How to use the Universal lead capture module

This article describes the capabilities of the premium paid Universal lead capture module, that is specially designed for congresses and trade shows. It is a separate, more recent, and more advanced version of the paid Leads module. Please reach out to your SpotMe Account Manager for more information on using this for your events.

The Universal lead capture module offers new and improved lead capture methods that make the app more versatile for capturing lead information at events and congresses, whatever the context:

• QR scan: Representatives can scan any event attendee’s QR code (as long as they are a “user” in the workspace) in order to capture the lead’s information. This can be a SpotMe QR code, or a third party platform’s QR code that is imported into the user’s profile in the workspace.
  
  To note, you may also be using an integrated congress API dev kit. If so, more information on this is available in the SpotMe/Onomi CongressIQ: Seamless Universal lead capture via congress APIs (only supported with QR code scanning).
   
• Optical scan: Representatives can take a picture of any type of badge using the app, in order to capture the lead’s information by reading and importing all the text that is present on the badge.
   
• Manual entry: Representatives can simply enter the lead’s information manually using the app, using pre-configured fields.

Read on below to find out more about how to install, set-up, and use the updated Universal lead capture module.

Overview

The Lead capture module is designed to help sponsor representatives easily and quickly capture and qualify leads at an in-person event, using their mobile app.

Once installed on the workspace, and once a representative is linked to a sponsor, a "Leads" menu item is added to the representative’s app menu, where sponsor representatives can access the lead capturing functionalities.

Only the app users that are set as sponsor “Representatives” in the sponsor page in the workspace can access the lead capture functionality in the app in order to capture leads.

The Universal lead capture module is also added to the workspace in Backstage, in order to see and manage the captured leads’ information and export reports.

The following capture methods can be enabled or disabled based on your event’s needs, via the settings in the workspace: QR scan / Optical scan / Manual entry.

Once a lead is captured via the app, it is added to the list of saved leads, accessible via the app and via the workspace in Backstage.

In addition to the information captured when performing the QR scan, optical scan, or manual entry, a lead qualification page can also be used to add additional information for the lead.

Installing the Universal lead capture module on the workspace

Universal lead capture is a premium paid module. Please contact your SpotMe Account Manager for more information on installing the latest version described in this article.

Once installed, the Universal lead capture module is accessible in Backstage in the workspace menu via the Onsite logistics menu item.

Setting-up the sponsor representatives in the workspace

To use the Universal lead capture module in the mobile app, your sponsors will need to have set up one or more of their app users as "Representatives" in the Sponsors module.

Only these sponsor representatives will have access to the "Leads" section in the app, and will be able to scan leads on behalf of the sponsor they are attached to.

To select sponsor representatives:

1. In the workspace main menu, in the Content category, select the Sponsors module.
2. In the List tab, select the sponsor that the representative should be added to.
   Here we will select the Acme sponsor:
    
3. On the right of the screen, in the Representatives field, either choose a representative among the existing app users of the workspace, or create a new user who will become a representative for the sponsor:
   

The selected representative(s) will now be able to see the Leads tab in the workspace in the app menu:

Only sponsor representatives will be able to see the Leads item in the app menu. This is not visible to the other participants that are not sponsor representatives.

Please only use the dedicated and existing Leads app menu item. Do not add a new Leads app menu item to the app navigation bar, or use a quick link that points to the Lead item in the app menu, as this will cause the feature to not work as expected.

You can add up to 150 representatives across all sponsors. A representative can be assigned to only one sponsor at a time. If a representative is already added to a sponsor and you try to add them to another, you will see a pop-up message saying: "Representatives can only be assigned to one sponsor".

Capturing leads in the app

There are three methods that can be used by sponsor representatives in the app to capture a lead’s information:

• QR scan: Representatives can scan attendee QR codes to capture lead information, whether the attendees are using SpotMe QR codes or third-party QR codes imported into the workspace.
  If you have access to a congress API dev kit (provided by the congress), seamless lead capture via the congress API is supported (with QR code scanning).
  For internal events with attendees that are already listed in the user list of the workspace, congress API integrations are not needed.
  For external events like congresses or trade shows, using a congress dev kit may be required.
   
• Optical scan: Representatives can take a picture of any type of badge using the app, in order to capture the lead’s information by reading and importing all the text that is present on the badge.
   
• Manual entry: Representatives can simply enter the lead’s information manually using the app, using pre-configured fields.

You can also add real-time identity resolution, to allow representatives to instantly access and retrieve data directly from existing CRM records and databases

Once a lead is captured it is added to the list of saved leads, accessible via the app and via the workspace in Backstage.

