Scaniam Leads: one lead per person, Hot/Warm/Cold, stages and triage

The Scaniam Leads page lists every person your workspace captured, across all your events, as one lead per person. A person who fills your survey at three events is one lead with all three events on it, recognized by their contact details. On each lead you see the Hot, Warm or Cold rating, set one of five stages (New, Contacted, Qualified, Won, Lost), move it to the Active, Junk or Archived folder, and add tags and a note. The Leads page is on every Scaniam plan, including Free.

What the Leads page is and when to use it

The Scaniam Leads page is where you work your leads after the booth. Every response your workspace collects becomes a lead: survey answers from the attendee's phone, sign-ups from a registration page, and entries your staff make at the Host Station. A Sales Station rating and the rep's notes are added to the same lead.

Open it from Leads in the sidebar. The page has four tabs. Contacts lists your leads, one row per person. Accounts groups them by company. Event ROI compares your events and your reps. Targeting holds your target accounts list and your lead tags.

Use the Leads page to decide who to follow up first, track each follow-up with a stage, set aside junk, and see which events brought the senior people and target companies you wanted.

The rules

The Scaniam Leads page follows these rules on every plan.

Topic	Rule
Where leads come from	Only from Scaniam responses: the survey, a registration page and the Host Station. Scaniam does not import leads.
One lead per person	A person captured at several of your events is one lead, recognized by their contact details. Event History lists each event.
Lead details	Each detail (name, job title, company, email, phone) is the newest one the person gave. A later response with a blank detail does not erase an earlier one.
Company from email	If the person typed no company, Scaniam shows the company part of a work email address. Free email addresses such as Gmail add no company.
Events count	The Events column counts different events. Two responses at the same event count as 1 event.
Rating	Hot, Warm or Cold. A rep picks it at the Sales Station, or you set it under Rating in the lead panel. A lead with several ratings shows the highest one.
Stage	New, Contacted, Qualified, Won or Lost. Every lead starts at New. Only you change it.
Folders	Every lead is in one folder: Active, Junk or Archived. The main list shows Active leads only.
Tags	Your own labels. A lead can have many. Tags do not change any report or count.
Notes	One note per lead, written by you. The rep's Sales Station note is shown separately.
Counts	The header numbers, the tab counts, Accounts, Event ROI and the target counts count Active leads only.
Test runs	Responses from Preview or the Test Survey link, when you open it yourself signed in as the workspace admin, never become leads.
Locked leads	A lead whose every response is over your monthly limit shows as Locked lead, with its event names and dates only. Locked leads are left out of the leads CSV.
Updates	Leads update on their own when responses arrive or change. Most changes show at once. Some joins are made later on their own. Rebuild leads recalculates the whole list from all responses.

One lead per person across your events

When the same person fills your Scaniam survey at another of your events, Scaniam recognizes them by their contact details and adds the response to their existing lead. The lead keeps its stage, folder, tags and note.

A lead with more than one appearance can show two signals, which compare the person's first and newest response. Changed co. means the company changed ("Company change detected"). Promoted means the company stayed the same and the job title moved to a higher seniority level ("Promoted since last event").

When Scaniam has joined several responses into one lead, the Contacts tab shows a blue card: "N possible matches to review". Click Review next to a lead to open Are these the same person?. Each appearance shows its event, date, job title and company, and a title or company that differs is highlighted.

• Click Same Person to confirm. The lead leaves the card.
• Click Not this person: split off on the one appearance that belongs to someone else. That appearance becomes its own new lead, starting at New with no tags or note. The rest stay one lead and keep their stage, folder, tags and note. Scaniam never joins those responses again. To reverse it, click Undo on the "Split off into its own lead." message.

Hot, Warm and Cold ratings

The Scaniam Hot/Warm/Cold rating is a rep's judgment of a lead. Hot means a strong fit: follow up first. Warm means worth a follow-up, at a lower priority. Cold means not a fit right now. A rep picks Hot, Warm or Cold at the Sales Station before saving the lead, and the rating shows on the lead in the Rating column, the lead panel header and Rep Interaction.

