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_MarketingAvoid spaces; use underscores
_Keep tags under 30 characters for visibility
Tag Format Examples:
Event Campaigns:
BIO25_ExecVIP_DinnerBusiness 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 |
|
Company Data |
|
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 |
|
Sync |
|
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
Assign tags and lead qualifiers
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]