Be More Swan gives your business a team of digital assistants. Each one is hired for a specific job, learns your business and brand, and does the work — drafting posts, writing blogs and emails, finding and contacting leads, running campaigns — while you stay in charge of what goes out.

The assistants you can hire today

More roles are listed in Hire Assistant as Coming soon — join the waitlist on any of them to be told when it opens.

You stay in control

• Your assistants draft, and by default you approve before anything is published or sent. Every approval waits for you in Review.
• The Social Media Assistant can be switched to publish without review, one platform at a time — and even then, anything it isn't confident about is held for you.
• Every assistant follows the rules, brand context and AI disclosure you set in its Assistant Profile.

Plans

Every plan includes the same assistants. Plans differ in how many assistants can work at once and how many tasks they can do each month. See Billing and Your Plan for the details.

Getting started

1. Choose a plan.
2. Tell us about your business in Business Information.
3. Hire your first assistant from Hire Assistant, give it a name, and answer its setup questions. It starts work as soon as you finish.

Dashboard in the sidebar opens your Workspace Overview — what your digital team has been doing, and what it needs from you.

What's on it

• Welcome back — a short summary of what your team did while you were away.
• The value your team created — time and money saved. Set your hourly rate in My Account to see the money figure, and use See the tasks behind this to check the working.
• When your team is working — when your assistants are scheduled to do their work.
• Your ideas and suggestions — things your assistants suggest doing next. One tap and the assistant gets started.
• Your workspace — widgets you choose yourself.

Arranging your widgets

Open the Widget library to switch widgets on or off, then drag the cards into the order you want. The widgets are:

Finding your way around

Leads, posts, blogs, emails and connections all live inside an assistant. Open the assistant from My Assistants to work with them.

This guide walks you through setting up a Lead Generation Assistant, the most common starting point for new Be More Swan users. Every step below is something you will actually be asked for.

Step 1: Hire the assistant

Go to Hire Assistant, choose the Lead Generation Assistant, and give it a name. It appears in My Assistants straight away. Everything after this happens inside the assistant itself.

Step 2: Answer the setup questions

Setup asks a short set of questions and nothing more. There is no rules editor and no scoring sliders — these answers are the configuration, and your assistant is given them verbatim every time it judges a company.

You can change any of these later from the assistant's Profile ▸ Operational set-up.

Step 3: Add your business postal address

Go to Business Information and fill in Business postal address.

Outreach cannot be sent without it. Anti-spam law in the US (CAN-SPAM) and Canada (CASL) requires a physical postal address in every marketing email, so your assistant will refuse to send until one is saved. Use your registered business address — prospects see it in the email footer.

Step 4: Connect a mailbox (optional)

On the assistant's Connections tab, connect Gmail or Outlook. Approved outreach then sends from your own mailbox, with replies routed back into the assistant.

Without a mailbox you still get everything else — the assistant drafts each email and hands it to you to send yourself.

Step 5: Start your first search

Open the Searches tab and press Find New Leads. Describe who you want to find in plain English ("boutique hotels in Southern Europe without an online booking system").

Your assistant drafts a search plan and shows it to you before spending anything. Read the queries, edit them, then approve. The run searches the public web, scores what it finds against your setup answers, and files the results.

Step 6: Work the results

Leads left undecided in Outreach for 30 days move to the Deleted section of the Enrichment tab — you are warned three days beforehand, nothing is destroyed, and one button puts a lead back.

Everything to do with help lives in Help & Support in the sidebar. It has four tabs.

Knowledge Base

Guides like this one. Search, or filter by topic. If an article doesn't answer your question, Still stuck? Open a support ticket at the foot of every article takes you straight to a ticket.

Report an Issue

Use this when something is broken — a button that does nothing, a page that won't load, a wrong figure.

1. Pick where it happened. It's pre-filled with the page you were on before opening Help & Support.
2. Describe what went wrong and what you expected.
3. Attach a screenshot if you can (PNG, JPG, GIF or WebP, up to 5 MB).

