Everything You Need to Know About Digital Lead Capture at Trade Shows

Scan2Lead is a lead management solution for exhibitors at trade shows and events. You can capture visitor contacts in seconds – by scanning badges at partner trade shows or by scanning business cards at any other event worldwide. All leads are automatically saved in the Scan2Lead PORTAL and can be transferred directly from there to your CRM.

At partner trade shows, Scan2Lead is the organizer’s official lead-tracking partner – you can scan visitor badges directly from the organizer’s database, capturing complete contact information with a single scan. The Scan2Lead App 365 is the solution for all other trade shows: scan business cards using your smartphone camera; it can be used at any event worldwide, regardless of the organizer.

Digital lead capture refers to the process of collecting contact information and details about potential customers in digital form – for example, by scanning trade show badges or business cards. Instead of manually writing down contact information or taking stacks of business cards home, all data is immediately stored digitally, organized, and processed.

Yes. Scan2Lead processes all data in compliance with the GDPR – for partner trade shows as well as for 365. The infrastructure is hosted in the EU, and all data transfers are encrypted. At partner trade shows, leads are automatically deleted after 8 weeks for data protection reasons – we recommend exporting them or transferring them to your CRM via Lead Automation in a timely manner.

With app-based products (App SMART and App 365), leads are transferred to the PORTAL in real time – as soon as an internet connection is established. With COLLECT, you upload the data to the PORTAL via USB after scanning – it takes just a few seconds. STATION also transfers data in real time.

Simply check the trade show search on scan2lead.com to see if your event is listed. If your trade show is listed, you can book Scan2Lead directly through the partner trade show’s online store. For all other trade shows, the Scan2Lead App 365 is available.

Bookings are made through the online store of the respective partner trade show. You can find the direct booking link in the trade show search on our website—select your trade show and follow the organizer’s booking link.

At partner trade shows, you can choose between the Scan2Lead SMART app (badge scanning via smartphone), COLLECT (mini scanner for quick lead capture without an internet connection), STATION (scanner connected to a laptop for the entrance and information desk), and the rental iPad (a preconfigured iPad with the SMART app). The specific products available depend on the individual event organizer.

Yes. At partner trade shows, you can purchase the Scan2Lead App SMART in addition to the 365 license, allowing you to scan badges directly from the organizer’s data. If the organizer or a third-party provider offers a BARCODE-API, badge scanning via 365 is technically possible—availability is not guaranteed and must be verified in advance. Please contact Scan2Lead to set up the integration.

Yes. You can use 365 at any trade show—whether it’s a partner trade show or not. At partner trade shows, you also have the option to add the Scan2Lead SMART app, which allows you to scan badges directly from the organizer’s database.

1 Event Day Credit (EDC) equals one employee for one day at a trade show. For a 2-day trade show with 3 employees, you’ll need 6 EDCs. Unused EDCs do not expire – they carry over to your next trade show. You can book EDCs flexibly directly through the Scan2Lead PORTAL.

This is not possible directly through the organizer’s data using 365. If the organizer or a third-party provider offers a BARCODE-API, badge scanning can be technically implemented—however, this is not guaranteed for every trade show. For new trade shows, please contact us directly, as the technical integration must be set up manually by our team. At partner trade shows, you can scan badges using the Scan2Lead SMART app.

No problem. The Scan2Lead App 365 stores all data locally on the device. As soon as a connection is established, the app automatically transfers all captured leads to the PORTAL – no data loss, even with a poor cellular network.

Yes. Scan2Lead processes all collected data in compliance with the GDPR. Please note: At partner trade shows, leads are automatically deleted after 8 weeks for data protection reasons. We recommend exporting or transferring the data to your CRM system in a timely manner. Our team will be happy to answer any questions you may have about data protection at a specific partner trade show.

All scanned leads are automatically sent to the Scan2Lead PORTAL. There, you can qualify leads, set priorities, assign them to your team, and seamlessly transfer them to your CRM via lead automation – whether it’s HubSpot, Salesforce, Pipedrive, or over 1,000 other tools.

The Scan2Lead SMART app is designed for partner trade shows: It scans visitor badges directly from the organizer’s database – providing complete contact information with a single scan. The Scan2Lead 365 app scans business cards at any trade show – regardless of the organizer. Both apps run on the same smartphone and can be used together.

Bookings are made directly through the online store of the respective partner trade show. In the trade show search on scan2lead.com, you’ll find all current partner trade shows with direct booking links.

Yes. The app is available for free download. To use it at the trade show, purchase Event Day Credits (EDC) – 1 EDC = 1 employee, 1 trade show day. Unused EDCs do not expire. You can request a free trial license directly at scan2lead.com.

Yes. Both apps store data locally on the device. As soon as a connection is established, all leads are automatically synced to the PORTAL – no data loss even with a poor cellular network.

Yes. Both apps run simultaneously on the same smartphone. So you can scan badges with the SMART app and business cards with the 365 app – all leads end up in the same PORTAL.

