Lead Scan accounts
Issue a scanning account to anyone who needs to capture leads — with or without a stand — and hand them a printed QR that signs a phone straight in.
The gist
- A scanning account is a station, not a person and not a stand — "Acme Corp", "Press desk", "Roaming sales". Issue it once and everyone who scans with it feeds one list.
- It does not need a booth. That is the point: a sponsor, a media partner or a walking sales team can scan without appearing on your floor plan or in your exhibitor count.
- The printed QR is how it gets used at the venue. A rep opens their camera, scans the card on the desk, and is working — no password typed one-handed while somebody waits.
What it is
The list of who can capture a lead at this event, and the credentials they use. Each account optionally links to a stand; linked, its leads also appear in that stand's portal.
When to use it
Because the number of people who need to scan and the number of stands on your floor were never the same number. Scanning used to mean adding someone to a booth's staff, which forced everyone who scanned to occupy a stand.
Before you start
- Your lead capture fields set up, if you collect anything beyond name and email. Read the guide
Try it — this is a sandbox, nothing here is real
Set up scanning for a sponsor who has no stand. Take the shortcut first if you want to see what the old way cost.
A sponsor wants to scan badges. They have no stand.
Northwind are a headline sponsor with no booth
They have two people walking the floor and want to collect contacts. Nothing about that needs a stand on your floor plan.
Northwind is now on the floor plan
They appear in the attendee app's exhibitor directory, in the stand count on your dashboard, and on the hall map — with no booth to visit.
This is what the old model forced: "can scan" was expressed as "is staff at a stand", so anyone who needed to scan needed a stand invented for them. Attendees then walked the hall looking for A-21.
New scanning account
Name Northwind — roaming
Scans for No stand — leads stay with this account
Blank credentials are fine. The account signs in by its printed QR, which is how most stands use it — nobody types a password one-handed with a visitor waiting.
Lead capture is switched off for this account
The account is on. The stand it points at has Lead Scan turned off under Portal Accounts.
The stand-level grant is the organizer's, and an account that could ignore it would make that toggle a lie. So the account inherits it — and the list says which switch is the one to flip.
Northwind — roaming
No stand · 0 leads · never used
Scanning
Never used
Acme has captured nothing
Almost always the printed card never reached the stand. Worth a walk over on the morning of day one rather than a discovery at the end of it.
The QR is a credential
It is meant to be printed, so it can also be picked up. Anyone holding it can scan your attendees' details.
New code issued
Every printed copy of the old one has stopped working. The 47 leads already captured are untouched.
Replacing the code and changing the password are separate on purpose: the card at the desk is the thing that physically walks off, and rotating it must not lock out whoever signs in with the address.
Click a control above. One of them is the mistake people actually make — take it on purpose.
Step by step
- 1
Open Lead Scan AccountsExhibitors → Lead Scan Accounts
It sits beside Portal Accounts because both answer "who can sign in?" — but they are different lists. Portal Accounts is a stand's staff; this is anyone who scans.
- 2
Issue an account
Give it a name the rep will recognise at the top of their screen, then choose what it scans for. No stand is a real answer, not an empty one — pick it for a sponsor, a press desk, or your own team walking the floor.
Tip. Linked to a stand, everything this account captures also shows up in that stand's exhibitor portal. Unlinked, the leads stay with the account and you export them from here.
- 3
Decide how they sign in
Email and password are optional. Leave both blank and the account is QR only, which is how most stands actually use it. Add them when someone needs to sign in on a device that cannot scan the code — a laptop at a desk, or a rep who lost the card.
Careful. One account, many devices. Three reps can share the same login and the same QR, and everything they scan lands in one list — which is what a stand wants at the end of the day.
- 4
Print the code
Expand the account and Download PNG. Tape it to the stand. Scanning it signs a phone in for a week without anyone typing anything.
- 5
Or send it, if they are not here yet
The same account also gives you a Scanner link to copy, and Instructions for the exhibitor — the link, what happens when they open it, and the sign-in fallback — written and ready to paste into an email or WhatsApp. A QR only helps someone standing in front of it; most stands are briefed the week before.
Careful. The link IS the credential. Opening it signs a phone straight in, so it goes to the stand's own team and nowhere else — treat it exactly like the password.
- 6
Check who has actually started
The list shows the last time each account was used and how many leads it has captured. Mid-show, never used is the row worth chasing — it usually means the printed card never made it to the stand.
- 7
Replace a code, or switch an account off
Issue a new code kills every printed copy of the old one and leaves the password working — for when the card at the desk walks off. Switch off stops the account entirely, and any device using it is signed out on its next tap.
When it goes wrong
Every one of these has happened to someone. Symptom first, because that is what you will have.
Creating a fake stand so somebody can scangotcha
An account is on, but scanning is refusedblocker
You cannot tell which rep scanned which leadgotcha
The printed code has gone missingwarning
An account has captured nothinggotcha
Booth staff can no longer scan from the attendee appwarning
What people ask
Kept in the words people use, because that is what you are about to type.
Do accounts count towards my exhibitor total?
No. They are a separate list, which is the whole reason they exist. You can have five stands and twelve scanning accounts, or none of one and plenty of the other.
Where do leads from an account with no stand go?
They stay with the account, and you see them here and in your event's lead exports. Nothing is lost by not having a booth.
Can one account scan for two stands?
No — an account links to one stand or none. Issue a second account if a company works two stands; both lists are still yours to export together.
What happens to the leads if I delete an account?
They stay. Deleting an account removes the way in, not what came through it. Switching it off is usually what you want anyway.
How long does a scanned QR keep a phone signed in?
A week, which covers a show plus set-up. Scanning the code again renews it.