Your reports are listed beside the form with their status. When the team needs more from you it's marked More Info Required, and when a fix is ready it's marked Fixed & Ready to Test — press Confirm fix works, or Still broken — reply to tell us it isn't.

Support Tickets

Use this for questions and account help — how to do something, why an assistant is behaving a certain way, or billing.

• You get an email confirming your ticket, and the team replies within 1–2 business days.
• Select any ticket in Your Ticket History to read the replies and answer in the same thread.
• A ticket marked Awaiting your reply is waiting on you. Replying reopens it for the team.

Feature Requests

Have an idea? Search the Board first — if someone has already asked for it, vote for theirs instead (the form suggests similar ideas as you type). Ideas you submit are reviewed before they appear on the Board, and Roadmap shows what's planned.

Ask Your Team Anything

The button at the top of Help & Support (or ⌘K anywhere) asks your assistants directly. It's often the quickest answer to "how do I…?".

Your Assistant's Page

Open any assistant from My Assistants to reach its own page — where its work is reviewed, its goals are tracked and its settings live.

The header

• The name — click it (or the pencil beside it) to rename your assistant. Suggest a name offers ideas.
• The icon — click the pencil on the icon to change its letter and colour. The colour is used everywhere the assistant appears: cards, the calendar and notifications.
• The role and status under the name show what it does and whether it's working, paused or waiting for you.
• Chat opens a conversation with the assistant. Ask it a question, give it a task or steer its work.
• Assistant Profile opens everything the assistant knows and follows — see The Assistant Profile Pane.

The overview

• The main action — the big button below the header. It's different for each assistant: Create a Post, Write Blog Post, Write Email, Set an Objective.
• Goal Progress — your targets for this assistant and how close it is. Check again now re-measures them on the spot. See Goals.
• Performance Metrics — the last 30 days of the measures that matter for this role.
• Autopilot and connections (Social Media Assistant) — what's being drafted and scheduled, and which platforms it posts to.

The tabs

Each assistant has tabs for its own work — for example Review, Calendar, Goals and Activity, plus role-specific ones such as Content Library and Inspo for content assistants, or Searches, Enrichment, Outreach and Conversations for the Lead Generation Assistant.

Press Assistant Profile on an assistant's page to open its profile — the brief it works from. It opens with a summary of your setup answers, then the Operating File: a card for each part of the brief. Everything here saves automatically.

Mandate

The bottleneck this assistant was hired to solve. The more specific you are, the better it prioritises. Quick Start Suggestions give you a starting point.

Operational Setup

When the assistant runs and where its content comes from.

• Trigger — on demand, when new data arrives, or on a fixed schedule.
• Content source — you provide the material, the assistant researches it, or a mix.
• Posting schedule (content assistants) — how many posts a week, on which days, at what times, and how far ahead to keep Review stocked with drafts.
• Autopilot mode (Social Media Assistant) — per platform, either hold every draft for review (the default) or publish without review. Even in publish mode, a draft is held for you if its caption isn't confidently factual, or it uses an AI-generated image you haven't allowed to auto-publish.
• Media sources — where images and video come from.

Creative Brief

Objective and message, audience and voice, reference and visual style, and a strategy for each platform. Some assistants call this card something that fits their job better.

Connections

The platforms and apps this assistant uses. Emergency: Revoke All Connections cuts every connection at once if you ever need to.

Rules

• Strict Rules — hard MUST DO / NEVER DO constraints. These override everything else.
• Assistant Rules — anything else you want written into its brief.
• What you rejected, and why — the reasons behind drafts you turned down.
• Learned Directives — rules it has learned from your corrections. Toggle one off to pause it, or delete it.

Brand Safety and Legal

Background knowledge and brand context, the AI disclosure shown with its work (required before the assistant can be activated), and what to do when your content library is empty.

Notifications

How you're alerted about this assistant — approvals, finished work, content and connections — and how urgently to chase you when drafts are waiting. These start from your workspace-wide settings, and a change here applies to this assistant only.

