About Lead Retrieval User manual
Index 1. About Lead Retrieval 2. Setting up the service on the Web Portal 1. Logging in the Web Portal 2. Dashboard 3. Company Code 4. Surveys 5. Tags 6. Uploading documents and links 3. Logging in the App 1. Log in 2. Entering the Company Code 4.Using the App 1. Scanning Leads 2. Lead Profile and adding notes 3. Surveys 4. Tags 5. Sending documents 6. Saving the contact info 7. Reporting 5. Stats for your leads on the Web Portal 6. Managing information on your Leads
01. About Lead Retrieval Lead Retrieval is a service for capturing and tracking the leads you secure at an event, fair or convention. The Lead Retrieval system has two components: App Web + = Portal Lead Retrieval The Mobile Solution (device with a special App) scans the visitor's entry badge and then converts it into leads. The Web Portal acts as a database to help manage your leads. With the Mobile Solution, the user can scan in their leads, make surveys, create tags and send documents. The scanned leads are synchronized with the Web Portal. The Web Portal provides access to the information and statistics derived from your leads. This is where the surveys and tags are created and documents are uploaded and shared. The Mobile Solution comes with the Lead Retrieval App, installed, set up and ready to use. It will be delivered to your stand. 3
02. Setting up the service on the Web Portal 2.1. Logging in the Web Portal The Administrator is the manager of the Lead Retrieval system and has access to all the Web Portal functions. Fira will assign the role of Administrator to the person indicated on the purchase form as the manager of the service during the event. The initial login to the Web Portal can only be made by the Administrator at the following URL: lrback.firabarcelona.com The Administrator must log in with the credentials sent by the Lead Retrieval team For security purposes and simplicity, we recommend there be only one Administrator. If for organizational purposes more than one administrator is necessary, please contact us at leadretrieval@firabarcelona.com. 4
02. Setting up the service on the Web Portal 2.2. Dashboard On the homepage of the Web Portal, the Administrator will find a dashboard that lists the most important information on the progress of the team's performance and the leads they are capturing. Stats on scans and leads. Pie chart: Displays the information on leads classified by tags. Performance graph: Performance by day, including the number of leads and scans per day. Team members: Details such as your badge code, role and total leads, used for tracking purposes. What is the difference between a lead and a scan? A lead is basically a visitor to your stand. Scan your visitors' badges to get leads. The same visitor (lead) can come to your stand several times, and each time they are scanned, it counts as a new entry. 5
02. Setting up the service on the Web Portal 2.3. Company Code Occasionally, the Administrator has to change the company code for security reasons, which can be done in the Licenses section. A new Company Code will be automatically created according to certain guidelines, so it cannot be a code of your choice. Click on this button to change the Company Code. If you want to disconnect a user from scanning, click on this icon. Upon changing the Company Code, no scan user may log into the App until they have been informed of the new Company Code. We do not recommend this function unless strictly necessary. 6
02. Setting up the service on the Web Portal 2.4. Surveys The survey that can be performed through the mobile device App must be created in the Web Portal by the Administrator. An unlimited number of surveys can be created. To create a survey, look in the Surveys Section > Surveys and click on Add Survey. Description is the field to describe the survey. This will not be visible on the App. Survey Name is the name of the survey which will be visible to the App user. Always select Visible as default. Add Questions : Select the type of question from the 5 available (single selection, multiple selection, short text, long text, date). 7
02. Setting up the service on the Web Portal 2.4. Surveys Click on Mandatory if you prefer this question to be required and the survey can be considered complete. Leave Visible as the default setting, unless you prefer to leave a question to be edited at a another time. Go to Add Answer to define the answers to the questions you have created. Click on Order Answers Alphabetically if you prefer answers to appear alphabetically in simple or multiple selection of questions. When your questions and answers have been defined, you can edit, remove or order them by using the buttons located to the rightof each. Simply click on Save at the end of the screen when the survey is finished and it will be created. If you want to see a preview of your survey, go to the Viewer tab. 8
