--- title: Lead capturing at events and for field sales description: "Digital lead capture for events and field sales: collect, qualify, and sync contacts automatically with your CRM using Lemontaps." --- [Skip to content](https://support.lemontaps.com/en/lead-capturing-at-events-and-for-field-sales#main-content) - [English](https://support.lemontaps.com/en/lead-capturing-at-events-and-for-field-sales) - [Deutsch](https://support.lemontaps.com/de/leaderfassung-auf-messen-und-im-außendienst) English Show submenu for translations ![Lemontaps Logo-Black (1)](https://support.lemontaps.com/hubfs/Lemontaps%20Logo-Black%20(1).svg) - Start - Produkte - Preise - Blog - Unternehmen Open main navigation Close main navigation - Start - Produkte - Preise - Blog - Unternehmen - - [English](https://support.lemontaps.com/en/lead-capturing-at-events-and-for-field-sales) - [Deutsch](https://support.lemontaps.com/de/leaderfassung-auf-messen-und-im-außendienst) English Show submenu for translations - [Contact us](mailto:support@lemontaps.com) [Contact us](mailto:support@lemontaps.com) How can we help you? - There are no suggestions because the search field is empty. 1. [Lemontaps Helpdesk](https://support.lemontaps.com/en?hsLang=en) 2. [Lead capture](https://support.lemontaps.com/en/lead-capture?hsLang=en) October 2, 2026 # Lead capturing at events and for field sales **Requirements:** Administrator (Setup & Analysis), All users (Contact Capture & Editing) · Sales Add-on Need help planning your next trade fair? This guide will help you set up Lemontaps for the trade fair and get the most out of your visit! #### Preparation **1. Create a fair group** First, create a new fair group in the admin area under “[Units](https://lemontaps.com/md/units)” and name it after the fair or event. Users who have selected this group as their main unit will automatically receive all fair-specific settings - from lead forms to individual business card designs that you create for the event - as long as they are part of the unit. For help with creating and managing units, [this article](https://support.lemontaps.com/en/how-do-i-create-and-manage-units-in-lemontaps?hsLang=en) may be helpful.  ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102054381/original/W8roSqVFridT_vGovxLzOxgSfg56ZhI9OQ.png?1739963667)   **2. Modify the internal and external lead capturing form** Now you can select the unit/group in the team settings under [Contacts → Contact Fields](https://lemontaps.com/md/settings/contact-form) and configure the forms for the trade fair accordingly.  ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102054651/original/7Bt_IsLuiEP5HoIuvHSX_L4jDLKpE2Bidw.png?1739963812)   Modify your internal and external lead capturing form to fit accordingly to the event.  The external lead capture form is used when you share your business card. Your conversation partner can then leave their contact details here. Create the corresponding fields and move them to the “Show” area to activate them. The internal lead capturing form is displayed when you click on an existing contact and appears when scanning and manually creating a contact. This is not shared and is intended for internal contact processing. The internal form is useful for saving information that goes beyond the contact details. You can find more help on the lead capture forms [here](https://support.lemontaps.com/en/how-do-i-change-the-internal-and-external-contact-form?hsLang=en). ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102054685/original/erSlDIJDvWR_SIsI8KWWg8abUX15o3PxPA.png?1739963827)   **3. Modify Follow-up-mails**   Under the [Contacts → Follow-up Emails](https://lemontaps.com/md/settings/follow-up-emails) tab, you can create a follow-up email before the event, which can be automatically sent to new contacts. Once this process is triggered, the follow-up emails will be sent out automatically. To set up the email: First, select the appropriate unit at the top. Then, search for the template “Contact Form: Email to Contact” to edit the correct template. This email includes the contact data file (.vcf) and a link to the digital business card profile. You can customize the content of the message to your liking and use placeholders, so the template can be used by any team member. It’s best to mention where you met the contact (e.g., the name of the event) and include event-specific information. [This article](https://support.lemontaps.com/en/how-do-i-use-the-email-template-editor?hsLang=en) provides further guidance on this. [![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150109433865/original/SH9jfLu9jx7m0BbT9SmhluLRrTvxXfWNEg.png?1744659931)](https://support.lemontaps.com/en/support/solutions/articles/150000144789?hsLang=en) ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102054718/original/x6a9c0lzdPWNYWyRVfLajmN2fUmpBJbn0g.png?1739963842)   **4. Connect to a CRM or Outlook**   Connect Lemontaps to a CRM or Microsoft Outlook to synchronize your new contacts. Navigate to [Contacts → CRM Integration](https://lemontaps.com/md/settings/crm-integration) and click on your preferred CRM to start the configuration. Our [guides](https://support.lemontaps.com/en/integrations?hsLang=en)will lead you through the various integrations. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102054735/original/pGVV_wkrjXxr73LuQ22D5Cl63R4DAMwhZg.png?1739963855)   #### Usage during the fair 1\. Record a contact Leads can be captured in many different ways with Lemontaps: by scanner for business cards, trade fair badges and LinkedIn QR codes or manually. In addition, new contacts can enter their data directly in the contact form of the digital business card itself. The various options are explained in more detail in the table: | Business card-scanner | ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102054788/original/ZwSlOCMm3lhWngsiWEDpPNPQ-yQWc8UGYA.jpeg?1739963886) | Simply place the business card in the frame and take a photo. The OCR scanner reads the contact data. You can deselect incorrect data with a click and have the option of triggering the follow-up email. | | --- | --- | --- | | Event-badge-scanner | ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102054811/original/b1AwvJNGdJa1MEne7rfUfIW3Z_92v4EqVQ.jpeg?1739963899) | The badge scanner works at every event; our scanner reads the first name, surname and company from the badge and