either person's profile. 2. Click **Actions** in the top right and choose **Merge 2 people** (shortcut `⇧M`). You can also select both people with the checkboxes in the main **Candidates** or **Contacts** view, then click **Candidate Actions** (or **Contact Actions**) in the bar at the bottom of the screen and choose **Merge 2 people**. Two candidates selected, with Merge 2 people in the Candidate Actions menu 3. In the **Merge People** dialog, the two records are shown side by side. Spott combines their data, such as emails, phone numbers, LinkedIn, and attachments, into one record. 4. Review the combined result on the right, then click **Merge People**. The Merge People dialog with two records combining into one The record on the **right** takes priority. When the same field has different values on each side, the right-hand value is kept. Put the record you consider most correct on the right. ## Good to know * You merge **two people at a time**. There is no bulk merge, so selecting more than two records in a list view does not offer the merge action. * Fields that can hold several values, such as **emails, phone numbers, and attachments**, are combined, so nothing is lost there. Fields that hold a single value, such as the **job title**, keep the right-hand record's value and the other is overwritten. This is why the side you put on the right matters. * **Merging cannot be undone.** Review the side-by-side comparison before you confirm. * Merging a Candidate with a Contact keeps the result as a **Candidate**. # Presenting Candidates Source: https://docs.spott.io/docs/candidates/presenting-candidates Send a candidate to your client contacts for a role, with their CV or a generated report attached. **Presenting** a candidate emails them to your client contacts, usually hiring managers, for a specific role. You can present a candidate who has applied to a job, or make a **speculative presentation** when there is no active role yet. ## Present a candidate 1. Open the candidate, or their application, and click **Present** in the top right. 2. A **Send email** opens, set up for presenting the candidate. The subject is filled in for you, for example "Presenting Steven Brower for Account executive". 3. Add the client **recipients** and write your message. The Present candidate email dialog with additional actions ## Attach a CV or report The panel on the right, under **Browse files for** the job and candidate, holds the documents you can attach. It groups what the records hold, so **Reformatted CVs** lists the formatted CVs you generated, and a group only appears once there is something in it. Where **Generate candidate report** is offered, it sits under **Reports** and writes one without leaving the email; reports you generated earlier stay listed there. It is not always available, and when it is missing you attach a document the record already holds instead. See [candidate report](/docs/candidates/client-documents#candidate-report). The panel is not limited to CVs and reports. It lists the **other documents held on the records** too, such as a portfolio, a certificate, or a signed document, so the attachment you need is rarely one you have to go and find on your desktop. Nothing is attached for you. **Drag the file from that panel onto the body of the email** until "Drop files here" appears. Clicking a file only opens a preview, which is the usual reason a presentation goes out with no CV on it. See [CVs & client documents](/docs/candidates/client-documents) for what each document contains and how it is generated. ## Additional actions While presenting, you can also do either of the following in the same step: * **Create Application**: add the candidate to the job's pipeline as you present them. * **Create Speculative Presentation**: log the presentation when there is no active role for the candidate. The dialog also carries a **stage** toggle, which moves the candidate to a stage you pick the moment the email is sent. It is off unless you turn it on, so a candidate whose CV you have just emailed stays where they were until you either use this or drag the card. Set it to your CV Sent stage and the [KPI](/docs/settings/stages) is logged as you send. ## Generate a shortlist document To send a client several candidates in one document instead of one presentation each, select them in the Candidates table and use **Generate Shortlist** under **Candidate Actions**. See [shortlists](/docs/candidates/client-documents#shortlist). ## Present to several contacts at once Start from a **list of contacts** or a **filtered view** on the Contacts page: select the contacts and present the candidate to all of them in one action. You can also bulk-present several candidates at once from the Candidate table or from a job pipeline. ### Send bulk email: one mail or one each With more than one recipient in the dialog, **Send bulk email** decides how the message goes out. It does not add recipients. * **On**: every recipient receives their **own individual email**, and none of them sees the others. * **Off**: all recipients receive **the same email** and share one thread, which is what you want when a hiring manager and their colleague should be able to reply to each other. The toggle only appears once there is a second recipient, and it is **locked off** when you present several candidates at once, since that always goes out as one shared email. Where a candidate or contact has **more than one email address** on file, the recipient row in the bulk window lets you switch to the other one before sending, so a client who reads their work address and a candidate who only reads their personal one can both be on the same send. ### Log speculative presentations in bulk **Create Speculative Presentation** also works on a selection. Select the rows on the Candidate, Application, or Speculative Presentation table and use the action in the snackbar at the bottom of the screen to log them all at once, rather than opening each record. This is the practical way to record a mailshot to a client group after the fact. On a speculative presentation's own detail page you can **add and remove contacts** directly, so a presentation that went to one person at the client can be corrected to show everyone who was actually on it. # Searching Candidates Source: https://docs.spott.io/docs/candidates/search-candidates Find candidates with the search bar, Boolean queries, structured filters, and AI text to filters, and save your setup as a view. The Candidates page gives you three ways to find people: the search bar for quick lookups, structured filters for precise slices of your database, and the **Search** tab for deep, AI-powered sourcing across the whole pool. Open the **Candidates** page from the left menu (shortcut: `G` then `A`; see all [keyboard shortcuts](/docs/settings/keyboard-shortcuts)). The Candidates page with the search bar and Filters button ## Use the search bar The search bar sits in the top left of the candidate table. Type a name or keyword to narrow the list as you type. Looking up who owns an **email address or phone number**? Use [global search](/docs/get-started/global-search) (`⌘K` / `Ctrl+K`) instead. It finds the person an identifier belongs to across the whole database. ### Boolean search The search bar supports full Boolean queries with **AND**, **OR**, **NOT**, and parentheses. Spott switches to Boolean mode