02. Setting up the service on the Web Portal 2.5. Tags When a lead is scanned, the user will have the option of tagging it in any previously established category previously created on the Web Portal. This can be used as a filter for contacting potential customers after the event. Only the Administrator can create categories and tags. To do this, go to the section Tags in the Web Portal and fill in the corresponding fields. This process can be repeated at any time to create a new tag. Category Name : Select and give a name to generic fields, such as Interest in our products Tag Name : Make a tag that allows you to filter any search you may need after scanning, such as Interested in our App. 9
02. Setting up the service on the Web Portal 2.6. Upload documents and links Once a contact is scanned with the App, you can send documents such as catalogues or product presentations. To do this, you must first upload these documents to the Web Portal from the Documents section. You can upload up to 10 documents and links. Upload documents or add links, such as a video tutorial you have on YouTube, or a product presentation from a public Dropbox folder. Upload documents can be in any standard document format: pdf, Excel, PowerPoint, Word, zip, etc. Uploaded documents can be a maximum of 5MB. Make sure your leads have permission to open the links you send them. 10
03. Logging in the App To log in to the App, you need to be registered as an event attendee and have a Company Code assigned to your company. This code must be shared with the scanner users by the person in charge of the Lead Retrieval service at your company. There are two steps: Log in and Input Company Code 3.1. Log in There are two ways of logging into the App: Scanning in your own badge. This is the quickest and easiest way. You must swipe the QR code located on your badge under the camera on your device so that App obtains your contact information and logs you in automatically. Manual Access. 2 options will appear: 1.Click on Badge ID and enter the 8-digit code that appear in the lower right below the QR code on your entry badge. Click on Badge Login. 2.Go to the text fields Username and Password and enter your event registry credentials you received when you first signed in. Click on User Login. 11
03. Logging in the App 3.2. Entering the Company Code The Company Code is the common login code needed by all the users from the company utilising the Lead Retrieval service. It consists of six characters (3 letters + 3 numbers) and will be given to the administrator of the company's Lead Retrieval service. Enter the Company Code into the text field and click on Validate to access the homepage of the App. The registered user name will appear in the top left corner. By clicking on the logout button, the user can close their session in the App. 12
04. Using the App 4.1. Scanning Leads The App provides two different scanning modes: Fast Scan and Advanced Scan. You may select the mode you prefer by clicking on the buttons shown on the App's homepage. The selected mode will appear in yellow. Fast Scan : Scans contact without switching to the advanced functions. One contact can be scanned and the device remains ready to scan another. This is useful for scanning all the people who come into the stand. Advanced Scan : Scans one contact and then accesses the advanced functions (surveys, notes, document share). It is best to use this function when a sales rep scans potential customers for a specific product. Once the lead is scanned, he/she can take a survey, or you can share a catalogue via email. Manual input : Goes to a screen where the user has to enter information from the lead's badge needed to be taken down. A lead without a badge can also be recorded, simply by manually entering the data. To scan a lead, place the badge QR card below the camera on the device. The camera on the App will automatically recognize the code at which it is pointing, and the information of the lead will be captured. 13
04. Using the App 4.2. Lead Profile and adding notes Once the lead has been scanned in the Advanced Scan mode, the advanced functions will appear. You have access to the contact data and can add notes, take a survey or send documents to your lead. Click on this icon to access the contact information or lead profile. Here there are various tabs: Contact Details, Job Details, and Surveys. You can browse the tabs to see this information. Additionally, you may save the contact information directly into to the telephone's planner. By clicking on the My Leads button on the App homepage, you can access the list with all your leads. Select one of the leads to view their profile. 14