You can set or change a rating yourself. Open the lead and click Hot, Warm or Cold under Rating. This also works for a lead no rep rated. If the person was rated at more than one event, the lead still shows the highest rating. A locked lead has no Rating control.

If a person was rated more than once, for example at two events, the lead shows the highest rating: Hot over Warm over Cold. Rep Interaction then shows the rep, the conversation topics, the next step and the rep's note from that same rating. A lead entered by your booth staff shows "Entered at Host Station by [name]". That entry is not a rating.

Filter by rating under Filters > Rating. On the Event ROI tab, Rep Performance shows each rep's leads, Hot, Warm and Cold counts, and C-Suite / VP count, for leads whose rating came from that rep. In the leads CSV the rating is in the Interest Level column.

Stages, folders, tags and notes

Scaniam lead stages track your follow-up. Open a lead and click a Pipeline Stage: New, Contacted, Qualified, Won or Lost. It saves at once. Scaniam never changes a stage on its own, and Rebuild leads keeps it. Filter by stage under Filters > Stage.

Scaniam lead folders separate real leads from the rest. In the lead panel, click Move to Junk for a lead that is not real, or Move to Archived for a real lead you want to set aside. A lead in a folder shows the folder name and Restore. Open the folders from the sidebar under Leads: All leads, Junk and Archived. In a folder, Restore All (N) moves every lead in that view back to Active. Moving a lead never changes its stage.

Scaniam lead tags group leads your own way, such as "Partner" or "Send pricing". In the lead panel, type in Add tag… and press Enter, or pick an existing tag. Each tag gets its own view in the sidebar under Leads. Manage tags under Targeting > Lead tags: rename, change the color, delete, then click Save tags. Deleting a tag removes it from every lead.

Scaniam lead notes are yours. Type in the Notes box ("Add a private note about this contact…"). It saves when you click away and shows Saved. The note is in the leads CSV Notes column. The rep's note from the Sales Station appears in quotes under Rep Interaction.

The lead panel also shows Agreed to be contacted or Did not agree to be contacted when your survey asked a consent question.

Junk and Archived responses on the event dashboard

The Scaniam event dashboard has its own Move to Junk and Move to Archived buttons for responses. A response moved there leaves that event's reports and charts. Its lead follows: when every response of a person is set aside, the lead moves to Junk (or to Archived when all of them are archived). When it moves to Junk, the lead panel says "Auto-junked - every response from this person was excluded." Restore to report on the event dashboard brings the response back, and the lead returns to Active.

Once you move a lead by hand on the Leads page, including Restore, your choice stays. The event dashboard buttons no longer move that lead.

Moving a lead to Junk on the Leads page does not take its responses out of the event reports. Use the event dashboard buttons for that.

Seniority and target accounts

Scaniam reads each lead's job title and shows a seniority level: C-Suite, VP, Director, Manager, Practitioner, or Other when the title is blank or not recognized. Seniority follows the newest job title. It is used in the Seniority column and filter, the C-suite + VP header percent, Seniority Mix on Accounts and C-Suite + VP on Event ROI.

The Scaniam target accounts list flags the companies and job titles you care about. Add them under Targeting > Target accounts, on the Companies and Job Titles tabs. Matching leads get a Target company or Target role badge and count in the Target accounts header number.

• A company target matches small spelling differences and endings such as Inc or Ltd. Names shorter than 5 letters must match exactly.
• A job title target matches when a word in the title starts with your keyword. "CTO" matches "CTO, Acme" but not "Director".
• Each target shows Leads captured, or "not reached yet" when no lead matches it.

Filter by target under Filters > Target: Any target, Target company or Target job title. Event ROI shows Targets Hit per event, and the leads CSV has an ABM Match column.

Accounts and Event ROI

The Scaniam Accounts tab groups your Active leads by company. Each row shows Contacts, Seniority Mix, Events and Heat: one to three flame icons. More contacts, more senior contacts and a company seen at more than one event give more flames. Click a company to see its people. Leads with no company are grouped under "(Unknown)".

