The Lead Retrieval by Webex Events app is a powerful tool that lets your sponsors and exhibitors seamlessly capture and collect leads, qualify and rate them, and share metrics. If you’re offering Lead Retrieval at your event, you should test the Lead Retrieval app about a week prior so you can show sponsors and exhibitors how to use it and set them up for success.
This article guides you through the simple steps of testing Lead Retrieval and includes tips on instructing your sponsors and exhibitors to test before they start scanning real leads. Let's go! 🐎
1. Contact our Support team for a testing license
You’ll need an extra Lead Retrieval license that you'll use to test Lead Retrieval. Click the chat bubble at the bottom right corner of this screen to contact one of our awesome support representatives.
Copy the text in the gray box below, paste it into the chat, replace the placeholders with your information, and send.
Hi! My name is {first and last name} from {company name}, and I'd like to test Lead Retrieval. Can you add a Lead Retrieval license to {team name} for {event name}? My emails is {your email address}. Thank you!
💡 Keep in mind, to find your Event’s team name, go to your Event Overview page, click the three-dot icon in the 'Event Information' section, and select Edit from the drop-down. On the Basics page, your team name appears in the ‘Which team is managing this event?’ field.
While awaiting confirmation, prepare for testing by creating a hidden test attendee and a test sponsor profile. Keep reading to learn how!
2. Add a hidden test attendee
It's time to add a test attendee that you'll use to test out Lead Retrieval! First, create a hidden test group, then create a test attendee and assign it to the hidden group. This ensures that the test attendee isn't visible to attendees in your Event App. 🤫
Add a hidden test group
In the left navigation bar, click Attendees
Click the Groups tab
Click New group
In the modal that appears, name the group something like 'Testing'
Activate the Exclusive group toggle
Select Hidden from attendees in the 'Visibility' section.
Click Save Changes
To learn more about groups, read our article about using groups.
Create a test attendee
In the left navigation bar, click Attendees
Click New attendee
Add information to every field so you have a good example of a completed attendee profile. 🔍 Make sure the attendee is obviously for testing so exhibitors don't think it's a real lead.
In the modal that appears, click the Exclusive group drop-down and select the hidden test group you created. Click Save changes when you're done.
We include detailed instructions for adding an attendee in our article about adding Attendees.
3. Create a hidden test sponsor or exhibitor profile
The next step is to add a test sponsor or exhibitor profile that you'll invite to Lead Retrieval and use to scan the test attendee. We'll add a test sponsor profile in this example, though the process is identical with the Exhibitors feature.
Add a test category and assign it to the hidden group
Before you create a test sponsor profile, add a test category to the Sponsors feature and make it visible only to the hidden test group.
In the left navigation bar under 'Event App', click Features
Click on your Sponsors or Exhibitors feature
Click the Categories tab
Click the New Category button
In the modal that appears, enter a category name and select the hidden test group you created earlier from the Visible To drop-down. Click Save Changes when you're done.
To learn more about categories, read our article about creating categories for feature items.
Create a test sponsor or exhibitor profile
From the Categories page, click the Items tab to return to the Sponsors page
Click New Item
In the modal that appears, enter a name that clearly indicates that this is a test sponsor profile, like 'Test Sponsor'. Select the category you created from the Category drop-down. Click Save when you're done.
Our Feature Guide: Sponsors and Exhibitors article has detailed instructions on adding sponsor and exhibitor profiles.
4. Invite yourself to the Lead Retrieval app
Once you receive confirmation that a test Lead Retrieval license has been added to your account, use the license to invite your test sponsor to Lead Retrieval.
In the left navigation bar, click Lead Retrieval
Click Exhibitors
Click the Invite Exhibitor button
In the modal that appears, select the test sponsor you created earlier from the Select an Exhibitor from Your Event App drop-down, enter your first and last name and email, then click Send Invitation.
💡 Keep in mind, you must enter a real Booth Admin Email address so you can receive and accept the invitation email.
You'll get an email at the address you entered within a few moments.
5. Download and log in to the Lead Retrieval app
Open the invitation email and follow the instructions to download the Lead Retrieval by Webex Events app and log in to your Event. Be sure to use the email you invited yourself with when creating your account!
6. Scan the test attendee's QR code
Back on the Attendees page, click on the test attendee you created earlier, then click Show QR Code at the bottom of the 'Attendee information' area.
Open the Lead Retrieval app, tap the scan button, and scan the QR code to capture the lead!
💡 Keep in mind, if the test attendee's information doesn't automatically populate in the Lead Retrieval app and you’re using external IDs to generate QR codes, check to make sure that those external IDs are input properly on attendee profiles. To learn more, read our External IDs article.
You've captured a lead! Play around with rating the lead, adding notes, uploading images, and more, then review the metrics.
Have your exhibitors try out Lead Retrieval
Having your exhibitors try out scanning a test lead drives awareness of the Lead Retrieval app and sets them up for a successful day of collecting leads. Here are some tips to help you help your exhibitors.
In the 'Show QR Code' modal for your test attendee, click the Download as PNG button to download the QR code. Include the QR code along with our lead scanning instructions in an email to your exhibitors or in a printed hand-out so they can test, too. 👍
If you're using Webex Events Onsite, print QR codes on attendee badges so exhibitors can scan leads from badges. Print a badge for your test attendee so they can try it out when they check in!
On the morning of the event, visit each exhibitor booth and have them scan your badge to make sure they’re ready to scan real leads. Your exhibitors will quickly find out how fun and easy it is to capture leads with Lead Retrieval!
Remind exhibitors to delete any test leads they capture. Doing so ensures accurate Lead Retrieval metrics. 🌈
Questions? Chat Us or Email support@socio.events