About Lead Retrieval

Usermanual

Index

1. About Lead Retrieval

2. Setting up the service on the Web Portal

1. Logging in the Web Portal

2. Dashboard

3. Company Code

4. Surveys

5. Tags

6. Uploading documents and links

3. Logging in the App

1. Log in

2. Entering the Company Code

4.Using the App

1. Scanning Leads

2. Lead Profile and adding notes

3. Surveys

4. Tags

5. Sending documents

6. Saving the contact info

7. Reporting

5. Stats for your leads on the Web Portal

6. Managing information on your Leads

01. About Lead Retrieval

Lead Retrieval is a service for capturing and

tracking the leads you secure at an event,

fair or convention.

The Lead Retrieval systemhas twocomponents:

With the Mobile Solution, the user can scan in their leads, make surveys, create tags and

send documents. The scanned leads are synchronized with the Web Portal.

The Web Portal provides access to the information and statistics derived from your leads.

This is where the surveys and tags are created and documents are uploaded and shared.

The Mobile Solution comes with the Lead Retrieval App, installed, set up and ready to use. It

will be delivered to your stand.

The Mobile Solution (device

with a special App) scans

the visitor's entry badge

and then converts it into

leads.

The Web Portal acts as

a database to help

manage your leads.

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AppWeb

Portal

Lead

Retrieval

02.Setting up the service on the Web

Portal

2.1. Logging in the Web

Portal

The Administrator is the manager of the

Lead Retrieval system and has access to all

the Web Portal functions. Fira will assign

the role of Administrator to the person

indicated on the purchase form as the

manager of the service during the event.

The initial login to the Web Portal can

only be made by the Administrator at the

following URL: lrback.firabarcelona.com

For security purposes and simplicity, we recommend there be only one

Administrator. If for organizational purposes more than one administrator is

necessary, please contact us at leadretrieval@firabarcelona.com.

The Administrator must log

in with the credentials sent

by the Lead Retrieval team

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02.Setting up the service on the Web

Portal

2.2. Dashboard

On the homepage of the Web Portal, the Administrator

will find a dashboard that lists the most important

information on the progress of the team's performance

and the leads they are capturing.

Performance graph:

Performance by day, including

the number of leads and scans

per day.

Stats on scans and leads.

Pie chart: Displays the

information on leads classified

by tags.

What is the difference between a lead and a scan?

A lead is basically a visitor to your stand. Scan your visitors' badges to get leads.

The same visitor (lead) can come to your stand several times, and each time they

are scanned, it counts as a new entry.

Team members:

Details such as your badge

code, role and total leads, used

for tracking purposes.

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02.Setting up the service on the Web

Portal

2.3. Company Code

Occasionally, the Administrator has to change the

company code for security reasons, which can

be done in the Licenses section. A new

‘Company Code’ will be automatically

created according to certain guidelines, so it

cannot be a code of your choice.

Click on this button to

change the ‘Company

Code’.

If you want to disconnect a

user from scanning, click on

this icon.

Upon changing the Company Code, no scan user may log into the App until they

have been informed of the new Company Code. We do not recommend this

function unless strictly necessary.

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02.Setting up the service on the Web

Portal

2.4. Surveys

The survey that can be performed through the

mobile device App must be created in the Web

Portal by the Administrator. An unlimited

number of surveys can be created.

To create a survey, look in the ‘Surveys

Section’ > ‘Surveys’ and click on ‘Add

Survey’ .

‘Description’ is the field to

describe the survey. This will

not be visible on the App.

‘Survey Name’ is the name of

the survey which will be visible

to the App user. Always select

‘Visible’ as default.

‘Add Questions’: Select the type of question from the 5 available (single

selection, multiple selection, short text, long text, date).

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02.Setting up the service on the Web

Portal

2.4. Surveys

Click on ‘Mandatory’ if you prefer this

question to be required and the survey can

be considered complete.

Leave ‘Visible’ as the default setting,

unless you prefer to leave a question

to be edited at a another time.

Go to ‘Add Answer’ to define the

answers to the questions you have

created.

Click on ‘Order Answers Alphabetically’ if

you prefer answers to appear alphabetically in

simple or multiple selection of questions.

When your questions and answers have been

defined, you can edit, remove or order them by

using the buttons located to the rightof each.

Simply click on ‘Save’ at the end of the screen

when the survey is finished and it will be created.

