Leads

The below article is applicable to the Leads module, this module is different to our congress solution - the Universal Lead capture module - that was released starting September 10, 2024.

The Leads module is designed to help sponsors easily and quickly capture and qualify leads among an in-person event audience, using their mobile app.

Working hand-in-hand with the Sponsors module, it allows a sponsor's designated representatives to use the SpotMe app in order to scan another attendee's SpotMe user QR code.

Important: Lead capturing only works when the sponsor representative scans using the built-in Leads app menu item. Only SpotMe user QR codes, or third party codes that are imported to the workspace are supported, and can be scanned from anywhere in the app (a personal badge, an email containing the QR code, the Scan and QR section of the app menu, etc.).

Scanning an attendee's QR code will perform two actions:

• It will first save the attendee as a new lead in the "Leads" section of the sponsor representative's app, and in the Leads section in the workspace in Backstage.
• It can (optionally) open a customizable lead qualification form, that can be filled in by the representative in order to capture more information about the lead.

Read on below to see how it is installed and configured in Backstage, how this works exactly in the app, and how to export reports:

• Installing the Leads module
• Setting up the sponsor representatives
• Managing the lead qualification form(s) associated with sponsors
• Using the Leads module in the app
• Exporting a report of captured leads from Backstage

Tip: You can share the How to scan leads guide with your sponsor representatives before the event starts, to familiarize them with using lead capturing on the app. You can distribute it as a PDF via email or even add it as a targeted document in the app for easy access.

Installing the Leads module

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.

To install the Leads module, in your workspace main menu, go to Marketplace > Networking, and install the Leads module:

Once installed, the Leads module is accessible in the workspace menu via the Onsite logistics.

Setting-up the sponsor representatives

To use the Leads 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 in Backstage.

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:

Make sure that each representative is assigned to the correct sponsor before they start scanning leads. Changing a representative's sponsor once they have already started scanning leads will result in difficulties retrieving that representative's scanned leads in the app..

You can add up to 20 sponsor representatives as lead capturers per sponsor.
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".

Managing the lead qualification form(s) associated with sponsors

A lead qualification form, when associated with a sponsor, will be displayed to the sponsor representative after scanning a lead, allowing then to capture additional information regarding the lead:

Please keep the following in mind regarding lead qualification forms:

• You can choose to not use the lead qualification form, if your sponsors do not need it. This can be applied to all your sponsors using the default lead qualification page field, or to individual sponsors at the sponsor level.
• A default lead qualification form is automatically linked and used by all the sponsors in the workspaces. This default form can be managed via the Leads > Preferences section in the workspace, where it can be edited, removed, or a different form can be selected.
  
• Specific lead qualification forms can if needed be connected to specific sponsors. To do this, you will need to access the specific sponsor in Backstage and disconnect the default lead qualification form from that sponsor, in order to connect them to a new form.

Managing the default lead qualification form

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

 

This form is by default connected and used by all the sponsors that have representatives scanning leads in the event. Therefore, if you change the form that is selected here, if you edit it, or if you decide to disconnect the form from this setting, please note that this will affect all sponsors.

You can choose to edit the default lead qualification form and adjust it to your event's needs. To do so, go to the the Leads > Preferences tab, and click on the "pencil" icon 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 form. Doing so will result in the form simply not appearing for the representatives of the sponsors when they scan a lead using the app.

To remove the form, go to the Leads > Preferences 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 form, by simply selecting another form that is already created in the workspace, and clicking Save this item.

Managing the lead qualification form at the sponsor level

As mentioned above, in parallel to the default lead qualification form setting (in the Preferences 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 form, and if so which specific form.