automatically as soon as your query contains double quotes: ``` ("Java developer" OR "backend engineer") AND NOT "intern" ``` This gives you precise control when a plain keyword search returns too much. A Boolean query in the candidate search bar ## Apply structured filters Click the **Filters** button above the table to add a filter. Filters are grouped by the kind of data they match. The menu is built from your own workspace, so it is longer than any list here: custom attributes and the fields your integrations add show up in it as well. The groups worth knowing about are these. * **Current Job Title**, **Years of Experience**, and **Keywords** * **Company**, with industry and past companies * **Location** and **Education** * **Compensation** and **Last Interaction** * **Jobs**: everyone who is in a process for a specific job or company, or currently sitting in a specific stage * **Rejected**: everyone whose application was closed, filtered by who ended it, **By Us**, **By Candidate** or **By Client**, and by the [rejection label](/docs/settings/labels) that was recorded. The two together are how you find the people worth going back to: someone the client turned down because the role was already filled is a different prospect from someone who withdrew, and both are different from a candidate your team rejected on skills. * **Lists** and **Source** * For candidates synced from the **VDAB CV database**, the date their CV was last updated **on VDAB**, which you can filter and sort on as well as the date the record was first created in Spott. The two answer different questions: creation date tells you how long you have had the profile, the VDAB date tells you how fresh it actually is. Sort on it to work the recently refreshed profiles first. * **Phone number**, including its **area code**, so you can cut a list by dialling code when the location field is thin * Any **custom fields** your workspace has configured * **Compliance** filters such as consent status, when consent tracking is enabled The filter menu with its filter groups By default, results match **all** applied filters. Use the three-dot menu on an applied filter to combine filters as **any** instead, for example "Paris or London". For more complex slices, combine filters into **filter groups**: each condition in a group is joined with **AND** or **OR**, and you click the operator in front of a condition to switch it. A filter group combining degree, location, and experience conditions with AND **Location** offers **Set location** for a radius around a point, and **Set area** for a named area, which can be a city, a region, or a country. As you type, each suggestion is labelled with what it is, such as **Region**, **Municipality**, or **Place**, so you can tell "Flanders, Belgium" the region from a town of the same name before you pick it. Locations are geocoded, so both "London" and "Greater London" resolve to the same area. **Set area** also accepts whole continents: **Europe**, **North America**, **South America**, **Asia**, **Africa**, and **Oceania**. Useful for the coarse cut you make before anything else, such as everyone outside Europe on a role that cannot sponsor a visa. Location also filters on **ZIP or postal code**, which is the precise cut when a named area is too broad and a radius is too round. It is the filter to reach for when a client recruits by postcode district, or when a shift pattern only works for people in specific codes. The same **Location** filter behaves this way everywhere in Spott, on contacts, companies, and jobs, not only on candidates. There is no "has received an email" filter as such. **Last Interaction** is the one to reach for, since email is one of the touchpoints that moves it: filter on **Last Interaction At** for when you were last in contact, **Last Interaction With** for which colleague it was, or the broader **Last Activity Date** for any activity on the record. ### AI text to filters You do not need to know where each filter lives. Keep typing a description in the filter box, for example "React developer with 5+ years of experience, living in California", and Spott converts it into filters for you with **AI Text to filters**. Locations follow what you actually wrote. Ask for "within 30 km of Ghent" and you get a **radius** filter around Ghent; name a place without a distance, such as "living in Flanders", and you get an **area** filter for that place. AI Text to filters converting a description into filters ### Preset filters A filter set you use often can be saved as a **preset filter**, so you apply it in one click instead of rebuilding it. With your filters applied, open the filter menu, hover over **Preset filters**, and choose **Save current filter set**. The Preset filters submenu with Save current filter set Give the preset a name and save. From then on it appears under **Preset filters**, ready to apply. The Save preset filter dialog Where a [view](#save-filters-into-views) saves the whole table setup, a preset saves just the filter set. Presets are also available when editing the **pre-filters** of a search, so you can reuse the same filter set for deep sourcing: A saved preset filter available in the Edit pre-filters dialog ## Save filters into Views Save a set of filters as a view to come back to it later. You can create as many views as you want: * Click the view picker (it shows **All** at first) * Set your filters * Click **Save view** * The saved view is now available from the dropdown When you change filters, sorts, or columns on a view, a save / discard prompt appears at the top of the table. Changes only stick after you save them. See [using views](/docs/settings/using-views) for everything a view holds. The view picker with saved views ## Deep sourcing with the Search tab Where the search bar and filters match profile fields, **Search** runs an AI-ranked search across every candidate in your database, including their notes and the attachments **labeled as CVs** (other attachments are not searched). Open it from **Search** under **Tools** in the left menu, or from the **Search** tab next to **All candidates** at the top left of the Candidates page. The Search tab with the prompt box and recent searches Describe your ideal profile in your own words, or use **Start from** to base the search on an existing job in Spott or on a pasted job description. Spott turns your input into pre-filters and criteria that you review before running the search, then ranks the results by match score. Nothing Spott picks up is fixed: you can add, edit, or remove any pre-filter or criterion, both before you run the search and afterwards. The tags under the prompt box, for example **Job Title**, **Location**, and **Experience**, light up as Spott recognises those details in your description. They let you check what was picked up before you run the search. ### Recent searches and history Your recent searches sit under the prompt box, each with its pre-filters and criteria, its top match, and the number of candidates found. Click one to reopen it instead of describing the profile again. **Search History**, in the top right, shows the full list. The Search tab with Search History open on the right ### Reading the results Search and [Matching](/docs/jobs/matching) run on the same engine and return the same result table. How the two halves of a search work together is explained in full there: