Enabling and Using Lead Retrieval for In-Person Events

The lead retrieval and video booth combination is an add-on event organizers can apply per exhibitor at a standard rate of $99 / exhibitor. This feature is called the Premium Exhibitor Booth in PheedLoop’s dashboard. Lead Retrieval works for virtual, hybrid, and on-site events. 

Exhibitor lead retrieval is ideal for organizations looking to track and manage exactly who stopped by their on-site or virtual booth. This feature allows staff to scan attendee badges with your smartphones on-site or virtually, collect contact information and notes, capturing leads in real-time. Key contact information for your leads will be made instantly available in the exhibitor portal.

Event organizers can also retrieve this information through the Event Dashboard.

If interested, exhibitors can purchase lead retrieval via the exhibitor portals, or event organizers can purchase the credits with their admin account and enable the feature for the exhibitor. This article will cover Lead Retrieval from the perspective of both an event organizer and exhibitor.

Purchasing Lead Retrieval from the Exhibitor Portal

If access to the Exhibitor Portal is not available, please contact the Event Administrator(s). Once access is granted, lead retrieval can be purchased through the following:

  1. From the Exhibitor Portal, navigate to Lead Retrieval
  2. Select Purchase Lead Retrieval for $99 USD
  3. Fill out the payment information and select Confirm

Using Lead Retrieval On-Site

When using Lead Retrieval for in-person events, exhibitors will need to use PheedLoop's Mobile Event App. 

Download PheedLoop Go

The Mobile Event App can be downloaded from both the Play Store for Android devices and App Store for iOS devices.

Accessing the Lead Capture Tool

  1. From the Mobile Event App, navigate to left hand side navigation menu
  2. Under Exhibitor Tools, select Lead Capture
  3. Select Launch Scanner
  4. Scan the QR code
  5. Under Notes, fill out any information the lead has provided
  6. Under Authority Rating, rate the lead between 0-10 in terms of authority for their organization
  7. Under Budget Rating, rate the lead between 0-10 in terms of what their budget could be for your service
  8. Under Needs Rating, rate the lead between 0-10 in terms of how urgent their needs are from your organization
  9. Under Overall Rating, rate the lead between 0-10 in terms of how qualified the lead is overall for your organization
  10. Select Save

Offline scanning is available for attendee badge scanning and exhibitor lead capture. Once your device reconnects to wifi, the leads that were captured will sync in real time.

Re-visiting Your Leads from the Event App

  1. From the Mobile Event App, navigate to left hand side navigation menu
  2. Under Exhibitor Tools, select Lead Capture
  3. Select View Leads
  4. Select the lead you would like to view/edit from the list
  5. Edit any information similar to when you scanned them originally
  6. Select Save

Providing the QR Code to the Exhibitor

Typically attendees will have their badges printed with the QR code already on it. However if the attendee would like to provide it using the mobile event app - you can follow the instructions below.

  1. From the Mobile Event App, navigate to the left hand side navigation menu
  2. Select eBadge

Sharing Leads as an Attendee

As Attendees can be scanned for Lead Retrieval, attendees can also scan QR Codes for Exhibitors to submit their information. The main benefit of this is removing the need for a third party to scan the attendee. 

The Exhibitor QR Code is accessible from the Exhibitor Portal and Event Dashboard. 

Accessing the Lead Capture QR Code from the Exhibitor Portal

  1. From the Exhibitor Portal, navigate to Lead Retrieval > Instructions
  2. Scroll down to the QR Code
  3. Under the QR Code, select Download

Accessing the Lead Capture QR Code from the Event Dashboard

  1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
  2. Select the Exhibitor you wish to download the QR Code for
  3. Scroll down to Lead Capture QR Code
  4. Select Download

Scanning the Lead Capture QR Code from the Event App

Please note, the following instructions are for Attendees and not for Exhibitors to use. Exhibitors are required to use the Lead Capture Tool outlined above or nothing will happen.

Attendees can scan the Lead Capture with PheedLoop Go! Please note, PheedLoop Go! is required to scan these QR Codes. Attempting to scan from the device’s QR Reader will not work.

  1. From PheedLoop Go!, access your event's home page
  2. Select the Camera Icon on the top right corner
  3. Select Launch Scanner
  4. Scan the QR Code
It is also possible to access the scanner from the Exhibitors page. 

  1. From the Event App, navigate to Exhibitors > Exhibitors
  2. Select the QR Code icon next to the search bar
  3. Scan the QR Code

Scanning the Lead Capture QR Code from the PheedLoop OnSite

Attendees can scan themselves in from PheedLoop OnSite. The only difference is that captured leads will be in the Exhibitor Portal and not the app. This is for security purposes as attendees will be scanning themselves in whereas in PheedLoop Go! a trusted staff member is responsible for using Lead Capture.

