Adding and Managing Jobs

Learn how to create a new job in Spott, link it to a client, add sourcing criteria, and manage Pipeline, Matching, Vacancy, Inbound, and Tasks.

This guide explains how to create a new job in Spott, connect it to a client, define sourcing criteria, and manage the full recruitment workflow from one job record.

1⃣ Open the Jobs view

From the left-hand navigation bar, select Jobs to open your job listings.

This view displays all active and upcoming roles that need to be filled.

2⃣ Start adding a new job

Click the Add Job button in the top-right corner of the screen.

In the job creation pop-up, complete the two main selections:

• Role, the job title or position you are adding

• Company, the client this job belongs to

3⃣ Create the job record

After selecting the role and client, click Create Job at the bottom-right of the pop-up window.

Your new job will be created and will appear in the Jobs list with its own detail view.

4⃣ Fill in job details

The job detail view contains multiple tabs for managing the role.

Start with the Details tab to define the sourcing criteria.

You can add sourcing criteria by:

• Uploading a file, for example a job description document

• Linking/Uploading a note from internal discussions or meetings

• Typing criteria manually, such as responsibilities, requirements, and qualifications

• Using AI to generate or summarize details.

In the Details tab, you can also click Regenerate Details to:

• Summarize your existing job description into a concise format

• Automatically fill in missing information based on the provided content

• Rewrite the description for clarity or improved candidate engagement

5⃣ Manage the job through its tabs

Once the job is created, you can manage it using the tabs inside the job record. You can deep dive into each of the tabs described below here.

Pipeline tab

Track candidates through each stage of your hiring process:

• Move candidates between stages, for example Applied, Shortlist, Interview, Offer

• Update statuses and add notes

• By clicking on a Candidate, you can quickly take Action: Send an Email, Register Client Interviews, Present the Candidate to a client

• Place or Reject Candidates

Advertising tab

Create a public vacancy posting for the role:

• Write it from Scratch or Copy and Paste it in the right-hand panel

• Automatically generate a full vacancy description from your job details using AI

Publish the vacancy:

• By linking it to a LinkedIn Recruiter Project

• By creating a Spott Job Board Posting. Find more information about this topic here.

• By posting an advert with Broadbean. Find more information about this topic here.

Candidates who apply will be visible under the Inbound Tab.

Matching tab

Automatically find the most relevant candidates based on your sourcing criteria:

• View a ranked list of candidates from your database

• Add matched candidates directly into your pipeline

See it in action in this video

Inbound Tab

View candidates who applied to your vacancy:

• Review and qualify inbound applications

• Move candidates directly into the pipeline

Company Portal Tab

Present Candidates to your clients:

• Select candidate you want to present and publish them on the portal

• Select fields that will be visible to clients

• Open the Portal and give clients access to it

Files tab

Add and track files related to the job or vacancy such as a job description or a briefing document from a client

Notes tab

Add and track notes related to the job or vacancy

• By enabling the Spott Notetaker, all meetings get transcribed and summarized into a note attached to the job

• Notes serve as context for all AI features

Tasks tab

Add and track tasks related to the job or vacancy:

• Assign follow-up actions to yourself or team members

• Set due dates and track completion

You can deep dive into each of the tabs described here above here.