Why pre-filters narrow the pool and criteria rank what is left. Scores from 0 to 100, the thumbs rating per criterion, and the reasoning behind them. The **pre-filters** and **criteria** chips above the results stay editable. Open either one to adjust the search and run it again, rather than describing the profile from scratch. ### Act on the results Work through the list with the **All**, **To Review**, and **Reviewed** tabs. Tick the candidates you want, and an action bar appears at the bottom of the table. The bulk action bar with Accept, Mark as reviewed, and Enrich * **Accept** moves the selected candidates into a pipeline. A stage picker opens so you choose where they land, using the [stages](/docs/settings/stages) your workspace has configured. * **Mark as reviewed** moves them to the Reviewed tab, so you can keep working through the ones you have not judged yet. * **Candidate Actions** and **Communication Actions** hold the bulk operations on the selected records, including **Generate Shortlist**, which writes the selection into a [Word shortlist for a client](/docs/candidates/client-documents#shortlist). * **Enrich** looks up missing emails and phone numbers for the selection. See [contact enrichment](/docs/candidates/contact-enrichment). The stage picker that opens from Accept ### Change a field on many records at once The same action bar carries an attribute update, which opens a dialog called **Update Candidate Attribute**. Pick the attribute, set the value, and it is written to every record you selected. The picker covers your **custom attributes** and **Main Contact**, which makes it the way to hand a batch of candidates to a different consultant after an import, or to set a custom status across a list without opening the records one by one. It works on candidates and contacts. Companies have no equivalent yet, so an off-limits flag across a few hundred companies still has to be set record by record. Bulk actions that write to records, such as adding a selection to a list or to a job, handle **1,000 records at a time**. Larger jobs have to be split, or handed to support. A bulk email reaches each person on their **work address first, then their personal one**, taking the address marked primary where there is more than one. Somebody whose address sits only in the personal field is still reached. That resolution is described in full under [which address a recipient is reached on](/docs/outreach/campaigns#which-address-a-recipient-is-reached-on), and unlike a campaign, a bulk email gives you no control over it. A bulk email from **Communication Actions** is paced deliberately, leaving 30 to 90 seconds between messages so your provider does not read the burst as spam. A send to 50 people takes the best part of an hour, and there is no way to speed it up. Nothing is stuck: watch them leave rather than sending again. Use **Share Search**, in the top right, to hand the search over to a colleague. ## Organize results * By default the table is sorted by **last activity**, so recently active candidates come first. * Sort on any sortable column from its header menu. Sorts are saved as part of the view. * Results in the Search tab and in matching are always ranked by **match score**. * Clear all filters to return to the full candidate list. Two ranking rules override a column sort without saying so. A **similar to** filter on job title orders the results by similarity, so clicking a column header appears to do nothing; switch that filter to **is**, or add a last interaction filter, and the sort comes back. The Search and matching tabs behave the same way, ranked by match score. To count the results of a search, **select all**: the count appears with the selection. There is no total on the table itself. Every other place Spott uses AI is mapped out in [AI in Spott](/docs/get-started/ai-in-spott). # Updating a Candidate Profile Source: https://docs.spott.io/docs/candidates/update-profile-from-cv Keep candidate profiles up to date with a new CV, a self-service update link for the candidate, or a LinkedIn refresh. Spott detects and merges new information from CVs, so you never retype details by hand. When a newer CV comes in, Spott compares it with the existing profile and only applies what changed. ## Open the candidate's Experience subtab Go to **Candidates**, open the candidate, and select the **Experience** subtab on the Overview tab. The update buttons are at the top. The update buttons at the top of the Experience subtab ## Choose your update method * **Request updated CV**: send the candidate a link where they upload their latest CV and can update their email and phone number themselves. Their profile updates automatically once the file is received. The flow asks the candidate for GDPR consent, and their answer is **recorded on the profile**, under the **Consent** subtab. See [consent management](/docs/settings/gdpr-consent). * **Update with new CV**: upload a new CV file yourself, as a PDF, a DOCX, or an image such as a photo of a printed CV. Spott shows you what changed, and you accept or reject each suggested change before it is applied. * **Check for updates**: refresh the profile from the candidate's LinkedIn profile. LinkedIn profile updates use enrichment credits. You can find credit pricing on the **Billing** page in Settings. ## How incremental updates work Spott compares the new data with the existing profile and merges the differences. It is a comparison, not an overwrite: * New information, like recent roles, new education, or updated contact details, is picked up as a suggested change. * Existing fields stay unchanged unless the new data actually differs. * Duplicates and minor variations, like job title variants, are handled automatically to keep the data consistent. How much control you have depends on the method: * **Uploading a CV yourself** is supervised: you review the detected changes and accept or reject each one. The CV diff review with accept and reject options * **CVs that arrive via the request link** are merged automatically, without a review step. * **CVs forwarded by email** (`cv@spott.io`) for an existing candidate are stored on the profile as an attachment, but do **not** update the profile fields. ## Finalize and review Once the update is processed: * Review the updated sections, such as Experience, Education, and Details. * The **Activity** panel on the profile shows every change and who or what made it. Manual edits you make after a CV update always override the parsed results. # Adding a Company Source: https://docs.spott.io/docs/companies/adding-a-company Create a client company in Spott from the Companies view, from a company preview, or straight from LinkedIn. You can quickly navigate to the Companies page with `G` then `M`. See all [keyboard shortcuts](/docs/settings/keyboard-shortcuts). ## Open the Companies view From the left-hand navigation bar, select **Companies** to open your client list. The Companies view with the client list ## Add a new company ### From the Companies view * Click the **Add Company** button in the top-right corner of the page. * A pop-up form appears where you can enter the company name. Spott recognizes known companies while you type and shows them with their logo, industry, and size. Pick a recognized company and Spott fills the record with the available public information, including the logo and website. If the