  1. From PheedLoop OnSite, navigate to Lead Retrieval
  2. Select the Exhibitor to submit results to
  3. Select either Form or Scan
    1. Form will require the attendee to type in their first name, last name, and email address
    2. Scan will require the attendee to display their attendee badge to the camera

Once set, Attendees can share their information if interested.

Form

Attendees can be checked in manually by entering their first name, last name, and email address. This is ideal if your event will not be making use of attendee badges.

  1. From the Check In page, select Form
  2. Fill out the First Name field
  3. Fill out the Last Name field
  4. Fill out the Email Address field
    1. If multiple results appear, select the correct attendee from the list.
  5. Select Submit

The attendee will now be captured as an exhibitor.

Scan 

Selecting this option will use the tablet’s camera to scan attendee badges. 

  1. From the Check In page, select Scan
  2. Hover the camera over the attendee badge 
  3. Select Confirm

The attendee will now be recorded as a lead capture.

Downloading Lead Data as an Exhibitor

As an event admin or an Exhibitor Manager, Lead Retrieval information can be obtained from your Event Dashboard or Exhibitor Portal.

Downloading Lead Retrieval from the Exhibitor Portal

Anyone who is a manager associated with the Exhibitor Profile will be able to access the Exhibitor Portal. All information for leads including personal information such as email address will be shown here. Additionally you will also be able to see any notes taken as well for who scanned who.

  1. From the Exhibitor Portal, navigate to the Lead Retrieval tab
  2. Click on Actions > Download CSV
Quick Tip - to send exhibitor their Exhibitor Portal, navigate to Exhibitors > select an exhibitor > select Actions > Send Welcome Email

Purchasing and Enabling Lead Retrieval as an Event Admin

For Event Admins, purchasing lead retrieval is an option. This is useful for keeping the responsibility within the organization rather than putting onus on exhibitors to purchase lead retrieval independently. 

Please note, that purchasing lead retrieval does not automatically enable lead retrieval for exhibitors. The process for enabling must be done manually once credits are purchased.

  1. From the drop-down menu at the top right corner of your Dashboard, navigate to Settings > Account & Billing > General Credits
  2. Enter the quantity under Add Premium Exhibit Booth Credits
  3. Select Pay
  4. Enter your credit card information
  5. Select Confirm and Pay
Once purchased, you can enable these credits from the Event Dashboard.

  1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
  2. Select the checkbox of the exhibitor you want to adjust from the list
  3. Above the Exhibitors table select Enable Premium Booth

Accessing the Lead Retrieval Receipt from the Exhibitor Portal

As an Exhibitor, you are able to access your receipts from your Exhibitor Portal. 

  1. From the Exhibitor Portal, navigate to Purchases and Contact
  2. Select Download, under the Receipt column

The PDF file will be opened on your browser and you will have the option to download it.

Accessing the Lead Retrieval Receipt from the Event Dashboard

  1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
  2. Select the Exhibitor you wish to retrieve the contract from the list
  3. Above the Exhibitors table, select Actions > Download Contract

Downloading Lead Data as an Event Admin

In most cases, the exhibitor Lead Retrieval data is accessed directly by the exhibitor in their Exhibitor Portal. If the event admin wants to conveniently download leads for all exhibitors at their events, they have special access to a custom report.

Creating a Lead Retrieval Report From the Event Dashboard

  1. From the Event Dashboard, navigate to Data & Reports > Custom Reports
  2. Above the custom reports table, select Create
  3. Under Report Type field, select Exhibitor Leads
  4. Select Save Changes

Downloading a Custom Report

  1. From the Event Dashboard, navigate to Data & Reports > Custom Reports
  2. Select the report you would like to generate from the list
  3. Above the custom reports table, select Actions > Generate Report
  4. Once the report is generated, select Download Previous Report

Types of Lead Retrieval Data

Name: The full name of the lead

Title: The title of the lead

Organization: The organization of the lead

Email: The email address of the lead

Phone: The phone number associated with the lead

Website: The personal website linked to the lead

LinkedIn: The LinkedIn profile of the lead

Twitter: The Twitter profile of the lead

Address line 1: The first line of address associated to the lead

Address line 2: The second line of address associated to the lead

City: The city associated to the lead

State: The state associated to the lead

Zip: The zip-code associated with the lead

Country: The country associated with the lead

Date Captured: The capture date of the lead's information

Captured by Manager: The exhibitor booth's manager that captured the lead

Rating Budget: The Rating Budget the exhibitor manager assigned to the lead

Rating Authority: The Rating Authority the exhibitor manager assigned to the lead

Rating Need: The Rating Need the exhibitor manager assigned to the lead

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