Overview

End users will capture Prospect information by entering data onto a custom form, scanning badges, capturing business cards, and more. This document will guide users through downloading the app, setting it up, and capturing Prospect data.

Getting Started With the Mobile App

Prior to attending the event, ensure that your device is equipped with the most recent version of the mobile app. The app is compatible with Apple iOS version 14 or higher, Android version 10 or higher, and Amazon Fire OS 7 and above, supported on Amazon Fire tablets released in 2018 or later.

New Users

If you are a new user, you will receive an email with an invitation code and links to the App Store and Play Store. If you prefer a text message invite, please contact your event coordinator before the event. After installing,

• Open the mobile app

• Enter your email

• Enter your authentication code

• Tap Sign In
  

• If prompted, allow notifications

Once you have logged in, you will not need to do so again. The app will remember your device unless you uninstall the app or manually unauthenticate.

Resending Auth Code

If you forgot or lost access to your auth code, tap on 'Forgot Auth Code?', to resend it to your email.

Existing Users

If you are an existing user, you are ready to go. Make sure you have the most up-to-date version of the app. Normally the app will update automatically through the App Store, but it is best to check for pending updates before the event.

If you uninstalled the app or unauthenticated after your last event, simply use the same authentication code and follow the steps above. If you no longer have your code, ask your event coordinator to resend it. 

Using the App

When you first log in to the app, you will see the Events screen. The Events screen will only show events you have been invited to.

While the App loads, you will see a syncing bar at the bottom. If this is your first time opening the app, it might take up to 30 seconds to fully sync everything. 

Tap on an Event to open its options.

• Capture - open event lead capture form

• Rapid Scan - opens the badge scanner or business card element for the form and allows the user to scan one after another. This option is only displays if an administrator has added it to the form properties.

• Review Submissions - view or edit previously-captured leads

• Instructions - view instructions for this event

• Cancel - return to Events screen

Mobile App Menu

Settings

Before starting, review your device settings. To access settings, tap the menu icon in the top-right corner and select Settings.

Organization

The organization section shows data on your organization's profile from Lead Liaison. This data is for informational purposes only and cannot be changed within the app. 

• Name– the name of the organization

• Key– device key for testing purposes only

• Operator– user the device is assigned to

• Device ID - a unique ID for your device (may be used for support purposes)

Localization

Change the displayed language. App menus, field labels, and field hints will change, but Event Names and locations will not change. 

Automatic Upload

The operations section has the automatic upload option. By default, automatic upload is enabled. While it is enabled, Captello will automatically push new prospects to the Lead Liaison platform. If you prefer to review submissions before sending them off, turn this toggle off. 

Save Business Cards on Device

Saves a copy of the business card image (both front and back) in images locally on your device. 

Reminder for Unsubmitted Leads

If the Automatic Upload setting (above) is disabled and Reminder For Unsubmitted Leads is enabled, a notification will trigger (based on the scheduled time) if leads have not been submitted from the device to the server. This notification may be triggered when leads are collected in bulk. For example, from Rapid Scanning badges or business cards. 

Auto-Crop

Turning this setting on will crop the image of the business card around the card only. Works best with contrasted backgrounds. Cropped images are easier to transcribe and result in higher quality results. 

Kiosk Mode

Use this section to manage your kiosk mode password. If you open a kiosk mode form without setting a password, the app will ask you to create one at that time. If you forget your kiosk mode password, you will have to return to your device's home screen and exit the app to restart it. 

Single Tap Selection

Allows a single tap on drop downs and eliminates the need to make a selection and then click a button to enter your choice. 

Diagnostics

The Diagnostics section contains information that may be required by the support team in case of any questions or concerns. To save temporary device storage, you may turn logging off. However, the support team may be unable to diagnose potential issues without logs.

Unauthenticate

To unauthenticate your device, click the red button. Keep in mind, you will need a new authentication key in order to reactivate your device.

Support

Inside the mobile application you'll see a menu option for Support. Inside this area there are three sections:

1. Start a Conversation: This option launches a communication system that connects you with multiple members of our support team. From here the support team can provide guidance, troubleshooting, and even screen share with your mobile device. You can also search for help using a built in knowledge-base under the "Find an answer yourself" section. Support usually responds within a few hours. If your inquiry is urgent, it's possible to have a real-time conversation with a support representative. If you're not able to respond within the mobile app then an email will be sent to you. 
2. Open a Ticket: This option opens your device's native email client. The email sends a message to support@leadliaison.com where a support ticket is opened. 
3. Documentation: The page links to our documentation page on the web. 

