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The Captello app requires iOS 14 or Android 10 (or Fire OS 8) at minimum.
Security Profiles
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Individual Invitations – Send an authorization code for personal use. This option allows you to identify the individual who has captured the lead and should be your default option. Send Individual invitations through Email, SMS, or both.
Universal Invitations – Send an authorization code for multiple users to use. This option will not let you identify the individuals capturing leads. This option is best for people who don't normally work with you, like vendors, temp workers, or third parties assisting you at your event. When selecting
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Admin level users can also send new invitations or check Auth Codes from the Captello mobile app directly. Read here for more details. |
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To remove an authenticated device click on Events > Capture > Devices button then select Deactivate from the menu as shown below.
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Authentication Settings for Mobile App
At the account level, you can:
Enable sign-in with an Auth Code: Disable this option to prevent users from signing in without SSO.
Enable using the "Forgot Auth Code" option in the mobile app
Enable SSO login to the mobile app.
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Note: If you have the SSO enabled, you can remove the Auth code from the email for more security. |
Staff Directory
Staff Directory shows a list of your team members on Captello mobile app who have access to the specific events that you're attending. For live events, this means you can view and communicate with people from your company attending the event. To enable Staff Directory as an option, turn on the Show Staff toggle in the Properties tab of the Event Designer. 
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Events are the core of Event Lead Management. They include trade shows, conferences, meetups, and any other live event where you could capture lead data. To set up a new Event, navigate to Events > Capture and click New. Select from the following form types:
Exhibitor – Used to capture leads at live events or virtual trade shows. Includes all forms of lead capture such as kiosk, badge, and business card.
General – Used for different types of use cases such as digital marketing, employee engagement, and more.
Sales – Used by sales teams to capture leads from a mobile device while on the go. Forms never expire and are always available.
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Name – name of your Event
Template – create Event using a Template (see Templates below)
Save to – save event to a folder
Campaign – add event to Campaign for ROI tracking purposes
Description – internal description of event
Event Date – start and end date of event used for reporting
Archive Date – the last date end users can capture new Prospects in the mobile app
Event Owner – user in charge of managing event
Event Address – physical location of the event using Google Maps
Registration List – attach a List of attendees
Labels – custom labels for segmenting reports
Visibility – Visibility of the event form can be set as Public, Private or Shared
User Access – users and groups invited to the event
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Transcription Options
Captello offers two different transcription methods i.e. Human AI and Pure AI. Both are very distinct methods that have their own advantages.
Pure AI will be enabled by default. The submission will be in "Pending" status until the transcription is complete.
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Pure AI Auto mode does not work with Rapid Scan. Scanned cards will not be lost, but they will go under errored submissions. |
Pure AI - Pure AI uses a sophisticated process that combines machine learning, image analysis, data intelligence, and artificial intelligence to perform its magic. Results are returned quickly inside the mobile app. Here is a quick overview video:
Auto - This is the default option. Cards, once captured, will be transcribed automatically using Pure AI technology. (Click the orange text to change the setting)
Manual - Manual means you take a picture but then you'd need to tap a “transcribe” button in the app to process the transcription. This is for situations where maybe you already have a badge scan and just want a pic of the card. (Click the orange text to change the setting)
Human AI - Human AI uses an operations team of several hundred people. The workforce transcribes the contact information while artificial intelligence processes the data to find matching information and discard bad information. The result is a highly accurate process ideal for multiple use cases.
Workforce - Cards will be transcribed by Lead Liaison’s workforce for a small fee. Once transcribed, a event submission is complete. Transcription turnaround time is mentioned below depending on the use case. Click the orange text to change the setting.
Transcriber Proficiency:
For the English Language:Standard:Transcriptions are typically available within three (3) hours. Results may vary based workload and number of requests. Requests in bulk will be processed faster than single requests. Results will never take longer than 6 hours. Transcriptions that cannot be completed will be available in your internal transcription portal.
