The Lead Retrieval by Webex Events app empowers your on-site exhibitors to capture leads like never before in a simple, intuitive, collaborative app. Getting started with Lead Retrieval is easy! Simply follow the steps below to learn how to activate Lead Retrieval and start inviting exhibitors.
Not sure what Lead Retrieval is? Check out our Introduction to Lead Retrieval article for an overview.
Prepare your Event App
Before you can activate Lead Retrieval and start welcoming exhibitors, there are a few steps you need to take in your Event or Community. Click each item to explore our articles on each topic. 🔍
Add an Exhibitors/Sponsors feature - Exhibitors you invite or who sign up for Lead Retrieval need an official profile in Webex Events so they can add team members and track team metrics.
Add profiles for each Exhibitor/Sponsor - See above. ⬆️😄 The only situation where you don't need to add profiles is when using the Exhibitor Purchase Form with the 'Let purchasers create new Exhibitors' option activated. Keep reading to learn more.
Publish your Event/Community - Lead Retrieval can only be activated for a published event/community.
When you've completed each of these steps, you're ready to activate Lead Retrieval!
Activate Lead Retrieval
From any page in the Webex Events Platform, click the Lead Retrieval button in the header, then click Activate Lead Retrieval. In the modal that appears, select the event that Lead Retrieval should pull information and attendee data from, then click Next.
⭐️ Keep in mind, only hybrid and in-person events appear in the Activate modal.
Finally, choose a team and click Activate to finish this step. If you haven't already purchased Lead Retrieval licenses, don't worry! You may not need to. Keep reading to learn more. 📖
Options for inviting exhibitors
There are two ways to invite exhibitors to use Webex Events Lead Retrieval for your event. You can use one or both of these options, depending on your situation.
1. Set up and share the Exhibitor Purchase Form
This option lets exhibitors buy their own licenses at your chosen price. This is great when you're not sure how many exhibitors to expect or when you're using Lead Retrieval as an additional revenue source. Learn all about setting up and using this option in our Exhibitor Purchase Forms article.
2. Pre-purchase licenses and invite exhibitors individually
This option is best for when you're letting exhibitors use Lead Retrieval for free or when you need to add exhibitors to multiple different Exhibitor/Sponsor features in your Event App. The article you're reading right now shows you how to invite exhibitors individually, so keep going to learn more. 👍
To pre-purchase licenses, reach out to your Webex Events contact, talk to our support team via live chat, or email email@example.com.
From the Exhibitors page of your Lead Retrieval event, click Invite Exhibitor.
In the modal that appears, select one of the sponsor or exhibitor profiles you added to your Event App. Next, enter the new Admin user's first name, last name, and email address.
⭐ Keep in mind, the Remaining Licenses field shows how many more invitations you can send. If you need to purchase more licenses, click the Add More link to chat with a member of our Support team, or email firstname.lastname@example.org.
Click Add More Booth Staff and fill in the fields to add more booth staff or admins. Click Send Invitation when you're done adding as many staff as you like. Repeat this process for each exhibitor.
⭐️ Keep in mind, Admins can invite other Admins and Staff, so you don't have to add everyone yourself. You can also add more Admins and Staff later by clicking on an exhibitor.
After clicking 'Send Invitation', invitees receive an invitation email. The email contains much of the same information as our Getting Started with Lead Retrieval article for exhibitors, including instructions for downloading the Lead Retrieval app, creating an account, joining an event/community, inviting additional users, and scanning leads.
Manage invited and active exhibitors
After inviting at least one Booth Admin for an exhibitor, the Exhibitor status changes to Invited. This means the invite email was sent, and staff haven't downloaded the app or set up their account for the event. Once an admin logs in to Lead Retrieval, the status switches to Active.
⭐️ Keep in mind, exhibitors added via the Purchase Form always appear as Active.
To resend or delete an invite, click the Settings (⚙️) icon next to an exhibitor whose status is 'Invited'.
Click on an exhibitor's name to view all the admins and staff for that exhibitor, invite more staff, and see metrics.
Once an exhibitor is 'Active', the Admin is in control!
Add purchased licenses to Lead Retrieval
When you activate Lead Retrieval, you select a team, and we assign any licenses you purchase for your event to that selected team. If you purchased Lead Retrieval licenses under a different team, you can transfer those licenses easily!
In your Lead Retrieval event, hover over the Settings tab and click Add Licenses.
In the Add Licenses modal, choose the team you want to use Lead Retrieval licenses from, choose the number of licenses in the Licenses field, and click Activate.
It's that easy! You can now use the additional credits to invite exhibitors.
After exhibitors start collecting leads, click on the Metrics tab to see overall Metrics for all exhibitors or drill down to one in particular.
Use the drop-down on the top left side to select a specific exhibitor, and use the drop-down on the top right side to filter by time. Click the Share Metrics link and copy the URL to share the Lead Retrieval Metrics with others, too.
The top-level metrics show Total Scans, number of New Leads, Average Lead Quality, and number of Active exhibitors. Below these, there's a graph that shows Leads Retrieved by Hour, Day, Week, and Month.
At the bottom, the Lead Quality, Lead Status, and Top Exhibitors charts show where each exhibitor is ranked by Total Scans and New Leads.
Export scan data
Click Export Scan Data to download a report showing every scan your exhibitors captured. The export takes a few seconds, and you'll see a confirmation message in the upper right corner of the screen when it's done.
Click the Click here to download link in the notification to download the spreadsheet file. Missed the notification? Simply click the bell icon in the top right corner of the screen to see it. The file contains the following information for each lead captured:
Scanned by Exhibitor Name
Exhibitor User Id
Scanned by User First Name
Scanned by User Last Name
Scanned by Title
Now that you know all about setting up Lead Retrieval for your event, why not check out the documentation we offer exhibitors in our Lead Retrieval knowledge base?
Questions? Chat Us or Email email@example.com