There are two ways to give exhibitors access to Lead Retrieval. Purchase Lead Retrieval licenses in bulk and then add and invite exhibitors one by one, or skip bulk license purchasing and set up an exhibitor purchase form so exhibitors can buy their own licenses instead.
This article explains how to configure the purchase form and shows how the form appears to exhibitors. For details on adding licenses and inviting exhibitors manually, refer to our Lead Retrieval Setup Basics article.
Configure the purchase form
In your Event navigation bar under 'Lead Retrieval', click Purchase Form.
1. Set the license price
First, enter an amount in the License Price field. This is how much the exhibitor will pay, minus the fee Stripe charges for the payment transaction. How much you charge is up to you. Simply ensure the amount is above the specified minimum.
💡 Keep in mind, when exhibitors buy a license through the purchase form, Webex Events pays 20% of the License Price to your Stripe account and keeps 80%. Reach out to your Webex Events contact or our Support team for details.
2. Connect a feature to the purchase form
In the Feature field, select a Sponsors or Exhibitors feature in your Event App to pull profiles from. If you haven't added a Sponsors or Exhibitors feature to your Event App yet, add it now. Refer to our Sponsors and Exhibitors feature setup guide for instructions.
3. Let purchasers create new exhibitors
Next, choose whether people using the form can add new exhibitor profiles to the Event App. New profiles created through the form are added to the Sponsors or Exhibitors feature you select. This saves you from having to enter all your exhibitors into the Event App beforehand. You'll still need to fill out exhibitor profiles with images, descriptions, and any other details, however.
💡 Keep in mind, exhibitors who purchase Lead Retrieval don't have to appear in the Event App if you don't want them to. For example, you may have a lower sponsorship tier that includes use of the Lead Retrieval app and not a profile in the app. Read our article about categories to learn how to create a category and hide it with a hidden group.
4. Connect with Stripe
Click the Connect with Stripe button and follow the onscreen prompts to link your Stripe account so you can receive payment for each license purchase.
💡 Keep in mind, to deactivate the exhibitor purchase form, simply disconnect your Stripe account.
5. Publish the purchase form
Once Stripe is connected, click Publish Changes to save your work and populate the purchase form link.
Copy and share the purchase form link
Now that you're done configuring the form, it's time for exhibitors to start purchasing Lead Retrieval! 🎊 Click the Copy Link button at the bottom of the Purchase Form page, and then share it with your exhibitors through any medium you'd like.
UTM Parameters
If you'd like to track how exhibitors are accessing the purchase form link using UTM parameters, you can! Simply append the purchase form link with the UTM parameters using a URL builder before you send it out to exhibitors. Read our article about UTM parameters in Webex Events to learn how appending URLs works.
After exhibitors have purchased licenses, head over to the Exhibitors tab and export one or more exhibitors to access UTM data. To export data for a single exhibitor, click the Settings (⋯) icon next to the exhibitor and click Export.
To export data for all exhibitors, check the box next to the Name column heading, click the three-dot (⋯) icon next to the search field, and click Export.
In the export file, the Lead Retrieval Exhibitors sheet shows the UTM data.
The exhibitor experience
When an exhibitor clicks on the purchase form link, the Lead Retrieval Purchase Form Welcome page opens. The learn more link leads to the Getting Started with Lead Retrieval article from our Lead Retrieval knowledge base, and the 'Click here to purchase' button leads to the form.
The form
The first step in the form asks the exhibitor to select their company from the existing list. If you chose to let exhibitors create new profiles in the form, they can check the 'My Organization isn't listed' box to enter a new one. They must then enter their information or the information of the first admin for the Organization. If they'd like to add more admins, they can simply click 'Add Another Admin'.
On the Payment step, the Order Summary shows the total for the purchase, including the License, Service Fee (Stripe fee), and total. The purchaser can copy an Admin's name and email into the payment field or enter other billing information.
After clicking 'Place Order', a confirmation page appears that includes the Receipt Number, a summary of the email(s) to which instructions were sent, and a link to the Getting Started with Lead Retrieval article. The article shows them how to start using Lead Retrieval and has links to download the app from Apple and Google.
The emails
After submitting the purchase form, exhibitors and booth staff receive a Lead Retrieval invitation email, which has much of the same information as our Getting Started with Lead Retrieval article for exhibitors. It includes instructions for downloading the Lead Retrieval app and creating an account, finding an Event App, inviting additional Booth Staff, and using the Lead Retrieval App.
If the person who purchased Lead Retrieval isn't an admin, they'll receive a separate email with a button to download the receipt.
Purchase form refunds
The Webex Events platform doesn't include a built-in refund option for Lead Retrieval purchases. If you need to refund an order, simply log in to your Stripe account and issue the refund there. Refer to Stripe's Refunding and canceling orders guide for instructions.
💡 Keep in mind, Webex Events doesn't offer refunds on Lead Retrieval licenses bought through the exhibitor purchase form. You're responsible for refunding the entire license amount, including the 80% Webex Events retains from each purchase.
That's all you need to know about setting up and using the Lead Retrieval Purchase Form!
Next steps
After exhibitors buy licenses, invite them to use collaboration forms so they can fill out and manage their Event App feature profiles. For more information, read our article about how to set up and use collaboration forms.
Browse our Lead Retrieval knowledge base to find out more about the exhibitor experience.
Questions? Chat with us or email support@socio.events.