Admin

This section allows the admin level users to perform below actions right from the mobile app:

• Check and share Auth Code
• Check event access for users
• Send new invites

Click on the hamburger icon at the top left and select Admin:

Next, select the event you'd like to check or grant access for:

Now you'll see a list of all of the users who have access to the event. This is divided into three sections:

• All: Shows all of the users who have access.
• Used: Shows users who have logged into the app using their Auth Code.
• Pending: Shows users who have not yet accepted the invite or used their Auth Code.

To check or share Auth Code, simply click on the user and it will show the details like below. You can also share this information using the Share option.

To invite a new user, click on the red + icon at the bottom right. From here, you can either add a new user invite, send invite to an existing user, or send a universal invite:

In case of a new user, simply enter the name and email address of the user and click Invite. If you like to send invite via email and SMS both then you'd have to enter their phone number as well.

If you are inviting an existing user, click on the Select User dropdown menu and select the user to send the invite to:

Analytics

You can view all your event analytics in the app as well. Open the app menu, tap  analytics,  and choose your event to get started.

This is the same information as you get in the Events Dashboard under the web app.

Lead Capture

To begin capturing leads, tap on the appropriate show and select Capture. If this is the first time you have opened this Event form, you may see the Event’s instructions.

Business Card Capture

To use the business card capture tool, tap the boxes to activate your devices camera. The left box is for the front of the card, the right box is for the back of the card. You can also capture almost any form of written document using this element.

For resumes and other documents, make sure to focus on contact data rather than trying to fit the entire document into the frame. Remember, you can always use the Back business card element to capture additional details. See the Resume Capture Examples below.

After taking a picture, you can tap the thumbnail image for additional options.

• Remove – remove the image and start over
• View image – view the full-size image of the card
• Camera – take a different image with the device camera
• Choose from Library – choose a different image from the device's library
• Cancel – close the menu

Badge Scan

If you are using badge scanning at your event

• Tap on the form
• Tap Capture
• Tap the Scan badge button on the form
• Line up the barcode on the badge with the on-screen overlay until the device beeps
• Fill in any remaining fields that were not captured
• Tap the Submit button in the top-right corner of the screen when complete

Badge scanning also works in offline mode. When the device is offline, you will see a green success message letting you know the scan was successful. Once you see this message, you can hit Submit. The app will fill in the scanned fields once it is back online.

If you want to scan your own badge, you can click on the camera icon in the top-right corner of the scanning screen to switch to your device's front camera.

Rapid Scan

If you are using Rapid Scan at your event

• Tap on the form
• Tap Rapid Scan
• If your form has both the business card and badge scan elements, pick which element to use

If using the badge scanner

• Line up the barcode with the on-screen overlay until the device beeps
• On iOS, tap cancel when complete

OR

• On Android tap the back button when complete

When in Rapid Scan mode, the app will not process the same badge twice. If you accidentally scan the same person's badge multiple times, you will not see duplicate submissions.

Here is a quick video overview:

If using the business card reader

• Line up the business card with the on-screen overlay
• Make sure contact data is clear and in the frame
• Tap the Circle button to take an image

• Tap the small preview thumbnails to delete an image
• Tap the X button to finish

Here is a quick video overview of using rapid scan for business cards:

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.

Here is a quick video overview:

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Documents

Mobile app users can use your Documents to:

1. Share Documents from the Event Menu.
2. Select Documents to include in follow up.

Sharing Documents

To share Documents do the following:

• Tap on the event to open the Event Menu. 
• Select Documents.

• If more than one Document Group exists then the user will need to tap on the relevant button first. If only one Document Group exists then skip to the next screen below. 

• Tap on the Documents to share. A green check will appear at the bottom right of the Document thumbnail indicating it's been selected. 
• Click the Send button. 

• Choose your share method. The following sharing methods are supported:
  • Email: Opens the device's native email client and inserts trackable links for your Document(s). 
  • SMS: Opens the device's native SMS client and inserts trackable links for your Document(s).
  • WhatsApp: Opens WhatsApp and inserts trackable links for your Document(s). 

Selecting Documents for Follow Up

To share Documents for follow up in an email do the following:

• Open your Event form on your mobile device. 
• Capture lead information on your device as you normally would. 
• Tap the button for the Document(s) you'd like to include in your follow up. In the example below, two buttons (a.k.a. Document Groups) are added to the form. 

• Tap on the Document(s) to select them. A green check mark will appear for all selected Documents. 
• Click the Done button. 

Review Submissions

To review your form submissions, tap on the appropriate form and select Review Submissions. Tap on the submission to see the full form response. You will also see relevant metadata about how the submission was captured once you tap into it.

Submissions are color coded based on their status. The table below explains each of the statuses.

Ready

Ready submissions are stored in the device and have not been sent back to the Lead Liaison platform. You will see this status if autosubmission is turned off or the device is working offline. To upload ready submissions, tap on the cloud icon in the top-right corner of the screen.