If you want to see a preview of your survey,

go to the‘Viewer’ tab.

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02.Setting up the service on the Web

Portal

2.5. Tags

When a lead is scanned, the user will have the

option of tagging it in any previously

established category previously created on the

Web Portal. This can be used as a filter for

contacting potential customers after the event.

Only the Administrator can create categories

and tags. To do this, go to the section

‘Tags’ in the Web Portal and fill in the

corresponding fields. This process can be

repeated at any time to create a new tag.

‘Category Name’: Select and give

a name to generic fields, such

as ‘Interest in our products’

‘Tag Name’: Make a tag that allows you

to filter any search you may need after

scanning, such as ‘Interested in our

App’.

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02.Setting up the service on the Web

Portal

2.6. Upload documents and

links

Once a contact is scanned with the App, you

can send documents such as catalogues

or product presentations. To do this, you

must first upload these documents to the

Web Portal from the ‘Documents’section.

Make sure your leads have permission to open the links you send them.

You can upload up to 10 documents and

links.

Upload documents or add links, such as

a video tutorial you have on YouTube, or a

product presentation from a public Dropbox

folder.

Upload documents can be in

any standard document format: pdf, Excel,

PowerPoint, Word, zip, etc. Uploaded

documents can be a maximum of 5MB.

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03. Logging in the

App

To log in to the App, you need to be registered as an event

attendee and have a ‘Company Code’ assigned to your company.

This code must be shared with the scanner users by the person

in charge of the Lead Retrieval service at your company. There

are two steps: ‘Log in’ and ‘Input Company Code’

3.1. Log in

There are two ways of logging into

the App:

Scanning in your own badge. This is the

quickest and easiest way. You must swipe the

QR code located on your badge under the

camera on your device so that App obtains

your contact information and logs you in

automatically.

‘Manual Access’. 2 options will appear:

1.Click on ‘Badge ID’ and enter the 8-digit code

that appear in the lower right below the QR code

on your entry badge. Click on‘Badge Login’.

2.Go to the text fields ‘Username’ and

‘Password’ and enter your event registry

credentials you received when you first signed

in. Click on‘User Login’.

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03. Logging in the

App

The ‘Company Code’ is the common login code

needed by all the users from the company

utilising the Lead Retrieval service. It consists

of six characters (3 letters + 3 numbers) and

will be given to the administrator of the company's

Lead Retrieval service.

Enter the ‘Company Code’ into the text

field and click on Validate’ to access the

homepage of the App.

The registered user name will appear in the top left

corner. By clicking on the logout button, the user can

close their session in the App.

3.2. Entering the Company

Code

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04. Using the App

4.1. Scanning

Leads

The App provides two different scanning modes:

‘Fast Scan’ and ‘Advanced Scan’.

You may select the mode you prefer by clicking on

the buttons shown on the App's homepage. The

selected mode will appear in yellow.

To scan a lead, place the badge QR card below the camera on the device. The

camera on the App will automatically recognize the code at which it is pointing, and

the information of the lead will be captured.

‘Fast Scan’: Scans contact without switching to the

advanced functions. One contact can be scanned and the

device remains ready to scan another. This is useful for

scanning all the people who come into the stand.

‘Advanced Scan’: Scans one contact and then accesses

the advanced functions (surveys, notes, document

share). It is best to use this function when a sales

rep scans potential customers for a specific

product. Once the lead is scanned, he/she can take a

survey, or you can share a catalogue via email.

‘Manual input’: Goes to a screen where the user has to

enter information from the lead's badge needed to be

taken down. A lead without a badge can also be

recorded, simply by manually entering the data.

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04. Using the App

4.2. Lead Profile and adding notes

Once the lead has been scanned in the

‘Advanced Scan’ mode, the advanced functions

will appear.

You have access to the contact data and can

add notes, take a survey or send documents to

your lead.

Click on this icon to access the contact information

or lead profile. Here there are various tabs:

‘Contact Details’, ‘Job Details’, and ‘Surveys’.

You can browse the tabs to see this information.

Additionally, you may save the contact

information directly into to the telephone's

planner.

By clicking on the ‘My Leads’ button on the App

homepage, you can access the list with all your

leads. Select one of the leads to view their

profile.

