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Best Practices Guide for Popl Teams

Learn how to boost event ROI with Popl's best tools

Updated this week

Overview

Required Subscriptions: This article provides best practices for Popl Teams admins and members to maximize success with Popl’s core features

The following tools help create a scalable, consistent, and ROI-driven event and outreach process.


Core Features Overview Table

Feature

Description

Templates

Standardize team profiles and contact sharing tools

Subteams

Organize your company by department, region, or business unit

Tags

Segment leads by role, interest, event, or business unit

Custom Lead Capture Forms

Gather essential lead info with custom forms

Badge Scanner

Scan physical event badges to quickly capture lead info

Paper Business Card Scanner

Digitally save paper cards through in-app scan

Campaigns

Track and segment leads by event or initiative

Post-Event Follow-Up

Automate tailored outreach based on engagement

CRM Integrations

Sync Popl with your CRM to streamline data and workflows

Performance Benchmarking

Monitor success by user, event, and lead engagement


Templates: Standardize Your Team’s Profiles

Templates help create uniformity across departments while giving each role the tools they need to capture leads and share key information.

Create Role-Specific Templates

  • Navigate to the Teams Dashboard

  • Click on Templates

  • Select Create Template

  • Customize the following fields

    • Name, title, contact layout

    • Relevant links (Calendly, LinkedIn, etc.)

    • Lead capture settings

  • Assign the template to specific roles or users

  • Click Save

Tip: Use naming conventions like AE_Template_Q2 or CS_Onboarding to keep templates organized and version-controlled.


Subteams

Subteams allow larger organizations to structure departments, regions, or business units within the broader Popl Teams account.

Benefits of Subteams

  • Assign templates and campaigns by role or region (learn more about campaigns below)

  • Limit visibility and access by subteam

  • Generate reports for each subgroup


How to Create and Manage Subteams

  • Navigate to Team > Subteams

  • Click Add Subteam

  • Assign members, templates, tags, and campaigns per subteam

Note: Apply restrictions and/or allow team members to submit change requests to their profile to maintain company preferences

Tip: Subteams are perfect for companies with sales regions, business units, or internal brands.


Tags: Segment and Automate with Strategy

Tags help organize leads by audience, business unit, event, or interest. When done right, tags can power Salesforce workflows, post-event reporting, and lead routing.

Set Up a Scalable Tagging System

  • Use tags like:
    BIO25_Oncology, Q2_LATAM_Execs, DemoRequest_Marketing

  • Avoid spaces; use underscores _

  • Keep tags under 30 characters for visibility

Tag Format Examples:

  • Event Campaigns: BIO25_ExecVIP_Dinner

  • Business Units: GPS_US_MedAff

Note: Only tag for what you plan to report on or route leads with.


Create and Maintain a Tagging SOP

Include in your SOP:

  • Who can create or edit tags

  • Standard naming rules

  • Salesforce field mapping

  • A clean-up cadence (monthly/quarterly)

Tip: Distribute a “Tag Cheat Sheet” before each event with approved tag lists. This improves consistency and reduces duplicates.


Lead Capture: Optimize for Conversion

There are three main methods for lead generation. Learn the best use cases for each method and how to use them below.

What this section covers:


Custom Lead Capture Forms

Capture leads by sharing members' profiles via Popl QR codes, Popl profile links, or Popl accessories. A well-designed lead capture form improves both user experience and CRM data quality.

Best For

  • In person events (i.e networking events, business meetings) where team members are exchanging information with prospects

  • Backup method at conferences or expos when badge scanning or paper business card scanning are not options

Pros

  • Fully customizable: fields, branding, workflows

  • Seamless CRM syncing (Salesforce, HubSpot, Zoho, etc.)

  • Supports email enrichment and dropdown fields for consistency

  • Works on both mobile and desktop

Keep in mind: this method is ideal when a prospect runs out of paper business cards for scanning!

Admin tips

  • Ask for essential info only: Name, Email, Company

  • Enable Auto-Save to CRM

  • Use dropdown fields when possible for consistency

  • Activate email enrichment to autofill data when leads are saved offline

Tip: Run a test before each event to test lead capture flow on both iPhone and Android.

Note: Older iPhones may need to scan a QR code. Always have your backup Popl QR visible.


Badge Scanner

Use the Popl app to scan physical event badges using the AI-powered badge scanner.

