Overview

Through fully-customizable forms and business card scanning, the live event lead mobile app makes life easier for sales, while the back office web app give marketing valuable marketing-qualified leads immediately. 

Getting Started

Before your team downloads the mobile app, make sure your account is configured right for your Organization.

Minimum Operating System Versions

The Captello app requires iOS 14 or Android 10 at minimum.

Security Profiles

Security profiles let you control how much access users have to Lead Capture elements within the Lead Liaison platform. To access security profiles, navigate to Settings > Users > Security Profiles. Click the Edit button to the right of the appropriate profile. 

By checking the box next to Lead Capture, you can add or remove all permissions. Press the (+) to the left of the checkbox to view the following individual options:

Open

• Access Event Staff

• Add Elements – add new elements to existing Lead Capture forms.

• Capture Portal – access, complete, or delete incomplete business card transcriptions and barcode captures.

• Change Event Visibility – change the event visibility of the events user has access to

• Create Event Form – create a new form that will appear on devices.

• Create Event Form from Template Only – user must select from a template to create a new event

• Edit Default – edit only the default value of existing elements on an existing form. 

• Edit Elements – edit elements on an existing form.

• Edit Events – user can edit events

• Export Submissions – export all the submissions data of the event

• Import Event Leads – mass import new submissions into an existing event.

• Manage All Events – edit or delete any event.

• Manage Assigned Access Events – edit or delete only events assigned to the user.

• Manage Invitation/Devices – add or remove devices from the device list.

• Manage Event Templates – create, edit, or delete templates.

• Manage Groups – create new device groups for form assignment.

• Manage Owned Events (All) – view, edit or delete the events owned by the user

• Manage Owned Events (Private Only) – view, edit or delete ONLY private events owned by the user

• Manage Public/Shared Events – view, edit or delete public and shared events
  Notes:
  - Events with “Private” visibility can be accessed by any user that have the “Manage All Events“ permission
  - Events with “Public” visibility can be access by any user who have the “Manage Public/Shared Events” permission
  - Events with “Shared” visibility can be accessed by any user who have the “Manage Public/Shared Events” permission and the event is shared with the user or any assigned team to the user.

• Remove Elements – remove exiting elements from existing forms. 

• View All Submissions – when using a device, see submissions from other devices.

• View Auth Codes – retrieve authorization codes for device users.

Devices

View, edit, or remove devices by navigating to Event > Capture > Invitations > Devices. 

Open

• User– user associated with the device

• Username– username associated with the device

• Groups– number of groups the device is in; click on the number to view.

• Type– type of mobile device used

• Date Joined– date the device was activated

• Status– device statuses; Pending (device not authenticated), Active (device authenticated and ready to use), Disabled (device authenticated but disabled in Lead Liaison)

Use the checkbox in the top-left corner to select and delete multiple devices. Use the spyglass symbol to search for devices by name. 

Invitations

End users access the mobile app through an invitation. The invitation contains an authentication code the user will user to activate their device.

Individual Invitations

In most cases, you should give each of your attendees their own mobile app Authentication code. You can grant users access either when cloning the templates or after creating the event form. 

To give users access when creating a new event:

1. Clone the appropriate template.

2. Scroll down to User Access.

3. Select users from the Users textbox by typing their names or emails.

OR

1. Click the (+) icon to add a new user.

To give users access to an existing event:

1. Click on the Event name to open the Event Designer.

2. Click the Properties tab.

3. Scroll down to User Access.

4. Select users from the Users textbox by typing their names or emails.

OR

1. Click on the dropdown menu of an event.

2. Click on Access.

3. Select users from the Users textbox by typing their names or emails.

OR

1. Click the (+) icon to add a new user.

Sending New Invitations

There are two types of invitations you can send, Individual and Universal.

• 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

Bulk Invitations

It is possible to send invitations to multiple users in an spreadsheet. Follow the steps below to invite multiple people at once:

• Go to Events > Capture > Invitations

• Click on the Options drop-down button and click Bulk Invitations

• Upload a spreadsheet that contains First Name, Last Name, Email and/or Mobile Number. A spreadsheet template is available to download if needed.

