Contacts & the Contact 360

Your Contacts list is the difference between knowing that *someone* visited and knowing *who* did. Every anonymous visit lives in the Visitors log, but a contact is a real person ScaanMe can name, score, follow up with and turn into a customer. This guide covers everything about that list and the deep Contact 360 page behind each name.

This is for any owner who wants to work their leads, not just count them: see who is hot, who came from Instagram versus a QR code, who you promised to call back, and who is ready to buy. You never create contacts manually unless you want to, they are born automatically the moment a visitor identifies themselves.

Capture is always on for every plan, the data is collected the instant anyone opens your card or store. The Contacts dashboard itself is unlocked on plans that include the CRM. So the people in this list have been quietly building up for you already; this guide shows you how to act on them.

What turns a visit into a contact. ScaanMe creates a contact only when a visitor *identifies themselves* through one of five actions: submitting your contact form, booking an appointment, booking a service, subscribing to your newsletter, or placing an order. A plain visit or a button tap stays anonymous in the Visitors log, it never on its own becomes a contact.

Email is the identity, phone is secondary. A contact is keyed on email when present, otherwise on phone. This is deliberate: a shared office phone must never merge two different people into one record. A phone is only attached as a backup identifier when no other contact already owns that number, so you never get a silent, wrong merge.

The same person, never duplicated. If someone books an appointment today and submits a form next week with the same email, ScaanMe recognises them and adds the new activity to the *same* contact, it does not create a second card. Email is lowercased and trimmed first, and a phone is only accepted when it is 7 to 15 digits, so typos and odd formats do not spawn junk records.

The honest first source (the magic part). When a visitor browses anonymously and then fills in a form, ScaanMe stitches that anonymous journey to the new contact using a device tag (sc_vid). So the contact's stored First touch reflects how they *actually arrived*, e.g. Instagram, not the lazy answer 'contact form'. You finally learn which channel really earns you customers.

A new contact starts as a 'lead'. Every auto-created contact begins life in the Lead lifecycle stage. It moves to Customer automatically the moment you win a deal for them in the Pipeline, or you can set the stage by hand. Bots and link-preview crawlers are filtered out at the source, so your contacts are always real humans.

What it shows. The list is a paginated table (25 per page) with one row per person. Each row shows their Name, Email, Phone, Stage, Score, First touch (the true source) and Last activity. Three tabs across the top, All, Leads and Customers, each carry a live count so you see your mix at a glance.

Search. Use the search box (placeholder *Search name, email or phone…*) to match across all three fields at once. It is a partial match, so typing ahm finds *Ahmad*, *Ahmed* and an email like ahm.co@…. Searching is the quickest way to pull up one person you already have in mind.

Scope (card / store). The scope dropdown limits the whole list to one surface: All, all your vCards, all your Stores, or a single named card. Use it when you run several profiles and want the contacts for just one, e.g. only the people who came through your restaurant menu card.

Filters. Open the filter row for four precise controls: Min score (only people at or above a score, e.g. 50 for hot leads only), Source (a dropdown of every real first-touch channel you have, e.g. Instagram, QR, WhatsApp), and a From / To date range on when the contact was first created. Click Apply to run them, or Clear filters to reset.

Sort. Click any column header, Name, Email, Stage, Score, Last activity or created date, to sort by it, and click again to flip ascending/descending. The default sort is most recent activity first, so the people doing something right now float to the top without you touching anything.

Combine them. Filters, scope, search and sort all stack. Example: set Source = Instagram, Stage = Leads, Min score = 50 and sort by Score, you instantly get your hottest, un-won Instagram leads, ranked, ready to call top to bottom. Every filter is also remembered in the page URL, so you can bookmark a saved view.

When to add manually. Most contacts arrive automatically, but sometimes you meet someone offline, at an event, on a call, and want them in your CRM right away. Click Add contact in the header to open the form.

Fill the fields. Enter Name (full name), Email and Phone. You must provide at least an email or a phone number, ScaanMe needs one identifier to dedupe against. Pick the Lifecycle stage (Visitor, Lead or Customer; Lead is the sensible default) and optionally tie them to a Primary card so they count under the right profile.

It merges, not duplicates. A manual add runs through the exact same identity engine as auto-capture. So if you type an email that already exists, ScaanMe merges the details into the existing contact instead of creating a twin. That means you can safely 'add' someone you are not sure is already there.