It is possible that, when a representative captures a lead, the lead has in fact already been captured by that representative or another representative that is associated with the sponsor. When using the QR scan, the system will automatically check if the lead has already been captured. This check is however not performed when using the optical scan or the manual entry approach, and a new lead is automatically created each time.

Lead capture via QR scan

Sponsor representatives can access the Lead capture functionality via the app, tap the Capture lead button, and then scan an attendee’s QR code:

This is ideal for scanning an attendee’s SpotMe QR code (on their SpotMe app or badge) or third party QR code (as long as the third party QR code information has been imported into the attendee’s user profile in the workspace).

This is ideal for scanning an attendee’s SpotMe QR code (on their SpotMe app or badge) or third party QR code (as long as the third party QR code information has been imported into the attendee’s user profile in the workspace).

Note: If you have access to an integrated congress API dev kit, please refer to the SpotMe/Onomi CongressIQ: Seamless Universal lead capture via congress APIs article for more information.

If the scan is successful, the sponsor representative will (if the lead qualification form is configured in Backstage) have the possibility of “qualifying the lead”. Qualifying the lead means to add additional information about the lead. If configured, the lead qualification page is automatically displayed:

The representative can use the fields to capture additional information about the lead and then tap Save form to save the changes. Alternatively, the representative can access the Lead's profile tab, where they can edit the captured lead’s information directly, if they have the permission to do so:

Note: A lead profile can only be adjusted if it is not the profile of a SpotMe App user.
Only the owner of the lead profile (the representative that initially captured the lead profile) will be able to modify the profile. Other representatives from the same sponsor will still be able to capture the lead and complete the lead qualification form, but will not be able to modify the linked captured profile.

Once a lead is captured, it is added to the list of saved leads, accessible via the app and via the workspace in Backstage:

Lead capture via optical scan

Sponsor representatives can access the Lead capture functionality via the app, tap the + button, select the Optical scan option, and then scan any attendee’s badge.

This is a very versatile and fast solution, ideal for scanning the badges of any attendees (prospects or external users) who are not users of the SpotMe app, or who perhaps do not have a QR code that is supported. It allows representatives to capture the text present on a badge, and ultimately to match the imported text to predefined lead profile fields (lead profile metadata) in the workspace.

As a first step, scanning the badge will capture an image of the badge and save the lead as a "draft" that can be edited:

Next, the representative can select the values to be associated with the lead profile metadata:

Once saved as "draft" leads, the user is added to the external users list in the workspace.

From the "Draft" screen displayed on the right above, the user can proceed with matching the fields for the text that was captured on the badge, and saving the lead.

When completing the lead qualification form or accessing the Lead's information tab saved, you can if needed access the picture of the lead's badge that was captured, by tapping Show scanned image.

The number of fields that are present when scanning a badge, as well as the mapping options, is based on the configured “Lead profile” metadata. More information

Technical notes:
- When using the optical scan or the manual entry approach, the system does not check if the lead has already been captured by that representative or another representative that is associated with the sponsor, and a new lead profile is automatically created each time.
- Optical scan is not supported on Android devices that do not have access to Google Play Services (Mainly Chinese manufactures like Huawei or Xiaomi).
- Character recognition limitations: 
IOS: Latin + Cyrillic characters only / Android: Latin characters only.
- Deleting a lead from the mobile app and an external user from the External users list, will remove the Lead from the Leads list in the app as well as remove the record from the API.

How to configure the fields that are available for mapping the lead’s captured information (via “Lead profile” metadata)?

The fields that are available to match the captured information can be configured via the workspace, in the Metadata Manager, by selecting the Lead profile metadata type in the dropdown list at the top of the screen:

Once the Lead profile metadata type is selected in the dropdown, the fields that are available to match the captured information are displayed:

The order in which the fields are listed here will determine the order in which they are displayed to the representative in the app when they match the lead’s information, using a top to bottom order approach, including the fields that are marked as “Mandatory” fields and “Optional” fields. To note, only "text" or "email" metadata types are supported:

This “Lead profile” metadata, in the Metadata manager, and the order in which they are listed, will also determine the fields that are present in the app for representatives to fill in when performing a lead capture via manual entry.

Please note that when editing or reordering the "Lead profile" metadata in the Metadata manager, it will take 10 minutes before the changes you make become visible in the app. You may also need to refresh the app to see the changes.

Lead capture via manual entry

Sponsor representatives can access the Lead capture functionality via the app, tap the + button, select the Manual entry option, in order to manually enter the lead’s information in the app using pre-configured fields.

This solution is ideal for capturing the information for a lead that simply may not have a badge that the representative can scan.

The fields that are available in the app to manually enter the leads’ information can be configured via the workspace, in the Metadata Manager. This is done by selecting the “Lead profile” metadata type in the dropdown list at the top of the screen and editing the fields.