Goals tell an assistant what success looks like — and it reads them when it decides what to write and which calls to action to use.

Setting a goal

Open the assistant's Goals tab (or Manage goals on the Goal Progress card) and add a goal. Every field makes it SMART:

1. Goal name — so you can tell your goals apart.
2. Objective — Grow my Audience, Increase Interaction, Drive Traffic, or a Business Outcome.
3. Target metric — the list depends on the objective and on what you've connected. For example Instagram or LinkedIn followers, engagement rate, reach, link clicks, search clicks, qualified leads or email subscribers.
4. Target value and target date.
5. Context — anything that should steer the work toward this goal.

How progress is measured

• Most metrics are measured automatically from your connected accounts by a background check. How often depends on your plan — hourly at best, daily on the entry plan. The Goal Progress card says when the next check is due.
• Check again now re-measures every goal on the spot.
• Some figures only you have (revenue, enquiries). These are reported by you — enter the latest figure on the card and we'll remind you when one is due.

When a goal falls behind

If a goal is off pace, the assistant offers a One-Click Fix and its own Recommendations for getting back on track. Nothing changes until you choose one.

Plans, writes and schedules on-brand posts for the social accounts you connect.

How it works

1. Connect the platforms you post to, on the assistant's Connections card or under Assistant Profile ▸ Connections.
2. Set a posting schedule under Assistant Profile ▸ Operational Setup — posts per week, days and times.
3. The assistant keeps Review stocked with drafts on that schedule. Open one, edit it, and approve it to schedule it.

Creating a post yourself

Press Create a Post, choose the platforms and formats (only platforms switched on for this assistant are offered), and the post editor opens. See Creating and Editing a Post.

Where things live

Publishing without review

By default every draft waits for you. Under Autopilot mode you can let a platform publish without review. Posts still appear on the calendar first, so you can change or cancel one before it goes out, and anything the assistant isn't confident about is held for you regardless.

Conversion posts

About once a week the assistant writes a Conversion post — a direct "here's how to work with me" post built from your service offerings, with a clear call to action. The rest of your posts stay value-first. You review it like any other draft.

The post editor opens full-page when you create a post or open one from Review. Breadcrumbs at the top take you back to where you came from.

The steps

The rail on the left walks you through a post. You can do them in any order.

Platforms and formats

The tabs above the preview are the platforms this post goes to — each with its own caption and media. Change platform and format switches between formats (a feed post or a Reel, for example) or adds and removes platforms. A format only accepts the media it can carry, so switching from a video format to an image one asks you for a picture.

Editing video

Each clip has its own row under Timeline:

• Drag either end of the green bar to trim the clip.
• Drag the pink playhead to find a frame, then press Split to cut the clip in two there. Trim, move or remove either half.
• Duplicate adds a copy of the clip straight after it.
• ▶ plays just that clip, from the playhead.
• + Add text puts text on that clip, and Suggest asks the assistant for a line.
• + Add another clip joins more footage into one video.

Your cut is applied when you approve the post.

AI images

Generating an image uses AI media credits from your plan. Posts with AI-generated images are marked so you can spot them.

Researches and writes long-form posts in your voice, on a cadence you set.

How it works

1. Tell it what to cover during setup — topics, tone and how often to publish.
2. It drafts posts and sends them to Review. Press Write Blog Post to ask for one on a subject of your choice.
3. Open a post in Blog Studio to edit it, then approve it. Approved posts are scheduled into the next free slot of your cadence — you never pick a date by hand.

Where your blog appears

• Your own website — add the blog widget to a page on your site. See Publishing Your Blog to Your Own Website.
• LinkedIn — as an article, once LinkedIn is connected.
• The Swan Index — Be More Swan's own publication, if you choose to syndicate there.

Search performance

Connect Google Search Console from Blog Studio to see impressions and clicks for each post. The assistant flags a post for a refresh when its traffic starts to slide.

