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Process for Contacts Added via HubSpot Mobile App Scanner (Event & Trade Show Leads)

Purpose: To ensure all contacts scanned at trade shows or events via the HubSpot Mobile App are accurately tracked, routed, and followed up on in a timely and efficient manner. This SOP covers the process once a scan is submitted

Before the Event

Regional Executives:

  1. Submit Event Title
    Send the name of the event to the CRM Specialist so it can be added as an option under:
    • Campaign Event (Company Property)
    • Campaign Event (Contact Property)
      1. EX: Cedia 2025
  2. Notification of Additional Attendees
    Let the CRM Specialist know if other Sales Reps will be attending.
    ➤ CRM may need to update user permissions ahead of time for proper scanning access

Open Item: We can prepare “Thanks for Stopping By” templates at this point if we wanted to ensure reach out is prepared when contact is scanned

During the Event:

This is an RSE / Show Attendee Responsibility ONLY

Follow the SOP for Scanning Contacts using the HubSpot Mobile App:

  • QR Code Scanner
  • Business Card Scanner

Each time a contact is scanned:

  • ✅ An automated email is sent to the CRM Specialist
  • ✅ A task is created in the "Event Lead Scanned" queue and assigned depending on the cases described below

Back-End Workflow Process:

Once a scan is submitted, a Workflow will trigger:

Routing Based on Contact Type:

  • Existing Customer or Lead with an Assigned Rep - The Task will be assigned to Sales Rep
  • New Lead with No Sales Rep - The Task will be assigned to Michael Iacovone who will delegate to other SDRs or Admins based on location

If Lead Was Tagged with a Sales Rep and the Task is Assigned to Admin:

Sometimes the RSE’s tag the sales rep in a note, the account will be assigned to that rep 

  • SDR Must: 
    • Tag CRM Specialist in the Task Comments requesting the Update
    • Re Assign the Task to Sales Rep 
  • CRM Specialist must:
    • Change the Company Owner to the tagged Sales Rep
    • Re-assign the task from the SDR to the new rep
    • This ensures proper follow-up ownership

📥 Special Note on "RSE Visits"

  • A backup option exists called "RSE Visit" in case something is scanned outside of an event.
  • However, this should only be used as a fallback.
  • Reps should submit the Contact Form with Lead Option whenever possible for non-event visits. As well as logging their meetings with the RSE Site Visit Type when applicable

🔁 Summary Flow

Situation

Workflow Action

Assigned To

Existing with Sales Rep

Assigns Task to Sales Rep 

Sales Rep

New Lead with no Rep

Assigns to SDR

Iacovone will delegate to another SDR/Admin if it's not within his tribe's territory

New Lead but Rep Tagged

Assigns to SDR

SDR: Tags CRM Specialist in Note to update owner

📩 Owner: CRM Specialist

  • Reviews each scanned lead
  • Ensures proper association, ownership, and formatting
  • Monitors task completion status post-show