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Lead Capture Management

Lead Capture Management

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

Android

Android 10

iOS

For iPhones: iOS 15 at minimum.

For iPads: iOS 16.4 at minimum.

Note that although, the App Store has iOS 15 as the minimum, it is not guaranteed it works on iPads on versions below 16.4. However, system requirements cannot be raised to iOS 16.4 since the App Store cannot set a version only for iPads.

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:

  • 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. 

  • 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.

Admin level users can also send new invitations or check Auth Codes from the Captello mobile app directly. Read here for more details.

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.

All four CSV fields must be included or you will get an error. For example, you must include the mobile phone field, even if that column is blank.



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


If the user has not activated his or her device, you can edit or resend the invitation from the Invitations tab.

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.

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.

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. 

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.

Calendar. Clicking this button lets you schedule an appointment on the persons calendar.

Call. Clicking this button lets you voice call the person selected using your device.

Message. Clicking this button lets you send a text message the person selected.

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 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

When providing Users Event access, existing users will appear in a drop down. If the User is not already in the system, you can add a new user by clicking on the (+) button to the right.

Once you click Continue, you will see the Event Designer. From here you can design your Event Form. Customize the form to capture any type of data using the same process as Hosted Forms.  

Custom Attributes

Custom attributes are event metadata fields you can add to the New Event menu. For example, you may want to add an attribute for Region which could then be exported with the other event metadata. To manage custom attributes, navigate to Settings > App Setup > Events and scroll down to Custom Attributes. 

If you have Custom Attributes, users can select an Attribute to add to Event metadata when creating a new Event. 

Device Objects

In addition to the existing web form objects, device forms have several unique objects: Custom Content, Image Capture, Signature, Business Card, Badge Scanner, Audio Recorder, and Documents. 

Custom Content

Use Custom Content to add HTML 5 content to your Event Form. You can add text, images, links, and embedded content like YouTube videos or Google Maps. To add Custom Content,

  • Add the Custom Content Element

  • Optionally re-label the field and select visibility rules

  • Click Add Custom Content



  • Use the editor to add your content

  • If you are using an image in the custom content, there is an option in the Style settings to control the size of the image.




    This setting overrides the image width to use the full width of the screen while keeping the image’s aspect ratio.

Image Capture

With the Image Capture element, users can add up to five images to their submission. Drag the Image element to your Event form. The Image element will appear on the device in the same order as the Event Designer preview.

Business Card Capture

Captello offers the option to capture business cards which can then be transcribed to retrieve lead contact information.

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.

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)

Pure AI Advanced Mode and Language Support

Pure AI’s 'Advanced' mode offers significant improvements over 'Simple' mode, including supporting all languages.

image-20250131-203514.png

 

  • 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.

  • If there are leftover cards from transcription (rejected by the workforce for any reason, such as being blurry, or if they expire before getting transcribed), the cards will be back to the capture portal, and our internal team will be notified 1 day after the event ends so they can take a look at eligible cards and transcribe them.

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.

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)

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.

Two types of localization are available: Local Ops and Remote Ops. With Local Ops, business cards are sent through our normal transcription process, but only workers proficient in the selected language will transcribe the cards. A staff member reviews any submissions our workforce cannot complete. The following languages are available with Local Ops:

  • Japanese

  • Arabic

  • Chinese

With Remote Ops, the cards are transcribed by a professional in that language. The professional will transcribe all cards personally. The following languages are available with Remote Ops:

  • Russian

  • Korean

  • French

  • Thai

For your end users, the process is the same. Some cards may be available within a few hours with Local Ops languages, but with either option we target 1-3 business days following the close of the event.

If you need transcription in a new language not already listed, please contact our support team at least one week in advance with the following details so we can make necessary arrangements on our end for the transcription:

  • Number of leads you expect to capture

  • First calendar day and last calendar day where you’ll be collecting leads

  • Language you need us to support

Transcription Notes

Add special instructions for our transcribers. For example, you may ask them to use the company name as it appears on the card, not as it appears on the logo. Please note that while we will do our best to follow your special instructions, we may not be able to follow instructions that go outside of the scope of transcribing a business card. For example, our transcribers won't enter a campaign ID or default value into the Notes field. This should be done on the form.

Signature

The Signature element lets end users capture a Prospect's signature. This feature is perfect for opt in statements, non-disclosure agreements, and quotes.

Badge Scanner

Developer Kit Integration

To use badge scanning at your event, you must provide Lead Liaison with the event Developer's Kit at least 14 days in advance. Additionally, if the badge provider only provides a test badge, you must also provide Lead Liaison a production badge at least 24 hours in advance.

To setup up badge scanning on your form, do the following:

  • Add the Badge Scanner object into your form:

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:

  • To pull all contact information from a badge, there must be field mappings in your form for each of the following system fields:

    • Email [Standard]

    • First Name [Standard]

    • Last Name [Standard]

    • Work Phone [Standard]

    • Street Address [Standard]

    • Street Address 2 [Standard]

    • City [Standard]

    • State/Province [Standard]

    • Zipcode [Standard]

    • Country [Standard]

    • Job Title [Standard]

Regular Scans (API Kit)

End users can scan Prospect name badges with the Badge Scanner element. Every event is different and will usually have a specific barcode provider. We use a two-step validation process using both the barcode provider's test badge and the show's production (live) badge.

To add the Badge Scanner element, 

  • Contact the event organizer and purchase an API kit (might also be called a Software Developer's Kit, or SDK)

  • Create your Event Form

  • Follow the instructions on this page

  • Once support confirms they have added the element, test the form

  

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