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

RSE / Show Attendee Responsibilities 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 above

🔧 Back-End Workflow Process

Once a scan is submitted, a Workflow will trigger:

1. Routing Based on Contact Type

 Branch 1: Existing Customer or Lead (Has a Sales Rep)

• The task will be assigned to the Contact Owner (Sales Rep)

Branch 2: New Lead (Lead with No Sales Rep as Owner)

• Assign the task to an SDR
  • Assign all to Michael, and he delegates every other to the other SDR's

2. 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

📩 Owner: CRM Specialist

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