Overview
Required subscriptions: This article provides best practices for Popl Teams admins and members focused on Event Lead Capture (ELC). The features below help create a scalable, consistent, and ROI-driven event process.
Core Features Overview
Feature | Description |
Track and segment leads by event or initiative | |
Scan physical event badges to instantly capture and enrich lead info | |
Paper Business Card Scanner | Digitally save paper cards through an in-app scan |
Gather essential lead info with custom forms | |
Upload a CSV to enrich leads in bulk before or after an event | |
Event Intelligence | Surface attendee and exhibitor data before the event begins; available in Beta at no credit cost, accessed via "Request Exhibitor List" inside a Campaign |
Let leads book meetings directly from your capture flow at no credit cost. Learn more at popl.co/pages/calendar-booking | |
Post-Event Follow-Up | Automate tailored outreach based on lead qualifiers and tags |
CRM Integrations | Sync Popl with your CRM to streamline data and workflows |
Standardize lead capture settings and card layouts across your team. Create role-specific templates and assign them from the dashboard. Learn more: Templates | |
Organize by department, region, or business unit with per-subteam templates, campaigns, and CRM integrations. Learn more: Subteams | |
Segment leads by audience, event, or interest to power CRM workflows and reporting. Use underscores instead of spaces and only tag for what you plan to report on. |
Lead Capture Methods
Popl supports four methods for capturing leads at events. Use the right method for each situation and combine them for maximum coverage.
Method Comparison
Method | Best Use Case | Credit Cost | Notes |
Badge Scanner | Conferences and trade shows with badges | 1 credit per scan | Primary ELC capture method |
Paper Business Card Scanner | Traditional networking, international events | Free | Review info for accuracy before saving |
Custom Lead Capture Form | Networking events, self-serve booth capture | Free | Keep forms short for best conversion |
List Enrichment | Pre/post-event bulk enrichment from CSV | 0.25 credits per row | Available to all ELC teams |
Badge Scanner
The badge scanner is the primary lead capture method for ELC teams. Popl reads the attendee's name and company from their badge and enriches the lead in real time. A badge QR code is NOT necessary; only a full name and company name are required.
What Enrichment Returns
Data Category | Enriched Fields |
Lead Data | Email, personal email, job title, phone number, LinkedIn profile |
Company Data | Website, HQ address, annual revenue, employee count, founding year, monthly website visitors, technologies used |
How to Use
Take a picture of the entire badge from the Popl app
Add lead qualifiers and notes
Enrichment completes in 10-15 seconds -- your phone will vibrate when done
Works offline; syncs when reconnected
Pro tips
If a badge shows a parent company that makes enrichment inaccurate, tap "Enrich with new company" to re-trigger with the correct company name.
If enrichment does not find an email, ask the lead to enter it before saving. Popl also automatically re-attempts failed enrichments later in the day.
When wifi is slow, but cell service is good, turn OFF wifi and use cell service instead.
Learn more: Universal Badge Scanner
Paper Business Card Scanner
Use the Popl Paper Business Card Scanner to capture information from any paper business card. Business card scans do not count toward enrichment credits.
Open the Popl app, tap the scan icon, and select "Paper Card"
Snap a photo, and AI extracts contact info automatically
Fill in qualifiers and save
Keep in mind: You can also upload an existing image from your camera roll.
Custom Lead Capture Forms
The Lead Capture Form lets leads submit their own information by scanning your Popl QR code. Lead capture form submissions do not count toward enrichment credits.
Ask for essential info only: Name, Email, Company
Use dropdown fields when possible for CRM consistency
Keep the form short and avoid requiring enrichment fields, as it slows down the speed to lead
Test the form on both iPhone and Android before each event
Note: Your admin must turn on Lead Capture Mode for the form to appear immediately after a QR scan.
List Enrichment
List Enrichment lets you upload a CSV of contacts and enrich them in bulk. Available to all ELC teams.
Each enriched row costs 0.25 enrichment credits
Best used for pre-event research on a known attendee or exhibitor list, or post-event enrichment of leads collected outside Popl
If you enrich a contact via List Enrichment and then badge-scan the same person at the event, both will count toward credits (0.25 + 1 = 1.25 total)
On the Floor Best Practices
Scanning Tips
Badge Scanning | Business Card Scanning |
Photograph the entire badge; partial scans lead to incomplete data | Place the card flat on a well-lit surface |
Make sure the badge is well-lit and free of glare | Avoid shadows and tilt slightly if needed |
Make sure fingers are not covering the name or company | Check that all details are legible after scanning |
Confirm the scan was successful before moving on |
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Qualifying and Verifying
Confirm the email on the spot: "Is this the best email for follow-up?"
If the company name looks abbreviated or incorrect, ask, as badge autofill is not always accurate
Fill out qualifiers and add a quick note during or right after the scan while context is fresh
Flag hot leads immediately with a tag or note so your team can prioritize follow-up
Mindset on the Floor
Scan early in the conversation, not as an afterthought
A quick "Mind if I scan your badge so we can follow up?" builds trust and takes two seconds
Quality over quantity; a well-qualified lead with a note is worth more than ten bare scans
Campaigns
Campaigns are your all-in-one solution for event lead capture. Set everything up before the event so your team just has to show up and capture leads.
Campaigns allow your team to:
Track leads by event or initiative
Trigger automated follow-up emails
Analyze performance by segment
Surface incomplete leads so reps can fill in missing info after the event
How to Create a Campaign
Go to the Campaigns tab in the Teams dashboard
Click Create Campaign and name it (e.g.,
CES25_ExecutiveLounge)Set conference details and assign team members
Configure lead qualifiers, tags, and follow-up emails before the event
Tip: Use campaigns to separate large conferences from VIP dinners and run targeted follow-ups for each. Export campaign metrics for team reviews or leadership updates.
Post-Event Follow-Up
Set up automated follow-up emails inside your campaign before the event so outreach goes out the moment a lead is captured.
In the Campaigns tab, select your campaign
Scroll to Post-Event Follow-Up
Choose or create an email template
Set trigger timing (e.g., immediately, 1 day, or 3 days after capture)
Assign to team members and enable
Tip: Use tags to trigger segmented workflows in Salesforce or HubSpot for hot leads vs. general nurture.
Post-Conference Checklist
✔ Review incomplete leads: check the Leads tab for any scans missing an email or qualifier and fill them in while the conversation is still fresh
✔ Check for CRM sync failures: use Sync Logs in the dashboard to identify and resolve any leads that did not export. Available for Salesforce, HubSpot, and Outlook native integrations
✔ Sequence prioritized leads: move hot leads into your sales engagement platform and segment by tag or qualifier
✔ Review campaign metrics: use the Insights tab to review total scans, top performers, and lead capture rates and benchmark against past events
✔ Tag and Field Manager audit: remove or archive event-specific tags that are no longer needed to keep your tag library clean
CRM Integration
Popl integrates with all major CRMs including Salesforce, HubSpot, Zoho, and more.
Navigate to Integrations in the Teams dashboard
Select your CRM and follow the authentication steps
Map Popl fields (Name, Email, Tag, etc.) to CRM fields
Enable lead auto-sync and test with a live lead
For more customization, set up integrations at the subteam level
Tip: Audit your integration settings monthly to ensure field mappings and sync rules are up to date.
💡 Tip
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