LEAD RETRIEVAL BY FIRA BARCELONA

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Alaina Booth
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1 LEAD RETRIEVAL BY FIRA BARCELONA

2 Summary 1. What is Lead Retrieval and how does it work? 2. When and how is used Lead Retrieval Mobile Scanner? 3. When and how is used Lead Retrieval Web Portal? 4. Why to use Lead Retrieval, what benefits does it have? 5. Which data can be retrieved/captured with Lead Retrieval? 6. How do the advanced functions of LR work (surveys, tags, document sending, notes)? 7. Which data do I need to Access my Lead Retrieval account? How to get the log in credentials? 8. What is administrator user? How to get the administrator log in credentials? 9. What is Company Code? How to get it? How to get the log in credentials? 10.How to download lead information after the event? 11. What does the Lead Retrieval Mobile Scanner rental service include? 12. How to place Lead Retrieval order? 13. What to do after placing LR order? When, where and how to pick up Mobile Scanners? 14. What kind of support can be expected during event? 15. I need to contact LR support team urgently, how can I do that? 16. Overview of Lead Retrieval service: how does all the purchase and use process looks like? 2

3 1. What is Lead Retrieval and how does it work? Lead Retrieval (LR) is a digital tool that scans visitors badges, helps to follow up and Lead Retrieval is a badge scanning application that helps to capture visitors contact details, get more insights about the visitor profile and to follow up in a realtime. Lead Retrieval has 2 components: Mobile scanner (Android app on rental smartphone) and Web Portal. Visitor badge is canned with Mobile Scanner and all the retrieved information is accessible (and can be downloaded) on Web Portal via any internet browser. 2. When and how is used Lead Retrieval Mobile Scanner? Mobile Scanner: - Is used during event to scan the stand visitor badges - Enables efficient contact information retrieval (synchronizes all the info in real-time with the Web Portal) - Enables lead classification (tags) and qualification (surveys) in a real time - Enables real-time follow up with the lead (direct contact by sending messages and documents in a real-time) - Has some statistics dashboards, accessible from the Mobile Scanner. Complete statistics accessible via Web Portal. How does Lead Retrieval work? Approach the mobile scanner to the visitor s badge (camera pointing to QR code). Once camera detects QR code, all the visitor s information will be automatically scanned and synchronized with the scanner s account in a real-time. 3. When and how is used Lead Retrieval Web Portal? Web Portal: - Before the event. It is used for configuring the service for the event: creating surveys, tags, uploading documents. After creating the surveys, tags and documents on Web Portal they will automatically appear in the app on Mobile Scanner (to be used during event). - During event. It can be used to follow up the lead capturing progress and team performance in real-time during event. Various statistics filters and reports can be accessible via Web Portal. - After event. All the lead information is accessible from administrator s account via Web Portal and can be downloaded in Excel file. All the additional information, such as surveys, tags, notes, will also be visible in the export file. Web Portal is accessible from any internet browser. 3

4 4. Why to use Lead Retrieval, what benefits does it have? Why is it useful to use Lead Retrieval: - Lead Retrieval saves time and increases efficiency. The stands get lots of traffic during events and it becomes difficult to manage all the contacts manually or by picking up business cards. In a meanwhile, LR does all the work of data collection automatically. - It prevents errors. Manually entering the contacts, there is always a risk of mistake. Using LR it is impossible to do a mistake in or any other contact info. - LR allows to capture more info than the basic contact details. Surveys, notes help to add more personal info. - LR enables real-time communication with the visitor (documents, message can be sent immediately to the scanned contact). - LR also helps to classify the contacts in real-time and its much easier to process the info once back in the office (using tags feature) Lead Retrieval by Fira is not only a contact scanner, but also helps to capture more detailed information about the stand visitors. The info that can be retrieved by LR: - Visitor s name and last name - Company and job tile - Contact info: , pone number - City and country - Answers to previously defined surveys - Classification of the visitor profile by Tags (previously defined) - Also the visitor can be contacted immediately by sending documents or messages. 5. Which data can be retrieved/captured with Lead Retrieval? The info that can be retrieved by LR: - Visitor s name and last name - Company and job tile - Contact info: , pone number - City and country - Answers to previously defined surveys - Classification of the visitor profile by Tags (previously defined) - Also the visitor can be contacted immediately by sending documents or messages. 4

