How to Use the ScaanMe CRM

What it shows. The Overview is the home screen of your CRM. At the top sit your headline numbers, total contacts, leads, customers, hot leads and tasks due, so you know where you stand in one glance.

The Live visitors card tells you how many people are active right now, today and in the last 24 hours, a quick pulse of your traffic.

The Conversion funnel shows your four stages, Visits → Engaged → Leads → Customers, with the drop-off percentage at each step. Example: *4,760 visits → 410 engaged → 26 leads → 1 customer* tells you exactly where people fall off, so you know whether to fix your offer, your follow-up, or your traffic.

Top actions tapped ranks what visitors actually click. Example: *Tapped WhatsApp · 50, Tapped Instagram · 30*, so you stop guessing and learn exactly what your audience wants from you.

Traffic sources breaks your visitors down by channel, while the charts plot visits over time, by device and by country, with a world map of where your audience is.

Why it matters & how to use it. A short Needs attention list surfaces the leads to follow up with and why, and a Recent activity feed streams the latest taps and submissions. Glance here each morning: clear the "needs attention" list, then act on whatever the funnel and top actions are telling you.

What it shows. The Live view is your real-time window: it shows who is on your profile this very second, updating every few seconds. A visitor counts as "live" for about 70 seconds after their last action, so the list stays honest and current.

For each live visitor you can see what section they are viewing, and what device and source brought them in.

Why it matters & example. This is the moment to reach out, while interest is hottest. Example: watch a visitor land from Instagram, scroll to your Menu, and tap WhatsApp, all in real time, then reply before they have even closed the tab.

What it shows. The Visitors log is the full history of every visit to your profiles, each row with its source, device, country and time.

Why it matters. Bots and crawlers are filtered out automatically, so your counts are honest and reflect real people. A toggle lets you reveal bots if you ever want the raw view.

Example. The day after a local event, you spot a clear spike of QR-code scans in the log, proof the printed signage worked, and a list of fresh people to follow up with.

What it shows. Contacts are everyone who became a real lead, by sending a contact form, signing up for your newsletter, booking an appointment, or placing an order. Each contact shows their first source, their lead score, and the stage they are at.

How to use it. You can add or edit a contact by hand, import a list from CSV or vCard files, export your contacts, and filter the table by source or stage to focus on exactly the group you care about. Any filter combination you like can then be saved as a one-click tab (see Saved views next).

Example. Filter to "Source: Instagram, Stage: New" to instantly get the list of people who found you on Instagram this week and have not been contacted yet, then work straight down it.

What it shows. Any filter and sort combination on your Contacts list can be saved as a named tab. Set your filters, press Save view, give it a name, and it appears in a tab strip above the list. You can keep up to 12 saved views.

How to use it. One click on a tab reloads the exact combination you saved. You can still tweak the filters while a view is loaded, and your explicit change wins. Saving again under the same name updates that view instead of creating a duplicate.

Example. Save *Leads with a score of 50 or more, newest first* as a view called "Hot leads". Your daily check drops from six taps to one: open Contacts, click the tab, start calling.

What it shows. Open any contact and you get their full journey, the complete story of one person: where they first came from, every section they viewed, every button they tapped, how long they stayed, and any form they submitted, all in order.

Example. A journey reads like a story: *Landed · Instagram → Viewed "Menu" → Tapped WhatsApp → Saved contact → Submitted contact form.* You can see precisely what won them over.

Alongside the timeline you get the lead score and a clear sense of what to do next, plus space for your notes and tasks about this person, and a Files card for the documents that belong to them (more on that next).

Why it matters. ScaanMe links an anonymous visitor to the contact the moment they identify themselves, so a lead’s first source shows the true channel (e.g. Instagram), not just "contact form". You finally know which channel really earns you customers, not just where they happened to fill in a form.

What it shows. Every contact page has a Files card where you can attach quotes, contracts and photos to the person they belong to. PDF, images, Word and Excel are accepted, up to 10 MB per file and 20 files per contact.

Every upload also appears in the contact's activity timeline, and files download later with their original names, so "quote-kitchen-renovation.pdf" comes back exactly as you saved it.

Private by design. Files are visible only to you, the account owner. And when you delete a contact, its files are removed as well, so no customer documents are left behind.

Why it matters. The CRM becomes the single home of the whole relationship. When the lead calls back three weeks later, the quote is right there next to their journey, notes and tasks.

What it shows. The Pipeline is a simple board (kanban) of your deal stages. Each lead is a card you can drag between stages as the conversation moves forward, from New to Won.

The board also shows each deal’s value, a weighted forecast (your likely revenue across the whole board), and a "rotting" flag for deals that have sat with no movement.

Example. A deal worth $800 has sat in "Qualified" for two weeks and picks up a rotting flag, your cue to call today before it goes cold and the customer forgets you.

What it shows. Tasks are follow-up reminders tied to your contacts, grouped into due, overdue and today so you always know what needs doing first.

Why it matters & example. The money is in the follow-up, and the follow-up is exactly what gets forgotten. Add a task like *"Call back Thursday"* to a hot lead and it surfaces on Thursday, so that promise never slips through the cracks.

What it shows. Automations are simple rules that run for you in the background. Each rule has a trigger and an action.

Triggers include: a new lead arrives, a lead’s score crosses hot (50), a deal’s stage changes, or a lead goes cold after 7 idle days. Actions include: create a task, add a tag, change the stage, notify you by email, or call a webhook (covered below).

How to use it. Five one-click templates get you started instantly: welcome a new lead, hot-lead alert, re-engage a cold lead, won thank-you, and qualified proposal. Turn one on and it just runs.

Example. Switch on "hot-lead alert": the instant any visitor’s score crosses 50, ScaanMe emails you their name and journey, so you call the people most likely to buy while they are still interested.