company is not found, fill in the details yourself: description, industry, size, domain, and LinkedIn. The Add Company dialog recognizing a known company Once you have entered the details, click **Create company** to add the new client company to your database. ### From a company preview Company names are clickable throughout Spott, for example on a work experience entry in a candidate's or contact's profile. Clicking one opens a preview of that company with the public information Spott knows about it: description, industry, headcount over time, funding rounds, and the current and past employees you already have in your database. That preview only has something to show for a company Spott can identify in its own database. A name that arrived from a CSV, a migration, or manual entry often is not linked to it, so clicking through gives you a near-empty preview rather than the profile above. See [why a company has no logo](#why-a-company-has-no-logo), which is the same missing link seen from the other side. If the company is not a client record yet, click **Add as company** in the top right of that preview. The record is created with the information from the preview, so you do not have to fill it in again. The company preview opened from a work experience entry, with the Add as company button ### From LinkedIn with the Chrome extension You can also create a company without leaving LinkedIn. Open the company's LinkedIn page and open the [Spott extension](/docs/settings/chrome-extension) side panel. If the company is not in Spott yet, the panel says so and offers **Import as Company**, which pulls the details straight from the company page. If it already exists, the panel shows the record you have, so you can check it instead of creating a duplicate. Importing one of the company's contacts creates the company as well, so either route gets the client into Spott. ### From a CSV or Excel import Companies are created automatically as part of a [file import](/docs/get-started/import-csv): every company name on an imported candidate or contact row is matched to an existing company or created as a new one. Choosing **Any** as the import type also lets Spott recognize rows that are companies in their own right. ## Why a company has no logo Logos and the enriched company details behind them come from Spott's company database, and a company record is only linked to it when Spott can identify the organization. Importing from LinkedIn always makes that link. A company that arrives another way, from a data migration, a CSV, manual entry, or the API, often does not, and adding a LinkedIn URL or a website to the record afterwards does not create the link on its own. The quick fix is to **upload a logo by hand**, the same way you can on a person's profile. That settles the cosmetic half of the problem, on client-facing documents and anywhere the company appears in a list. It does not create the database link, though, so the enriched details stay missing. To repair that properly, import the company from LinkedIn as above, which creates a linked record, then [merge the two companies](/docs/companies/merge-companies) so you keep the history on the original. ## Next steps Find your way around the tabs, columns, and Details panel. Link parent companies, subsidiaries, business units, and divisions. # Company Hierarchy Source: https://docs.spott.io/docs/companies/company-hierarchy Link a client's parent company, subsidiaries, business units, and divisions so you see the whole group from any record in it. Big clients are rarely one company. A group can hold separate legal entities per country, business units with their own hiring managers, and divisions per product line. The **Hierarchy** tab on a [company record](/docs/companies/company-record) connects those records so you can see the whole group from any company inside it, instead of keeping the structure in your head. The Hierarchy tab showing a parent company with subsidiaries nested under it The tab shows the whole group as a tree. The company you are on is marked **Current**, and every other company shows its relationship to the company above it. Open the Hierarchy tab from any company in the group and you see the same tree. ## Add companies to the group Click **Add child** to attach the companies that belong to this one. In the **Add children** dialog, the parent is already filled in. Search for one or more companies, pick the **Relation to parent**, and click **Add children**. The Add children dialog with the parent prefilled, a company search, and a relation to parent field Use **Change parent** in the top right to attach the company you are on to a group, or to move it under a different parent. Every company in the tree has a **⋮** menu with the rest of the actions: * **Add child**: hang another company under that one, which is how you build a tree more than two levels deep. * **Change relation to parent**: correct the relationship type afterwards. * **Remove from hierarchy**: detach that company from the group. The row menu with Add child, Change relation to parent, and Remove from hierarchy ## Types of relationships The relation is set on the link between a company and its parent, so one group can mix all three. It is required and defaults to **Subsidiary**. | Relationship | Use it for | | - | - | | **Subsidiary** | A separate legal entity owned by the parent, such as a country entity or an acquired company that kept its own name. | | **Business unit** | A commercial unit inside the group, often with its own budget and its own hiring managers. | | **Division** | A structural part of the parent, for example split by product line or region. | The Relation to parent dropdown with Subsidiary, Business unit, and Division Picking the right type matters when you report on a client group or need to know which entity actually signs the contract. ## Who can change the structure Building and editing a hierarchy is governed by its own permission, so a role can be allowed to read a client group's structure without being able to change it. If the **Add child**, **Change relation to parent**, and **Remove from hierarchy** actions are missing or refuse to save, that permission is off for your role. See [managing access](/docs/settings/managing-access). Worth restricting on a large account: the tree is shared, so a colleague who reparents one entity changes the structure everyone else is reporting on. ## How deep a hierarchy goes A hierarchy is a tree, not a single parent-child pair. A child company can have its own children, as in the example above where a regional entity sits under another subsidiary, so a group with a holding, national entities, and divisions under those is one connected structure. Each company sits in **one hierarchy at a time**, with a single parent, which keeps the tree unambiguous. How deep it may go is capped for the whole workspace. **Settings → General → Maximum company hierarchy depth** sets the number of levels, chosen from a list that starts at two. Worth lowering where the group structure is a reporting dimension rather than a filing system: a shallow cap keeps everyone modelling clients the same way, instead of one team nesting every department and another keeping the whole group flat. Lowering the cap does not break the groups you have already built. **Hierarchies that are already deeper are kept**, and stay readable and reportable