CRM Overview & How Capture Works

The CRM is your customer command center inside ScaanMe. Every time someone scans your card, opens your profile, taps WhatsApp, books an appointment or fills a form, the CRM quietly records it, turns anonymous visitors into named contacts, scores how interested each one is, and pushes the people worth calling to the top of your list. Think of it as a salesperson who watches every interaction 24/7 and never forgets a name.

Who is it for? Anyone who wants their digital card to generate business, not just look nice. A freelancer tracking who viewed their portfolio, a clinic seeing which appointments came from Instagram, a store owner spotting their hottest leads before a competitor does — the CRM works the same way for all of them. You do not need to be technical; the whole thing runs on autopilot.

The big promise is honesty with zero setup. Capture is always on and collects data for every plan from the moment you publish a card — there is no pixel to install, no toggle to flip. Bots and link-preview crawlers (like the bot WhatsApp sends to build a link thumbnail) are filtered out so they never inflate your numbers, and any visit the system cannot confidently attribute is shown plainly as Direct rather than guessed. You only see the dashboard if your plan includes CRM access, but the data was being gathered all along.

What it does / why: Capture is the engine that feeds everything else on the Overview. It listens at two layers — a lightweight beacon on every public profile that records visits, section views, taps and time-on-page, and your back-office events (form submissions, appointments, service bookings, newsletter signups, orders) that arrive directly. You never configure any of this; it is wired in the instant a card goes live.

Visits and engagement are captured by an invisible beacon that fires as people use your profile: a land the moment they arrive, heartbeats roughly every 10 seconds while they stay (this is what powers Live), clicks when they tap a button, and a dwell reading time-on-page when they leave. None of it slows your page or blocks the visitor — if tracking ever fails, the profile still loads perfectly.

Source attribution is honest, not guessed. When someone arrives, ScaanMe figures out the real channel using a strict priority: first the ?s= stamp we put on your own QR codes, NFC taps, share buttons and Wallet links (the most reliable signal because it survives even when the referrer is stripped), then paid click IDs (fbclid → Meta, gclid → Google, ttclid → TikTok, msclkid → Microsoft), then utm_source tags, then the in-app browser signature that recovers Instagram, TikTok, Facebook, Snapchat, Telegram and more even when they hide the referrer, then the referrer host, and finally Direct if nothing is known. Apple Wallet and Google Wallet are even tracked as separate channels.

From anonymous visit to named contact. A visitor stays anonymous until they identify themselves — a contact is created the first time someone submits a contact form, books an appointment or service, signs up to your newsletter, or places an order. Identity is email-first (the unique key), with phone as a secondary identifier (only accepted as 7–15 digits, and never used to silently merge two different people who happen to share a number). A device id called sc_vid stitches that person's earlier anonymous visits to their new contact, so their stored origin reflects how they *truly* first arrived — e.g. "Instagram" — not just "contact form".

Why this matters in practice: because capture is automatic and identity is stitched honestly, the Overview you are about to read is built from real, deduplicated data. The same visit is never counted twice, a worker can retry without double-counting, and importing old contacts will never retro-spam you with fake tasks. You can trust the tiles.

What it shows / why: the Overview is the cockpit — the first tab in the CRM. Its subtitle says it best: "Your leads, customers and traffic across every card, store and channel." Two controls at the top right shape everything below them: a scope selector (which cards to include) and a date range (which period to measure). Set these first, then read the tiles.

Use the scope dropdown (top left of the controls) to choose what the numbers cover: All cards & stores (everything), All vCards, All stores (this option only appears if you actually own a store), or a single card by name. This dropdown only shows up if you have more than one card — with a single card there is nothing to choose. Narrowing scope is how you answer "how is *this* store doing" without noise from your other profiles.

Pick a date range with the pill row: 24 hours, 7 days, 30 days, 90 days or All time. The default is 30 days. The range applies to your traffic and activity figures (visits, sources, devices, the funnel and so on). Tip: the 24 hours view automatically switches the visit charts to an hour-by-hour breakdown so you can see today's rhythm; longer ranges show day-by-day.

Need an exact window? Use the custom date range picker (the calendar with two date boxes and a → arrow). Set a From and/or To date and the dashboard reloads to just that span; the picker highlights to show a custom range is active. Clicking any standard pill again clears the custom dates. Note the Leads tile is always all-time (see the next block) regardless of the range you pick — that is intentional so your total pipeline never appears to shrink.

What it shows / why: the four tiles at the top are your headline numbers — a one-glance health check. Each tile is clickable and takes you to the matching detail screen, so the Overview doubles as a launchpad. Their footnotes tell you exactly which period each number covers, because not all four use the same window.

Real visitors counts genuine human visits in your selected date range — bots are already stripped out. Its footnote shows the range label and, if any were detected, a small bot icon with the bot count (e.g. "30 days · 14 bots") so you can see what was excluded. Click the tile to open the full Visitors history with search and filters.