Premium: Transcriptions are typically available in 60 minutes. Results may vary based workload and number of requests. Requests in bulk will be processed faster than single requests. Results will never take longer than 2 hours. Transcriptions that cannot be completed will be available in your internal transcription portal.
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For Other Languages Transcribing may take more time during the event for other languages to process. In the case of rejected/expired cards, our team will be notified 1 day after the event ends, and will process the remaining eligible cards. This process will take up to 4 business days after the event ends. |
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NOTE Results from non-US instances may take longer to process. |
Internal - Submissions held inside the platform for you or our Operations Team to transcribe. (Click the orange text to change the setting)
The best method for your business depends on your use case. In the tables below we’ve highlighted six (6) use cases for transcribing contact information from documents, all of which Captello supports.
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Localization
Select a default language for transcription. When set to English, Lead Liaison will still transcribe foreign languages, but will default to English when possible. English cards are typically available in less than an hour depending on the number of cards, time of day, and day of the week.
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Add the Badge Scanner object into your form:
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Barcode Length
The 'Barcode Length' setting sets a badge ID length for barcodes, to make the scanner only scan badges with which IDs are the same as the length.
For example, if the length is set to 6, only badges with IDs that consist of 6 digits will be accepted, such as “012345”.
Configuring the Scanner Step by Step
Include all fields that you'd like to fill in once a badge is scanned. Typically, these fields are added to the form:
Name (First/Last)
Email
Phone
Address
Important: You must map your fields to Lead Liaison Standard fields. This tells the system to fill the data into the field. In the example below, we mapped the email field on our form to the Email field in the system. This is done in the settings of each form field under the Map Rules section as shown below:
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Supported DevicesRapid Scan for business cards is supported on iOS devices only. Android support is coming soon. |
Group Scan
You can capture multiple leads from the same group or company with the Group Scan feature. Multiple people can be scanned in rapid succession. The first person scanned is always the primary person for the group. All data from the primary person’s submission, besides their contact information, is copied to every other person in the group. When enabled, the standard badge scan button will be split into two buttons, with the smaller group scan button off to the right.
All survey responses, notes, questions and follow up documentation settings will apply to the entire group. To enable Group Scan as an option, turn on the Enable Group Scan toggle in the Settings tab of the Scanner element.
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Here is a quick video overview:
Troubleshooting by Running a Test Scan
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The lookup feature allows you to prefill capture form fields by searching databases that you have connected, such as NPI or yhimour your Salesforce account. The search can be done using email address, or in case of NPI, using the NPI of the lead.
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‘Lookup button color' changes the background color of the button, while 'Lookup icon color’ changes the color of the magnifier on the button.
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System Lookup
The system lookup allows you to lookup existing Captello prospects using Email. To enable it, select ‘System’ from the Lookup source drop-down.
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System Lookup Field Mapping
The following fields are retrieved when a system lookup is done (given they are mapped in the form).
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First Name Last Name Middle Name Full Name Street Address Street Address 2 Full Address City State Country Zipcode Job Title Company Salutation Gender Industry Website Department Mobile Phone Home Phone Work Phone Number of Employees Jurisdiction Code ID Number Height Inches Weight Pounds Eye Color Weight Kilograms Hair Color ID Expiration Date of Birth ID Issue Date AKA Given Name AKA Family Name AKA Suffix Name Jurisdiction Restrictions Jurisdiction Endorsement Code Name Suffix Restriction Code Jurisdiction Vehicle Classification Compliance Type Revision Date Hazmat Expiration Date Veteran ID Text 1 through 20 (20 fields named Text 1, Text 2..etc.) Large Text 1 through 20 (20 fields named Large Text 1, Large Text 2..etc.) |
Salesforce Lookup
Since Salesforce has different types of records (Leads & Contacts) and can have multiple leads using the same identifer (ie. Email), and since the Lookup field returns one record per search, there are sorting options to help you get the right result, detailed as follows:
Record type: Choose between leads only, contacts only, leads then contacts (searches leads first), or contacts then leads (searches contacts first).
