# How to qualify leads at a stall: scan, note, tag and export the same day

Scan each visitor from their own QR, write a one-line note, mark a lead or a visit, review the scan log each evening and export to your CRM through Sheets.

SSociana team·19 Oct 2026·6 min read

**To qualify leads at a stall, scan each visitor’s QR from their own Profile, write a one-line note while they are still standing there, mark a lead or a plain visit, review the scan log every evening and export the leads to your CRM through Sheets the same day.**

## The problem with a fishbowl of business cards

Most stall teams collect cards, and at the end of three days they have a rubber-banded stack nobody trusts. The cards that matter are mixed with those who took a pen. Two weeks later, the person who spoke to the visitor has forgotten what was said.

Qualification is a fancy word for a simple discipline: record who it was, what they wanted and what happens next, while the conversation is fresh. The Indian Exhibition Industry Association comprises 400+ exhibition organisers, venues, service providers and trade bodies ([IEIA, 2026](https://www.ieia.in/)), and the exhibitors who come back to those shows year after year are the ones who can answer “what did this show earn us?”.

A note on honesty: Sociana provides leads, notes and a scan log, with export through Sheets or webhooks. It does not offer lead scoring, native Salesforce or HubSpot sync, or an interactive floor plan. The qualification here is yours; the app makes it quick and keeps it on record.

## Step 1: agree what a lead is before the show

Write down three levels and put them on a card at the stall:

1. **Visit:** came by, scanned, no follow-up needed (a student, a competitor, a neighbour).
2. **Lead:** has a need, or a budget, or a decision date. A note is mandatory.
3. **Hot lead:** asked for a quote or a meeting. Follow up within a day.

The labels can be your own. The important thing is that every member of the stall team uses the same ones, so the export can be sorted.

## Step 2: add your team to the stall

The stall lead adds team members by email or mobile number and can promote one as a manager. Do this the week before, and ask each person to log in once to confirm that My Stall appears on their Home screen. It appears only for people assigned to a stall; it will not show for an ordinary visitor.

Edit the stall profile at the same time: name, tagline, description, logo, banner, links, photos, videos and documents. A visitor who scans your stall will see this page.

## Step 3: scan the visitor, not the stall

The visitor opens their personal QR from the Profile tab. The exhibitor taps Scan a Visitor on My Stall and reads the code. This matters: a lead is captured by scanning the QR that the visitor opens from their own Profile. That is a deliberate action by the visitor, which is why leads captured this way are consented.

If the scanner says the code is invalid, ask the visitor to reopen it from Profile and scan again. Do not try to scan a screenshot of an old code.

## Step 4: write the note while they are there

After the scan you can add a note. Make it a habit to write one line before the visitor walks away. A good note has three parts: what they want, how soon and what you promised.

| Weak note  | Strong note                                                              |
| ---------- | ------------------------------------------------------------------------ |
| Interested | Wants LED walls for a Feb wedding, 600 guests, asked for quote by Friday |
| Call back  | Venue manager, books 40 events a year, wants a demo for the team         |
| Friend     | Competitor, no follow-up                                                 |

A one-line note takes ten seconds and saves a ten-minute phone call later.

## Step 5: read the scan summary and scan log every evening

My Stall opens with four tiles: Stall scans, Unique visitors, Leads captured and Unique leads. The Scan Log lists who visited and who became a lead. Each evening, spend fifteen minutes with the stall team:

- Compare Unique visitors with Unique leads. If you are scanning 200 people and marking 10 as leads, either the stall is attracting the wrong crowd or your bar is too high.
- Open the notes on every lead and fill gaps while the day is fresh.
- Assign follow-up to a named person, with a date.

Visitor messages arrive in Stall Chats. Answer them the same evening; a visitor who wrote to you at 3 pm and heard back on Monday has already spoken to your neighbour.

## Step 6: export and follow up

Leads leave the app through Sheets or webhooks. A connection to a Google Sheet that you own lets you sort and share the list, and a webhook can push a captured lead to the CRM you use without a native connector. These connections are set up with the Sociana team for each occasion rather than self-serve, so arrange them before the show.

On the first working day after the event, send a message to every lead within 24 hours. Lead qualification is only worth the effort if the follow-up happens while the visitor still remembers you.