When using the optical scan or the manual entry approach, the system does not check if the lead has already been captured by that representative or another representative that is associated with the sponsor, and a new lead is automatically created each time.

Accessing the captured leads in the app

In the app, in the Lead capture section, representatives can see all the leads that were captured for the sponsor they are associated with:

This includes:

• My leads: These are the saved leads that they have personally captured.
  Here, the representative can tap the name of any of their captured leads to access and if needed edit their information.
  If a lead qualification page is associated with the representative's sponsor in Backstage, then tapping the lead here will open the lead qualification page in the app and allow the representative to edit and save any of the information if needed.
   
• Other leads: These are the leads captured by all the other representatives that are associated with the same sponsor. Here, the representative can tap the name of any of the leads captured by other representatives, to see only their information. They cannot edit the information of leads that were captured by other representatives

If no lead qualification page is associated with the sponsor, when opening a lead in the My lead or the Other leads list, the representative will see the captured Lead’s profile information:

To summarize:
Once captured, the sponsor representative's saved leads can always be found in the Lead capture section of the app, in the My leads section, and can be edited at any time by the representative.
The leads that were saved by other representatives associated with the same sponsor are also visible in the app in the Other leads section, but cannot be edited. Saved leads can only be edited by the representative that captured them.

Completing your captured lead profiles through real-time identity resolution

Give your representatives at congresses and trade shows the ability to perform identity resolution on the spot, in order to maximize automatic CRM reconciliation.

Lead profiles can be completed immediately after capturing the lead, through the Universal lead capture, and without having to do a manual search.

This is performed after the lead has been captured, by accessing the Profile details tab, where you can perform the advanced search and complete the profile:

1. The representative accesses the Lead’s profile tab for a captured lead. Here you can see that the profile indicates “More details needed to complete the profile”:
   
2. Next, depending on the integrated external source (here we are using NPI), the representative can tap Advanced search in order to find a match for the lead:
   
3. If a match is found in the external source, the profile is displayed in the Matching profile(s) list. The representative can tap Use profile to complete the existing lead profile with the information from the external source:
   
4. Once the profile has been completed, a message is displayed (here it is “NPI information completed”). The representative can then tap Save lead’s profile to confirm that the completed profile should be saved:
   
5. The profile in the app is now displayed as complete, and does not show the “More details needed” message:
   

Enabling or disabling the available lead capture methods

In Backstage, in the Lead capture > Settings tab, you can choose what lead capture methods will be available to the sponsor representatives to use in the app.

This is applied to all sponsor representatives, for all sponsors.

Here you can simply toggle on or off the three methods, in order to use just one, two, or all three methods if needed:
 

By default, all the methods are enabled. Any saved changes made here are immediately effective in the app.

Managing the lead qualification page(s) associated with sponsors

A lead qualification page, when associated with a sponsor, will be displayed to the sponsor representative after capturing a lead, allowing them to capture additional information regarding the lead:

This page can be fully customized based on the additional lead information that you want the sponsor representatives to be able to capture.

Please keep the following in mind regarding lead qualification pages:

• A default lead qualification page is automatically linked and used by all the sponsors in the workspaces. This default lead qualification page can be managed via the Leads > Settings section in the workspace, where it can be edited, removed, or a different lead qualification page can be selected.
  
  
• Specific lead qualification page can, if needed, be connected to specific sponsors. To do this, you will need to access the specific sponsor in the workspace in Backstage, and select a new lead qualification page that will be associated with that specific sponsor.

Managing the default lead qualification page

This default lead qualification page is visible in the Leads > Settings tab, and can be managed from here:

Unless you make a specific change at the sponsor level, this page is by default connected and used by all the sponsors that have representatives scanning leads in the event. Therefore, if you change the page that is selected here, if you edit it, or if you decide to disconnect the page from this setting, please note that this will affect all sponsors that are using the default page.

You can choose to edit the default lead qualification page and adjust it to your event's needs. To do so, go to the the Leads > Settings tab, and click on the EDIT button next to the Default lead qualification page field, in order to access the display template and edit it:

 

You can also choose to remove the default lead qualification page. Doing so will result in the page simply not appearing for the representatives of the sponsors when they scan a lead using the app.

To remove the page, go to the Leads > Settings tab in Backstage, click on CHOOSE, select No page applicable, and then click on Save this item:

You can also choose to change the default lead qualification page, by simply selecting another page that is already created in the workspace, and clicking Save this item.

Managing the lead qualification page at the sponsor level

As mentioned above, in parallel to the default lead qualification page setting (located in the Settings tab), you can also access any individual sponsor's details in the workspace in order to choose whether or not you want them to use a lead qualification page, and if so which specific page.