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Salesforce Lead Field | Captello Field |
Salutation | Salutation |
FirstName | FirstName |
LastName | LastName |
Description | Description |
LeadSource | LeadSource |
MobilePhone | MobilePhone |
Phone | Phone |
Fax | Fax |
Status | Status |
Company | Company |
Title | Title |
Website | Website |
AnnualRevenue | AnnualRevenue |
NumberOfEmployees | NumberOfEmployees |
Industry | Industry |
Street | Street |
City | City |
State | State |
PostalCode | PostalCode |
Country | Country |
Id | Id |
PostalCode | |
Country | Country |
Id | Id |
Note: The user used to connect the Salesforce account needs to have read access to the listed fields for Captello to be able to retrieve them.
Contact Fields Mapping:
Salesforce Contact Field | Captello Field |
Salutation | Salutation |
FirstName | FirstName |
LastName | LastName |
Title | Title |
MobilePhone | MobilePhone |
MobilePhone | MobilePhone |
HomePhone | HomePhone |
Description | Description |
LeadSource | LeadSource |
Fax | Fax |
MailingCity | City |
MailingCountry | Country |
MailingPostalCode | Zipcode |
MailingState | State |
MailingStreet | StreetAddress |
Id | Text1 |
OtherCity | Text2 |
OtherCountry | Text3 |
OtherPhone | Text4 |
OtherPostalCode | Text5 |
OtherState | Text6 |
OtherStreet | Text7 |
Note: The user used to connect the Salesforce account needs to have read access to the listed fields for Captello to be able to retrieve them.
Account Fields Mapping:
Some of the ‘Accounts’ object fields are pulled into Captello when looking up a Salesforce contact. Below is a table showing the mapping of the ‘Accounts’ object fields.
Salesforce Account Field | Captello Field |
Name | Comapny |
AnnualRevenue | AnnualRevenue |
Industry | Industry |
NumberOfEmployees | NumberOfEmployees |
Website | Website |
Type | Type |
Id | Text10 |
Phone | Text11 |
Fax | Text12 |
BillingCity | Text13 |
BillingCountry | Text14 |
BillingPostalCode | Text15 |
BillingState | Text16 |
BillingStreet | Text17 |
ShippingCity | Text18 |
ShippingCountry | Text19 |
ShippingPostalCode | Text20 |
ShippingState | Text21 |
ShippingStreet | Text22 |
Description | LargeText1 |
ShippingCountry | Text19 |
ShippingPostalCode | Text20 |
ShippingState | Text21 |
ShippingStreet | Text22 |
Description | LargeText1 |
HubSpot Lookup
To lookup Marketo records, select ‘HubSpot’ from ‘Source’.
HubSpot Lookup Field Mapping
The following fields will be retrieved to a capture form when a HubSpot lookup is performed:
HubSpot Field | Captello Field |
Salutation | Salutation |
First Name | First Name |
Last Name | Last Name |
Company Name | Company |
Job Title | Job Title |
Street Address | Street Address |
Mobile Phone Number | Mobile Phone |
City | City |
Country/Region | Country |
Postal Code | Zipcode |
State/Region | State/Province |
Fax Number | Fax |
Marketo Lookup
To lookup Marketo records, select ‘Marketo.com’ ‘Marketo’ from ‘Source’.
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The ‘Sort By’ option is useful when you have multiple records with the same email. It can give priority based on the selected option. Available options are:
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NPI Fields | Captello Fields |
first_name | FirstName |
last_name' | LastName |
address_1' | StreetAddress1 |
address_2' | StreetAddress2 |
city' | City |
state' | State |
country_name' | Country |
postal_code' | Zipcode |
telephone_number' | WorkPhone |
fax_number' | Fax |
name_prefix' | Salutation |
name_suffix' | NameSuffix |
middle_name' | MiddleName |
gender' | Gender |
credential' | Text1 |
sole proprietor' | Text2 |
enumeration_date' | Text3 |
last_updated' | Text4 |
status' | Text5 |
Event Notes
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The event notes field is a type of paragraph field that allows prefixing user names and timestamps to notes.