then further contact information such as email, telephone number, position, LinkedIn-URL etc. is enriched by our AI in the background. | | LinkedIn-QR-code-scanner | ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102054889/original/-lg9Bt5BRP5iy-yt9bHd3hqCAsnBtn42Kg.jpeg?1739963917) | You can use this to scan the LinkedIn QR code of the person you are talking to. Place the QR code clearly visible in the frame and the scanner automatically recognizes the data stored on LinkedIn. The email address is then automatically enriched. | | Have the contact form on the digital business card filled out | ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150101943348/original/SZpUC0oOUahgHMpPLx7Ffnna2XPFMWVH9A.png?1739900691) | Share your digital business card with your new contact and ask them to leave their contact information in the form. This will give you their contact and they will automatically receive the follow-up email with your contact information. | | Create contact manually | ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102054999/original/WTnFdt58xHKZACCP0jBsnMw6oPGwdSmzjA.png?1739963945) | Go to “My contacts” and click on the green “Add contact” button at the top right. You can now enter the contact details manually. |   2\. Fill out the lead form and add notes Once you have made contact, you can fill out the lead form and make notes to help you remember the contact. This way, even after the trade fair, you will know what topics were discussed and how interesting the lead is. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102055045/original/aHPwO8tL2ISlhoCBbmy1UrrUxaqXCKIg6A.png?1739963962) **AI Voice Assistant Feature:** Simply record your meeting notes as a voice message – our AI will automatically generate a summary, a follow-up email, or a to-do list. Soon, you'll even be able to complete entire forms using voice input and AI support.  ![](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-06-29%20um%2021-39-50-png-1.png?width=273&height=337&name=Bildschirmfoto%202026-06-29%20um%2021-39-50-png-1.png) In the app, you can also record a voice note directly from the home screen using Record note, even before the contact has been created. You can then assign the note to the relevant contact. ---   3\. Send follow-up mails Follow-up mails can be sent at any time from your list of contacts. Open the menu next to the name of your contact. After clicking "Send follow-up email", the set mail is automatically sent. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150108801920/original/dpbQSCI6CxAaZwYtHowHxLI6E3e5wXvEbg.png?1744216409) Alternatively, you can do the same from the "Edit contact" window. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150108801984/original/j-crfk0zWs9q-HhwZKBFNwl5pDpT-9vnYQ.png?1744216425) --- #### After the fair 1\. Enrich missing contact info using AI  If you click on the “Enrich with AI” button or select several contacts and click on “Enrich with AI”, the [AI enrichment](https://support.lemontaps.com/en/how-contact-enrichment-works-with-lemontaps?hsLang=en) starts automatically, which searches for missing contact information and can add phone numbers, profile pictures etc. to the contact.  | ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102055089/original/t8G4tcDnpWXuZerrMdJbfSsPFEUjNc0Q2g.png?1739963994) | ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102055159/original/YDYrb8_Kx9UVKcvUE8kPXiUh_2a6yqxikg.png?1739964025) | | --- | --- |   2\. View event-analytics In the admin view, the evaluation of the trade fair can be viewed under “[Analytics](https://lemontaps.com/md/analytics)”. If you select the trade fair group under “Select unit”, you will see all the figures for the respective trade fair. Here you can see how the members in the event group shared their digital business cards and how many contacts were recorded. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102055250/original/-k8EyMHKNPWvGsqlHhyr_j6CA_n8YpAG1Q.png?1739964076) 3\. See event-leads If you click on “Customize table” under “Contacts” in the admin view and activate the “Units” column, you can see which event group/unit the contacts were entered through. You can sort the “Units” column alphabetically to find all contacts belonging to the event group. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102055340/original/Zuvj5GftMC68_hKW_OKRkYgO0CS2EipZLw.png?1739964110) ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102055562/original/iURB1NvCcsPvUzXIXQpRU4m13lTUoY0EWg.png?1739964167)   4\. Filter contacts In the [**Contacts overview**](https://lemontaps.com/md/contacts), you can filter and search your contacts, for example, to display only the contacts captured at a trade show. ![Bildschirmfoto 2026-10-02 um 09.58.42](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-10-02%20um%2009.58.42.png?width=573&height=159&name=Bildschirmfoto%202026-10-02%20um%2009.58.42.png) ![Bildschirmfoto 2026-10-02 um 09.57.42](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-10-02%20um%2009.57.42.png?width=497&height=826&name=Bildschirmfoto%202026-10-02%20um%2009.57.42.png) 5\. Export contacts to a CRM, Outlook or Excel as a .csv Once all contacts have been checked, you can easily export them to your CRM system, Outlook or as .csv/Excel. You will find the “Export” option under “Contacts”.  First, select the contacts to be exported and then select the format in which the export should take place. You can find the help article on CRM integration [here.](https://support.lemontaps.com/en/integrations?hsLang=en) When exporting as an Excel or CSV file, you can also choose whether to include attachments and images, such as signatures, profile pictures, or images of scanned business cards. This export is provided as a ZIP file and sent by email to the email address associated with your Lemontaps account. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102055643/original/pqalO8rMnv0hFwnQLcXxbiA4yHhakGy8tQ.png?1739964201) **6. Assign a Contact to a Colleague for Follow-Up** Was a lead captured at a trade show, but another team member is responsible for the follow-up? Simply assign the contact to the responsible person. For more information, see the article [*Assign a Contact to Another User (Change Owner)*](https://support.lemontaps.com/en/kontakt-einem-anderen-nutzer-zuweisen-owner-%C3%A4ndern). 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