Where things live

Your Blog Writing Assistant researches, drafts and schedules long-form posts. Once you approve one, it goes live in two places at once:

You do not need a developer, a plugin, or a website rebuild. You need one line of code on one page.

Step 1: Get your embed snippet

1. Open your Blog Writing Assistant and click Write Blog Post. This opens Blog Studio.
2. On the left, find the Widget panel.
3. At the bottom is your Embed snippet. Click Copy.

What you copied looks like this:

<script async src="https://bemoreswan.com/widget.js"
        data-bms-key="wgt_your_key_here" data-bms-mount="#bms-blog"></script>

The wgt_ value is your own private identifier. It is created automatically the first time you open Blog Studio, it never changes, and it only ever shows your published posts.

Step 2: Add it to your website

Paste two things onto whichever page should hold your blog:

1. <div id="bms-blog"></div> where you want the posts to appear.
2. The snippet you copied, anywhere on the same page.

That is the whole installation. The embed brings its own styling and cannot clash with your site design, because it renders in an isolated container.

What if I do not have a blog page yet?

This is the most common situation, and it is a fair bit easier than it sounds. You are not building a blog — you are making one nearly-empty page for the embed to sit on.

• Website builder (Wix, Squarespace, Shopify, Webflow): add a new blank page called Blog, drop in an Embed or Custom Code block, and paste both lines into it. Then add Blog to your menu.
• WordPress: add a new Page, use a Custom HTML block, paste both lines, publish.
• Hand-built site: create a new page, paste both lines into the body, and add a link to it in your navigation.

If your builder offers a "code" or "HTML" block anywhere, that is the one you want.

Step 3: Make it look like yours

Back in the Widget panel you can set:

• Accent colour — used for links and buttons in your posts.
• Font family — System, Serif, or Inter.
• Show AI transparency badge — whether posts your assistant drafted carry a small "AI-assisted content" label. Posts you wrote yourself are never labelled either way.

Click Save settings. Changes apply to your live blog straight away.

Being found on Google

The embed is designed for your readers. Search engines are handled separately, and automatically: every published post also gets its own standalone page at an address like

https://bemoreswan.com/b/wgt_your_key_here/your-post-title

These pages carry proper titles, descriptions, social-sharing previews and structured data. They are what search engines read, and they are what you should share on social media or in a newsletter.

To help Google find them faster, submit this address in Google Search Console:

https://bemoreswan.com/b/wgt_your_key_here/sitemap.xml

You can also connect Search Console from the assistant's Connections tab, or from the Search performance panel in Blog Studio — they are the same connection, so either will do. Your assistant will then spot posts that are losing search traffic and flag them for a refresh, and the Search Impressions and Organic Clicks figures on its Overview start filling in.

The Your site URL and Post URL pattern settings

These two optional fields tell search engines to credit your domain for a post instead of ours.

Fill in both, or neither. They only take effect together, and this is not a technicality: the pattern must contain {slug} so that each post gets its own distinct address. Setting only the site URL would point every post at the same page and tell Google your entire blog is duplicate content.

Only fill them in if your website genuinely serves each post at its own address, for example https://yoursite.com/blog/a-post-title. If your blog lives on one page with the embed on it — which is the normal setup described above — leave both blank.

Sharing each post further

Your blog is always the original. From the assistant's Connections tab you can also send every published post to:

• LinkedIn — each post is shared to your feed as a short lead-in linking back to the full article, so the reading (and the search credit) stays on your own page. It uses the same LinkedIn connection as the rest of your workspace, and turning it off here never disconnects LinkedIn.
• The Swan Index — our own business magazine. Posts are submitted under your byline for an editor to review, again linking back to you as the original.

Both are optional and both are per-post: open a post in Blog Studio and untick anywhere you would rather it did not go.

Publishing straight into a blog you already own elsewhere — WordPress, Ghost and the like — is built but not switched on yet. It is not in the Connections tab today, and we will say so here when it is.

