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Runtime Lead Collection

When the Event is running, lead capture happens at booths, tables, and wherever Collectors are stationed. This article covers what to expect at runtime and how to handle common issues.

The Mobile App is the primary surface for Collectors at runtime.

The scanning flow

For each lead, a Collector:

  1. Opens the Event in the Mobile App
  2. Taps the Floating Action Button (FAB) on the Event's main details page
  3. Selects Scan for Leads from the menu
  4. Scans the participant's Digital Badge QR code
  5. Completes any lead capture survey questions
  6. Confirms the lead is saved

If the form has no survey questions, the scan alone is sufficient to record the lead.

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

What participants experience

From a participant's side:

  • The Collector asks for their badge
  • The Collector scans the QR
  • The Collector may ask one or two follow-up questions
  • The interaction is brief — usually under a minute

Participants don't need to do anything special beyond presenting their Digital Badge from the Mobile App (or a printed badge if your Event uses physical badges).

Online and offline operation

Lead capture works in both modes:

Mode Behavior
Online Scans and survey responses sync immediately
Offline Scans queue on the Collector's device; sync resumes when connectivity returns

Sponsors at venues with patchy connectivity (basements, remote sites, packed conference halls) can collect leads throughout the day and sync later. The captured data stays on each device until it can reach the server.

When multiple Collectors are working

At a sponsor's booth with several Collectors scanning in parallel:

  • Each Collector operates independently
  • Scans from each device are recorded under the Collector who performed them
  • The system reconciles offline state when devices reconnect, using each action's timestamp

If sync appears stuck, reopening the Mobile App typically refreshes its connection state.

Common runtime issues

Issue What to try
The scan does not register a participant Confirm the participant has a Digital Badge for this Event; confirm the QR is clearly visible; try again
The lead capture form does not appear after scanning Confirm the Collector is associated with the right lead capture form; if no questions are configured, the scan alone is sufficient
The Collector sees no leads in their list Verify connectivity; confirm sync; reopen the Mobile App
A participant says they were scanned but the lead is missing Check whether the scan was offline at the time and is still queued on the original device
A Collector cannot sign in The email used to sign in must match the invitation email; reset password or use magic link
A scan was performed by the wrong staff member The Collector identity is captured at scan time; if reassignment is needed, the organizer handles it from the Web App

Reviewing leads during the Event

Captured leads are visible to organizers in Track — specifically, the Track / Individual view on the Activity that each lead capture form is tied to. Filter and sort to focus on leads from a particular Collector or time window.

This is useful for spotting problems early. If one Collector's device has not synced for an hour while others are capturing steadily, something may be wrong with that device.

A dedicated lead-export feature is on the product roadmap but is not yet available. For now, organizers share leads with sponsors by manually copying data from the Track / Individual view (or via Track's standard export options).

Handling difficult scenarios

A participant declines to be scanned. Lead capture in Eventene is structured around scanning. If a participant declines, the Collector can record the interaction outside Eventene (paper notes, the sponsor's CRM directly), but the lead will not appear in Eventene's captured lead data.

A walk-on has no Digital Badge. A walk-on who has not registered does not have a Persona or a Digital Badge for this Event. The Collector cannot scan them. The walk-on workflow — adding the person to a Group, registering them — needs to happen first. See Runtime Operations.

A Collector's device runs out of battery or is lost. Leads captured on that device while offline are preserved on the device until it reconnects. If the device is wiped or permanently lost before syncing, offline data on it may be lost. For high-stakes events, keep Collectors on connected devices and encourage them to sync periodically.

A participant is scanned by the same Collector twice. Duplicate scans typically produce two lead records. The organizer can clean these up after the Event during export.

After the Event

Once the Event completes:

  • All synced lead data is visible in Track / Individual on the relevant Activities
  • Organizers share leads with sponsors by manually copying or exporting from the Track / Individual view
  • Sponsors typically receive a subset scoped to their Collectors or their lead capture form

A dedicated lead-export feature is on the product roadmap but is not yet available. See Sponsor & Exhibitor Coordination for current handoff patterns.

See Also