You can see which lead qualification form 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 form so that no form 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 form to be used by the specific sponsor, by clicking on CHOOSE and then selecting another already created page. 
• Edit the already connected lead qualification form 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 form, you must do so by clicking on CHOOSE and then clicking on the X icon:

 

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

Accessing and editing 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 Leads module. Here you will see a full list of all the leads that were captured by all the sponsor representatives for the event:

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

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

From the list you can:

• Click on the links to access the scanned lead, the representative that scanned 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 the scanned lead in the list, you can visualize all the lead's captured information. Remember that if you change the representative ("Scanned by" field) for a scanned lead or the sponsor ("Scanned for" field), it will immediately affect whether the representative will be able to see the scanned lead in the Leads section of the app or not, this is therefore not recommended.

Here you can also add or edit the notes regarding the particular lead, using the Notes field.

Using the Leads module in the app

To scan badges using the Leads module in the app, representatives simply need to:

1. Open the Leads module via the app menu:
   
   
   
2. Tap Scan lead:
   
   
3. Scan a SpotMe user QR code, on a badge or a device:
   
   When the user QR code is scanned, the lead is immediately saved in the app. This is regardless of whether information is added or edited via the optional lead qualification form (explained below in step 4).
   
   Notes:
   If a representative scans a QR code that is not supported (for example a non SpotMe user QR code) they will see a red error message saying: "The QR code is not supported."
   If a representative scans a lead that has already been scanned:
   - if the sponsor is using a lead qualification form, the page will be displayed in order to make any necessary edits and save them.
   - if the sponsor is not using a lead qualification form, a message is displayed indicating that the lead was already scanned, and the leads list is displayed in the app.
   
   
4. (Optional - only available if a lead qualification form is linked to the sponsor)
   If a lead qualification form is linked to the sponsor, sponsor representatives can either:
   - Fill in the form with additional information about the lead and tap Send once done, or
   - Decide to not add any additional information for the lead via the form, by closing the form using the X in the top right corner:
   
   
   
5. Once a lead is scanned, it is added to the list of saved leads in the app. Representatives can tap on My leads to see the list of leads that they have personally scanned. Here they can see the name of each scanned lead (top line), the organization they work for, and their position.
   
   From here, they can tap a name in the list and display the information for each lead they have personally scanned.
   If a lead qualification form is associated with the representative's sponsor in Backstage, then tapping the lead here will open the lead qualification form in the app (see step 4 above) and allow the representative to edit and save the information if needed.
   If no lead qualification form is associated with the sponsor, the representative will see the following information for the lead in the app:
   
   Note: A View profile button is always available when displaying a scanned lead's information, in order to easily visit the profile and see more information about the lead in the app.
   
   
6. In the list of leads in the app, representatives can also access the leads captured by all the other representatives that are associated with the same sponsor, by selecting Other leads.
   
   In this list, the representative can see the name of each lead in the top line, and on the second line the name of the representative that scanned the lead, as well as the organization that the lead works for:
   Representatives can also tap on a lead name in the Other leads list and access the scanned leads details (the same as explained in step 5 above), however they cannot edit and save the information of a lead that is captured by another representative.

To summarize:
Once scanned, the sponsor representative's saved leads can always be found in the Leads 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, on the Other leads section, but cannot be edited: saved leads can only be edited by the representative that scanned them.

If a representative scans a QR code that is not supported (for example a non SpotMe user QR code) they will see a red error message saying: "The QR code is not supported."
If a representative scans a lead that they have already personally scanned:
- if the sponsor is using a lead qualification form, the page will be displayed in order to make any necessary edits and save them.
- if the sponsor is not using a lead qualification form, a message is displayed indicating that the lead was already scanned, and the leads list is displayed in the app.

Exporting a report of captured leads from Backstage

Event organizers can download a full report of all the scanned 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 summary file containing all the leads, for all sponsors combined, that can be filtered per sponsor or per representative.
• A report per sponsor, containing only the leads scanned by the representatives of that particular sponsor, their information, and any additional information entered on the lead qualification form.

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 form will be shown in the report.

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 forms, do not edit the associated lead qualification form after the representatives have started to scan leads, as this can prevent the module from working as intended.