6. Managing and exporting information • Easily gather contact information of your leads. • Enjoy the independence a mobile device gives you. • Manage information and reports easily and effectively. • Work as a team in an organized and efficient manner. Lead Retrieval by Fira Barcelona Mobile World Congress 2015 1. About the Lead Retrieval service 4. Scanning leads and using the App 5. Stats of your leads in the Web Portal 2. Configuring the service in the Web Portal 3. Downloading and accessing the App
Transcript
6. Managing and exporting information
• Easily gather contact information of your leads.
• Enjoy the independence a mobile device gives you.
• Manage information and reports easily and effectively.
• Work as a team in an organized and efficient manner.
Lead Retrieval by Fira Barcelona
Mobile World Congress 2015
1. About the Lead Retrieval service
4. Scanning leads and using the App
5. Stats of your leads in the Web Portal
2. Configuring the service in the Web Portal
3. Downloading and accessing the App
About the Lead Retrieval service
Lead Retrieval is a service for capturing and following up the leads you make during an event, trade fair or congress.
Lead Retrieval system has 2 separate components: the App that scans the visitor's badge and converts it into a lead,and a Web Portal that acts as a database for managing the leads.
In order to use the Lead Retrieval service, you need to purchase a Service License, and as many Scanning Licenses asApps will be scanning badges concurrently. You can install the Apps on your own devices or rent devices from Fira deBarcelona. For more information on service options and pricing you can visit: http://leadretrieval.firabarcelona.com/en/pricing
For more information about the service, please visit: http://leadretrieval.firabarcelona.com/en/home
With the App the user scans the leads and can also run surveys or send them documents such as catalogues. Thescanned leads from all users that are synchronized in the Web Portal under the same company account.
The Web Portal offers access to leads information & statistics. It is where the surveys are created, and the documentsare uploaded.
Configuring the service in the Web Portal -Access
Configuration Steps
• Access the Web Portal• Author Surveys• Upload Documents• Download App on your devices ( in case you use your own )
Access the Web Portal
The Administrator is the responsible of the Lead Retrieval system, and has access to all the functionalities of the WebPortal. Fira assigns the Administrator role to the person indicated in the purchase form, as the responsible of the Lead Retrievalservice during the event.
On the first login, only the Administrator user can access the Web Portal. To access the Web Portal, the Administrator hasto access the URL http://lrback.firabarcelona.com/ and log in with his/her Mobile World Congress 2015 credentials ( emailand password that he/she has used for registration and have been stored in the MWC MyRegistration database ).
Configuring the service in the Web Portal –Author Surveys
There’s only 1 Administrator assigned per company. Our recommendation is to have just 1 Admisnistrator for securityand simplicity reasons. In case that due to organizational reasons you strongly need to have more than 1 Administrator orhave editing profiles with less permissions than the Administrator, please contact us at [email protected].
Author Surveys
After scanning a contact with the App, you can run surveys to him/her. The surveys that you can run from the App needto be defined in the Web Portal by the Administrator. Note that you can create 1 survey in case you have a Small Businesslicense, and unlimited surveys in case you have an Enterprise license.
After having accessed the Web Portal, go to the section ‘Surveys’ .
By default a category ‘Generic’ is already created during setup. If desired, different categories of surveys can be createdfor organizational purposes, for instance ‘Marketing’ , ‘Sales’ , ‘Software division’ , ‘Hardware division’ , etc. If you want to createand edit surveys categories, go to the subsection ‘Surveys->Categories’.
If you want to add a category click on ‘Add Categories’. If you want to edit a Category name, for instance the defaultone, click on the edit button on the Category line right of the page.
Configuring the service in the Web Portal –Author Surveys
When adding or editing a category, ‘Description’ is a field for describing what the category is about, it will not appear tothe App user. ‘Category Name’ is the name of the category that will be visible to the person using the App. By default selectalways ‘Visible’. Click ‘Add’then the category will be created.
Create as many Categories as needed. You can edit or eliminate them at anytime by clicking the Edit or Eliminate iconsat the right of any Category.
Configuring the service in the Web Portal –Author Surveys
For creating Surveys, go to the subsection Surveys->Surveys and click on ‘Add Survey’. Note that you can create 1survey in case you have a Small Business license, and unlimited surveys in case you have an Enterprise license.
Select a Category from the ones you have previously created in case you have, otherwise select ‘Generic’. ‘Description’ isa field for describing what the survey is about, it will not be visible to the App user. ‘Survey Name’ is the name of the categorythat will be visible to the person using the App. By default select always ‘Visible’. Click ‘Add’then the survey will be created.
Configuring the service in the Web Portal –Author Surveys
Go to‘Questions’ and‘Add Questions’ for defining your surveys questions.
Select a Question type among the 5 available ( simple choice, multiple choice, small text, long text, date ). Tick theMandatory checkbox if you want this question to be answered mandatorily in order to consider the survey as complete. Leave‘Visible’ by default, except if you want to leave out a question at a later stage when editing a survey. Tick on ‘Order answersalphabetical’ in case you want the answers to be sorted alphabetically in case of single choice or multiple choice questions.