If something is not working

The blog area is empty. Check the page actually contains <div id="bms-blog"></div> — the embed needs something to render into, and the id must match exactly. Also confirm your builder did not strip the script tag — some page builders only allow scripts inside a dedicated Embed or Custom Code block.

It says "No posts yet." The embed is connected and working — you simply have no published posts. Drafts and scheduled posts do not appear until they go live. Check the Review Queue for posts waiting on your approval.

It says "Unable to load posts." The key is usually wrong or incomplete. Copy the snippet again rather than retyping it.

A post looks wrong or you want it taken down. Open it in Blog Studio and use Unpublish. It disappears from your site immediately.

Writes newsletters and email campaigns for your Audience, and helps you grow it.

Writing an email

Press Write Email to open Email Studio. Ask the assistant to draft it, or write it yourself, then preview it. When it's ready, Approve for sending — or Send now — and it goes to the audience or segment you chose. Nothing is sent until you approve it.

Email campaigns

An email campaign is a planned sequence of emails with a shared aim — welcoming new subscribers, for example. Describe what you want and the assistant plans the whole sequence and drafts each email. Campaigns can start automatically when someone joins through one of your sign-up forms.

Who receives your emails

Your emails go to your Audience — the people who have agreed to hear from you. Only contacts who can be emailed receive anything. Anyone who unsubscribes is never emailed again. See Your Audience.

Growing your list

Sign-up forms (on the Audience page) give you a form to embed on your website or a hosted page to share. By default, new sign-ups confirm their address by email before they can be emailed — you can switch that off for a form.

Measuring it

Opens and clicks are recorded where they can be measured, and the assistant's Performance Metrics and Goals track audience growth and engagement.

Turns one objective into coordinated work across your other assistants — so your posts, blogs, emails and outreach all pull the same way.

How it works

1. Set an objective — tell it what the campaign is for and who it's aimed at.
2. It plans the campaign and writes briefs for your other assistants.
3. Their work still comes back to you for approval, as usual.

The tabs

Staying within your allowance

During setup you choose how much of your monthly task allowance one campaign may use — up to a quarter, a half or three quarters — and when it must ask you before acting. That keeps room for your everyday work.

Measuring success

Each campaign measures what you chose — new leads found, replies from prospects, or pieces published — and its Performance Metrics show what it actually produced and what that cost.

It works best alongside the assistants it coordinates. Hire those first, then set an objective.

Finds companies that match your ideal customer, scores them against what you told it, finds their published contact details, and drafts a personal outreach email for each one. You approve every email before it's sent.

The tabs, in the order you use them

Review Lead Ideas suggests where to find your next customers. Approve one and the assistant runs the search.

Before your first send

• Add your business postal address in Business Information — the law requires it in every outreach email, so nothing sends without it.
• Connect Gmail or Outlook to send from your own address. Without one, you get each draft to send yourself.

Read next

• Setting Up Your First Assistant
• Finding Leads: How a Search Works
• How Lead Scoring Works
• Sending Outreach and Handling Replies

A search (your assistant calls them saved searches, and they live on the Searches tab) is one hypothesis about where your next customers are. Everything the Lead Generator does starts here.

Creating one

Press Find New Leads and describe who you want, in plain English. Add a short name, and optionally words or domains to avoid.

You can also let the assistant propose ideas: Review Lead Ideas suggests a few target segments drawn from your profile, and approving one turns it into a real search.

The search plan comes first

Your assistant drafts the actual search queries and shows them to you before spending anything. Read them. Edit them. Delete the ones that will not work.

This step exists because a real run once spent its whole budget searching job boards and review sites — every result useless, and invisible until the money had gone. You now see the queries first.

What a run does

1. Searches the public web with the approved queries.
2. Resolves each result to the company it is actually about, and drops articles, directories and duplicates.
3. Scores every surviving company against your profile.
4. Looks for a published contact address on the hot and warm ones.
5. Files every scored company as a lead, and tells you when it has finished.

Each company appears in the Enrichment tab as it is scored, so the tab fills while the run is still going.