as they are. What changes is which way they can move: a tree over the limit can only be **shrunk** until it is back within it, so you cannot add another level to it in the meantime. # The Company Record Source: https://docs.spott.io/docs/companies/company-record Find your way around a company record in Spott: its tabs, columns, Details panel, and suggested candidates. A company record brings everything about one client together: the jobs you run for them, the people you talk to, the candidates you placed, and the documents in between. ## Explore the tabs After creating the company, you can edit and add more information in the company record view. The main tabs are: * **Jobs**: open or past job orders for this client, with an aggregated pipeline overview. * **Speculative**: candidates presented to this client without an open role. * **Notes**: internal notes for your team. * **Contacts**: people linked to this company, with their contact details and role. * **Files**: uploaded documents. * **Tasks**: to-dos and reminders. * **Placements**: candidates who are or have been placed at this company. * **Hierarchy**: parent and child companies, and the type of relationship between them. See [company hierarchy](/docs/companies/company-hierarchy). Depending on the features enabled for your workspace, you may also see **Opportunities** and **Matching** tabs. See [suggested candidates for a company](#suggested-candidates-for-a-company). A company record with its tabs and Details panel The columns you see in the **Jobs** and **Contacts** tabs of a company record mirror the columns configured on the main **Jobs** and **Contacts** views. Change them there in **View Settings** and the company record follows. See [using views](/docs/settings/using-views). The **Jobs** tab **sorts**, so an account with a long history opens on what matters now rather than on whatever order the jobs happen to be in. Selecting rows in these tabs also reaches the [contacts linked to them in bulk](/docs/contacts/search-contacts#5-reach-contacts-in-bulk-from-another-table). ## The Details panel The **Details** panel on the right is always visible, regardless of which tab you are in. It holds the company's fields, including the **Tax Identifier** (VAT number, with automatic validation) and any custom fields your workspace uses. Keeping your client records complete and using custom attributes will greatly improve your ability to search, filter, and report on your client data in Spott. ## Suggested candidates for a company The **Matching** tab on a company record works from the company's location instead of a job's requirements. It lists **Suggested Candidates** from your database who are within a given distance of the client, with their location, current or last company and role, how long they have been active there, and their institution. The Matching tab on a company record with the Within range slider and suggested candidates Drag the **Within range** slider to widen or narrow the search: 10, 25, 50, 100, or 250 kilometers around the company. The list updates with the range, so you can start tight and open up when a client is in a thinner talent market. This is the fastest way to see who you already have near a client, for example when you prepare a speculative approach or a client visit. For matching against a concrete role, with match scores and criteria, use the [job's Matching tab](/docs/jobs/matching) instead. ## Deleting a company Deleting a company **deletes its jobs along with it**, including open ones, and none of it can be recovered. There is no trash and no undo, and support cannot restore a deleted company for you. Where a client has simply gone quiet, move them to a closed stage rather than deleting the record. ## Next steps Link parent companies, subsidiaries, business units, and divisions. Link the right people to this client. # Merging Records Source: https://docs.spott.io/docs/companies/merge-companies Merge duplicate people, companies, or jobs to consolidate information into a single record. When you identify a duplicate, whether it is a person, a company, or a job, you can merge the records to consolidate all information into a single place. ## From a record The merge dialog comparing two records 1. Navigate to one of the records you want to merge. 2. Open the **Actions** menu in the top-right corner of the page. 3. Select the merge action: * **Merge 2 people** on a candidate or contact profile * **Merge 2 Companies** on a company record * **Merge 2 Jobs** on a job record 4. Pick the duplicate record and follow the prompts to complete the merge. ## From a list view You can also start a merge straight from a list view, without opening a record first. 1. Select the two duplicates with the checkboxes in the list. 2. An action bar appears at the bottom of the screen showing how many records are selected. 3. Click the actions button in that bar and choose the merge action: * **Candidate Actions** > **Merge 2 people** * **Contact Actions** > **Merge 2 people** * **Company Actions** > **Merge 2 Companies** * **Job Actions** > **Merge 2 Jobs** 4. Review the side-by-side comparison and confirm. Two companies selected, with Merge 2 Companies in the Company Actions menu Select **exactly two** records: merging works two records at a time, so the action is not offered for a larger selection. Merging requires the matching permission (for example, who can merge candidate or contact records is controlled by your role). Because every person exists only once in Spott, merging two people combines their candidate and contact roles, notes, and history into one record. If one of the two is a candidate, the merged record stays a candidate. If nothing appears to happen right after merging, give the system a moment and check if the merge has completed. # Organizing Companies Source: https://docs.spott.io/docs/companies/organizing-companies Customize, filter, and sort your company records in Spott for effortless organization. You can quickly navigate to the Companies page with `G` then `M`. See all [keyboard shortcuts](/docs/settings/keyboard-shortcuts). The **Companies** view in Spott is fully customizable, giving you control over what information you see, how it is displayed, and how it is organized. ## Customizing columns View Settings with the column list Your client list is displayed as a table, with each column representing an attribute such as **Name**, **Stage**, **Contacts**, **Size**, **Industry**, or **Domain**. You can: * **Add columns**: click **View Settings** in the top right corner and toggle on the attributes you want to see. * **Hide columns**: in View Settings, click the three dots next to a column and remove it. * **Reorder columns** by dragging them left or right, in the table or in View Settings. Column changes are saved as part of your view, and a view has to be saved explicitly. See [using views](/docs/settings/using-views). You can create custom company fields from Settings. ## Searching The search bar finds companies by name and keywords. It supports full **Boolean queries** (AND, OR, NOT); Spott switches to Boolean mode automatically when your query contains double quotes. ## Filtering your data The company filter menu Add filters from the filter menu above the table. Filters include: * **Stage**: track whether a client is a Lead, Prospect, or another stage * **Lists**: companies on a specific list * **Location**: find clients in or around a specific location, or by [ZIP or postal code](/docs/candidates/search-candidates#apply-structured-filters) * **Company**: name, size, and industry * **Dates**: created at and next task due * **Last Interaction**: when the last touchpoint happened, and with whom * Any **custom fields** your workspace has configured Use these filters to quickly find the clients that matter for your current task. ## Sorting your records Order your list by key attributes such as: * **Company Name** * **Created At**, newest or oldest first * **Modified At** * **Domain** * **Next Task Due** * **Last Interaction Date** Sorting is especially useful for prioritizing follow-ups or reviewing recent activity. Combine filtering and sorting for the most precise view. For example, see only Leads in the Tech industry, sorted by the most recent interaction. # Companies Quickstart Source: https://docs.spott.io/docs/companies/quickstart Explore all guides related to companies in Spott, from creating company records to managing linked jobs, contacts, and candidates. Companies are your client records in Spott. They tie together the jobs you run for a client, the contacts you work with, and the candidates you place there. Create a client record from Spott, a company preview, or LinkedIn. Find your way around the tabs, columns, and Details panel. Link parent companies, subsidiaries, business units, and divisions. Customize columns, filters, and sorting on the Companies view. Consolidate duplicate companies into one record. Link the right people to your client companies. # Adding and Managing Contacts Source: https://docs.spott.io/docs/contacts/adding-a-contact Add a new client contact to Spott, link them to a company, and find your way around the contact profile. You can quickly navigate to the Contacts page with `G` then `O`. See all [keyboard shortcuts](/docs/settings/keyboard-shortcuts). ## 1. Open the Contacts view From the left-hand navigation bar, go to **Contacts** to see all client contacts in your system. The Contacts view with Group by company ## 2. Group contacts by company At the top-right of the Contacts view, you can toggle **Group by company**. * **On**: contacts are grouped under their company name, so you see everyone from the same organization together. * **Off**: all contacts are shown in a single list, sorted according to your chosen sort option, for example Last Activity Date. Use **Group by company** when you want to work in a client-centric way. Disable it when you prefer to sort and filter by individual contact attributes. ## 3. Add a new client contact There are three ways to create a contact in Spott: ### Add a contact manually Click the **Add Contact** button in the top-right corner. The Add Contact dialog Search for an existing person in Spott, or type a new name and create the person on the spot. Every person exists only once in Spott, so if the person is already in your database (for example as a candidate), the contact role is added to the same record. Creating a new person from the Add Contact search Then pick the **Company** the contact works for and click **Add Contact**. ### Add a contact via the Chrome extension Import contacts straight from LinkedIn with the [Spott Chrome extension](/docs/settings/chrome-extension). ### Add contacts in bulk from a file The import wizard is not candidate-only: upload a CSV or Excel file, choose **Contacts** as the import type, and each row becomes a client contact linked to the company in that row. Up to 1,000 records per import. See [Import from CSV or Excel](/docs/get-started/import-csv) for the full list of columns you can map. ## 4. The contact profile The contact profile works just like the [candidate profile](/docs/candidates/managing-candidates). ### Overview tab * **Summary**: an AI summary of the contact and suggested field updates based on the whole profile. * **Notes**: all notes related to this contact and their jobs. * **Experience**: work experience and education. * **Communication**: view and send email or WhatsApp messages. * **Files**: job descriptions, briefing documents, terms. * **Tasks**: follow-ups, so you never miss one. The side panel on the right is the same as for candidates: **Details**, **Activity**, and **Ask AI**. ### Contact tab * **Jobs**: all jobs this contact is tagged on. * **Speculative**: all candidates presented proactively to this contact. * **Companies**: the current and past companies this contact is related to. Depending on the features enabled for your workspace, you may also see an **Opportunities** subtab. ## One person at several companies A director who sits on two boards, or a manager who has moved, does not need a second record. On the contact, open the **Contact** tab, then **Companies**, then **Add to company**. Someone linked to more than one company then shows **one row per company** in the Contacts list, which is why a name can appear twice in a table that is otherwise one row per person. The profile itself carries all of the companies together. A job move is not automatic for contacts. Where a candidate can be refreshed from a CV or from LinkedIn, a contact who changes employer stays attached to the old company until you add them to the new one. ## Editing a contact * **The name** is edited inside the contact record, in the side panel under the **Personal** section. * **The LinkedIn URL** lives under **Show all values** in the Details panel. If the LinkedIn tab reports no URL on file, that is where to add it, rather than on the tab itself. * **A leaving date** cannot be earlier than the day the company link was created, so a historical departure may be refused until that link is corrected. ### Greyed out contacts A contact whose name shows greyed out and in italics is **inactive**, which follows from the start and end dates on their company link. Inactive contacts are left out of global search, though the Contacts table still finds them. Someone who seems to have vanished from search is usually here rather than deleted. **Deleting a contact leaves the person behind.** Creating a contact also creates a person record, and deleting the contact removes only the contact role. Re-importing them then reports that they already exist. To remove them completely, delete the person too, from the three dots at the top right of the record. Deleted records cannot be restored. There is no trash and no undo, and Spott cannot reverse a bulk deletion for you, so check a selection before you confirm one. Keeping client contacts up to date ensures you always have the right people connected to the right clients. # Contacts Quickstart Source: https://docs.spott.io/docs/contacts/quickstart Explore all guides related to contacts in Spott, from adding new records to managing client relationships. Contacts are the client-side people you work with: hiring managers, HR partners, and decision makers. A contact is the same kind of record as a candidate. One person can be both, with a single history. Create a contact, link them to a company, and tour their profile. Bulk add contacts and their companies from a CSV or Excel file. Find the right contacts with search, filters, and sorting. Manage the client companies your contacts belong to. How Spott keeps one record per person, even when roles change. # Searching Contacts Source: https://docs.spott.io/docs/contacts/search-contacts Find and organize