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Best Practices for Inviting Your Team to Popl: Event Lead Capture

This guide is for team admins who want to effectively introduce Popl to their team.

Updated over 3 weeks ago

Overview

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

This guide covers:

Best practices for introducing team members to Popl when using Event Lead Capture. This guide includes example email templates, messaging tips, and common pitfalls to avoid.

Why This Guide Matters for Teams Using Event Lead Capture

Rolling out Popl across a team may leave you asking:

  • “How do I get my team members to actually use this?”

  • “What do I say to make the value of Popl clear to different roles?”

  • “How do I avoid low activation rates or confusion about what Popl is for?”

This guide is designed to answer exactly those questions.

It provides clear, role-specific communication strategies that help admins onboard team members with confidence and consistency.

What This Guide Helps You Do

Why It Matters

Set expectations by explaining how Popl fits into your existing event or lead workflows

Helps team members understand the why behind Popl, reducing friction and resistance to adoption

Deliver value early with proven, concise messaging tailored to each department

Boosts initial engagement by showing team members how Popl helps them specifically

Avoid confusion and drop-off by highlighting common onboarding mistakes and how to prevent them

Prevents low activation rates by ensuring emails are clear, targeted, and actionable

Speed up adoption with ready-to-send email templates tailored to different roles and Popl tiers

Saves admins time while ensuring consistency and professionalism in rollout communications

Tip: Looking for onboarding and branding tips? Be sure to check out our Best Practices Guide for Popl Teams.

Communicating Popl to Your Team

Effectively launching Popl starts with targeted communication. This section covers how to present Popl to your team using simple, role-relevant messaging.

How to Position Popl for ELC Teams

Popl Digital Business Cards allow members to:

  • Instantly share contact information and key resources like sales decks or calendars

  • Update their profiles without needing to reprint cards

  • Capture leads using custom lead forms or business card scanning

  • Automatically sync leads to your CRM with no manual entry

Note: Messaging should always include a clear call to action, setup links, and role-specific value.

Example Email Templates by Department

View example email invitation templates for:

General

Subject: You Can Get 3X More Leads with Popl!

Hi [First Name],

You’re getting access to a powerful new tool: Popl- trusted by over 2M event professionals and 90% of Fortune 500 companies.

You told us it’s hard to stay organized after meeting tons of contacts at an event. Popl makes it easy.

You’ll use Popl at [Event Name] to:

  • Scan badges, cards, or QR codes using the AI powered badge scanner

  • Capture leads offline or online

  • Leads automatically synced to our CRM

You could capture 3X more leads and follow up faster than ever.

Next steps:

“Popl helped us collect and follow up on 3X more leads without any extra tools or spreadsheets.” - Event Ops Director

For Sales Teams

Subject: Close Deals Faster With Instant Follow-Up From Popl

Hi [First Name],


You’re getting access to Popl- trusted by 2M sales leaders- to help you connect and convert leads faster.

Following up quickly is everything in sales. Popl enables you to:

  • Instantly capture leads with a badge, QR code, or card scan (even offline!)

  • Automatically enrich contact data with AI (email, job title, and more)

  • Sync leads straight into our CRM fast follow-up

Sales reps who follow up within 5 minutes are 100X more likely to connect. Popl helps you do that- automatically.

Next steps:

“Our reps increased meeting bookings by 40% with Popl’s automated follow-ups.” - VP of Sales Enablement

For HR Teams

Subject: Attract Top Talent Faster With Your New Digital Card

Hi [First Name],


We’re giving you Popl to help you stand out at job fairs, networking events, and university expos. It’s already trusted by 2M HR professionals across the globe.

Popl makes it easy to:

  • Share your contact info, calendar, and open roles with a single tap

  • Seamlessly capture and store candidate details- no paper or spreadsheets

    • (collect leads with a custom lead capture form, badge scanner and paper business card scanner)

  • Sync leads to our CRM

  • Automate follow up emails

You’ll look polished and stay organized- while creating a consistent, branded candidate experience.

Next steps:

  1. Download the Popl app

  2. Sign in using SSO on your phone

  3. See how to simplify your recruiting

“We captured 5X more qualified candidates and simplified follow-up across our entire recruiting team.” - Head of Talent Acquisition

For Marketing Teams

Subject: Sync Event Leads To Your CRM In Seconds With Popl

Hi [First Name],


You’re getting Popl- a tool designed to eliminate manual lead uploads and help you prove ROI on every event.

With Popl, you can:

  • Add our brand kit, campaigns, and analytics to your profile and instantly share with new prospects

  • Auto-enrich new contact details with job titles, emails, and more

  • Automatically sync new leads to our CRM with no manual entry!

No more messy spreadsheets or lost leads. Just clean, connected data from event floor to follow-up.

Next steps:

“We cut lead upload time by 90% and gave Sales visibility into every conversation.”

- Director of Field Marketing

Add-On: DBC Block for All Roles

Use this block below any of the role-specific emails if your team also uses Popl digital business cards.

Bonus: Share Your Digital Business Card

With your Popl card, you can:

  • Instantly share contact info and resources with one tap

  • Update your info in real time- no reprints needed

Your Event Lead Capture Tool:

  • Scan event badges, QR codes, or physical business cards to collect lead info

    • NOTE: for the badge scanner to work, the event badge only needs a full name and company!

  • Capture leads offline and sync them when back online

  • All leads are automatically enriched and sent to our CRM in real time

Next steps:

Email Template Donts

From previous experience with customers we've learned what doesn't work well when inviting your team to Popl. We've collated these tips for you so you can have a seamless onboarding experience!

What not to do

Why it fails

What to do instead

Send a single, long-form email to all team members

Overwhelms users, lacks focus

Keep messaging short and targeted

Send a generic email without role-specific details

Lacks personalization, clear value, or CTA

Focus on value by role or use case

Skip visual aids

Doesn’t demonstrate how Popl works

Use visuals to show what Popl does

Use a one-size-fits-all approach

Leads to low activation rates and confusion about Popl’s purpose

Leverage targeted templates for Sales, HR, and Marketing teams

Fail to explain “what’s in it for me”

No user buy-in or motivation to activate Popl

Always include a clear CTA and real-world examples

Supporting Your Rollout

Integrate ELC onboarding into pre-event prep and follow up with post-event analysis using Popl insights.

Recommended actions:

  • Include badge scanning tips in event briefs

  • Assign campaign tags before event day

  • Use roleplay or live demos during prep meetings

Summary & Next Steps

💡 Tip

Need more help? Get support from our team

Chat with us or email us at [email protected]

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