Yes. The Scan2Lead SMART app is also available for rent on an iPad – pre-installed and ready to use right away. Available at all Scan2Lead partner trade shows.

All three are designed for badge scanning at partner trade shows – but for different use cases:

• SMART App: Scan badges right on your own smartphone – mobile and flexible for active engagement at the booth.
• COLLECT: A compact mini-scanner that operates entirely offline – ideal for entrances, promotional areas, and high-traffic locations without an internet connection.
• STATION: Laptop scanner with real-time display – for central information desk units and booth entrances, where staff can verify visitors’ credentials directly on the screen.

Yes. You can run as many devices as you like simultaneously – for example, multiple smartphones with the Scan2Lead SMART app, multiple COLLECT mini-scanners, and a STATION all at the same time. All leads are consolidated in the same PORTAL and are visible there in real time.

Yes. COLLECT and the rental iPad are completely separate products. COLLECT is a standalone mini-scanner – you don’t need a rental iPad or any other Scan2Lead device to use it. The rental iPad is a preconfigured iPad with the Scan2Lead SMART app and works independently of COLLECT.

No. COLLECT operates entirely offline. The mini scanner captures badge data without Wi-Fi or cellular connectivity and stores all data internally. After the trade show, you can conveniently upload the data to the Scan2Lead PORTAL via USB.

After scanning, connect the mini scanner to your computer via USB and start the upload directly in the PORTAL. The process takes only a few seconds. Our team at the service counter is available to assist you at any time.

No. COLLECT is designed exclusively for scanning badges at partner trade shows. For scanning business cards, we recommend the Scan2Lead App 365 on your own smartphone.

This is not possible on the Miniscanner while the scan is in progress. Full qualification takes place after the data is uploaded to the Scan2Lead PORTAL – where you can add comments to all leads, prioritize them, and assign them custom questionnaires.

COLLECT has no practical data capture limit. The device’s internal memory is sufficient for thousands of contacts – even for trade shows with very high visitor turnout.

Yes. To run STATION, you’ll need your own internet connection at your booth. The exhibition hall’s Wi-Fi infrastructure is generally insufficient. We recommend bringing your own mobile hotspot or setting up a wired connection.

Yes. STATION integrates perfectly with the Scan2Lead SMART and COLLECT apps – providing complete coverage of the entrance, conversation area, and activity zones. All leads are consolidated in the same PORTAL.

The rental iPad is fully preconfigured: Pick it up at the Scan2Lead service counter on the exhibition grounds, turn it on – and you can start scanning badges right away. Our team at the service counter will walk you through the app in just a few minutes and will be available to answer any questions you may have throughout the entire duration of the trade show.

Yes. The loaner iPad comes with the Scan2Lead SMART app, which supports both badge scanning and business card scanning.

In the event of damage, please contact our team directly at the service counter or by email. Further details regarding liability and terms and conditions are outlined in your booking documents.

No. PORTAL access is automatically included in all Scan2Lead products – whether it’s App SMART, App 365, COLLECT, or STATION.

There is no automatic deletion period for 365 leads. At partner trade shows, leads are automatically deleted after 8 weeks for data protection reasons. We recommend exporting leads in a timely manner or transferring them to the CRM via Lead Automation.

Yes – for all app-based products (App SMART, App 365), synchronization occurs in real time as soon as an Internet connection is established. With COLLECT, a manual USB upload is required after scanning. STATION also transfers data in real time.

Yes. In PORTAL, you can freely configure questionnaires – required fields, industries, interests, lead quality rules, and signature fields can all be customized. The questionnaires are then available to all team members in the app.

The PORTAL supports multiple concurrent users. Licenses and access rights are managed centrally in the PORTAL – you decide who has which role.

All leads are stored in the Scan2Lead PORTAL and are available to you at any time after the trade show—for qualification, Excel export, or automatic transfer to your CRM via Lead Automation. Please note: At partner trade shows, leads are automatically deleted after 8 weeks. We recommend exporting them or transferring them to your CRM in a timely manner.

Lead Automation allows you to connect more than 1,000 CRM and marketing tools using a no-code approach – including HubSpot, Salesforce, Pipedrive, Microsoft Dynamics, and Mailchimp. Setup requires no programming knowledge. Alternatively, an Excel export is available at any time.

About Lead Automation – it’s integrated into all Scan2Lead products. Standard integrations (e.g., transferring leads directly to HubSpot) can be set up in just a few minutes. For custom workflows with automated follow-up processes, we recommend our setup package, which includes personalized consulting.

No. Lead Automation is designed as a no-code solution. You can quickly set up standard integrations without any prior knowledge. For more complex workflows, our team will provide you with personalized support during setup.

Lead Automation is available to all Scan2Lead users. Depending on your usage volume, additional platform licensing fees may apply. We’d be happy to advise you on the options that best suit your needs.

