Lead Scoring Explained

Every contact in your ScaanMe CRM carries a lead score from 0 to 100. The score is a single, honest number that answers one question: *how interested is this person, right now?* A visitor who only glanced at your card sits near 1, while someone who booked an appointment and saved your card to their wallet climbs into the 60s. You never set the score by hand — Scaanme calculates it automatically from real things the person did.

This guide is for anyone who works leads: the founder who answers WhatsApp at night, the sales rep with 200 contacts and limited hours, or the agency owner deciding which inquiries to chase. The whole point of a score is prioritisation — instead of treating every contact equally, you call the warmest people first and let the cold ones wait. That single habit is usually the difference between a busy CRM and a profitable one.

Scaanme's scoring is built on one promise: no black box and no fabricated points. Every point on a contact's score traces back to a specific action you can see and verify in the breakdown — "Booked an appointment +40", "Saved your card to Wallet +20". There is no secret AI guess inflating the number, which means you can trust the score enough to act on it without second-guessing.

Here is the heart of the system: the score is simply the sum of everything the person has done, where each type of action is worth a fixed number of points. Below is the complete, real table Scaanme uses — nothing is hidden. The bigger the commitment, the bigger the points, so a purchase always outweighs a casual link tap.

Placed an order: +60. The strongest signal there is — money changed hands. A contact with even one order is almost certainly a real customer, which is why a single order pushes the score past the hot threshold on its own.

Booked an appointment: +40. Someone picked a date and time to meet you — high intent, just short of buying. Service booking: +35, a confirmed service request, almost as strong. Both also count as *identifying* actions, meaning they create a real contact record with a name and email, not just an anonymous visit.

WhatsApp conversation: +30. A two-way chat is a warm, personal signal. Submitted a form: +25, they filled in your contact form. Saved your card to Wallet: +20, they added your card to Apple or Google Wallet — a quiet but strong sign they want to keep you handy. These are the everyday mid-weight actions that move most leads from cold to warm.

The taps on your public card are scored by *what* was tapped: Saved your contact: +15 (tapped the save-contact button), Tapped call / WhatsApp: +10, and any other link tap: +5. A contact who engaged on your page for 30 seconds or more earns +5 for "Engaged 30s+" — dwell shorter than 30 seconds earns nothing, because a two-second bounce is not real interest.

The lightest signals round out the table: Newsletter signup: +5, Opened your Wallet card: +5, and Visited a profile: +1. Two actions are worth 0 on purpose — Removed card from Wallet (no point, but it stays in the timeline as honest history) and a sub-30-second dwell. The +1 per visit is what makes a frequent returner slowly outscore a one-time visitor, even before they ever contact you.

Two important caveats. First, the same action can score more than once — three appointments is +120 of raw points, and the breakdown shows it as "Booked an appointment (×3)". Second, the raw sum is capped at 99 before any won/lost rule applies, so an ordinary active lead never reads exactly 100; the number 100 is reserved for closed-won deals (see the next block).

The single most important number to remember is 50 — the HOT threshold. Any contact scoring 50 or higher is considered a hot lead: warm enough that you should be reaching out, not waiting. On the Overview, the Hot leads KPI tile (labelled "score ≥ 50") counts exactly these people, so you always know how many live opportunities are sitting in your pipeline right now.

Colours give you the temperature at a glance, and they match everywhere — the contact's score card, the score pill in the contacts table, and the fill bar all use the same three bands. Green (emerald) = score 50+ (hot, act now). Amber = score 20–49 (warming up, worth nurturing). Grey (slate) = score under 20 (cold or brand-new). You can scan a whole contacts list and instantly see where the green is.

When you close a deal, the score stops being a guess and becomes a fact. Marking a deal Won in the pipeline pins the contact's score to 100 — the maximum — and promotes them to a customer. Marking a deal Lost pins the score to 0. These two overrides sit on top of everything else: a won customer always reads 100 no matter what their raw activity added up to, and a lost lead reads 0 even if they were once hot.

There is a useful design choice hidden here: because a normal active lead is capped at 99, seeing 100 means "closed sale", not just "very engaged". That keeps your hottest open leads (say, 70–99) visually distinct from deals you have already won. If a won deal is later re-opened or moved out of the Won stage, the score returns to being calculated from activity again — nothing is permanently frozen except while the deal sits in Won or Lost.

A lead who was hot two months ago and has gone silent should not still look hot today — interest fades. Scaanme models this with recency decay: the score loses 1 point for every day since the contact's last activity. Someone who submitted a form (+25) and then disappeared for 10 days reads 15, not 25, because 10 days of silence subtracted 10 points.

Decay is gentle and self-limiting, never punishing. It is floored at 0 — it can never drag a score negative — and it can never subtract more than the points the contact actually earned, so an inactive lead drifts down to 0 and simply stops there. The moment that person does *anything* again — opens your card, taps WhatsApp — the clock resets to their newest activity and the decay shrinks back, so a re-engaged lead warms up immediately.

In the contact's breakdown, decay appears as its own honest line — "Recency decay −10" in red — sitting below the positive points. This is deliberate: you can see *both* how much interest the person built up *and* how much has faded, so a score of 15 made of "+25, −10" tells a very different story from a flat 15 made of small recent taps. Read the components, not just the total.

The practical takeaway: a falling score is a follow-up reminder, not a problem to fix. If you see a contact slipping from 50 toward 40, that is exactly the moment a quick message can rescue the deal. Scaanme even automates this for you — the Going cold flag and the optional "re-engage cold" automation trigger on leads that are still meaningful (score ≥ 30) but have been idle for 7+ days.