client contacts in Spott using search, filters, and sorting. You can quickly navigate to the Contacts page with `G` then `O`. See all [keyboard shortcuts](/docs/settings/keyboard-shortcuts). ## 1. Open the Contacts view From the left-hand navigation bar, select **Contacts** to open your full contact list. Any filtering and sorting you do here can be saved as a view, so you come back to the same list tomorrow. See [using views](/docs/settings/using-views). ## 2. Search with keywords Use the search bar at the top of the Contacts view to find contacts by text in their profile fields, such as their name, company, or role. The search bar supports full **Boolean queries** (AND, OR, NOT). Spott switches to Boolean mode automatically when your query contains double quotes. ## 3. Filter your contacts The contact filter menu Open the **Filters** menu above the table. Filters include: * **Current Job Title**, **Company**, and **Stage** * **Lists**: contacts on a specific list * **Location**: the contact's or the company's location, by named area, by a radius around a point, or by [ZIP or postal code](/docs/candidates/search-candidates#apply-structured-filters) * **Main Contact** and **Main Contact Team**: who owns the relationship * **Dates**: last interaction, last activity, next task due, and created at. Date filters take [relative values](/docs/settings/using-views#relative-dates) such as "last 30 days", so a saved view keeps meaning the same thing tomorrow. * **Email** and **Phone number**: filter for contacts that have one or that are missing one, the same way you can on candidates. Filtering on an empty email is the quickest way to find who needs [enrichment](/docs/candidates/contact-enrichment) before a campaign goes out. Phone numbers also filter on **area code**, which is the practical way to slice a list by where people actually are when the location field is thin. * More fields under **Other**, such as first name, last name, last interaction with, active, department, and LinkedIn URL * Any **custom fields** your workspace has configured Combine multiple filters to narrow your results to the exact set of contacts you need. ## 4. Sort your results Arrange your contact list by the field of your choice. Sorting options include: * First Name and Last Name * Company Name * Last Interaction Date and Last Activity Date * Next Task Due * Start Date and End Date * Created At Sorting can be applied together with filters to quickly focus on the most relevant contacts. Filters you apply appear as chips at the top of the list. Remove any filter by clicking the "X" on its chip to broaden your results again. ## 5. Reach contacts in bulk from another table You do not have to be on the Contacts table to act on contacts. Select rows on a **Companies**, **Jobs**, or **Opportunities** table and the action bar at the bottom reaches **every contact linked to the records you selected**. Selecting jobs and opening Communication Actions on their linked contacts Under **Communication Actions** you can then, for the whole selection at once: * **Send an email** * **Send an SMS** or a **WhatsApp Business message**, on a connected [number](/docs/inbox/sms) * **Present a candidate** to them * **Enroll them in a campaign** **Send an email** reaches each contact on their **work address first, then their personal one**, taking the address marked primary where there is more than one, so a contact whose address sits only in the personal field is still reached. See [which address a recipient is reached on](/docs/outreach/campaigns#which-address-a-recipient-is-reached-on) for the full order. A campaign lets you narrow that with **Deliver to**; a bulk email does not. This is the fast path for the things that used to mean opening records one at a time: mailing the hiring managers on twelve open jobs, or enrolling every contact at an account into a [campaign](/docs/outreach/campaigns). Check what the selection actually covers before you send. Selecting three jobs at one company can resolve to the same contact more than once, and a contact linked to several selected records should only hear from you once. # AI in Spott Source: https://docs.spott.io/docs/get-started/ai-in-spott Everything Spott's AI does for you, from CV parsing to matching, meeting notes, and agents on every record. AI is not a feature bolted onto Spott: it runs through every part of the platform. This page is the map of everything it does, with links to the details. ## Getting data in * **CV parsing**: drag and drop [up to 1,000 CVs](/docs/candidates/adding-candidates) and Spott extracts profiles for your review, or forward CVs to `cv@spott.io` for fully automatic processing. * **CV diffing**: re-upload a newer CV and Spott [detects and merges only what changed](/docs/candidates/update-profile-from-cv). * **Enrichment**: find missing emails, phone numbers, and LinkedIn URLs [automatically](/docs/candidates/contact-enrichment), and keep profiles fresh with [auto-updating profiles](/docs/settings/auto-updating-profiles). * **AI-filled columns**: define an attribute with a prompt and Spott [fills it for every record](/docs/settings/ai-filled-columns). * **CSV mapping**: on [CSV import](/docs/get-started/import-csv), Spott reads your column names and sample data and suggests where each column belongs. ## Finding the right people * **Job matching**: AI ranks your whole database against a job's criteria with [0 to 100 match scores and per-criterion explanations](/docs/jobs/matching). * **Candidate matching**: the other direction. A candidate's Matching subtab [suggests the jobs that fit them](/docs/candidates/candidate-applications), plus similar candidates. * **Company matching**: a client's Matching tab lists [the candidates you already have near them](/docs/companies/company-record#suggested-candidates-for-a-company). * **AI text to filters**: type "React developer with 5+ years in California" in the filter box and [Spott builds the filters](/docs/candidates/search-candidates#ai-text-to-filters). * **Inbound triage**: every [applicant is scored](/docs/jobs/inbound-applications) against the role automatically. ## Capturing conversations * **Note Taker**: joins your online meetings, transcribes them in any language, and writes [structured meeting notes](/docs/notes/note-taker) using your templates. * **Call intelligence**: every [VoIP call](/docs/calls/phone-calls) is transcribed and mined for suggested profile updates and follow-up tasks. * **Suggested field updates**: the [candidate's Summary subtab](/docs/candidates/managing-candidates) proposes profile updates picked up from recent calls, meetings, and notes. ## Writing for you * **Job descriptions**: [generate or rewrite vacancy texts](/docs/jobs/job-portal) in your templates and any language. * **Campaign content**: [generate outreach copy](/docs/outreach/campaigns) with instructions and context, per recipient. * **Message templates**: drop an [AI Generated content block](/docs/inbox/message-templates#personalize-with-variables) into a template and it writes that passage from your instruction. * **Scorecards**: [generate an interview scorecard](/docs/candidates/interview-scorecards) from the job's sourcing criteria, and let AI rate the answers once the interview notes are in. * **Formatted CVs**: [reformat any CV](/docs/candidates/client-documents) into your agency's template from the candidate's