Lead capturing at events and for field sales

TABLE OF CONTENTS

• Preparation
• Usage during the fair
• After the fair

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” 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 may be helpful. 

2. Modify the internal and external lead capturing form

Now you can select the unit/group in the team settings under “Contact form” and configure the forms for the trade fair accordingly. 

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.

3. Modify Follow-up-mails

You can create a follow-up email before the event under the “Email templates” tab, which can get sent directly to new contacts. If this process gets activated, follow-up-mails will get sent automatically.
Create the mail: Select “Contact form: Email to contact” to edit the correct template. This email contains the contact data file (.vcf) and the link to the digital business card profile. You can customize the content of the message to your liking and create placeholders so that the template can be used by any member. It is best to write at which trade fair you met your contact and add trade fair-specific information. This help article contains further information.

Info: Currently, it is not possible to customize the email template for each unit individually, but only for all units - this feature is currently under development. 

4. Connect to a CRM or Outlook

Connect Lemontaps to a CRM or Microsoft Outlook to synchronize your new contacts. Navigate to "Integrations: CRM-Integration” and click on your preferred CRM to start the configuration. Our guides will lead you through the various integrations.

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		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		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		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		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		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.

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 starts automatically, which searches for missing contact information and can add phone numbers, profile pictures etc. to the contact. 

2. View event-analytics

In the admin view, the evaluation of the trade fair can be viewed under “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.

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.

4. Filter contacts

There is currently no filter function for contacts in Lemontaps, but this is already under development. 

For now, you can mark the contacts and export them as an Excel/csv file to better filter the recorded contacts.

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.