04. Using the App 4.3. Surveys Once the contact has been scanned using the Advanced Scan, the advanced function screen will appear. You will be able to access the contact data, take notes, make survey or send documents to your lead. By clicking on Surveys you will begin to perform a survey on your lead. First select a survey from those which you have determined on the Web Portal. The survey is taken while you answer different questions. You can easily scroll between questions and record them when you like, even if you haven't finished the survey. You may re-open it from the lead's profile in order to continue or edit the survey. In Surveys, on the App homepage, you can access the surveys to display them, see a preview of the questions and align them internally amongst your teams. 15
04. Using the App 4.4. Tags There are two ways of tagging a contact: 1. After scanning a lead in the Advanced Scan, mode, just click on the tag icon and select which tags you want to apply to that contact. 2. You can also access the list of scanned leads at any time and select a specific contact. Tagging a contact: Select from the tags previously created on the Web Portal and apply them to this lead. 16
04. Using the App 4.5. Sending Documents On the advanced function screen (after scanning a lead in the Advanced Scan mode) click on Documents to send documents to your lead via email. You can also do this from the main screen by clicking on the Documents icon and entering the email address of the person to whom you want to send the documentation. Select which documents or links you want to send to your lead from the list of documents previously uploaded to the Web Portal. Then click on Send Documents. A new screen will automatically pop up with the email of the lead which you have scanned in, requesting your confirmation. An email with the document links will be sent to the lead's email address, who will then be able to download the documents by clicking on them. 17
04. Using the App 4.6. Saving the contact info The user can easily save their contacts into their own telephone by selecting the lead and click on the contact agenda icon. 4.7. Reporting The reporting function on the App is limited, although the Web Portal offers a more thorough function and statistical information. The App reporting function can be accessed from the homepage by clicking on ' Reports. You can view statistics such as daily leads and scans (one lead may have several scans if they have been scanned at different times). For more detailed reporting and information displays on your leads, we recommend entering the Web Portal, where you will find more comprehensive information and statistics. 18
05. Stats of your leads on the Web Portal Stats for your leads on the Web Portal The Web Portal provides stats on your leads and reports with different options and filters. Enter the Web Portal and see the Reporting section. There is the option of viewing the stats of your leads per day, per hour, or by scanning user. You can also view stats by the different tags and categories of the leads you have scanned. There are pie charts to the right to easily interpret the data. Only the Administrator has access to the consolidated information of the company. Users may not have access to this information, but they can access all the information on their leads. Filter by date and/or user, and select how you want to display the information (by tag, by hour...) The scan user can only access limited functions on the Web Portal. 19
06. Managing information on your Leads Managing and Exporting Information on you Lead via the Web Portal Users can access the Web Portal be clicking on the leads section in order to view the information on their scanned leads. Only the Administrator can view all the consolidated leads and filter by scan user. The information may be easily exported in an Excel fileto be included in your CRM at a later date. Click on the Export button. By clicking on the edit icon to the right of the lead icon, a page will pop up where you can view all the following information: Contact Data, Job Data, Surveys, Notes. Your lead / scan report will be produced in seconds, and once created, you will receive notification by email. 20
06. Managing information on your Leads The visitor information may be easily exported in an Excel file to be included in your CRM at a later date. Click on the Export Leads or Export Scans button and your lead / scan report will be produced in seconds. Once created, you will receive notification by email. Generate lead reports using the Export Leads or Export Scans buttons. Access the download screen by clicking on Download exported Leads/Scans. By clicking on the edit icon to the right of the lead icon, a page will pop up where you can view all the following information: Contact Data, Job Data, Surveys, Notes. What is the difference between a lead and a scan? A lead is basically a visitor to your stand. Scan your visitors' badges to get leads. The same visitor (lead) can come to your stand several times, and each time they are scanned, it counts as a new entry. 21
Carry the fair in your pocket Contact us: leadretrieval@firabarcelona.com +34 93 233 2773 Fira de Barcelona Av. Reina Maria Cristina s/n 08004 Barcelona, Spain T. +34 93 233 2000 22