profile. * **Shortlists**: turn a selection of candidates into a [written Word shortlist](/docs/candidates/client-documents#shortlist) for a client, anonymized if you want. ## Agents everywhere * **Ask AI** lives on [candidates](/docs/candidates/managing-candidates#ask-ai), [jobs](/docs/jobs/job-details), [applications](/docs/jobs/applications), opportunities, and [calls](/docs/calls/phone-calls): an agent that knows the whole record and answers questions about it. * **The [Spott MCP server](/docs/developers/mcp)** connects Claude, ChatGPT, and any MCP-capable assistant to your workspace, so you can run the entire workflow from a conversation. All of this runs on the context in your records. Complete profiles, linked notes, and synced communication make every AI feature measurably better. That is the real reason to keep your data in Spott. ## Steering the AI You are not stuck with the defaults. Three places in Settings shape what the AI produces: * **[Features](/docs/settings/features)**: an admin turns the AI capabilities on or off for the whole workspace, including enrichment, AI-filled columns, and auto-updating profiles. * **[Templates](/docs/settings/templates)**: every template you control steers what the AI produces. Insight Templates are the instructions behind call and meeting insights, Job Description Templates steer generated vacancy texts, and presentation, note, and email templates shape the rest. * **[Personal preferences](/docs/settings/preferences)**: **Default AI Language** sets the language Spott writes in. ## What the AI reads Spott's AI works from your **notes**, **work experience**, and **CV files**. **What about my messages?** * **Email**: only **Ask AI** reads it, and only the mail synced to the record you are standing on. That is what lets it answer "summarize the situation with this candidate". No other AI feature touches your email. * **WhatsApp**: **never read**, by any AI feature, Ask AI included. Messages are stored on the record and available to you, not to the AI. # Dashboard Source: https://docs.spott.io/docs/get-started/dashboard Get an overview of your performance, pipeline, and daily activity in one central place. You can quickly navigate to the Dashboard with `G` then `D`. See all [keyboard shortcuts](/docs/settings/keyboard-shortcuts). The Dashboard gives you a real-time snapshot of your recruitment activity, from revenue and calls to open jobs and candidate progress. It is your personal home screen when opening Spott. The Dashboard with statistics, pipeline summary, and widgets ## My Statistics Use the **time period filter** on the top right to set the reporting period (for example This week, This month, This quarter, or a custom range). There is also a **user filter** for looking at a teammate's numbers rather than your own, or at a [team](/docs/settings/managing-teams). It only appears if your role lets you manage analytics: without that permission the Dashboard shows your own figures. The metric cards show key performance numbers for the period. Open **Configure Dashboard** to choose which metrics appear and drag them into the order you want. The available metrics are: * **Total Revenue booked**, **Total Placements added** * **Total Jobs added**, **Total Candidates added** * **Total Phone Calls (excl. attempted)**, **Total Outbound Calls** * **Total Online Meetings**, **Total In-person Meetings** * **Total CVs sent**, **Total Standard CVs sent**, **Total Speculative CVs sent** * **Total 1st Interviews**, **Total 1st Standard Interviews**, **Total 1st Speculative Interviews** * **CV Sent Fill Rate**, **1st Interview Fill Rate** Configure Dashboard is **workspace-wide**: the metrics you turn on or off affect everybody's dashboards, not just your own. The Configure Dashboard dialog with available metrics and toggles ### Set targets **Configure Targets** turns the metric cards from a number into progress against a goal, which is what makes the Dashboard worth opening daily. Targets are set **per user and per metric**, in a grid: one row per teammate, one column per metric such as Jobs Added, Candidates Created, Placements, successful phone calls, or CVs sent. Leave a cell at 0 for anyone the target does not apply to. Above the grid, **Time Window for Targets** says what period a target covers, for example Every Month. Changing the time window **rescales every target value automatically**, and targets are saved against the window you picked. They then scale up or down to match whatever time filter you apply to your insights, so a monthly target of 20 reads as 5 on a weekly view rather than staying at 20. The Configure Targets dialog with per-user targets ### Drill down into a number Click any metric card to open the records behind it, so you can go from "12 CVs sent" to which twelve. A metric drill-down showing the underlying records The Dashboard metrics are a fixed set. If you want to count something the cards do not cover, for example notes with a specific label, build a custom insight in [Reports](/docs/get-started/reports). ### Whose number it is A KPI is credited to **the person who performed the action**, not to whoever owns the application. Whoever drags the card to CV Sent gets the CV sent, and whoever marks the placement gets the placement, even if a colleague owns the candidate. Ownership itself follows from who added the candidate to the pipeline. That leaves one case worth watching: an application that arrives on its own, from a job board or an inbound feed, can end up with **no owner at all**, and its activity then appears on nobody's dashboard. If a consultant insists their CVs sent are missing, check the owner on those applications first. Two more things shape what you see. Interviews and CVs sent are counted on the date the card moved, not the date of the interview, which is set by the [stage markers](/docs/settings/stages). And a placement split between colleagues is credited whole to the user in **Placed by**; the split percentages only divide the booked revenue. ## Pipeline Summary and Job Status * **Pipeline Summary** shows the applications you own, per stage. You can **sort** it, so the stages you care about most sit at the top instead of following the pipeline order. * **Job Status** shows the jobs you are on the team of, broken down by status. It sorts the same way, so the statuses you work from sit at the top. Both are clickable: select a stage to see who is behind the number. These two widgets show where things stand today, so the time period filter above them changes the metric cards and leaves these alone. Your filter choices are remembered when you leave the Dashboard and come back. Both widgets only count jobs whose **status** is marked as one to show in search, set per status under [Settings → Stages](/docs/settings/stages). A Pipeline Summary that is empty while the jobs clearly exist is the usual sign that the setting is off. The Dashboard updates in real time as you log calls, add candidates, or move them through stages. **Home dashboard** in the Get Onboarded guide. The same ground as a walkthrough, with the filters, targets, and drill-downs in the order you meet them. # Data Migration Source: https://docs.spott.io/docs/get-started/data-migration How Spott migrates your data from your previous system, with a validation step before go-live. When you move to Spott from another CRM or ATS, our team runs the migration for you.