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Collectors

A Collector is a person assigned by an organizer to scan attendee badges and record leads during an Event. Collectors are most often sponsor or exhibitor staff at a booth, but they can also be members of the organizing team designated to handle lead capture at a specific table or table set.

If you've been added as a Collector and are arriving here to learn what to do:

  1. Install the Eventene Mobile App on your phone (App Store or Google Play)
  2. Sign in using the email address the organizer used to invite you
  3. Open the Event for which you've been assigned
  4. On the Event's main details page, tap the Floating Action Button (FAB) and choose Scan for Leads
  5. Scan a participant's Digital Badge; complete any survey questions; the lead is recorded

The rest of this article covers the Collector role in depth. The setup sections ("How Collectors are configured") are for the organizer who added you. The runtime sections ("What a Collector sees", "What Collectors capture", "Common Collector troubleshooting") are the ones you'll most likely want.

Collectors are a distinct role

Eventene's role model has several user types:

  • Owner / Admin / Organizer — full or near-full access to the organization
  • Event Staff — day-of-Event helpers; can check participants in and out
  • Collector — scans for leads; capabilities scoped to lead capture

A Collector does not manage Events, edit Groups, or send emails. They can scan attendee badges and complete lead capture from the Mobile App.

For the full role model, see Account Roles & Permissions.

How Collectors are configured

The organizer adds Collectors to the Event and associates each one with the appropriate lead capture form or sponsor team. Typical setup:

  1. The organizer creates the lead capture form for the sponsor or workflow
  2. The organizer adds each Collector to the account with the Collector role
  3. The organizer associates the Collector with the relevant lead capture form
  4. The Collector signs in to the Mobile App using the email they were invited with
  5. Once the Event is open, the Collector sees the lead scanning option in the FAB

A Collector is typically associated with one sponsor or one booth. Larger sponsors may have several Collectors working in parallel.

For full setup steps, see Setting Up Lead Capture.

What a Collector sees in the Mobile App

When a Collector opens the Event:

  • The Event details page shows the same basics any participant sees
  • The Floating Action Button (FAB) includes a Scan for Leads option
  • After a scan, the Collector may be prompted with the lead capture form's survey questions

The Collector does not see the full Attendees tab, the Activity setup, or other organizer-level views.

For broader scanning context, see QR Codes & Scanning in Eventene.

What Collectors capture

When a Collector scans a participant's Digital Badge, the system records:

  • The participant (Persona) who was scanned
  • The Collector who performed the scan
  • A timestamp
  • Any survey responses entered alongside the scan

The exact set of captured fields depends on the lead capture form's question design. See Lead Forms & Surveys.

Online and offline scanning

Lead scanning works in both modes:

  • Online — scans and survey responses sync immediately
  • Offline — scans queue on the Collector's device; sync resumes when connectivity returns

Several Collectors at the same booth can scan in parallel. The system reconciles state across devices when they reconnect.

What participants experience

From a participant's side, lead capture is brief:

  • The Collector asks for the participant's badge
  • The Collector scans the QR
  • The Collector may ask one or two follow-up questions
  • The interaction ends

Participants do not need to opt in to being scanned. Not presenting the badge is sufficient to opt out at a given booth.

Common Collector troubleshooting

Problem What to check
Collector cannot sign in The Mobile App email must match the invitation email
Scan for Leads is not in the FAB Confirm the Event has lead capture set up and the user is assigned as a Collector for at least one form
The scan does not record a lead Confirm connectivity; if offline, the scan should queue; verify the participant has a Digital Badge for this Event
Survey responses do not appear synced Verify connectivity; reopen the Mobile App; check whether the data is still queued offline

See Also