Leads is your total count of identified contacts at the lead stage — people who reached out but have not yet bought. Its footnote reads all time (not the selected range) on purpose, so your pipeline total stays stable. Clicking it opens Contacts pre-filtered to leads.

Hot leads counts contacts whose lead score is 50 or higher — the threshold where ScaanMe considers someone genuinely interested and worth a call. Its footnote literally says "score ≥ 50". These are the people to prioritise today; clicking the tile takes you to your contact list.

Tasks due shows how many follow-up tasks are due by the end of today (footnote: "today"). It is your daily to-do count — when it is above zero, you have people waiting to be contacted. Click it to open the Tasks screen split into overdue, today and upcoming.

What it shows / why: under the "Audience & reach" heading sits Where your visitors are — an interactive world map plus a country list, so you can see at a glance which markets your card is reaching. The dot size on each city scales with its visit count, making your busiest places pop. This is the human-geography view of your traffic.

On the right, the Countries list shows each country with its visit count and a count of how many countries you reached. Tap a country to expand its cities; tap a city to fly the map straight to it. Hovering a country also frames it on the map. The first country is expanded by default so you immediately see your top market's cities.

Use Reset view (top right of the card) to zoom back out to the full map after exploring. A practical edge case: only visits with usable location coordinates appear as dots — a visitor whose location could not be resolved still counts in your totals but simply won't pin on the map, so the map can show slightly fewer points than your visitor count.

What it shows / why: the "Leads & pipeline" block is your action zone — it answers "who should I contact right now?" rather than just showing raw scores. The large Needs your attention panel ranks your most important contacts by *what to do next*, and two smaller cards beside it show your due tasks and pipeline snapshot.

Each row in Needs your attention carries a colour-coded reason chip telling you why it is flagged, in priority order: Overdue follow-up (a task is past due), Hot & unworked (score ≥ 50 but no task set yet), New — needs first touch (arrived in the last 48 hours, untouched), Going cold (score ≥ 30 but idle 7+ days), No follow-up set, and In progress. A small number badge shows the contact's score. This turns a long list into a clear "do this next" queue.

Every row has quick-action buttons: a WhatsApp button (if the contact has a phone), an Email button (if they have an email), and Open to view their full profile. You can reach out without leaving the Overview. The panel shows up to 8 contacts; use All contacts in the header to see the rest.

The Tasks due card lists your next open tasks with the contact each is tied to, and All jumps to the Tasks screen. Below it, the Pipeline card is a mini-summary of your deal stages with a count (and value, when present) per stage; Open takes you to the full kanban. Together these three cards are your morning routine: read the chips, knock out the tasks, glance at the pipeline.

What it shows / why: just above this block is an honesty banner reading "Source identified for X of Y visits (Z%)" — it tells you how much of your traffic was confidently attributed (recovered even from in-app browsers), with the rest shown plainly as Direct rather than guessed. Then the "Traffic & engagement" section breaks down where people come from and how they behave.

The Live visitors card is the standout: a big active now number with a green pulse, plus "N today · N in last 24h" beneath it, and a sparkline chart with quick 24H / 7D / 30D / 90D / ALL buttons. "Active now" is genuinely real-time — it counts unique people seen on your profiles in the last 70 seconds, exactly matching the dedicated Live tab. The other figures and the chart come from the cached snapshot, so a brief mismatch right after a visit lands is normal and corrects on refresh.

Traffic sources ranks your channels as gradient bars — each showing the channel name, its visit count and its share of traffic — recovered from the honest signals described earlier (QR/NFC stamps, ad click IDs, in-app browsers, referrers). It is capped to your top six so the picture stays readable. This is where you learn whether your QR poster, your Instagram bio link or your WhatsApp shares are actually driving people.

Two charts round out the section: a Devices donut splitting visits by device class (iPhone, Android, Mac, Windows and so on) with the total in its center, and a Peak hours bar chart showing which hour of day brings the most visits. Peak hours is gold for timing — post your content or send your messages when your audience is actually online.

Link-preview activity appears only if your links have been shared. When you post a ScaanMe link on WhatsApp, Facebook or similar, each platform fetches it to build a preview card — this panel counts those preview fetches per platform as a signal of *where your link travels*. It is deliberately kept separate from real visits: one share can trigger many fetches, so it is not a visit count and never inflates your Traffic sources. Read it as reach, not engagement.

What it shows / why: the Conversion funnel is the heart of the Overview — it shows how visitors turn into customers and exactly where they drop off, in four stages: Visits → Engaged → Leads → Customers. Each stage has a bar, a count, a percentage of total visits, and — when a stage loses ground versus the one before — a red (−X%) drop-off marker so leaks are impossible to miss.

