17. Lead Capture

Let exhibitors collect attendee details at your event by scanning tickets with the access control app.

Overview

Lead capture gives exhibitors at your events a simple way to collect attendee contact details. Each exhibitor scans attendee tickets using the access control app, and after the event, a CSV report of all scanned leads is automatically emailed to the exhibitor's contact.

This is useful for:

Trade shows and expos where exhibitors need to collect visitor information
Sponsored events where partners want to follow up with attendees
Any event where third parties need a controlled way to capture attendee data

Behind the scenes, each exhibitor is a specially configured access control zone with its own user account, permissions, and automated report.

Prerequisites

Lead capture requires two feature flags to be enabled:

Feature Flag	Purpose
Access Control	Provides the scanning infrastructure that exhibitors use
Lead Capture	Enables the exhibitor creation and management interface

Both must be active before you can create exhibitors. Access control is the underlying technology - lead capture builds on top of it.

Creating an Exhibitor

To set up a new exhibitor:

Navigate to the event and open Exhibitors
Click Create exhibitor (or Add new exhibitor)
Fill in the following fields:

Exhibitor name - the name displayed in the admin panel and in the access control app
Contact name - the person managing the exhibitor
Contact email - the email address that will receive login credentials and the automated lead report after the event

When you save, the system automatically:

Creates (or locates) a user account for the contact email address
Sends a password reset email so the contact can set their credentials
Creates the exhibitor's scanning zone with lead-capture-specific settings
Adds a Notes data capture field for the exhibitor to annotate scans
Creates a scheduled Lead Capture report to be delivered after the event
Assigns a restricted role so the contact can only access what they need

If the contact email belongs to an existing user, that account is linked to the exhibitor rather than creating a duplicate. The user receives the restricted exhibitor role for this event.

What the Exhibitor Zone Does

Each exhibitor zone is automatically configured with settings optimised for lead collection:

Setting	Value	Why
Fast scan	Enabled	Keeps the queue moving at busy stands
Scan limit	Once per attendee	Prevents duplicate leads
Direction	Entry only	No need to track exits
Accepted tickets	All event tickets	Any attendee can be scanned
Attendee list	Hidden	Exhibitors should not see the full attendee roster

You do not need to configure these settings - they are applied automatically when the exhibitor is created.

The Exhibitor Experience

Once an exhibitor is created, the contact goes through this workflow:

Receives a password reset email and sets their password
Logs in with their restricted account - they can only access the access control app for their assigned event
Scans attendee tickets at their stand using the access control app
Adds notes during scanning to record context about each lead (e.g. product interest, follow-up action)
Receives the lead report via email after the event ends

Exhibitors do not have access to the admin panel. All scanning happens through the access control app. The admin interface is only for creating and managing exhibitors.

Managing Exhibitors

Viewing Your Exhibitors

The Exhibitors page lists all exhibitors for the event, showing:

Exhibitor name
Contact details
A live count of leads captured (scanned attendees)

Use the search bar to filter exhibitors by name.

Editing an Exhibitor

You can update an exhibitor's name and contact details at any time.

If you change the contact email, the previous contact loses access and the new contact receives a password reset email. The automated report delivery address also updates to the new contact email.

Deleting an Exhibitor

Deleting an exhibitor removes the exhibitor zone, the contact's access, the report, and the scheduled report delivery. Deleted exhibitors can be restored from the exhibitor list.

Restoring an Exhibitor

When you restore a deleted exhibitor, the system reinstates the zone, contact access, and report. It also re-syncs the scheduled report delivery time, which is useful if event dates changed while the exhibitor was deleted.

Automated Lead Report

Each exhibitor gets a scheduled report that delivers their captured leads automatically.

Detail	Value
Report name	Lead Capture: \{exhibitor name}
Format	CSV
Delivery	Emailed to the exhibitor's contact email
Schedule	One day after the event ends, at midnight in the event's timezone

Report Contents

The CSV includes one row per scanned attendee with the following columns:

Column	Description
`scan_date`	When the attendee was scanned
`customer_name`	The attendee's name from their ticket
`customer_email`	The attendee's email from their ticket
`event_id`	The event identifier
`event_name`	The event name
`eventstartdate`	When the event started
`datacapturenotes`	Any notes the exhibitor added during scanning

Exhibitors can also view their report directly in the system without waiting for the scheduled email.

Access Control
Scheduled Reports
NFC Pairing