Edit a contact. Open any contact and click Edit (or Edit contact) to change their name, email, phone or lifecycle stage. If you change the email to one another of your contacts already uses, ScaanMe blocks it with a clear message, this protects you from accidentally collapsing two real people into one. Save with Save changes.

Import (CSV or vCard). Click Import to bring in an existing list, perfect for migrating from a spreadsheet or another tool. ScaanMe accepts a .csv or a .vcf (vCard) file, up to 5 MB and up to 2,000 contacts per import. Each row runs through the same dedupe engine, so importing on top of existing contacts merges cleanly instead of duplicating.

How to format your CSV. Give it a header row with name, email and phone columns (common aliases like *full name*, *e-mail*, *mobile* are recognised). No header? ScaanMe assumes the order is name, email, phone. Any row with no usable email or phone is skipped, not counted as an error, so a half-empty row won't fail your whole import.

Read the import summary. After import you get a one-line result: imported (added or updated), skipped (rows with no usable contact info) and failed (genuine errors). If your file had more than 2,000 rows, only the first 2,000 are processed and the summary tells you it was truncated, just split a large file and import again.

Export all your contacts (CSV). Click Export CSV to download the contacts you are currently looking at, the export respects your active scope and filters, so 'Instagram leads' on screen become exactly that file. The CSV carries Name, Email, Phone, Stage, Score, Source, Card, Last activity and Created, ready for a spreadsheet, a mail-merge or a backup.

Export one person (vCard). On a contact's page, Download vCard gives you a standard .vcf file with their name, email and phone, the kind your phone's Contacts app imports in one tap. It's the fastest way to save a hot lead straight to your phone before you call them.

Work in bulk. Tick the checkboxes to select rows (up to 100 at once) and a bar appears with bulk actions: Tag them with a label, Move stage for all of them, Export just the selection, or Delete. Unowned or invalid rows are skipped quietly and reported, so a bulk action never touches data that isn't yours.

What it shows. Click any name to open their Contact 360, the single page that tells one person's whole story. At the top sit their identity and quick actions, one-tap WhatsApp, Email and Call buttons, plus Download vCard, so you can reach out without leaving the page.

The journey timeline. The centre of the page is the Activity timeline, the full journey in order: every landing (with its true source), every section viewed, every button tapped, how long they dwelled, and every form they submitted. It reads like a story: *Landed · Instagram → Viewed "Menu" → Tapped WhatsApp → Saved contact → Submitted contact form.* You see exactly what won them over.

Journey stats. Above the timeline a small strip summarises the relationship at a glance: Visits, Time on page, Taps and Sections (with the list of section names they actually viewed). It is the quick read of *how invested* this person is before you even scroll the detail.

Why first touch is the honest source. The header shows First touch, the real channel that brought this person in, recovered even when the link normally hides where someone came from. Because ScaanMe stitched their anonymous browsing to this contact, a lead's origin reads Instagram or QR code, not the misleading 'contact form'. This is how you learn which channel truly earns customers.

Lead score, fully explained. The Lead score panel is never a black box: it lists every action that earned points, e.g. *Booked an appointment +40, Submitted a form +25, Tapped WhatsApp +10*, minus a small daily recency decay. Anyone at 50 or more is hot. The score recomputes from scratch on every action, so it is always honest and current.

Deals, Notes and Tasks, all in context. From this page you can add a Deal (an opportunity with a value, dropped onto your Pipeline), jot Notes ("prefers WhatsApp, call after 6pm"), and create Tasks ("call back Thursday") tied to this person. Everything you need to move them from lead to customer lives on the one screen, no jumping around.

Set the lifecycle stage. The Lifecycle stage (Visitor / Lead / Customer) tells you where this person stands in the relationship. It flips to Customer on its own when you win a deal for them, but you can also set it by hand from the Edit form, useful when you close a sale offline and want the record to reflect reality.

Trust First touch over 'where they filled the form'. When you decide where to spend your marketing budget, read the First touch column, not which page the form sat on. If most of your won customers show *Instagram* as their first touch, that is where your next dinar should go, regardless of where they eventually converted.

Save filtered views as bookmarks. Because every filter lives in the page URL, you can bookmark something like 'hot Instagram leads, last 30 days' and return to it in one click each morning. Build two or three of these for the segments you work daily and you'll never rebuild a filter again.

