Exhibitor Lead Scanning and Check-In

Exhibitors can accumulate sales leads for an event by scanning attendee QR codes through the apps. Attendees can also 'check-in' with exhibitors by scanning exhibitor QR codes. A report of the exhibitor leads is available in the Backoffice for event admins to share with the exhibitors.

The article will cover:

• Enabling/Disabling the feature in the Backoffice
• Associated Registrants
• Using the feature on your mobile device
• Backoffice reporting

Enabling the Exhibitor Lead Scanning Feature in the Backoffice

This feature will be disabled by default for both new and existing events.

Once an event is created, click on Edit Event:

Go to: Exhibitors > Exhibitor Lead Generation > Under Exhibitor Lead Generation there are three options:

• “Disable lead generation entirely for this event”: No leads will be generated in the Backoffice report for exhibitors.
• “Allow lead generation only for specific exhibitors”: Picking this option will allow the event admin to choose which exhibitors can utilize the Lead Generation feature in the exhibitor details setting (Go to the main Backoffice event screen, select Exhibitors > All Exhibitors > select an exhibitor > Edit > scroll down to Exhibitor Lead Generation):

• “Allow lead generation for all exhibitors by default” (Recommended): The Lead Generation will default to ON for all exhibitors.

Enabling lead generation will reveal the " Included lead fields" (Previously hidden, if feature was disabled):

Select which fields should be included in the lead report.

Click the Save button at the top right-hand corner to preserve changes.

Associated Registrants

Exhibitor representatives, or exhibitor Associated Registrants, can collect leads by scanning an attendee's QR code with the app and make edits to the exhibitor details page through the public site (2021.11 Update).

Associated Registrants can be assigned to an exhibitor through the Backoffice or through a CSV upload

• Assigning an Associated Registrant through the Backoffice:
  • Select an Exhibitor in the Backoffice, and under "Associated Registrants", click "[add]". Select a registrant from the window that pops-up. Multiple registrants can be assigned as an exhibitor representative for an exhibitor, but a registrant can only be assigned to one exhibitor.
  • The Exhibitor to which a registrant should be associated can also be defined in the registrant detail page.
• Assigning an Associated Registrant through a CSV upload:
  • Download the current registrant roster from Utilities, and enter the Exhibitor ID (found at the end of the Backoffice/Public site URL for that exhibitor: e.g. if the URL is "backoffice.rdmobile.com/Exhibitors/Details/1043025", the Exhibitor ID would be "1043025") in the "Exhibitor Id" column for the appropriate registrant, and re-upload the saved file.

Utilizing Exhibitor Scanning Features in the App (Exhibitor Mode)

Associated Registrants can view their scanned leads, make notes on individual contacts, and export lead lists.

Leads may be collected by either:

• An attendee checking-in with the exhibitor by scanning a QR code through the app: Please see Printing QR Codes for Exhibitors.
  • Attendees can scan QR codes that are further away by utilizing the 'pinch-to-zoom' feature, e.g.: QR codes that appear on a presentation slide.
• A user representing that exhibitor scanning an attendee’s QR code with the app:
  • Exhibitor representatives will only be able to scan attendees as leads, and cannot initiate a business card exchange with another user.
  • Both the exhibitor and the attendee will open the scanner tool, and the exhibitor will scan the attendee's QR Code.
    • To open the in-app Exhibitor Mode QR code scanner, tap on the icon on the bottom right corner of the main menu:

If the user is not in exhibitor mode, the icon will appear as the following:

Note: If the exhibitor icon is not appearing for a user who has been configured as an Associated Registrant, you can advise the user to try manually refreshing the event through the app to resolve the issue.

Selecting the Scan QR Code button will display the following UI:

1. Exhibitor Rep. QR code - Display a QR code that attendees can scan. The attendee will be registered as a lead. The attendee will have the exhibitor rep.'s business card and would be checked in with that exhibitor.
2. Scanner screen - After selecting "New Scan" button (indicated by E in the diagram), exhibitors will use this area to 'aim' at the QR code they are scanning
3. Exhibitor title - Displays the organization the user is representing
4. List of Scanned leads - Scanned leads, both successful and pending, will appear in this area (If uploads are pending, they are likely due to an unreliable network connection. Once network connection is regained, uploads should happen automatically. If not, please try refreshing the app).

Selecting "View All..." will open the following screen with a list of all the leads scanned by the representative during the event:

From the kebab button on the upper-right-hand corner, the representative can export the collected leads (as shown above).

Attendees can see which exhibitors they have checked-in with, by looking at their Registrant Bag.

Accessing Exhibitor Leads in the Backoffice Report

To access the Exhibitor Leads List as an admin, simply navigate to the Reports section on the Backoffice event page.:

If there are any leads generated for an event, a section entitled: Exhibitor QR Leads List will appear with a list of exhibitors and the number of leads generated for the exhibitor. Click on the "Download report" text under the list and a spreadsheet will be downloaded containing information listed on the "Included lead fields" such as:

• The date and time of the lead generation
• Exhibitor ID
• Name of Exhibitor
• Method of lead generation
  • "Representative Barcode Scan" or "Attendee Barcode Scan"
• Exhibitor representative who created the lead
• Representative/Attendee notes/comments
• Name, email address, job title, organization, phone number, website, and photo URL

The information in the generated leads spreadsheet comes from the Registrant profile, which is created and managed by event admins or an integration, and not the user profiles controlled by attendees. Therefore, having a detailed registrant roster is beneficial to ensure the accuracy of lead information.

If the scanned lead is not a registrant, only basic information such as Date and Time, Exhibitor ID and Name, Method, Representative Name, Notes, Attendee Name, and Email will be included in the downloaded report.

*If you have a dedicated app and are interested in utilizing this feature for an upcoming event, please contact us about updating your dedicated app.