5 6. How do the advanced functions of LR work (surveys, tags, document sending, notes)? - Surveys How relevant is the visitor to your business? Which products is the visitor interested in? How does he know about your business? Use Lead Retrieval for gathering richer information about the visitors: set up surveys with unlimited amount of questions and get to know your leads. After the event you can use all of this information for a personalized follow up. How does it work? Create multiple surveys prior to the event and conduct them during event, right after scanning the lead. When event is over, download all the gathered lead information (including survey answers) in a single Excel file for the further analysis. - Documents Some of the visitors who come to the stand have a higher inter Is your stand visitor highly interested to know more details about your products? Or maybe wants to already order? Send the sales folder or an order form right on the spot, while you are speaking to the lead. Lead Retrieval enables you to send various formats of the documents or links to the video in a real time. How does it work? Upload the documents (pdf, word, excel, powerpoint,.zip,.rar) or hyperlink (to the video, to your website, to public documents folder, etc.) to Lead Retrieval Web Portal prior to event and it to scanned leads via Lead Retrieval scanning device in a real time. - Tags Classify your stand visitors to the categories of your definition. Make it easier to analyze the lead follow up after the event. There is a lot of visitors coming to your stand and not all of them can be your potential clients. To filter and classify the leads you can create tags, for example, Interested in Product A, Interested in Product B, Not interested, Follow up immediately. Tagging your leads with corresponding label will help you to segment your stand visitors more effective and provide more personalized follow up after the event. How does it work? Tags can be created via Lead Retrieval Web Portal prior to the event. During event tag your leads with the labels right after scanning the badge. The tag will be reflected in final lead list. Tags are visible only for you (not for visitors). 5

6 - Text Notes Take notes of important information about your visitor at the moment of speaking. You have scanned the lead and explained about your company business. The lead is highly interested. Maybe you want to set a meeting with this lead once the show is over? Take a note about this lead. It will appear in final exported leads list and you will be able to identify all the important leads by the notes you took wile speaking to them. How does it work? Scan the badge of your visitor and take the note. Or find the lead in scanned leads list and add the note from there. The note will appear in final exported leads list and you will be able to identify all the important leads by the notes you took wile speaking to them. Note is visible only for you (not for visitors). - Statistics & Reports Be informed about the lead capturing progress and your team performance at any time from any location. Mobile Scanner: Visualize your lead data via dashboard with various filters in the mobile solution. Check your lead capturing progress at any time from your app which offers some of reporting filters. Web Portal: Are you interested on how your team is doing at the trade show while you are at your office? You can always access the Web Portal and visualize the lead capturing process via dashboard and advanced statistics reporting options. In addition to that visualize how each team member is doing on scanning the leads. 7. Which data do I need to Access my Lead Retrieval account? To use Lead Retrieval you will need 2 types of data for log in: - For using Web Portal it will be used Administrator credentials (user and password) - For Mobile Scanner of Lead Retrieval it will be used Company Code. 8. What is administrator user? How to get the administrator log in credentials? When placing the order for Lead Retrieval contact scanner, it will be asked to provide contact person details. This person will be responsible for lead Retrieval service during the event and will be assigned as LR administrator. All the information and communication regarding Lead Retrieval service, such as log in details and service delivery hours, will be sent to this contact person. Only Lead Retrieval Administrator has the access to Lead Retrieval Web Portal for configuring the service and downloading the leads. 9. What is Company Code? How to get it? How to get the log in credentials? For logging in to the app of Lead Retrieval it will be used Company Code. This code will be provided for the Lead Retrieval administrator, who will be responsible to distribute the code to all the team members using Lead Retrieval rental scanners. All the users who will use Lead Retrieval mobile scanner, will need to enter Company Code for being able to use the scanner. Company Code will be sent to Lead Retrieval Administrator before the event and this person will be responsible to share it to the team who will be using Lead Retrieval Scanners. 6