The Event ROI tab lists each event with Leads, C-Suite + VP, Companies and, once you have targets, Targets Hit. Events with the highest share of senior leads come first. AI Report opens the AI event report for that event, on the Premium plan (see Scaniam event reports and CSV export).

What happens if...

If	Then
Scaniam joined two different people into one lead	Open Review on the possible-matches card and click Not this person: split off on the wrong appearance. Undo puts it back.
a later survey leaves the company blank	The lead keeps the company from the earlier response.
a rep tapped the wrong rating	Open the lead and click the right rating under Rating. The lead updates and Rep Performance follows. If the person was rated at more than one event, the lead still shows the highest rating.
two reps rated the same person at different events	The lead shows the highest rating, with that rep's name, topics, next step and note.
you move a lead to Junk	It leaves the main list and the counts, and keeps its stage, tags and note. Open Junk in the sidebar and click Restore to bring it back.
you delete a response on the event dashboard	Scaniam removes it from its lead. A lead with no responses left is removed.
an attendee asks you to delete their data	Open the lead and click Delete lead. Scaniam shows how many leads and responses it will delete. This can include other leads with the same contact details. Then Scaniam deletes the leads and those responses with their answers, gift codes, game results and meeting bookings. It cannot be undone, and responses already used this month are not given back.
a lead is over your monthly limit	It shows as Locked lead with its event names and dates only. Credits unlock any locked lead, and upgrading unlocks this month's.
you add or change target accounts	Click Save. Scaniam shows "Saving & updating leads…" and updates the badges and counts on every lead.
a lead looks out of date	Click Rebuild leads. If the rebuild fails, Scaniam says "Couldn't rebuild leads. Try again."

What the Leads page is not

• The Hot/Warm/Cold rating is not an automatic lead score. A rep chooses it at the Sales Station, or you set it in the lead panel.
• The Leads page is not a CRM sync. Scaniam does not send leads to Salesforce or HubSpot. Click Export CSV and import the file into your CRM.
• The Leads page is not an import tool. Every lead comes from a Scaniam response.
• Move to Junk does not delete a lead. Use Delete lead to remove a person and their responses.

How to work your leads after an event

You work your Scaniam leads from the Leads page. The page builds your list on its own the first time you open it.

1. Click Leads in the sidebar.
2. On Contacts, the most recently updated leads show first, 25 per page. If the list says "Showing the most recently updated leads.", click Load all N to load every lead.
3. To see one event, pick it in All Events. To see the best leads, open Filters and pick Hot under Rating or a level under Seniority.
4. Click a lead to open its panel.
5. Set the Pipeline Stage as you follow up: Contacted, then Qualified, then Won or Lost.
6. Add tags under Tags and a note in Notes.
7. Click Move to Junk for anyone who is not a real lead.
8. To take the list to your CRM, click Export CSV. Scaniam exports every lead in the current view, not only the first page.

To find one person, type a name, company, email address or phone number in Search name, company, email, phone…. Sort with Newest first, Oldest first, Name A-Z or Company A-Z.

How to set up target accounts and lead tags

1. Click Leads in the sidebar, then the Targeting tab.
2. On Companies, type a company and click Add or press Enter. You can paste several at once, separated by commas or new lines.
3. To add a long list, click Upload CSV and pick a file with one company per row in the first column. A header row such as "Company Name" is skipped. Sample CSV downloads an example.
4. On Job Titles, add the title keywords you want, such as "CTO" or "VP Marketing".
5. Click Save. If the leads cannot be updated, Scaniam says "Targets saved, but the leads could not be updated yet. Use Rebuild leads."
6. Under Lead tags, type a name in New tag name…, click Add tag, and click Save tags.

Which plans include the Leads page

The Leads page, ratings, stages, folders, tags, notes and target accounts are on every Scaniam plan, including Free. The AI event report on the Event ROI tab needs the Premium plan. Plans differ by monthly responses: see pricing.

Common questions