Configuring the service in the Web Portal –Author Surveys
Go to ‘Answers’ and ‘Add Answers’ for defining the answers to the question you are authoring. Note that Answerssection of a question is accessed in a tab within the question definition section.
Once your answers are defined, you can edit, eliminate, or sort them with the buttons at the right of each answer.
Configuring the service in the Web Portal –Upload Documents
You can preview your surveys to see how it will look like when running it to a lead. Go to ‘Viewer’ tab.
Upload Documents and Links
After scanning a contact with the App you can send him/her documents such as catalogues or product presentationswithout leaving the App, nurturing your lead on the spot.
Go to the section ‘Documents’. You can both upload documents or add links to documents, for instance to product videotutorials you have posted in Youtube or to a product presentation in a Dropbox folder. Please make sure your leads havepermissions open for the links you send them.
Configuring the service in the Web Portal –Upload Documents
You can upload up to 10 documents and links in case you have an Enterprise license or 3 documents and links in caseyou have a Small Business license. Uploaded files can be of any of the standard document formats: pdf, excel, powerpoint,word, zip, etc. Uploaded files can be of any size up to 5MB. In the case of links, there’re no limitations on format and size.
Downloading the mobile App
Access Google Play store from your Android Smartphone or Tablet. Search ‘Lead Retrieval Fira’ and you will easily findthe App. Click Download.
Note that the App is compatible with NFC-enabled Android 4.0 and above devices, and must have Internetconnectivity ( Wi-Fi or 3G/4G or both ). There’s no compatible App for other OS such as iOS, Windows Phone, etc.
Download the App from Google Play
In case you are renting a device, you do not need to download the App as the device comes with the App preinstalledand configured. In case you are using Lead Retrieval as a BYOD ( Bring Your Own Device ) solution, you can easily downloadthe Lead Retrieval App to your device from the Android Google Play market.
Accessing the App
In order to access the App you need to be a registered Mobile World Congress 2015 attendant, and be in possession ofa ‘Company Code’ that has been assigned to your company and should have been shared with all the scanner users by theperson in charge of the Lead Retrieval service within your company. There’s 2 steps to access the App, ‘Log in’ and ‘InputCompany Code’.
Log in
There’s 3 different alternative possibilities for logging in:
1. Scan Your own Badge. This is the fastest and easiest way. By approaching the mobile device to your Mobile WorldCongress 2015 badge, the App will retrieve your contact information and log in automatically. Note that NFC needs tobe activated in your device. In case it is not, you can activate it in ‘Settings’ of your device.
2. Input the Badge ID manually. Click ‘Manual Access’, 2 options will appear, click on the text input ‘Badge id’ andinput the 8 digit ( numbers and letters ) code that appears in the bottom left part of your Mobile World Congress 2015badge. Click ‘Badge Login’.
3. Input your MWC MyRegistration credentials manually. Click ‘Manual Access’, 2 options will appear, go to thetext input fields ‘Username’ and ‘Password’ and input your Mobile World Congress 2015 registration credentials, whichare the ones with which you have registered at the MWC Event ( MyRegistration database ). Click ‘User Login’.
Accessing the App
Input Company Code
The Company Code is the common access code that all users of a company that access the Lead Retrieval serviceneed to be in possession of. It consists of 6 characters ( 3 letters + 3 numbers ) and should have been shared with allthe scanner users by the person in charge of the Lead Retrieval service within your company.
When asked for it after log in, the user needs to input the Company Code in the input text field, then click‘Validate’.
At the moment of accessing the App, a Scanning License needs to be free in order to access the service. Thereshould be as many Scanning Licenses as devices will be used to scan badges concurrently. For more information onlicenses and portfolio you can visit the URL http://leadretrieval.firabarcelona.com/en/pricing.
If a license is free at the moment of the access the user will be granted access and the App home screen willappear. At the top left corner it will appear the name of the logged user, and by clicking in the logout button the userwill be able to log out the App.
Accessing the App – Managing Licences
At any time, the Administrator can monitor in the Web Portal the number of licences that are in use, in the section‘Licenses’. In case you want to force a Scanning License as free because of an unexpected login, or an exceptional event, youcan do it manually by clicking in the cross icon right side of a license in use. Pay attention not to set as free a scanning licensethat is in use by one of your users that is scanning at that given time as his App will stop working and he will need to logagain.
In the exceptional case that for security reasons the Administrator needs to change the company code, it can be donein the same ‘Licenses’ section by clicking ‘Change Company Code’. For security and synchronization reasons, the new CompanyCode will be generated automatically and will follow certain rules, i.e. it cannot be a code of your choice.
ATTENTION: Changing the Company Code means all your scanning users will not be able to access the App until you providethem with the new Company Code. We do recommend NOT to use this functionality except if it’s strictly necessary.
