How do I create and manage Event Units?

Note: The management of Event Units is only available for administrators who have booked the Sales Add-on.

With Event Units, you can manage leads, members, forms, follow-up emails and insights specifically for individual events. This allows trade shows, conferences or campaigns to be clearly separated from one another – including their own processes and individual settings.

1. Creating and Assigning Event Units in Lemontaps:

Step 1: Create Units

Navigate to Contacts → Events.
Click on “Add Event” to create a new event.
A popup window for event creation will open.

Step 2: Add Event Details

The following information can be entered:

Event Name
Estimated Total Costs
Start Date + Time
End Date + Time
Lead Goal

Click on “Create Event”.

Event – Overview:

After creating the event, you will be redirected to the Event Overview page. There you will find the two tabs: Active & Upcoming, Completed.

The status of an event is automatically determined based on the start and end date:

Status	Description
Upcoming	Start date is in the future
Active	Start date ≤ today ≤ end date
Completed	End date is in the past

The Event Table contains the following information:

Event Name
Status
Date (Start & End Date)
Number of Members
Captured Leads
Lead Goal
Insights

Event Detail Page:

Click on the name of the unit on the left side to open the Event Detail View.

In the detail view, you can:

Edit the event
Assign and manage members
View captured leads
Configure the event contact form
Configure event follow-up emails
View event insights

Step 3: Add Members to an Event

Click on “Assign Members”.
A popup window will open.

You can:

Select individual members
Select multiple members at once
Select all members
Search for members in the search bar
Filter members by units

Then click on “Assign to Event”.
The selected members will be added to the event.

Remove Members

Members can be removed at any time.
After removal, they will automatically appear again in the list of available members.

Important Notes:

A contact can be assigned to multiple events.
If multiple active events exist, the alphabetically first event will be used as the default event.
Only visible members can be selected.
If members are hidden by search or filters, they will automatically be deselected.

2. Captured Leads of an Event

View Leads

The number of leads is clickable. Click on “View Captured Leads”.

When opened, a filtered contact view will be displayed.
Only leads from this event will be shown.
In the contacts section, there is also an additional column called “Event”. This column shows through which event the contact was captured.

Automatic Assignment

If a user:

is assigned to an active event
and creates a new contact

→ the lead will automatically be assigned to the event.

Important Condition

Automatic assignment only works for:

active events

Not for:

upcoming events
completed events

Lead Goals and Progress

Each event can have a lead goal.

Example

Goal	Captured Leads	Progress
100	20	20%

The progress is calculated automatically and displayed as a progress bar.

3. Event-Specific Contact Forms

Each event can have its own contact form. This allows different information to be collected for different events.
You can create both an internal and an external form.

Once an event form is configured:

it overrides the default form
but only during the active event period
and only for members assigned to this event
“Custom Fields” will be displayed in the Event Insights

If no custom event form is defined or the event form is deleted, the user’s default form will automatically be used.

→ Learn more about the Internal and External Contact Form here.

4. Event-Specific Follow-up Emails

Each event can use its own follow-up email. This allows different follow-up emails to be created for different events.
You can also set up follow-up emails in multiple languages.

Once a follow-up email is configured:

it overrides the default follow-up email
but only during the active event period
and only for members assigned to this event

If no custom follow-up email is configured or the follow-up email is deleted, the user’s default follow-up email will automatically be used.

→ Learn more about setting up follow-up emails here.

5. Edit, Duplicate & Delete Events

Each event can be managed via the three-dot menu in the Event Overview.

Duplicate Event:

When you click on “Duplicate”, a new event with prefilled data will be created.

The following data will be copied:

Event details
Contact forms
Follow-up settings
Goals

Important: The event name must be changed before saving, because each event name can only exist once.

Delete Event:

When you click on “Delete”, the event will be deleted.

Deleted:	Not Deleted
Event Settings Event Assignments Event Forms Event Emails	Contacts Leads Contact Data

→ Contacts remain fully available in the contact system.

6. Event-Insights

The Event Insights section provides a detailed overview of your event performance, lead generation, and attendee interactions. All analytics are automatically generated based on event data and the activities of assigned team members.

To access the Event Insights, click "Show Event Insights".

Overall Event Performance

At the top of the Insights page, you will find the most important event metrics:

Generated Pipeline
Event Costs
Team Members
Total Leads
Lead Goal Progress

These metrics provide a quick overview of the overall performance of your event.

Generated Pipeline

The Generated Pipeline section allows you to track the estimated revenue value of the collected leads.

You can choose between two calculation methods:

Calculate automatically
Enter value manually

Additionally, you can define an average contract value.

Automatic Calculation

With automatic calculation, the pipeline is calculated based on:

Average contract value
Number of collected leads

Example:

Average Contract Value × Total Leads = Generated Pipeline

If a new event does not yet contain any leads, no value is displayed initially and the message "Add information" may appear.

Since no leads are available in this case, the automatic calculation results in a value of 0.

Manual Calculation

Alternatively, you can manually enter the pipeline value.

This is useful when:

Revenue values are managed externally
Estimated revenue should be adjusted manually
No automatic calculation data is available yet

Once manual mode is activated, the entered value is used directly for the Event Insights.

Business Card Insights

The Business Card Insights show how often digital business cards were used and viewed during the event.

The following metrics are displayed:

Profile Views
Link Clicks
File Clicks
Saved vCards

These insights help you evaluate your team's engagement and reach during the event.

Lead Sources

The Lead Sources section shows through which channels leads were captured.

The following lead sources are available:

Business Card
- Leads created by scanning business cards.
Badge Scan
- Leads captured by scanning attendee badges.
Lead Capture Form
- Leads generated through internal or external lead capture forms.
QR Code Scan
- Leads collected through public QR code forms.
Manuell
- Manually created contacts
- Contacts from the contact management system
- CRM imports

The percentage distribution is automatically calculated based on all collected leads.

Leads per Day

The Leads per Day section shows how many leads were captured on each event day.

This allows you to identify the days on which the highest number of leads was generated.

Leads by Hour and Day

The Leads by Hour and Day view provides a detailed heatmap of lead activity throughout the event.

It shows:

Which day generated the most leads
The times of day with the highest activity
The strongest event periods

The overview is displayed hourly throughout the day and helps identify peak times and the most successful event periods.

Custom Field Insights

Custom fields from the internal contact form are automatically included and analyzed within the Event Insights.

All submitted responses are collected and displayed within the analytics.
This allows you to better analyze participant interests, qualification data, and event-related information.

Example custom fields:

This enables you to identify which products, services, or topics generated the greatest interest during the event.

7. Exporting Event Insights

Event Insights can be exported as both PDF and Excel files.

The following export formats are available:

PDF Export
Excel Export

PDF-Export

The PDF export includes all Event Insights content in a PDF document.

This includes:

Overall Performance
Business Card Insights
Lead Sources
Leads per Day
Leads by Hour and Day
Custom Field Analyses

The PDF closely reflects the appearance of the platform.

Excel-Export

The Excel export generates a structured event report.

The Excel file contains various sections and analyses, including:

Overall Performance
Business Card Insights
Lead Sources
Leads per Day
Leads by Hour and Day
Custom Field Analyses

Multilingual Export

Export files are automatically generated in the selected language.
For example, if German is selected:
- The PDF file is exported in German.
- The Excel file is also fully generated in German.

The same applies to all other supported languages.