Scanning business cards into Contact Manager
Take a photo of a business card on your phone, or of a stack laid out together, and Contact Manager fills in the name, title, organization, email, phone, website and address for you to check. Nothing is saved until you press Save, and the photos are never kept.
What you will need
A phone or a computer signed in to All In One Nonprofit, and access to Contact Manager that is not view-only. No app to install: the page opens your phone's camera itself. On a computer, choose card photos you already have.
How to scan (about a minute)
- Open https://www.allinonenonprofit.com/contact-manager/ and choose Scan business cards in the menu.
- If you like, fill in Met at (optional), such as the event where you collected the cards, and Follow up on (optional), a date to be reminded.
- Press Take or choose photos. Photograph one card, or lay several out on a table and take one photo of all of them (up to ten cards in a photo).
- Each card appears with its fields filled in beside its picture. Read each one against the card and correct anything that is wrong. Untick Save this card for any you do not want.
- Press Save checked cards. Each card becomes a contact, tagged Business card, with where you met in its notes.
- Under the saved cards, Draft a follow-up email beside a name opens that person and drafts a short note to stay in touch, for you to edit and send yourself. Nothing is sent for you.
Cards printed on both sides
Before you take the photos, tick Two-sided cards: I will photograph each card front, then back, then photograph the front and the back of each card in turn. Both sides are read together as one card. For a single card you have already read, press Add the back of this card under it. Where the back says something different from the front, the card shows The back says with a Use this button, and you choose.
Someone who is already in Contact Manager
A card whose email matches someone already on file shows Already in Contact Manager. Saving it adds only what is new, such as a phone number or website you did not have, and keeps everything already there.
Also sending the cards to your YouSpot
- On the scan screen, open Also send cards to your YouSpot.
- Open https://youspot.com/user/integrations/mcp, open Access tokens, type a name such as All In One Nonprofit in Token name and press Create token. Copy the token (it is shown only once), paste it into YouSpot key and press Connect YouSpot.
- From then on, tick Also add to my YouSpot above Save checked cards. The tick is remembered.
Each person connects their own YouSpot, and cards go only to the YouSpot of the person who saves them. The key is stored encrypted and is never shown again. Someone already in your YouSpot is not added twice. If YouSpot stops accepting the key, the screen says so; paste a new one. Disconnect YouSpot removes the key.
What happens to the photos
Each photo is made smaller on your device, read by AI (Anthropic's Claude) to pick out the printed details, and then thrown away. No picture is stored anywhere. Only the details you save are kept. Handwriting on a card is not read yet; the card notes that it has some. A QR code is noted but not read.