Sponsor representatives scan attendees' QR codes in the app to collect leads for their booth. The booth's Scans tab lists these scans and the scans other people made of the representatives. It also holds the questions representatives answer after each scan.
Before you start
You need to be an organization admin or an event admin.
Lead scanning must be on for the event: Networking > Settings > Chat & lead scanning > Lead scanning. It is off for new events. While it is off, nobody can scan and the Scans tab is empty. See Let attendees scan each other's QR codes.
Lead scanning must be on for the booth (next section). It is off for new sponsors.
Link the representatives to the booth. See Link representatives to a booth.
Where to find it
Sponsors > Sponsors in the admin panel, select the sponsor's name, then open the Scans tab. It has 3 sub-tabs: Outbound scans, Inbound scans and Scan questions.
The Scans column in Sponsors > Sponsors shows each sponsor's number of outbound scans.
Turn on lead scanning for a booth
Open Sponsors > Sponsors and select the sponsor's name.
Select Edit Details.
In Booth Control, turn on Lead scanning.
Select Update.
You can also set it on import with the Enable Lead Scanning column of the sponsor template.
Representatives of the booth can then scan, whatever their lists' Lead scanning permission says. They also need networking on and must not have opted out of networking.
Set up scan questions
After each scan, representatives see a note field and the questions of the booths they represent. Questions belong to one booth; there are no event-wide questions.
Open the Scans tab and select Scan questions.
Select Create new. The Lead scan question drawer opens.
In Question, enter the question.
In Field type, choose Text, Single select or Multiple select. The default is Text.
For Single select and Multiple select, add the answers with Add option. Every option needs text.
Select Create. The message "Lead scan question created" confirms it.
The list always starts with Add notes (Default question), the note field. You can't edit, remove or move it.
To change the order of your questions, drag the rows. The message "Position saved" confirms it.
To change a question, select Edit, make the change and select Update.
To remove a question, select Remove, then Remove again in the confirmation.
Warning: Removing a question also deletes every answer to it. This can't be undone.
Review outbound scans
Outbound scans lists the attendees the booth's representatives scanned: "Attendees scanned by your representatives (N)".
Column | What it shows |
Who scanned | The representative who made the scan. |
Scanned registrant, Scanned email, Scanned company, Scanned title | The scanned attendee. |
Operates in, Intents & Interests, Identity | From the scanned attendee's profile. |
Custom field columns | Registrant custom fields with Expose to Sponsors / Exhibitors on. |
Scanning time | Date and time in the event's time zone, with a Before event, During event or After event tag. |
Notes | The representative's note. |
One column per scan question | The representative's answers. |
Actions | Edit and Delete. |
To show one representative's scans, select Filters and choose the Representative, or use the filter in the Who scanned column.
To change a note, select Edit, change the text in the Edit lead window and select OK. The representative sees the new note in the app.
To delete a scan, select Delete, then Yes to confirm "Are you sure you want to delete this scan?".
Warning: Deleting a scan removes it everywhere: from the representative's Scans list in the app, from every booth it belongs to, and from exports. This can't be undone.
Review inbound scans
Inbound scans lists the attendees who scanned one of the booth's current representatives: "Attendees who scanned your representatives (N)". The scanner can be any attendee, including a representative of another booth.
Scanned representative shows which representative was scanned. Filter it with Filters > Representative or the column filter.
Scanned registrant, Scanned email, Scanned company, Scanned title, Operates in, Intents & Interests and Identity show the attendee who did the scanning.
Inbound scans have no notes, no answers and no actions.
Export scans
Open Outbound scans or Inbound scans.
Select Export Outbound CSV or Export Inbound CSV. The message "Your CSV export will be delivered by email shortly" confirms it.
Brella emails you a zip with one CSV. The export has all scans of that type; the Representative filter doesn't apply.
File | Columns |
Outbound |
|
Inbound |
|
Date is in the event's time zone. In the inbound file, the prospect columns describe the attendee who did the scanning.
To export the scans of every sponsor at once, use Sponsors > Settings > Export all sponsor data. See Read a sponsor's booth and representative analytics.
When representatives join or leave the booth
Linking a representative adds the scans they made earlier to the booth's Outbound scans, and scans of them to Inbound scans.
Removing a representative removes both from the booth. Linking them again brings the scans back.
A representative linked to several booths with lead scanning on saves each scan to all of those booths.
How this differs from attendee-to-attendee scanning
Any attendee with lead scanning on can scan another attendee. Those scans belong to the attendee and appear in their own Scans list in the app. The admin panel lists them only when the scanned person is a representative: the scan then appears in that booth's Inbound scans.
A representative's scan also belongs to their booths and appears in each booth's Outbound scans.
Representatives follow the booth's Lead scanning switch. Other attendees follow their lists' Lead scanning permission.
Home in the admin panel shows the counts Total scans, Scanned by sponsors and Scanned by attendees.
Who can see and manage scans
Organization admins and event admins see the Scans tab of every booth.
Sponsor admins see it for their own booth when lead scanning is on for the event and the booth. They can edit and delete scans, export them and manage scan questions. While the booth's Lead scanning is off, the tab is disabled with "To see your scan details, reach out to the event organizer."
What representatives see
The QR Code tab with My Code and Scan QR Code. My Code shows only when they have a QR code.
After a scan, the person's details, Add a note and the questions of every booth they represent, then Save. The message "Details saved" confirms it.
People > Scans, and the Scans shortcut at the top of Networking, list their scans. On a scanned person's profile, Edit prospect opens the note and answers again.
Export scans csv emails them a CSV of their own scans.
The scanned attendee gets no notification. For the representative's side, see Lead scanning guide for sponsor representatives.
Limits
Each representative has one scan per person.
Scan questions belong to one booth.
Questions and select options can be up to 1,000 characters each.
Deleted scans and removed questions can't be restored.
Troubleshooting
The Scans tab is empty
Lead scanning is off for the event, or nobody has scanned yet. Check Networking > Settings > Chat & lead scanning.
A representative can't scan
The booth's Lead scanning is off, the representative isn't linked to the booth, or their networking is off or they opted out of networking. Check Edit Details > Booth Control and the Representatives tab.
Scans disappeared after a change of representatives
A removed representative's scans leave the booth. Link the representative again to bring them back.