Before the doors open: a lead capture checklist.

Event preparation is more than checking whether the app opens. The team needs a shared idea of what to capture, how to capture it, and who will use the information afterward.

A short rehearsal before the doors open can expose unclear forms or missing handover decisions while there is still time to fix them.

Agree on the information you need

Start with the event’s purpose. What will distinguish a useful contact from a record that needs more context? Choose a small set of form questions that help the receiving team continue the conversation.

Make field labels understandable to the people at the booth. If two teammates interpret a question differently, clarify it before collecting responses at scale.

Set up the event and devices

Confirm that everyone is working in the right event or campaign. Sign in on the devices that will be used, check the capture methods, and ensure the team knows how to record a note or activity.

For individual use, Scanicorn’s Personal account is a single-user workspace. Business accounts support team management. Plan roles around the account model rather than assuming an individual workspace can act as a shared team account.

Rehearse one complete conversation

Capture a test badge or card, review the structured details, add a note, and inspect the resulting lead. Use clearly marked test data and avoid mixing it with your real event contacts.

Include an incomplete record in the rehearsal. The team should know how to handle a missing email, a difficult scan, or a contact who prefers a different follow-up channel.

Check the downstream handover

If your team uses Salesforce or HubSpot, review the field mapping before the event. Test a representative record and confirm who will inspect synchronization results.

If you will work with exports instead, agree on the columns and the person responsible for handing over the file. A destination and an owner are both part of the workflow.

Make the next step explicit

Before opening, confirm:

• Which event or campaign the team should use.
• Which questions matter and what their answers mean.
• How to review a scan and correct a detail.
• Where to capture conversation context.
• Who owns synchronization and follow-up.

A prepared team can focus more attention on the person in front of them and spend less time deciding how to record the meeting.