Scanning Leads
Scanning Leads
The App offers 2 Scanning modes: Fast Scan and Advanced Scan. You can easily switch between modes by clicking onthe relative buttons in the App home page.
The Fast Scan mode scans contacts without going to the advanced functions ( surveys, note taking, documents sharing). It scans a contact and it stays in the home ready for another scan. A suitable use case of the Fast Scan would be hostessesscanning people at the entrance of the booth.
The Advanced Scan mode scans a contact and then goes to the advanced functions ( surveys, note taking,documentation sharing ). A suitable use case of the Advanced Scan would be sales representatives scanning customersinterested in a particular product that are requesting information about it. The sales representative, once the lead is scanned,could run a survey to the lead, or share with him/her a catalogue by email.
For scanning, just approach the back of your device some millimetres close to the badge and it will be detected andscanned, after that the lead information is retrieved.
There’s also an option for manual input that points to a screen in which the user has to input the Badge ID of thecontact whose information is to be retrieved. The badge Id is the 8 digit code that can be found in the bottom left part of abadge.
Using the App: Lead Profile
Lead profile and taking notes
Once a contact has been scanned in Advanced Scan mode, the advanced functions screen appears, in which the user hasaccess to see the contact details, take notes, run surveys or send documents to the lead.
By clicking on the user icon right to the contact picture, you have access to the contact information or profile. In the userprofile view you have different tabs: Contact Details, Job Details, and Surveys. You can navigate this tabs to see the information.Also you can save the contact to your phone agenda directly from here.
From the advanced functions screen, or from within the profile, you can access to note taking function, in which you caninput free text notes.
Clicking on ‘MyLeads’ button in the home of the App, you access to a list of all your leads. If you select one lead of thislist, you go to his/her lead profile.
Using the App: Surveys
Surveys
Once a contact has been scanned in Advanced Scan mode, the advanced functions screen appears, in which the user hasaccess to see the contact details, take notes, run surveys or send documents to the lead.
By clicking on ‘Surveys’ you proceed to run a survey to your lead. First you need to select a Survey from the ones youhave defined in the Web Portal. In case you have defined different categories, you can also choose among them.
Once you access a survey, you run it by answering the different questions. You can move between questions easily andsave it anytime, even if not completed. You can reopen a survey later from the lead profile and continue or edit it.
Clicking on ‘Surveys’ button in the home of the App, you access to the surveys to visualize them and see the questionsbeforehand for internal alignment of teams.
Using the App: Send Documents
Send Documents
Once a contact has been scanned in Advanced Scan mode, the advanced functions screen appears, in which the user hasaccess to see the contact details, take notes, run surveys or send documents to the lead.
By clicking on ‘Documents’ you proceed send documents to your lead via email. You have to select which documents orlinks to send to your lead from the list of documents that you have uploaded in the Web Portal, then click on ‘Send Documents’.A screen will pop up with the email address of the lead you just scanned and you will be asked for confirmation.
You can also send documents from the home screen by clicking the Documents icon and introducing the email of theperson to whom to send the documentation.
An email with links to the documents will be sent to the lead or the email that has been input. When the user receivesthe email, he will be able to download the documents by clicking on the links.
Using the App: Reporting
Reporting
The App offers a very limited reporting functionality, if compared to the Web Portal which offers a more extensivereporting and stats function.
The App reporting can be accessed by clicking on ‘Reporting’ from the home.
You will be able to visualize stats of daily leads and scans ( one lead can have several scans if he has been scanned indifferent occasions ) corresponding to the scanner user that is logged into the App at that given moment.
For more detailed reporting and leads information visualization, we suggest to access the Web Portal, which offersextensive information and stats.
Lead Stats in the Web Portal
Lead Stats in the Web Portal
The Web Portal offers leads statistics and reporting with many options and filter. Log into the Web Portal and go to the‘Reporting’ Section.
You have the possibility to see leads stats such as leads or scans ( each time a lead has been scanned, i.e. a lead canhave more than 1 scan ) per day, per hour or per scanner user. You can also see stats per Job Details of the leads you havescanned. There’s pie charts right side for easy interpretation of the data.
The Administrator user has access to the company consolidated information and the stats that appear includeinformation from all leads. If the one accessing the Web Portal is a scanner user ( access is granted by entering the MobileWorld Congress 2015 registration details ), he/she will only be able to see information from his/her own scanned leads. Notethat the scanner user has permission for a very limited functionality in the Web Portal.
Managing and Exporting Leads Information in the Web Portal
Managing and Exporting Leads Information in the Web Portal
The Web Portal offers access to leads information details. Log into the Web Portal and go to the ‘Leads’ Section. You willsee a list of all the scanned leads. The Administrator can see all company consolidated leads and can filter per scanner user. Thescanner user accessing the Web Portal will only see his/her own scanned leads.
By clicking on the right side edit icon on a particular lead, a page will appear in which all lead information details can bevisualized: Contact details, Job details, Surveys, Notes.
Leads information can easily be exported in a .CSV file for later import into your CRM, by clicking on the ‘Export’button.