Pending

Pending submissions have been uploaded to the transcription portal but have not been completed. Once a transcription is complete, the submission will update with the prospect's information and change to Sent status.

Blocked

You can manually block a Ready submission by tapping on the blue icon next to the submission. The icon will turn red, and the app will not upload the submission, even if you tap the upload cloud icon. This option is best for unqualified leads like other vendors who visited your table during the show. 

Search and Filter

Use the Search bar to search for Prospects by name or email. You can do a partial search if you are not sure of the Prospect's full name or email.

Click the filter icon on the top-right to use filters instead of searching. You can filter submissions by

• Name
• Email
• Capture Method
• Capture Date
• Captured By

For example, you could run a filter to find all of the leads captured by Associate A on October 23rd using business card transcription.

Edit a Submission

If a submission is in Ready status, you can edit it before uploading. Tap on the form and the Review Submissions. Tap on the submission to open the form again, make the appropriate changes, and the click the Submit button in the top-right corner.

Kiosk Mode

If you choose a form with kiosk mode enabled, you will not be able to back out of it again without your password. If you have not already set up a password, the app will ask you to create one. 

When you are ready to exit the form, tap the back arrow in the top-left corner of your screen and then enter your password. If you input the incorrect password, the app will ask you to try again.

Connecting With Leads on LinkedIn

The ‘Connect on LinkedIn’ feature lets you directly launch LinkedIn within the Captello app and search for the lead with one tap.

Using the ‘Connect on LinkedIn’ Feature

To connect to a lead’s LinkedIn, follow the steps below:

• Navigate to successful submissions.

• Tap a submission

• Click on ‘Connect on LinkedIn’

• LinkedIn will be launched inside the Captello app, searching for the prospect’s full name followed by their Company’s name.

Smart Reply Follow-up

Smart Reply is an AI-powered solution that writes personalized follow-up emails to captured leads directly from the mobile app.

Enabling Smart Reply

Using Smart Reply

Once Smart Reply is enabled on your account, follow the steps below to use it:

• Navigate to your successful submissions.

• Tap on the desired submission and tap ‘Smart Reply (Beta)’.

• Alternatively, open a submission on view mode and tap ‘Smart Reply’

The calls to action drop-down list include ‘Setup demo’, ‘Schedule call’, or ‘Learn more about us’.

• An email will be auto-generated for the lead, personalized using their contact details.

• To change settings and re-generate, click the settings gear on the top right.

The settings include:

• Call to action, including
• Setup demo (default)
• Scheduel call
• Learn more about us
• Length:
• Short
• Medium (default)
• Long
• Tone:
• Formal (default)
• Casual
• Enthusiastic
• Language:
• English (default), Arabic, Chinese, Japanese, Russian, German, Italian, Korean, French, Thai, Turkish, Vietnamese, Spanish, Portuguese, and Hindi.

Once the appropriate settings are selected, click ‘Generate’ to re-generate the follow-up email.

• (Optional) The re-generate icon can be used to re-generate a response with the same selected settings.

• Select ‘Compose Email’ to create the email on your phone’s email client. You will be asked to select an email client for the first time.

In-app Conversation

This is an inbuilt chat feature in the Captello app. Conversations allow you to connect and chat with any of the available users from your staff directory. You can do one on one conversations and can also create group conversations.

Creating New Conversation

To start a new conversation, click on the chat bubble at bottom right of the Staff Directory page or go to Conversations in the app menu.

You can also initiate a chat from the event form page by turning on this option in the app settings:

To create a new chat, follow these simple steps:

• Click the chat bubble
• Click the + icon
• Select staff members to chat with. You can select one or multiple members.
• Click 'Create Chat' and it will open the chat box similar to this:
  
• To view chat members, click on the small information icon at the top as shown in screenshot above.
• This will display a list of chat members and the options to remove members and delete the chat. You can also add new members as well as give a name/title to the chat:
  

View Conversations

You can view a list of all your conversations from App Menu > Conversations page here:

At the top, you'll see different tabs indicating event names that you can use to view conversations for those specific events only:

You can also search for conversations with specific members by searching with their name.

Exporting Leads

You can export your submissions (leads) directly from the mobile app as well. Navigate to the Leads page from the menu options:

Click the 3 dots at the top right and select Export:

Enter your email address to receive an email with a link to the exported file. You can enter multiple email addresses at the same time if you like to share the export with multiple users.

You can even select from a date range to export the results:

Note that the export from the mobile app will be delivered within 2 minutes of tapping the export button.

To enable exporting without a web-app login, turn on the Export without web login toggle from App Setup > Account > Settings