Open any contact (CRM → Contacts → click a name, or click a row in "Needs your attention") to reach the contact page. On the right you will find the Lead score card: a big number out of /100 in the band colour, a coloured fill bar under it, and then the line-by-line breakdown. This card is the single best place to understand *why* a contact is hot or cold before you pick up the phone.

Each breakdown row names a reason and shows its signed contribution: positive points in green (e.g. "Submitted a form +25"), the decay line in red (e.g. "Recency decay −7"). When an action happened more than once, the reason carries a count — "Visited a profile (×12) +12". Read top to bottom and you have the contact's whole story: what they did, how many times, and how much it counts.

If the contact is brand-new with no activity yet, the card shows a friendly placeholder instead of an empty list: "Score builds as this person engages." That is normal for a contact you just imported or who only signed up to a newsletter seconds ago — the breakdown fills in the moment they take any tracked action.

The breakdown is a live audit trail, not a static label. Every time the contact does something new, Scaanme recomputes the score *from scratch* and rewrites these rows — it never just adds to an old number, so the breakdown always reflects reality and can never silently drift out of sync. If you ever doubt a score, the rows are the proof; the total is always exactly the sum of what you see (positives minus the decay line, capped 0–99).

The fastest way to put scores to work is the "Needs your attention" list on the Overview. It does the prioritising for you: instead of sorting purely by score, it ranks contacts by *what action they need*, and tags each with a coloured reason chip. Start your day at the top of this list and you are always working the right lead next.

The reason chips map directly to scores. "Hot & unworked" (red) means score ≥ 50 with no open task — your highest-value, most-neglected opportunities, call these first. "Going cold" (amber) means a once-meaningful lead (score ≥ 30) that has been idle 7+ days — a nudge now can save it. "New — needs first touch" flags fresh contacts under 48 hours old that nobody has acted on yet.

For deeper work, go to Contacts and use the Score column. The coloured pills let you eyeball the whole list, and you can pair score with the lifecycle stage (visitor / lead / customer) to find, say, every lead still showing green that you haven't converted. This is your weekly review view: skim for green, open anyone over 50, decide your next move.

Let scores trigger work automatically with Automations. The score itself crossing 50 fires a score_crossed trigger, and the ready-made "Hot lead alert" recipe (condition: score ≥ 50, action: notify owner) emails you and drops a task the instant a lead turns hot — so you never miss the window even if you are not staring at the dashboard. Turn it on once and your warmest leads start announcing themselves.

A simple daily rhythm that works: (1) clear every red chip in "Needs your attention" first, (2) message anyone newly green in Contacts, (3) send a light nudge to "Going cold" ambers before they hit 0. Spend your energy on the top of the score range and let the cold tail wait — that is the entire discipline scoring is designed to give you.

Treat 50 as your action line, not a finish line. A 50 is hot enough to contact today, but a 70 isn't "done" — keep working it until there's a deal in the pipeline. The score tells you *who* to call; your follow-up is what actually converts them.

Always read the breakdown before you call, not just the number. Two contacts at 45 can be completely different: one built 45 from a recent appointment, the other is a faded 70 decaying down. The first needs a warm welcome, the second needs a "haven't heard from you" nudge. The rows tell you which message to send.

Close the loop in the pipeline so the score stays honest. When you win, mark the deal Won (the score pins to 100 and the contact becomes a customer); when you lose, mark it Lost (pins to 0). If you skip this, won customers keep drifting down with decay and clutter your hot-lead list with people you've already sold or written off.

Don't over-read tiny scores. A contact at 1–5 is usually just a visitor or two — that's the system working, not a lead to chase. Real opportunities announce themselves by climbing into amber (20+) and especially green (50+). Spend your time there.

Use "Going cold" as a save mechanism, not a failure flag. A lead sliding from 50 to 35 over a week is the best follow-up opportunity you'll get — high prior interest plus a clear reason to reach out ("just checking in"). Turn on the re-engage-cold automation so these never slip through unnoticed.

Can I change the points an action is worth, or edit a score by hand? No — and that's by design. The weights are fixed so the score means the same thing for every contact and every account, and you can always trust that 50 is genuinely 50. You influence scores only by driving real actions (and by marking deals Won/Lost), never by typing a number in.

Why does someone have a score even though they never contacted me? Because visits, taps, dwell time and wallet saves all count — even anonymously. Scaanme stitches a person's earlier anonymous visits to them once they identify (via a hidden device ID), so a contact can legitimately show "Visited a profile (×8) +8" before they ever filled in a form. That early activity is real interest worth knowing about.

Why is my best customer showing 100 instead of a big activity number? Because you (or an automation) marked their deal as Won, which pins the score to 100. That's the intended badge for a closed sale. If you'd rather see their live engagement number again, move the deal out of the Won stage and the score recalculates from activity.

A contact's score dropped overnight — did I lose them? Not necessarily. Scores fall by 1 point per idle day (recency decay), so a quiet day or two naturally trims the number. Check the breakdown: if the only change is a bigger red "Recency decay" line, they're simply cooling — a quick message resets the clock and the score recovers.

Does the score include bots, link-preview crawlers or my own visits? No. Scaanme filters bots and link-preview crawlers out at the source so they never inflate a score, and your visits from your own ScaanMe accounts are excluded too. Every point on a contact comes from a real human action — that's what keeps the number honest.

How fast does the score update after someone acts? Almost immediately. Each tracked action queues a fresh recompute (deduplicated within a short window so a burst of taps doesn't recalc dozens of times), so by the time you open the contact, the score and breakdown already reflect what just happened. There's no nightly batch you have to wait for.

What if the same person fills in two forms or visits ten times — does it double-count unfairly? It counts each genuine action once and shows the multiplier honestly ("Submitted a form (×2) +50"). Repeated genuine engagement *should* raise the score — that's real interest. What it won't do is count the same single event twice, because every action is deduplicated before it's scored.