Cadence and limits

A search can run once, daily or weekly. Every run has built-in ceilings on how many leads and how much searching it will do, and a workspace can have up to 10 searches running at once — pause one to start another. Paused and draft searches do not count.

Reading the results

The Searches tab states what each search is doing — queued, searching, finished, or failed with a Run again button. Open a finished run to see exactly what it found.

If a run finished and found little, the queries are usually the reason. Edit the search, or start a narrower one: the assistant is only ever as good as the description of who you want.

Your Lead Generator scores every company it finds from 0 to 100. The score answers one question: how well does this company match the profile you described at setup?

What the score is

There is no formula and no weighting to tune. Your assistant reads what a search turned up about a company — its own website copy, the search result, and anything a deeper look found — and judges it against your setup answers: target industries, minimum headcount, and who is not a customer.

Every score comes with reasons, and each reason names the criterion it met or missed. If the reasons do not mention your criteria, the assistant did not have enough to go on — which is a signal about the search, not about the company.

Score bands

Hot and warm leads get a drafted outreach email. Cold leads deliberately do not — nor does anything flagged do-not-contact. A lead with no drafted email in the Outreach tab is telling you something about the lead, not hiding a broken feature.

The gate that runs before the score

Before scoring, the assistant decides what a result is. Only an actual target business can score above 10, whatever else matches:

This exists because suppliers describe your market in exactly the words their customers use, so they scored hot repeatedly until the judgement was separated from the score.

What can change a rating

A score is formed from whatever was known at the time — often a single search result. Two things can move it, both in the Enrichment tab:

• Research this lead — reads the company properly (site, buying signals, decision makers) and re-scores on what it finds. This is the only action that can turn a cold lead warm.
• Send back for enrichment — for a lead in the Deleted section: restores it, looks for a contact address, and researches it in the same press.

Both cost real money per press, which is why neither runs automatically on every lead.

Where it disagrees with you

Reject a lead and you are telling the assistant the targeting was wrong. Those reasons are kept and grouped on Profile ▸ Rules, where you can see what you have been rejecting and why — and, for the reasons that support it, exclude that company's domain from future searches.

Why Can't This Lead Be Emailed?

Outreach is email only, and most companies do not publish an address. On UK small-business websites roughly one in three does — so "we cannot reach this one" is the normal state of a lead list, not a fault.

The Contact column in the Enrichment tab tells you which case you are in.

How addresses are found

1. Their own website, free: the home page, /contact, /contact-us and /about are read for a published address. We identify ourselves honestly and honour robots.txt.
2. A paid lookup, only for hot and warm leads whose site published nothing, and only when your workspace has that turned on.

Nothing is guessed. An empty address field is always the truth; an invented one would be worse than useless.

The other reasons a send is refused

Approving a lead runs several checks, and each one that stops a send tells you which:

Every one of these is checked on our side, not just in the browser, so none of them can be skipped by clicking twice.

Duplicates

A search cannot file the same company twice — results are resolved to a domain and deduplicated before anything is scored, including a company's blog post and its home page arriving as separate hits. There is no merge queue to work through.

Approving is sending

The Outreach tab holds each lead with the email your assistant drafted for it. Read the email, edit it if you want, then approve.

Leads arrive here two ways: automatically, once a search has scored a company and written its draft; or because you pressed Move to Outreach on a lead in the Enrichment tab. Neither route sends anything.

Approve & send email does exactly that — the email goes immediately, from your own connected mailbox. There is no queue to release and no undo.

If your assistant is set to chase, approving also starts the follow-up sequence: up to three more emails — after 3 days, then a week, then a short sign-off — each written in the context of the conversation. They stop the moment the prospect replies, and the last one always says it is the last. Turn the whole thing off with Chase leads who do not reply? in the assistant's operational setup.

The five columns

A lead whose email has gone appears in both Approved and Awaiting reply, because each states something different and true about it. That is why the column counts add up to more than the total.