Reminders

Reminders help users activate their mobile app. If they have not logged in after a set amount of time, we will send them a reminder email with their Authentication code.

To enable reminders, click on the lightbulb icon next to User Access. Then, set the number of days prior to the Event Start Date. If the user has not activated by your set date, they will get a follow up email.

Bulk Invitations

You can send Invitations to many users at once using Bulk Invitations. To send a Bulk Invitation

• Navigate to Events > Capture > Invitations

• Use the drop-down menu in the top-right to download the Bulk Invite CSV Template

• Open the spreadsheet and add your user info

• Use the drop-down menu to select Bulk Invitations

• Upload your completed spreadsheet

The Bulk Invite CSV Template includes first name, last name, email, and mobile phone. The system will send an invitation out to their email, phone, or both depending on what your provide.

While sending a bulk invitation, you can add event access to the users.

Retrieving Authentication Codes

If a user loses their authentication code, admins or other profiles with the right permission can retrieve them. To retrieve the code

• Navigate to Events > Capture > Invitations

• Use the Search icon to find the right user

• Click on the Eye symbol below their name to reveal the code. 

Edit a Device

Once a user has activated their device, you can edit their device settings using the action menu on the right in Events > Capture > Invitations > Devices.

Use the trashcan icons to delete the device from your system. Deleting a device will also prevent the user from accessing the mobile app. 

Use the pencil to edit the device's name on the device list. This is a helpful option to use if you have multiple users and will be sorting them into groups for various events. 

The drop-down menu contains the following options:

• Deactivate/Activate – temporarily remove or add access to the mobile app

• Delete – delete the device

• Edit – edit the device's name

• Groups – manage which groups the device is in
  
  
  

Revoke Invitations and Remove Authenticated Devices

To remove an invitation click on Events > Capture > Invitations and click the delete icon as shown below. 

To remove an authenticated device click on Events > Capture > Devices button then select Deactivate from the menu as shown below.

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. 

Every user that has access to the event will be included in the Staff Directory. You can view your staff directory from under the settings gear on event designer page:

You can also change the status of individual staff member to available or unavailable.

In the Captello app, a Staff Directory would display like this:

Each of the buttons beside someone's name allows a different action.

Goals

Define goals for your event (targeted # of leads captured, etc.) and keep track of the progress toward each goal. Goals can be set at an individual level and/or team level.

To add your goals, click the gear icon on top and select Goals.

Choose from these available options. Create goals based on target number of leads or number of submissions.

For Individual Goals, select whether you want the same goal for all users, or custom goals per user.

In the Captello mobile app, a circular Goals icon will appear on the event when Goals are added.

Tapping this icon will open up your Goals statistics. You can view individual progress as well as team progress towards the set goals.

Localization

You can localize the mobile app for users in non-English speaking countries. Based on their device's language settings, users will see the app in their preferred language when they first authenticate. The app will automatically translate menu options, field labels, and multi-choice options. It will not translate Event Names or Addresses.

The mobile app currently supports:

• Arabic

• Chinese (Simplified)

• Dutch

• English

• French

• German

• Italian

• Japanese

• Korean

• Portuguese

• Spanish

If you need localization in a language you do not see, contact your Lead Liaison representative for more information on adding a language.

To enable localization for app users, navigate to Setup > Events > Capture and scroll down to Localization. Then select either Auto Translate or Custom Translate.

Auto Translate

Auto Translate uses an advanced translation program to translate English text in real time. With this option, users can easily switch between supported languages. The translations are very accurate, but if your organization uses special words and phrases, the app may not have context to translate properly. In these cases, you should use a Custom Translate template.

Custom Translate

If you want to specify how the app should translate certain internal words or phrases, you can upload a Custom Translate template. To add custom localization support:

• Navigate to Setup > Events > Capture.

• Scroll down to Localization.

• Select Manage Custom Translate.

• A new page will open showing any current custom translations you may have. Select one of the current ones or click on New for a new translation.

• Set the English word or phrase you want to customize, and the language your changing using the dropdown. Finally enter the translation that is desired.

• Click Save.

Creating an Event

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.

Note: the options on the New Capture Form menu will change depending on your form type. Set additional options by clicking the Advanced Settings button.

• 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