## Pitfalls

**Scanning everyone.** A scan count looks good, but a leads list of 300 with no notes is worth less than 40 with notes.

**One phone for the whole stall.** If one person scans and everyone else watches, the queue grows. Use two scanning phones and rotate.

**Forgetting the visitor side.** Visitors can search and bookmark stalls and scan a stall to record a visit. Mention this on your signage, so the visitor can also keep a record of you.

## How Sociana handles this

[Exhibitor My Stall and lead capture](https://sociana.in/features/exhibitor-my-stall-and-lead-capture/) gives each stall a dashboard with scan summary tiles, Scan a Visitor, a Scan Log, Stall Chats, Members and Edit Stall. The visitor’s QR comes from the [entry pass and personal QR](https://sociana.in/features/entry-pass-and-personal-qr/). Leads move out through webhooks, Sheets and Airtable, and organisers read the broader numbers through [reports and exports](https://sociana.in/features/reports-and-exports/).

The Bengaluru Wedding Fraternity Meet Up 4.0 app gave every exhibitor a My Stall dashboard for scanning visitors and capturing leads, while paid delegates unlocked networking, tickets and invoices. The recorded lesson is that a scan log per stall turns a crowded floor into a lead list the exhibitor owns. Read the [BWF Meet Up 4.0 case study](https://sociana.in/case-studies/bengaluru-wedding-fraternity-meet-up-4/).

## Frequently asked questions

### Does the app score leads for me?

No. Sociana records leads, notes and scan logs. Scoring and qualification are your process; use the levels you agreed before the show and sort the export.

### Can several people on my team scan at once?

Yes, if each is added as a stall member. Each scan is recorded in the log, so you can see who captured whom.

### Can I push leads into my CRM?

Through Sheets or a webhook, yes, configured with the Sociana team per occasion. There is no native Salesforce or HubSpot connector.

### What if a visitor has not registered?

They cannot show a personal QR from Profile until they have an account, so keep a paper fallback for walk-ins and add them to the list afterwards.

## Related reading

Glossary: [personal QR](https://sociana.in/glossary/personal-qr/), [partner web](https://sociana.in/glossary/partner-web/), [submission](https://sociana.in/glossary/submission/). Occasion hubs: [exhibitions](https://sociana.in/event-types/exhibitions/), [fraternity meet-ups](https://sociana.in/event-types/fraternity-meetups/) and [conferences](https://sociana.in/event-types/conferences/). Find a lead-sheet in [templates and checklists](https://sociana.in/templates/).

[Exhibitor My Stall & lead captureThe screens your guests and your desk use for this.See how it works](https://sociana.in/features/exhibitor-my-stall-and-lead-capture/)

## Keep reading

[Exhibitor My Stall & lead capture](https://sociana.in/features/exhibitor-my-stall-and-lead-capture/)[Entry pass & personal QR](https://sociana.in/features/entry-pass-and-personal-qr/)[Reports & exports](https://sociana.in/features/reports-and-exports/)[Exhibitions & trade shows](https://sociana.in/event-types/exhibitions/)[Fraternity & industry meet-ups](https://sociana.in/event-types/fraternity-meetups/)[Conferences & summits](https://sociana.in/event-types/conferences/)[Lead qualification form for stalls (free)](https://sociana.in/templates/lead-qualification-form-template/)[Scenario: a 120-stall exhibition with lead capture](https://sociana.in/scenarios/exhibition-120-stalls-lead-capture/)

[Back to Guides](https://sociana.in/guides/)

## Want us to run this for you?

Our team sets it up for your event, checks it with your desk and runs it with you on the day.

[Book a demo](https://sociana.in/contact/)[Talk on WhatsApp (opens WhatsApp in a new tab)](https://wa.me/919145897433?text=Hi%20Sociana%2C%20I'm%20looking%20at%20How%20to%20qualify%20leads%20at%20a%20stall%3A%20scan%2C%20note%2C%20tag%20and%20export%20the%20same%20day%20%28%2Fguides%2Fqualify-leads-at-your-stall%2F%29%20and%20would%20like%20to%20know%20more. "WhatsApp · replies Mon–Sat, 10:00–19:00 IST")

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Canonical: https://sociana.in/guides/qualify-leads-at-your-stall/
Publisher: Sociana by Alien Brains Private Limited (https://sociana.in/)