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 |
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 |
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 |
event_start_date | When the event started |
data_capture_notes | Any notes the exhibitor added during scanning |