Best For

  • Conferences or expos where attendees wear badges

Keep in mind: the badge scanner only requires a full name and company name to generate leads! A badge QR code is NOT necessary.

Pros

  • Fast and frictionless capture

  • Reduces manual entry

  • Works offline and syncs when reconnected

Data Category

Enriched Fields

Lead Data

  • Email

  • Job title

  • Phone number

  • LinkedIn profile

  • Date of connecting

  • Location of current connection

Company Data

  • Company website

  • Company HQ full address

    • includes zip code

  • Company yearly revenue

  • Company number of employees

  • Company founding date (year)

  • Company description


How to use the Badge Scanner

  • Take a picture of the entire badge from the Popl app

  • Add lead qualifiers and notes to enrich the context

  • Let Popl’s AI pull key contact details (name, email, title, etc.)

  • Works in offline mode; syncs once you're back online

Common issue: when the wifi is really slow, but the standard cell service is quite good, turn OFF wifi and try the cell service instead.

Admin Tips

  • Train Popl Team members to scan badges immediately after conversations

  • Include badge scanning steps in event prep materials

  • Use tagging to identify leads sourced via badge scan

Keep in mind: Since enrichment may not always find an email- especially offline- we recommend asking the lead for their email or having them enter it before saving.

Tip: Learn more about the Universal Badge Scanner by reviewing the following article:


Paper Business Card Scanner

Use the Popl Paper Business Card Scanner to quickly capture information from any paper business card.

Best for

  • Trade shows or networking events with traditional business cards

  • Events in regions where digital tools are less common

  • Business meetings where paper business cards are present

Keep in mind: In addition to taking images in realtime, you can also upload an existing image of a business card from your camera roll to the Popl card scanner for enrichment.


How to scan paper business cards

  • Open the Popl app and navigate to the scan tab in the center of the bottom menu

  • Tap "paper card"

  • Snap a photo of any business card

    • AI extracts contact info automatically

  • Fill in qualifiers and save the lead in one step

Pros

  • Creates digital contact for any physical card instantly uploaded to your CRM of choice

    • Automatically fills form fields

  • Serves as an eco-friendly lead generation option: less business cards printed, more trees saved!

Admin Tips

  • Encourage scanning of both paper business cards and other digital business cards

  • Remind Popl Team members to review data for accuracy before saving

  • Validate captured contacts before syncing to CRM


Lead Generation Method Comparison Table

Method

Best Use Case

Pros

Considerations

Custom Lead Capture Forms

General events, everyday sharing

Customizable, immediate upload to your CRM, branded

Set up prior to event and standardize for best results

Badge Scanner

Conferences with badges

Fast, offline-friendly, immediate upload to your CRM

Review contact information after scanning and add any missing lead qualifiers

Paper Business Card Scanner

Traditional networking or international use

Digitizes any physical card, immediate upload to your CRM

Review contact information after scanning and add any missing lead qualifiers

Admin Tips for Lead Generation

  • Enable all three methods before each event to ensure complete coverage

  • Include capture method workflows in your event SOP or playbook

  • Run tests using each method during onboarding and before events

  • Track and compare follow-up success based on capture type


Campaigns: Track Events and Follow-Up

Campaigns are your all-in-one solution for lead capture at events.

Campaigns allow your teams to:

  • Track leads by event or initiative

  • Trigger automated emails

  • Analyze performance by segment

With campaigns, lead capture prep is fully handled. All your team has to do is do what they do best: meet people and sell.

Campaigns in depth

Plan

Connect

  • Enable your team to capture leads using the:

    • universal badge scanner

    • paper business card scanner

  • Reps can also share their business info using Popl digital cards

Sync

  • Automatically sync all captured leads to your CRM through the campaign’s integration settings

    • Popl supports all major CRMs

Analyze


How to Make a New Campaign

  • Go to the Campaigns tab in the Teams dashboard

    • Here you can:

      • view active & upcoming campaigns

      • view completed campaigns

      • create new campaigns

  • Create a new campaign for your event (e.g., CES24_Executive_Lounge)

    • Set conference information

    • Assign team members to the campaign


Setting Campaign Goals

Before launching a campaign, it’s important to define measurable goals to align your team and evaluate success afterward.