What is in every email

Your assistant's draft, plus a footer added at send time: who the email is from, your business postal address, and a working unsubscribe link. The footer is added by the system rather than written by the assistant, so it cannot be paraphrased away or deleted while editing a draft.

If a prospect clicks unsubscribe — or replies with the word "unsubscribe" — they are recorded immediately, any running cadence stops, and nothing in the product will email that address again.

When they reply

The reply arrives in the Conversations tab, and three things happen at once:

• follow-up emails to that prospect stop;
• you get a notification (it is the one alert from this assistant worth interrupting you for);
• the conversation moves to Replied.

Open the conversation to read the thread and write your answer there. It sends from the same mailbox, keeps the same subject thread, and their next reply comes back to the same place. You can also send the next chaser early, stop the cadence, add a note, or record how the deal ended.

A reply written from your own email client instead of here still reaches the prospect, but this assistant will not know about it — the transcript stops at their message, and any chaser it writes next will not know what you said.

The Enrichment tab holds every lead this assistant has scored, in every state, plus anything you imported from a spreadsheet. It is where a lead is worked up and triaged: you improve what is known about a company here, then decide whether it is worth approaching. Judging the email happens one tab along, in Outreach.

What you can do to one lead

There is no "research everything" button, deliberately: one click across a full lead list would be several hundred searches, so each press is a decision you make per lead.

The columns

Lead, approval state, contact state, score, rating, the suggested next step, how long until it is retired, and when it last changed. You can filter, sort and group the table by any of them, and the filters read the same values you see on screen.

The 30-day clock, and the Deleted section

A lead left sitting in Outreach ▸ Review or ▸ Archived for 30 days without a decision is moved to the Deleted section at the foot of this tab. So is any lead you delete yourself.

• Nothing is destroyed. The lead, its research and its history all stay; it leaves your working queue and stops appearing as though it were new next time.
• The reason is kept with it — never reviewed, rejected, no contact address ever found, or deleted by you.
• Any action on a lead restarts its clock, and Send back for enrichment returns it to the pipeline outright.
• You are warned three days before, once per assistant, not once per lead.

Approved leads and leads awaiting a reply are never swept — an email has already gone to a real person, and their conversation is not on a timer.

Importing your own leads

Use the spreadsheet import for a list you already have: one row per lead, with name, company, email, website, industry, headcount and notes. Imported leads are scored on arrival like any other, but they have no discovery history, so Look again does not apply to them — use Send back for enrichment, which can work from the website on the record itself.

Getting leads out

Export from the Enrichment tab. Nothing is exported automatically and nothing is pushed into a CRM on its own — an export happens when you ask for one.

The two CRM layouts are column shapes, not connections: there is no CRM sync to set up, no credentials to hold, and nothing to break silently. Deliberately absent from both: any lead status column (both CRMs model status as a customisable picklist, and a value outside yours fails the row on import — your approval state goes in the description instead) and any field we do not actually hold, such as phone number or job title. A blank cell is correct; a plausible guess is not.

The other direction: your existing customers

If you connect a CRM as an integration, your assistant reads it for one purpose — building a suppression list of companies you already work with, so cold outreach never lands on an existing customer. That check runs before every send.

Recording what happened

When a deal ends, record it on the lead or in its conversation: Won (with a value), Lost, or Disqualified — each with a reason.

This is worth the ten seconds. It is what turns the Overview cards from activity counts into a funnel:

• Qualified Leads — how many you cleared for outreach
• Qualification Rate — of the leads you ruled on, the share you kept
• Reply Rate — prospects who wrote back, out of those actually emailed, with opt-outs beside it
• Deals Won — closed-won value, and how many contacted prospects became customers

All four read the last 90 days, because a B2B cycle runs in weeks and months.

Lost is not the same as Archived. Archived (rejecting a lead) says the targeting was wrong — this company should never have been found. Lost or Disqualified says you pursued a real prospect and it went nowhere. Using the second for the first puts a dead deal in your revenue numbers for a company nobody ever contacted, and files the complaint where no search can learn from it.