Yes. Lead Automation transfers leads from the PORTAL to your CRM. As soon as leads are saved in the PORTAL – including those added later after being entered offline via COLLECT – the transfer is triggered automatically.

The BARCODE-API is designed for companies that already use their own lead-tracking software or have a direct CRM connection and want to feed trade show visitor data directly into their existing system environment—without using the Scan2Lead app and PORTAL as their primary interface. Typical users: Companies with their own IT infrastructure or specialized lead management solutions.

The BARCODE-API is available at Scan2Lead partner trade shows. At other trade shows, it may be provided by the respective organizer or lead-tracking provider – availability and terms depend on the provider. Please check directly with the organizer.

The API always provides: first and last name, email address, company name, and business address. For most partner trade shows, you’ll also receive: company size, area of responsibility, and key areas of interest.

Prices are based on booth size. Billing is handled by the trade show organizer. Scan2Lead handles the technical implementation and support. Please direct inquiries to contact@scan2lead.com.

Yes. Scan2Lead ensures GDPR-compliant data transfer. The visitor data transmitted comes from the trade show’s official registration system – in accordance with its privacy policy.

The cost depends on the solution you choose. At partner trade shows, you can book Scan2Lead through the respective trade show’s online store – prices vary depending on the organizer and product. For the Scan2Lead App 365, you pay with Event Day Credits (EDC) – 1 EDC equals one employee for one day at the trade show. Unredeemed EDCs do not expire. Try the App 365 for free and with no obligation using our trial license.

At partner trade shows, Scan2Lead is the organizer’s official lead-tracking partner – you can scan visitor badges directly from the organizer’s database, capturing complete contact information with a single scan. The Scan2Lead App 365 is the solution for all other trade shows: scan business cards using your smartphone camera; it can be used at any event worldwide, regardless of the organizer.

The trial license is valid for a limited time. We will inform you of the exact validity period upon activation. You will generally have enough time to fully test the app before your next trade show.

No. The trial license is completely free and comes with no obligations. No payment information is requested – neither when you request it nor when you activate it.

Yes. You can test the trial license with multiple people. Just contact us – we’ll set up the trial environment for your team and guide you through your first use.

Once the trial period ends, you will not be automatically switched to a paid subscription. Your trial data will remain in the PORTAL. If you’d like to use Scan2Lead on a regular basis, simply purchase Event Day Credits (EDC) for your next trade show.

No. Badge scanning at partner trade shows requires a standard license for the Scan2Lead App SMART, which is purchased through the online store of the respective partner trade show. With the trial license, you can test the complete business card scanning workflow, including PORTAL and CRM integration.

The order must be placed by the booking deadline set by the organizer. We recommend booking early to ensure that all equipment is configured and available in time. For last-minute bookings made shortly before or during the trade show, please contact our service counter directly.

You can pick up your hardware (mini scanner for COLLECT, scanner and laptop for STATION, and rental iPad) at the Scan2Lead service counter on the exhibition grounds – either the day before the trade show or when the trade show begins. You can find the exact location of the service counter on the respective trade show page on the Scan2Lead website.

That depends on the size of your booth and the number of visitors. For mobile use at the booth, we recommend the Scan2Lead SMART app – either on your own device or on a rental iPad. STATION is ideal for main entrances, while COLLECT is best suited for promotional areas and high-volume traffic. Our team will be happy to advise you on your selection free of charge.

A limited number of same-day bookings are available directly at the trade show – please contact our service counter directly. However, we recommend booking early through the trade show shop to ensure availability and smooth preparation.

At partner trade shows, Scan2Lead offers in-person support right at the exhibition grounds – via the service counter throughout the entire duration of the event, as well as by phone, email, and chat. Our team is always available to assist you with hardware questions, app training, and technical issues.

Yes. You can use the Scan2Lead App 365 at any trade show or event – regardless of the organizer. To find out about other partner trade shows, simply check the trade show search on scan2lead.com to see if Scan2Lead is an official partner there as well.

Request our information package or contact us directly. We’ll work with you to determine how Scan2Lead can be integrated into your registration system – and then finalize the partnership. Scan2Lead will handle the technical integration entirely.

No. Event organizers generally do not incur any costs. Revenue from exhibitor bookings is processed through the trade show’s online store – Scan2Lead organizes and operates this store on behalf of the event organizer.

In most cases, the integration can be completed within four weeks. Our technical team will guide you through the entire integration process – from analysis to go-live – without any effort on your part.

Directly through the trade show’s online store, which Scan2Lead sets up and operates for you. Your exhibitors can find all available products there, book on their own, and automatically receive all the necessary information after booking.

Virtually none. Upon request, Scan2Lead provides its own staff at the on-site service counter to directly answer all exhibitor inquiries regarding hardware, software, and data transfer. This won’t place any burden on your team.

Yes. At partner trade shows, Scan2Lead offers in-person support right at the exhibition grounds – through the service counter throughout the entire duration of the show, as well as by phone, email, and chat. Your exhibitors are well taken care of at all times.