Types of Campaign Goals

  • Lead Quantity: Total number of qualified leads captured

  • Engagement: Number of QR scans, badge scans, or card taps

  • Follow-Up Speed: Time from capture to first outreach

  • Conversion Rate: Percentage of leads that schedule meetings or convert to opportunities

  • Segmented Outcomes: Outcomes for specific tags or target audiences

How to Set Campaign Goals

  • Define your audience (e.g., C-suite, enterprise buyers, clinical contacts)

  • Determine what a “successful lead” looks like

Step

Recommendation

1

Set realistic volume and conversion benchmarks based on past events

2

Align lead forms, outreach strategy, and automation flows to support the goal

3

Document goals in a shared SOP or kickoff deck prior to each campaign

4

Enable email automations and assign to specific teammates (see Post-Event Follow-Up section)

Tip: Include campaign goals in your event briefs so reps are aligned and motivated.


Campaign Insights: Measure Impact and ROI

Campaigns don’t just help with segmentation- they provide key performance insights including the following metrics:

Metric

Description

Pipeline Generated

Total value of pipeline influenced by campaign leads

Leads Generated

Number of new leads captured during the campaign

Link Taps

Total taps on profile links (e.g., Calendly, LinkedIn)

Card Views

Number of digital card views (including scans and link clicks)

Contacts Downloaded

Number of users who saved contact info from a card

Top Performers

Identify team members with highest engagement and lead capture

Note: Export campaign-level metrics for team reviews or leadership updates.

Use this data to:

  • Identify high-performing events or channels

  • Justify event spend with ROI metrics

  • Track the number of leads generated per campaign

  • Measure average time to follow-up per segment

  • Compare conversion rates between campaigns

  • Refine templates, lead capture forms, and outreach cadence

Tip: Use campaigns to separate large conferences from intimate VIP dinners, and run targeted follow-ups for each.


Post-Event Follow-Up: Automate Outreach

A strong follow-up strategy turns leads into pipeline. Use the campaign email templates to scale personalized outreach.

How to set up a follow-up email

  • Navigate to the Campaigns tab in the Teams dashboard

  • Select your active campaign or create a new one

  • Scroll to the Post-Event Follow-Up section

  • Choose a follow-up email template or create your own

  • Assign email automations to team members or roles

  • Set trigger timing (e.g., immediately, 1 day, or 3 days after lead capture)

  • Enable automation and test with a sample lead


Example Follow-Up Email Templates

Template Type

Subject Line

Message Summary

Personal Connection

Great meeting you at [Event Name]!

Personal intro with a meeting link

Product Interest CTA

Want to learn more about [Product]?

Soft pitch + demo link

Informational Resource

Here’s that info I promised!

Share a deck, PDF, or stat

Casual Follow-Up

Let’s stay in touch

Low-pressure, quick re-engagement

Tip: Use tags to trigger segmented workflows in Salesforce or HubSpot.


Performance Benchmarking: Track What Matters

Use your Teams dashboard to measure engagement and performance over time.

Key Metrics to Monitor

  • Number of leads captured per user/event

  • Follow-up rate within 48 hours

  • Conversion from scanned card to booked meeting

Note: Review your event data monthly and use it to adjust template content, lead forms, and badge design.

Tip: Export user-level activity to identify your top performers and share best practices across the team.


CRM Integration: Automate Data Flow

Popl integrates with all major CRMs such as Salesforce, HubSpot, Zoho and more to streamline lead flow and reporting.

Setup Tips

  • Navigate to Integrations in the Teams dashboard

  • Select your CRM and follow authentication steps

Keep in mind: For more customization, set up integrations for specific subteams.

  • Map Popl fields (e.g., Name, Email, Tag) to CRM fields

Note: Use tags to trigger workflows, assign leads, or filter dashboards within your CRM.

  • Enable lead auto-sync and test with a live lead

Tip: Audit your integration settings monthly to ensure mappings and sync rules are up to date.


Admin Tips for Multi-User Management

Admins play a critical role in driving adoption and consistency!

Admin Recommendations

  • Use Auto-Assign Templates for onboarding

  • Review Tags weekly for standardization

  • Schedule a Quarterly Tag Audit

  • Encourage Mobile Training: QR + NFC sharing demos

Tip: Set up an internal Slack or Teams channel for real-time Popl tips, reminders, and questions.


💡 Tip

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Chat with us or email us at [email protected]

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