Prefixing Notes
To prefix metadata to a captured paragraph, follow the steps below:
Make sure the added paragraph field is of type ‘Event Notes’.
From the field’s properties, select whether to prefix the user’s name, timestamps, or both.
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Below is an example of a prefixed note in a submission:
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Audio Recorder
Use the audio recorder to take audio notes. In addition to recording audio, users can also save time from typing text notes by using Lead Liaison's audio transcription feature.
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You can select from the list of available specific users and meetings.
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If you select specific user, you will have the option to select from all available meeting types for that user and book a time on the calendar:
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However, if you select specific meetings then only the selected meetings will be available on the form. For example, if you select a user's 30 minutes meeting type then the app will show only that option. You can also choose multiple specific meetings from the list.
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A new column for Forecasted Revenue will appear in your list of leads. When viewing your leads, hover over a value to see how it was calculated.
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viewing your leads, hover over a value to see how it was calculated.
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Forecasted Revenue will always be based off of your Influenced Pipeline, not your Average Sales Price, if you increment/decrement pipeline value.
Incrementing/Decrementing Influenced Pipeline
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You can also add Fulfillment Actions for any or all of your Stations by clicking on the small gear icon next to the station name:
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This will open up the Fulfillment Actions dialog box where you can configure your actions for the particular Station.
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When exporting Event Metadata, the following options are available when using stations:
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You can set if the Event form should attempt to collect and record someone's location using Collect Location option
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You can also set what happens when the form is submitted.
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This option allows you to block submissions from domains and emails. When this option is enabled, you can block submission using the following options:
Domain List(s) - Pick from a predefined domain list.
Enter domain(s) - Manually enter the domains to block e.g. gmail.com, hotmail.com.
Enter email(s) - Enter email addresses to block submissions from.
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There are two methods of blocking:
Mobile device submissions - When enabled, you can specify a message to show when the submission is blocked. Default is "Form not submitted."
Web view submissions - When enabled, system will not accept web view submissions. With this option, you can either show an error message or you can add a redirect URL. If you choose a Redirect to URL then you can also specify whether you'd like to record the submission in the backend. This is controlled by enabling or disabling the "Accept submissions" option.
Note: If Block Submissions is turned ON then you cannot save the event form unless at least one of the above blocking methods is enabled.
Measure Completion
This feature is used to create competition with staff members / sales teams who are collecting leads at a trade show. For example, suppose there are 10 fields in your form. If Measure Completion is checked on four (4) of the fields then these fields will be used in the calculation while the other six (6) fields are not. If a user fills in three (3) of the four (4) fields with Measure Completion enabled then they’d have a Completion Rate of 75%.
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The following submission actions are available:
Collect Rating
You can collect a lead rating at the time of capturing the lead information. Four different rating options are available i.e. Cold, Warm, Hot and Urgent.
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Collect Rating: Prompts the user to select a rating after a new lead is submitted.
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The fulfillment action still needs to be configured to synchronize the lead with SFDC. |
Add to Automations
This action prompts the user to add to Automations after a new lead is submitted. You can choose multiple Automations which will be available on the app for selection.
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Add to Rhythms
This action prompts the user to add to Rhythms after a new lead is submitted. You can choose multiple Rhythms which will be available on the app for selection.
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This is how these actions will display on the mobile app:
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Fetch Related Prospects
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Using this option, you can find other related Prospects through our DataSpring feature. This prompts the user to search for related contacts after a new lead is captured. Prospects are fetched using your selected Search Criteria and the related company name or domain name from DataSpring to find and source the specified number of records. Related Prospects are saved in your database as a new Prospect record.
Use case: Suppose you are exhibiting at a tradeshow and meets Janice, the Director of Marketing at Philips Medical. The staff member scans Janice’s badge, fills out a custom form to collect data that’s meaningful to your business, then submits the lead. The staff member is prompted to optionally find other qualified marketing contacts at Philips Medical. The other contacts are automatically found by setting up a filter to find anyone with “Marketing” in their title and located in the United States or Europe. The additional contacts get saved into your database for later follow up and/or nurturing.