Connecting Apps & Integrations

Connections belong to an assistant. Each one asks for what it needs: the Social Media Assistant needs your social accounts, the Lead Generation Assistant needs a mailbox, and the Blog Writing Assistant can connect LinkedIn and Google Search Console.

Connecting an app

1. Open the assistant from My Assistants.
2. Use its Connections card, or Assistant Profile ▸ Connections.
3. Press Connect next to the app and sign in to it.
4. Grant the permissions it asks for. You're returned to Be More Swan and the connection is confirmed.

Most connections use OAuth, so Be More Swan never sees your password.

When a connection needs attention

A connection can lapse — a password change, expired permission or revoked access. The assistant shows Reconnect on that connection. Press it and sign in again.

Work and school Microsoft accounts may need your IT administrator to approve the connection.

What a mailbox does

For the Lead Generation Assistant, connecting Gmail or Outlook lets it send the outreach you approve from your own address, with replies coming back into its Conversations tab. Without one, every approved lead still gets a drafted email for you to send yourself.

What a CRM does

A connected CRM is read to build your suppression list of existing customers, so cold outreach never lands on someone you already work with. Leads are not pushed into your CRM — export them as a CSV when you want them there.

Connection limits

Each plan includes a number of app connections. If you reach yours, disconnect one you don't use before adding another.

Disconnecting

Press Disconnect on the connection. Your data in the other app is untouched — only Be More Swan's access is removed. Assistant Profile ▸ Connections ▸ Emergency: Revoke All Connections removes every connection at once.

Billing & Your Plan

Be More Swan is a monthly subscription. Every plan includes the same assistants. Plans differ in how many can work at once and how much they can do each month.

The plans

The pricing page lists everything else each plan includes — app connections, AI media credits, reporting and support.

Tasks, and what happens at the limit

A task is a piece of work an assistant does for you, including chat requests. When you reach your monthly limit, assistants stop until the next month or until you upgrade. You are never charged for going over.

AI media credits

Generating images and video uses AI media credits, which come with your plan. See your balance under Usage and Credits on the billing page.

Managing your subscription

Open My Account ▸ Subscription and Billing to:

• see your active plan, usage and credits
• change your plan — a downgrade shows you what will change before you confirm
• update your payment card
• download invoices and see your payment history
• add your legal company name, billing email and VAT number for your invoices (managed in Business Information)

If a payment fails

We email you to let you know. Update your card under Payment Method on the billing page to settle it.

Pausing or cancelling

Cancelling offers to pause instead — your assistants and data are kept, you aren't charged while paused, and you can reactivate any time. If you do cancel, you keep access until the end of the period you've paid for.

Common Issues: Symptoms, Causes & Fixes

Find your symptom, read the most likely cause, and follow the quick fix.

Across your workspace

Lead Generation Assistant

Still stuck?

Go to Help & Support. Use Report an Issue if something is broken (add a screenshot), or Support Tickets for a question. You'll get a reply within 1–2 business days.

Audience in the sidebar is everyone who has agreed to hear from you. It's shared by every assistant you hire.

Contact statuses

Open a contact to see their history — how they joined, what they've been sent, and opens and clicks where those could be measured.

Adding people

• Add a contact — one at a time. Only add people who have agreed to hear from you. This is recorded against your account.
• Import contacts — upload a CSV. You confirm that everyone in it gave you permission, and when and how. Rows with values we can't trust are skipped and listed, rather than guessed.
• Sign-up forms — a form for your website, or a hosted page to share. By default people confirm their own address (double opt-in), which you can switch off per form.
• Leads from your Lead Generation Assistant can be promoted into your audience.

Segments, tags and custom fields

• Tags describe people (Bought something, for example).
• Rule-based segments are worked out from a rule every time, so they never go stale.
• Manual segments are lists you choose yourself.
• Custom fields store anything else you want to know about a contact.

Use a segment to send an email to part of your audience.

Removing someone

Unsubscribing or removing a contact keeps their opt-out on record, so a sign-up form can't add them again by mistake.