What it is. On plans with the marketing features, an automation rule can also call a webhook: the instant the rule fires, ScaanMe sends a small JSON message to a web address you choose. That address can be Zapier, Make, a Google Sheets connector, or your own server, so a hot lead can land in the rest of your tools within seconds.

How to set it up. Edit any rule and fill the Call webhook (advanced) fields: your endpoint URL and a signing secret of 16 to 64 characters. Only public web addresses are accepted (use https); private and internal network addresses are blocked for security. Leave the URL empty to switch the webhook off again.

How the receiver can trust it. Every delivery carries two extra headers. X-Scaanme-Signature is an HMAC-SHA256 code computed from the message body with your signing secret: recompute it on your server and compare, and if it matches, the message really came from ScaanMe and was not altered on the way. X-Scaanme-Delivery-Id is a unique id for that one delivery: store the ids you have processed and skip any repeats, and you will never handle the same event twice.

Example. Rule: when a lead’s score crosses 50, call your Zapier webhook. Zapier adds a row to your team’s Google Sheet and posts an alert in your group chat, all within seconds of the lead going hot, with no one at the keyboard.

What it shows. Integrations let you connect your Meta, Google and TikTok pixels and their server-side conversions (CAPI) in one place.

Why it matters & example. Once connected, your ad platforms learn which visitors actually became customers and optimise your ads toward more people like them. Example: link your Meta pixel, and Facebook starts spending your budget on the kinds of people who already bought from you, instead of guessing. (Requires the marketing plan.)

Check it is working. A Test button verifies each connection on the spot, a delivery health readout shows whether your recent conversions reached the platforms, and you can export a privacy-hashed audience file to build custom ad audiences from your own leads.

ScaanMe works out the true source of each visit, even when the link normally hides where someone came from. It recognises a QR-code scan, an NFC tap, an Apple Wallet vs Google Wallet pass, and arrivals from WhatsApp, Email, Instagram, Facebook, TikTok, Telegram, X, LinkedIn and Snapchat.

It also separates Google search from paid ads (Meta, Google and TikTok), so every lead in your CRM is tagged with the channel that truly brought them, the foundation for knowing where to spend your time and money.

Visitors sent by AI assistants are now recognised as their own channels: ChatGPT, Gemini, Perplexity, Copilot and Claude each show up by name. So when an AI assistant recommends your business and someone clicks through, you can finally see it happening in your sources.

Ad clicks from X (Twitter) Ads and LinkedIn Ads are now captured too, joining Meta, Google, TikTok and Microsoft, so leads from those campaigns are credited to the right ad channel automatically.

Lead scoring, in one paragraph. Every action a visitor takes adds points: submitting a form adds 25, booking an appointment adds 40, and placing an order adds 60. Once someone reaches 50 or more, they are marked hot. The result is automatic, your hottest, most ready-to-buy leads rise to the top of every list by themselves, so you always know who to call first.

Getting started. Open your CRM, glance at the Overview each morning, watch Live when a campaign goes out, clear your Tasks, and switch on the hot-lead alert automation. That is the whole routine: ScaanMe captures and scores every visitor in the background, and you simply act on the people it surfaces. The leads you already have will start becoming customers.

How does lead scoring decide who is a hot lead? Every action a visitor takes adds points: submitting a form adds 25, booking an appointment adds 40, and placing an order adds 60. Once someone reaches 50 or more they are marked hot, so your most ready-to-buy leads rise to the top of every list automatically and you always know who to call first.

How does ScaanMe know where each visitor came from? ScaanMe works out the true source of every visit, even when the link normally hides it. It recognises a QR-code scan, an NFC tap, an Apple Wallet versus Google Wallet pass, and arrivals from WhatsApp, Email, Instagram, Facebook, TikTok, Telegram, X, LinkedIn and Snapchat. It also separates Google search from paid ads on Meta, Google and TikTok, so every lead is tagged with the channel that truly brought them.

What can I do with my Contacts list? Contacts are everyone who became a real lead by sending a contact form, signing up for your newsletter, booking an appointment, or placing an order, and each shows its first source, lead score and stage. You can add or edit a contact by hand, import a list from CSV or vCard files, export your contacts, and filter the table by source or stage to focus on exactly the group you care about.

How many saved views can I keep? Up to 12. Saving a view under a name you already used updates that view instead of creating a duplicate, so your tab strip stays tidy.

Can I attach files to a contact? Yes. Every contact page has a Files card that accepts PDF, images, Word and Excel documents, up to 10 MB per file and 20 files per contact. Files show in the activity timeline, download with their original names, are visible only to you, and are removed when the contact is deleted.

What is a webhook? A webhook is a message ScaanMe sends to another system the moment something happens, so your other tools react instantly. On plans with the marketing features, an automation rule can post a signed JSON message to Zapier, Make, a Google Sheets connector or your own server the second it fires. Each delivery is signed with an X-Scaanme-Signature header so the receiver can verify it came from ScaanMe, and carries an X-Scaanme-Delivery-Id so repeats can be skipped. Only public web addresses are accepted.

Why do I see "AI - ChatGPT" as a source? It means an AI assistant sent you that visitor: they asked ChatGPT (or Gemini, Perplexity, Copilot, Claude) a question, your business came up, and they clicked through to your card. ScaanMe now counts each AI assistant as its own channel so you can see how much business AI recommendations bring you.

Which plans do I need for the CRM dashboard and ad integrations? Every plan quietly collects your visit and tap data automatically, but you see, sort and act on it only on plans that include the CRM dashboard. Connecting your Meta, Google and TikTok pixels and their server-side conversions through Integrations requires the marketing plan.