7 10. How to download lead information after the event? Only Lead Retrieval Administrator can download the lead information. It can be accessed and downloaded as an Excel file from Lead Retrieval Web Portal. Web Portal will be accessible up to 3 months after the event. 11. What does the Lead Retrieval Mobile Scanner rental service include? Lead Retrieval by Fira Barcelona service includes: Access to Web Portal (accessible online) Mobile Solution rental (Android mobile device with 4G data connectivity(sim) for LR use during event period, charger + LR mobile application preconfigured to use) Assistance prior, during and after the event via , phone. Assistance onsite during the event. LR Mobile device delivery: delivery to your stand before the event and last day pick up (schedule of your choice). 12. How to place Lead Retrieval order? There are 2 ways: - The quick way would be to Access AEX (e-commerce of the event) and place the order form Lead Retrieval section. - Fill in the Lead Retrieval order form and send a signed copy via to Fira Barcelona contact person from ServiFira team or from Lead Retrieval). 13. What to do after placing LR order? When, where and how to pick up Mobile Scanners? After placing the order, Lead Retrieval team will contact the Administrator person and will provide log in data, company code and will Schedule the devices delivery. Devices will be delivered directly to exhibitor s stand. The pickup also will be done by Lead Retrieval team directly from exhibitor s stand on the last day of the event (previously scheduled with the exhibitor). 14. What kind of support can be expected during event? Before and after the event there will be available support team by and phone. During event we will have a team of agents available by phone and and, in some cases, agents will come directly to your stand to solve the doubts/incidences. 15. I need to contact LR support team urgently, how can I do that? leadretrieval@firabarcelona.com Tel

8 16. Overview of Lead Retrieval service: how does all the purchase and use process looks like? Before the event: 1. Exhibitor can place the order: - By filling in, signing and sending the order form to Fira agent. - By entering the order in AEX (Event e-commerce) Once the order processed, Lead Retrieval team will contact the exhibitor to confirm the order and schedule the delivery. 2. After the order is placed, Lead Retrieval team will send the following information to the exhibitor (client): - Log In credentials for Web Portal for administrator user - Company Code for accessing the Mobile Scanners - Instructions on how to configure Lead Retrieval service for the event - Will indicate the dates and timings available for scheduling devices delivery before the event (it will be delivered directly to the stand, depending on delivery date, there might by delays of 20min) - Will provide all the contact information in case of any doubts. 3. The exhibitor will have to respond and confirm the delivery date & time. 4. Before the event, exhibitor can access Web Portal with administrator user and create surveys, tags and upload the documents. These steps are not obligatory, but highly recommended for the exhibitor so that they could take the most out of Lead Retrieval use. 5. It is essential that before the event Lead Retrieval administrator (exhibitor contact) distributes the Company Code for all users of the Mobile Scanners. During event: 1. During event LR is used to scan visitor badges. All the captured information is automatically synchronized and immediately accessible in Web Portal by administrator. 2. Every Mobile Scanner will have a sticker with Customer Service contact details indicated: phone number and (leadretrieval@firabarcelona.com and ). Our team will respond immediately. In some cases Lead Retrieval agents will go directly to the stand to solve any occurring doubts. 3. The last day of the event Lead Retrieval team will pick up all the scanners from exhibitor stand. There are no exeptions, all the scanners must be returned the last day of the event. After event: 1. Administrator user must access Web Portal, go to Leads section and download all the captured information in Excel file. Access to the Web Portal will be accessible for 3 months after the event. 8

9 Disclaimer This presentation contains general information only and FIRA BARCELONA is not, by means of this presentation, rendering accounting, business, financial, investment, legal, tax, or other professional advice or services. This presentation is not a substitute for such professional advice or services, nor should it be used as a basis for any decision or action that may affect your business. Before making any decision or taking any action that may affect your business, you should consult a qualified professional advisor. FIRA BARCELONA, its affiliates, and related entities shall not be responsible for any loss sustained by any person who relies on this presentation DO NOT DISTRIBUTE 9

USER MANUAL OF THE APP. I. Access to the APP II. Profile III. Advanced scan: additional features IV. GDPR functionality: Pop-up V.

USER MANUAL OF THE APP. I. Access to the APP II. Profile III. Advanced scan: additional features IV. GDPR functionality: Pop-up V. USER MANUAL OF THE APP I. Access to the APP II. Profile III. Advanced scan: additional features IV. GDPR functionality: Pop-up V. Reporting I. ACCESSING THE APP Introduce the Company Code in the input