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04. Using the App

4.3. Surveys

Once the contact has been scanned using the

‘Advanced Scan’, the advanced function screen will

appear. You will be able to access the contact

data, take notes, make survey or send

documents to your lead. By clicking on ‘Surveys’

you will begin to perform a survey on your lead.

In ‘Surveys’, on the App homepage, you can access the surveys to display them, see

a preview of the questions and align them internally amongst your teams.

First select a survey from those which you

have determined on the Web Portal.

The survey is taken while you answer different

questions. You can easily scroll between

questions and record them when you like, even if

you haven't finished the survey. You may re-open

it from the lead's profile in order to continue or

edit the survey.

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04. Using the App

4.4. Tags

There are two ways of tagging a contact:

1. After scanning a lead in the ‘Advanced Scan’,

mode, just click on the tag icon and select which tags you

want to apply to that contact.

2. You can also access the list of scanned leads

at any time and select a specific contact.

Tagging a contact: Select from the tags

previously created on the Web Portal and apply

them to this lead.

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04. Using the App

4.5. Sending

Documents

On the advanced function screen (after

scanning a lead in the‘Advanced Scan’ mode) click

on ‘Documents’ to send documents to your lead

via email. You can also do this from the main

screen by clicking on the ‘Documents’ icon and

entering the email address of the person to whom

you want to send the documentation.

An email with the document links will be sent to the lead's email address, who will

then be able to download the documents by clicking on them.

Select which documents or links you want to send

to your lead from the list of documents previously

uploaded to the Web Portal. Then click on ‘Send

Documents’.

A new screen will automatically pop up with

the email of the lead which you have scanned

in, requesting your confirmation.

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04. Using the App

4.6. Saving the contact info

The user can easily save their contacts into their own telephone by selecting the lead and click on the contact

agenda icon.

4.7. Reporting

The reporting function on the App is limited, although the Web Portal offers a more thorough function and

statistical information.

The App reporting function can be accessed from the homepage by clicking on ' Reports’.

You can view statistics such as daily leads and scans (one lead may have several scans if they have

been scanned at different times).

For more detailed reporting and information displays on your leads, we recommend

entering the Web Portal, where you will find more comprehensive information and

statistics.

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05.Stats of your leads on the Web Portal

Stats for your leads on the Web Portal

The Web Portal provides stats on your leads and reports

with different options and filters. Enter the Web Portal

and see the ‘Reporting’ section.

There is the option of viewing the stats of your

leads per day, per hour, or by scanning user.

You can also view stats by the different tags

and categories of the leads you have scanned.

There are pie charts to the right to easily

interpret the data.

Only the Administrator has access to the

consolidated information of the company. Users

may not have access to this information, but they

can access all the information on their leads.

The scan user can only access limited functions on the Web Portal.

Filter by date and/or user, and select how you

want to display the information (by tag, by

hour...)

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06.Managing information on your

Leads

Managing and Exporting

Information on you Lead via the

Web Portal

Users can access the Web Portal be clicking on

the ‘leads’ section in order to view the information on

their scanned leads. Only the Administrator can

view all the consolidated leads and filter by scan

user.

Your lead / scan report will be produced in seconds, and once created, you will receive

notification by email.

The information may be easily exported in

an Excel fileto be included in your CRM at a

later date. Click on the ‘Export’ button.

By clicking on the edit icon to the right of the

lead icon, a page will pop up where you

can view all the following information:

Contact Data, Job Data, Surveys, Notes.

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06.Managing information on your

Leads

The visitor information may be easily exported

in an Excel file to be included in your CRM at a

later date. Click on the ‘Export Leads’ or

‘Export Scans’ button and your lead

/ scan report will be produced in seconds. Once

created, you will receive notification by email.

What is the difference between a lead and a scan?

A lead is basically a visitor to your stand. Scan your visitors' badges to get leads.

The same visitor (lead) can come to your stand several times, and each time they

are scanned, it counts as a new entry.

Generate lead reports using the ‘Export

Leads’ or ‘Export Scans’ buttons.

Access the download screen by clicking on

‘Download exported Leads/Scans’.

By clicking on the edit icon to the right of the

lead icon, a page will pop up where you

can view all the following information:

Contact Data, Job Data, Surveys, Notes.

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leadretrieval@firabarcelona.com

+34 93 233 2773

Contact us:

Carry the fair

in your pocket

Fira de Barcelona Av. Reina Maria Cristina s/n 08004 Barcelona,

Spain T. +34 93 233 2000