This guide walks you through setting up Lead Retrieval for your Hybrid or Onsite event, enabling exhibitors to scan and export leads efficiently.
Why use Lead Retrieval?
- Providing exhibitors direct access to ROI
- Upselling exhibitors for lead management
- Simplify attendee interactions with a scan
Step 1: Buy licenses
To get started, contact your RingCentral Events Success manager or Sales team for a quote.
Note: Lead Retrieval licenses are sold per booth, NOT per staff member. Lead Retrieval requires one (1) license per booth, but a booth can have as many staff members as needed.
Step 2: Create Booths and invite Exhibitors
Where can you adjust this? Event Dashboard > Venue/Content > Expo
Option A: Manually
You can manually create your Expo Booths and send Exhibitor invites one by one.
Option B: Bulk upload
You can upload a CSV file with the list of Exhibitors. This way the invites will be sent automatically. You will still need to send manual invites for assigning additional staff members to a booth.
Decisions you will make:
- Exhibitor name
- Exhibitors email
- Booth size and priority
- Collect emails of the staff members per Exhibitor
Tip: Make sure Exhibitors accept the invites and access their Booth settings. We recommend sending them the guide Exhibitors: Setting up an Expo Booth for further assistance.
Step 3: Assign licenses
Assign Lead Retrieval licenses to the Expo Booths you've created or uploaded.
Where can you adjust this? Event Dashboard > Venue/Content > Expo
Step 4: Register Exhibitors for an event
Option A: Magic Link invite
Send your Exhibitors a Magic Link invite. For detailed steps, refer to our guide on Using Magic Links.
Option B: Bulk upload
Upload a CSV file with your Exhibitors' registrations. For detailed steps, refer to our guide on Uploading registrants in bulk.
Option C: Registering via landing page
Instruct your Exhibitors to get a ticket on your event landing page.
Step 4: Adjust registration form visibility settings
If you've added custom questions to your registration form, you may need to adjust their visibility settings to ensure Exhibitors can view attendee answers in both the Attendee app and the Lead Retrieval report.
Where can you adjust this?
- Go to Event Dashboard > Registration > Registration Form.
- For each custom question, select the Lead mode of an attendee option under Answer Visibility.
Step 5: Train Exhibitor staff
Exhibitors will use their own mobile devices and team members to manage Lead Retrieval. The functionality will be available for them in the free RingCentral Events Attendee app (available on iOS or Android). We recommend sending them the guide Exhibitors: Using the RingCentral Events Attendee app for further assistance.