Read the funnel like this: Visits is everyone (100%), Engaged is the share who clicked or dwelled on your profile, Leads is those who became contacts, and Customers is those who bought or won a deal. A steep drop from Visits to Engaged means your profile isn't grabbing people; a drop from Leads to Customers means deals are stalling. The funnel respects your selected date range, so you can compare a campaign week against a normal one.

Top actions tapped lists what visitors actually click on your profiles — the most-tapped buttons (Call, WhatsApp, Save contact, links and so on) with a count each, up to eight. This is the practical companion to the funnel: it tells you not just *that* people engaged, but *how*. If "WhatsApp" dominates, lean into WhatsApp; if nobody taps your booking button, it may be buried.

What it shows / why: the Recent activity timeline at the bottom is a live-feeling, chronological feed of the latest things people did across your cards and stores — form submissions, bookings, orders, visits and engagement. Each item shows the event type, an icon colour-coded by kind (a form is indigo, a booking emerald, a purchase amber, a visit sky), a contact name when known, and how long ago it happened.

Click any named contact in the feed to jump straight to their full profile and timeline. The feed shows the latest items with a Show more / Show less toggle when there are more than eight, and respects your selected date range. Use it as a heartbeat — a quick scroll tells you whether your card is busy right now or quiet.

Start each day with the chips, not the charts. The reason chips in *Needs your attention* (Overdue, Hot & unworked, New) already prioritise your day. Work them top to bottom and you will never let a hot lead go cold. The charts are for spotting trends; the chips are for action.

Use scope to compare, not just to filter. Switching between *All vCards* and a single store side by side reveals which surface actually converts. A store with high visits but few leads has a different problem than a vCard with few visits but high engagement — scope makes that obvious.

Read the funnel drop-offs as your to-do list. The biggest red (−X%) marker is your biggest opportunity. A leak between Visits and Engaged is a profile/design fix; a leak between Engaged and Leads means you need a clearer call-to-action (a visible WhatsApp or booking button). Fix the steepest drop first.

Trust the honesty over vanity. ScaanMe shows unattributed traffic as *Direct* and separates link-preview fetches from real visits on purpose. Resist the urge to read "Direct" as a channel — it usually means private shares (saved links, copy-paste, messaging apps that strip the referrer). Your stamped QR/NFC/Wallet links are what make attribution sharp, so always share via the buttons ScaanMe gives you.

Remember the 5-minute cache when you test. If you visit your own card to check tracking, the tiles and charts update on a roughly 5-minute cycle, but *Active now* and the Live tab update instantly. So expect your test to appear in Live immediately and roll into the Overview totals a few minutes later — that lag is by design, to keep the dashboard fast.

Do I need to install anything or turn on tracking? No. Capture is automatic and always on for every plan from the moment your card is live — there is no pixel, script or setting to enable. You only need a plan that includes CRM access to *see* the dashboard, but the data is collected regardless.

Why don't my 'Active now' and Overview visitor numbers always match? They measure different things. *Active now* is real-time — unique people seen in the last 70 seconds — while most Overview tiles read a snapshot cached for about 5 minutes. A visit shows in Live instantly and joins the cached totals shortly after. This is intentional and self-corrects.

What does 'Direct' actually mean? It means ScaanMe could not confidently identify the channel — typically a private share: someone opened a saved link, pasted the URL, or came via a messaging app that hides the referrer. It is shown honestly as Direct rather than guessed. Sharing through ScaanMe's own QR, NFC, Wallet and share buttons (which carry a source stamp) keeps your attribution sharp.

Are bots counted as visitors? No. Known bots and link-preview crawlers (Googlebot, the WhatsApp/Facebook preview fetchers, scrapers and the like) are filtered out so they never inflate your *Real visitors* count. If any were detected, the *Real visitors* tile footnote shows the bot count separately, and genuine preview fetches appear in the separate *Link-preview activity* panel.

Why does the Leads tile ignore my date range? On purpose. *Real visitors* and the traffic charts follow your selected range, but *Leads* is your all-time total so your pipeline never appears to shrink when you switch to a shorter window. Hot leads (score ≥ 50) and the funnel respect the range, while Tasks due is always 'today'.

How does an anonymous visitor become a named contact? The moment they identify themselves — a contact form, appointment, service booking, newsletter signup or order — ScaanMe creates a contact keyed on their email (phone is secondary). A device id (sc_vid) then links their earlier anonymous visits back to that contact, so their recorded *first source* reflects how they truly first found you, not just the form they happened to fill.

Can I export this data? The Overview itself is a live dashboard, but the screens it links to support export: the full Visitors history exports to CSV, and individual contacts export as CSV or a vCard file from the Contacts area. Tasks can also be downloaded as .ics calendar events. So the Overview is your read-at-a-glance layer, and the detail screens are where you take data out.