Using Categories to Segment Contacts
A pile of contacts is data. Well-segmented contacts are a follow-up plan. Categories in ScanCardPro let you tag each contact so you can instantly pull up the exact group you need — a specific event, a client tier, a region, or a stage in your pipeline. Here is how to use them well.
What categories are for
A category is a label you attach to a contact. A contact can carry more than one, so you are not forced to choose a single bucket. Think of them as flexible tags that answer questions like: Where did I meet this person? How warm are they? What are they interested in?
Set up categories that match how you work
The best categories mirror the decisions you actually make. Common, useful schemes include:
- By event: CES 2026, Local Meetup, Trade Show Q1.
- By priority: Hot lead, Warm, Keep in touch.
- By type: Prospect, Partner, Vendor, Recruit.
- By next step: Needs call, Send proposal, Added to newsletter.
- Send a tailored follow-up to everyone from one event.
- Sync a category to its own Google Sheets tab for a clean, shareable list.
- Export a segment to Mailchimp or your CRM for a targeted campaign.
Pick one or two schemes to start. Too many labels becomes noise; a handful that you use consistently is powerful.
Tag contacts as you scan
The easiest habit is to categorize in the moment. Right after scanning a card at an event, add the event category while the context is fresh. A minute of tagging now saves an hour of guessing later. You can always add or change categories afterward in the Contact Manager.
Filter, then act
Once contacts are tagged, you can filter your list down to a single group and take action on just those people:
Keep it clean over time
Every so often, prune labels you no longer use and merge near-duplicates (for example, "Hot" and "Hot lead"). A tidy category list keeps filtering fast and your follow-ups sharp. Segmentation is not busywork — it is what turns a stack of cards into the right message reaching the right person.