Use one identifier consistently when importing. Because email is the primary identity, an import with clean email addresses merges perfectly with your existing contacts. If your spreadsheet only has phones, that's fine too, just make sure numbers are 7 to 15 digits so they aren't rejected.

Add a note after every conversation. The journey timeline tells you what someone *did* on your profile, but only you know what they *said* on the phone. A one-line note ("wants delivery to Salmiya, budget 200") turns a cold record into a warm relationship the next time you open their page.

Let the score do your triage. Don't try to work every lead equally. Sort by Score, start at the top, and you'll always be calling the people most ready to buy first. Pair this with the Min score = 50 filter to get a clean 'hot list' you can clear before lunch.

Why is someone in my Visitors log but not in Contacts? Because they have not identified themselves yet. A contact is only created when a visitor submits your contact form, books an appointment or service, subscribes to your newsletter, or places an order. Until then they are an anonymous (but still tracked) visitor, the journey is saved and will attach to them the moment they leave their details.

Why does a lead's source say 'Instagram' when they filled in my contact form? Because that is the truth. ScaanMe links the anonymous visit to the new contact, so First touch shows the channel that actually brought them, not the form they happened to fill. The form is *what they did*; Instagram is *where they came from*, and the second one is what you can act on.

Will importing a list create duplicates of people I already have? No. Every imported row goes through the same email-first identity engine as automatic capture, so a matching email merges into the existing contact. You can re-import the same list safely, only genuinely new people are added.

Can two people share a phone number without getting merged? Yes. Email is the authoritative identity; a phone is only added as a backup identifier when no other contact already owns it. A shared family or office number therefore never silently collapses two different people into one record.

What's the difference between Export CSV and Download vCard? Export CSV downloads the whole filtered list as a spreadsheet (Name, Email, Phone, Stage, Score, Source, Card, dates), great for backups and mail-merges. Download vCard is on a single contact and gives you one .vcf your phone imports in a tap, great for saving one hot lead before you call.

Some rows were 'skipped' on import, what does that mean? Skipped rows had no usable email and no usable phone, so there was nothing to identify the person by, ScaanMe ignores them rather than creating empty junk. They are reported separately from 'failed' (genuine errors), so a few blank rows never break an otherwise good import.

How does a contact become a 'Customer'? Automatically, when you drag their deal to a Won stage in the Pipeline, their lifecycle flips to Customer for you. You can also set it by hand on the Edit form if you closed the sale offline. The Customers tab and count then reflect your real, paying relationships.

Is the data collected even on plans without the CRM dashboard? Yes, capture is always on, so the contacts and journeys build up quietly from day one. What the CRM plan unlocks is the *dashboard* to see, filter and act on them. The moment you have access, your back-history is already there waiting.

At the top of every contact's page sits an AI lead assistant panel. Tap Generate and ScaanMe reads that lead's real facts — their first source, lead score, lifecycle stage and recorded interactions — *together with* a compact profile of your own business (your card title, tagline, services and in-stock products), then hands you three things: a one-to-two-sentence summary that reads the lead in the context of what you actually sell, a single concrete Next best action, and a short, warm, ready-to-send draft message written in the lead's likely language. Nothing is invented — it only uses facts already on the record.

Below the summary is a free-form "Ask about this lead or your business…" box. Type any question — *"What should I offer this client?"*, *"Write a follow-up in Arabic"*, *"Is this lead worth chasing?"* — and the assistant answers briefly and specifically, grounded only in that lead's facts and your business profile. It is your on-call sales coach who already knows both the prospect and your catalogue, so you never start a reply from a blank page.

The assistant is plan- and credit-gated: it runs on AI credits, and each generation or question draws from your balance. If AI is switched off on your plan, or your credit balance is 0, the panel quietly falls back to a data-derived summary — it still tells you whether the lead is hot, warm or early-stage from their score, and suggests a sensible next step — but the free-form question box then asks you to enable AI. Top up or upgrade to bring the full assistant back. See AI Credits for how credits work.

Notes on a contact aren't write-once. Every note you add to the Contact 360 can be edited or deleted later, so the record stays accurate as a relationship evolves. Hover (or tap) a note and small Edit and Delete actions appear on it.

To edit: tap Edit, change the text inline, and save — an empty note simply cancels the edit rather than saving a blank. To delete: tap Delete and confirm; the note disappears from the timeline immediately. Both actions are scoped to your own account, so you can only touch notes you own. Use edits to fix a typo or add detail, and delete to retire a note that no longer applies.