Search Criteria
Here you can select from pre-saved DataSpring search criteria. Instructions on creating/saving a new search criteria is available here.
Max Prospects
You can use the Max Prospects setting to limit the number of records that can be pulled in from a DataSpring search. If a record was already purchased in DataSpring (using any method) then it will be skipped. For example, if Max Prospects is 5 and 3 records were already purchased in DataSpring (even from a direct search) then 2 additional records will be purchased.
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DataSpring search feature requires a Sales Enablement license. Contact your Account Manager for more information about licensing. |
Social Append
This option allows you to enrich leads with information from social networks. When a lead is captured it is appended in real time with social information. You can enable this option from the event form Properties tab here:
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The Social Append feature includes these personal data fields to the Prospect record:
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Account admins can further control other Social Append settings (such as allowing for overage) from Settings > App Setup > Data Enrichment as outlined in the documentation here.
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Notify Lead Owner
This option allows you to send an email alert to the lead owner when the lead is captured.
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There are two available Notification Frequencies:
Always - system will always send an email alert to the lead owner every time a lead is captured.
User preference: user will get an option to select whether or not to send the alert. They'll see this prompt at the submission actions screen:
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By default, when a device user submits a prospect from a lead capture form, the system will assign the user as the prospect's owner. You can change this setting in the form builder under the Properties tab.
Prospect Owner (Mobile)
These settings will apply to the leads captured through Captello mobile app.
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Device user – system assigns prospects to the user associated with the submitting device
Specific user – system assigns prospects to a specific user of your choosing
Leave Unassigned – does not assign an Owner and relies on any default settings
Default owner – system assigns prospects to the global default (must be set in Lead Distribution Settings as shown in the screenshot below)
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If you would like the system to override any current lead owners in the system in favor of your form settings, simply click the checkbox on the bottom.
Prospect Owner (Web View)
These ownership settings apply to leads that are captured using the web view specifically.
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If “Event Owner” is selected, then system will use the event owner as the owner of the captured lead.
If “Specific User” is selected, then system will use the selected user.
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Actions (On Input) are actions or alerts that are applied on the Captello mobile app side. These Actions can send alerts, pop-ups, sounds or vibrations when form data matches any of the criteria you choose. For example, let's suppose company ABC is of great importance to your business and you want to remind your staff to pay special attention towards such leads. So using Actions (On Input), you can display a custom text message inside the Captello mobile app every time a lead from company ABC is captured.
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Nativate to Events > Capture
Locate the appropriate Event
Click on the number of captured submissions in the Submissions section
You should now be on an overview page showing all your submissions to date. Hovering over any of them will show a menu of icons on the left with options to Delete, Preview, Edit or Assign to Lead Analyzer. Preview or Edit will bring up a preview of your form, with the information filled out with the submission data. If your editing you can make any changes needed in this preview form and save the changes.
Exporting Data
Web-App
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You can export your event data to migrate it to a third party system if needed. To export event data:
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Once you have selected the type of data to export, continue to export following the instructions located here.
In the video below, we walk you through the export experience and how to choose Prospect data:
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the instructions located here.
In the video below, we walk you through the export experience and how to choose Prospect data:
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Exporting Assets (Audio Notes and Images)
To exports media assets, such as audio notes and image capture pictures, click on the drop-down of the desired form, then click ‘Download Assets’.
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This only works for media submitted on mobile app version 9.4.11 or later. |
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Then select the media as desired and click ‘Download'.
The media available for download are:
Audio Recordings: captured using the Audio Recorder field.
Audit Recordings: Recordings captured using the Audit field.
Image Captures: Images captured using the Image Capture field.
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All the selected files will be downloaded together in one zipped file, with each category having it’s own folder.
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Audio and Audit recordings will be in a m4a format, while images will be in a jpg format. |
Mobile App
Data can be exported from the Captello mobile app as well. In order to allow for this option, make sure you have the "Mobile App - Export" permission selected under the appropriate security profile as shown here:
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