You can see which lead qualification page is associated with a specific sponsor via the sponsor's details in the workspace, by scrolling down to the Lead qualification page field:

From here you can:

• Disconnect the lead qualification page so that no page is used for this specific sponsor, by selecting CHOOSE, and then No page applicable, and then clicking on Save changes.
• Select another existing lead qualification page to be used by the specific sponsor, by clicking on CHOOSE and then selecting another already created page. 
• Edit the already connected lead qualification page by clicking on the pencil button. 
  Please note that editing the connected lead qualification page here will affect all the sponsors that are also connected to this specific page.

If for a sponsor you wish to manually restore the connection to the default lead qualification page, you must do so by clicking on CHOOSE and then clicking on the X icon:

- When sponsors are using lead qualification pages, we recommend that you do not edit the page after the representatives have started to capture leads, as this can prevent the module from working as intended.
- If you edit lead qualification pages or create new ones, please make sure to always include the "Leads details" component in the page template. Removing it or not including it will prevent the module from working as intended:

Accessing and editing the captured leads in Backstage

To access the full list of captured leads in Backstage, in the workspace main menu, open the Onsite logistics category, and (if needed) select the Lead capture module. 

Here you will see a full list of all the leads that were captured by all the representatives, for all the sponsors, for the entire event:

The information in the list includes, from left to right:

• The lead names (Lead).
• The name of the representative who captured the lead (Captured by).
• The name of the sponsor that the lead was captured for, i.e. the sponsor that the representative is linked to (Captured for).
• The date and time when the lead was captured (Captured at).

From the list you can:

• Click on the links to access the captured lead, the representative that captured the saved lead, and the linked sponsor in the workspace.
• Select any leads in the list, using the checkboxes, and delete them if needed. Deleted leads will no longer be visible to the relevant representatives in the app, and are permanently deleted from Backstage.
• Use the search bar to identify leads in the list.

By clicking on a captured lead in the list, you can see the same information for the lead:

Here you can also:

• Edit the "Captured at" date and time.
   
• Associate the captured lead to an existing user in the workspace, via the "User" dropdown list, if applicable. To note, if the captured lead is not associated with a user, they remain associated to a lead profile, that is completely separate from the user list of the workspace.
• Edit the representative who captured the lead via the "Captured by" field. 
  Please be aware that if you change the representative ("Captured by" field) for a lead or the sponsor ("Captured for" field), it will immediately affect whether the representative will be able to see the captured lead in the Leads section of the app or not. This is therefore not recommended.

Exporting a report of captured leads from Backstage

Event organizers can download a full report of all the captured leads from Backstage.

To do so, go to the workspace Dashboard in the main menu, and click on the Leads section (in the Content category):

 

Doing this will allow you to select what lead information you want to include in the report, as well as other options in order to tailor the report to your needs:

Clicking on Download XLS here will generate and save a .zip file containing the following reports:

A lead-report-summary file, that includes:

• A Summary sheet, that contains the total number of leads scanned per sponsor:
   
• An Overall details sheet, that contains the details for each and all captured leads (for all sponsor representatives), and includes the:
  fp_ext_id / First name / Last name / Email address / Profile type (user or lead profile) / Sponsor name / Sponsor ID / Scanned by (name of sponsor rep) / Scanner ID / Scanned at (date and time when scanned) / Platform used to capture the lead / Capture method (QR scan, OCR-optical scan, manual entry) / Captured values: all the captured text values from OCR (optical) scanned badge / Captured codes: the captured QR code value(s) (separated with a comma if multiple QR codes present on the badge / Captured image (URL to the stored badge scan image in the workspace) / Captured signature image (only if the signature pad is used on the lead qualification form).

A report per sponsor (based on the name of the sponsor), that contains the same details as the above described Overall details sheet, for just that sponsor.

The generated report will only show fields that exist in the lead qualification page at the time when the report is generated. If you modify the lead qualification page during the event, and remove or change some fields, only the fields from the latest version of the page will be shown in the report.

Universal lead capture module and workspace templates

The workspace configuration for the following items are now fully supported in workspace templates that include the Leads module or the Universal lead capture module, in order to easily reuse the same configuration across multiple workspaces.

• Sponsors (but not sponsor representatives).
• Lead qualification form (default and sponsor-specific ones).
• Lead profile metadata.
• Translations.

The Leads module must be updated to the latest version for this to be fully supported.

Technical notes
 

• A representative can be assigned to only one sponsor at a time.
• You will need to install both the Sponsors and the Leads module to use this functionality.
• Leads is a paid module. Please contact your SpotMe account manager for more information.
• If you are using lead qualification pages, do not edit the associated lead qualification page after the representatives have started to scan leads, as this can prevent the module from working as intended.