Looking for the best way to capture and enrich lead information at in-person events using HubSpot, beyond just the Business Card Scanner.
We are looking for a solution to capture lead information at an event. We’ve tested the Business Card Scanner, which works well, but we want to ask our Sales team to enrich the contact records they create.
This should not only include scanning a business card but also setting other properties such as segment type and brand interests.
Which option would be best for a smooth process during busy and stressful events?
A.) As soon as the contact record is created, Sales should open a specific Hubspot form that we have prepared in advance with the properties that need to be filled.
B.) As soon as the contact record is created, Sales should go to the record and search for each property that needs to be filled. But how can we make the Hubspot Mobile View more convenient and only display the properties that need to be updated?
Any advice would be extremely helpful.
Thanks!
Moderator Note: this post was reviewed for relevancy and optimized for clarity on 4/8/26. Thank you for your contributions to the HubSpot Community!
As you’ve stated, there are a few ways you could achieve this, but at an event you typically want reps to give of a composed impression, so accessing the CRM directly to find and update contact records may not look right.
You could try the HubSpot form approach - to make this work you will need to:
Agree with @Phil_Vallender here. I’d even go an additional step and let the prospect DIY their contact info, creating a QR code for them to scan and answer a few quick, simple questions. It could be in return for something of value (a downloadable report you’ll send them as an example). But this QR code could go to a HubSpot form that asks the exact questions you need, which would create the contact record and upate your desired properties.
Is there a way we can use the Lead Capture form but enable the voice note functionality? For example, if we can the business card to create a new contact and add a voice note then we have no way of knowing the lead is from the trade show.
But, if we use the Lead Capture form we create for the show, it’s a lot more manual and we can’t use the scan or voice note functionality. Is there a way to either add this functionality to the lead capture form, or a way of tagging the event in any new contacts created so we can then segment to follow up?
@Stephanie7 I don’t know about the voice note question, but you could certainly tag the contacts in a few ways. One would be creating a campaign and UTM link for the page where the form lives (and where a QR code leads). This campaign would tag all contacts with an interaction.
You could also use hidden properties on the form, or the date it was filled out, and add them to a list. This would segment them, but it could also allow you to have a custom property where you include the event name.
It sounds like you’re looking for a more integrated solution. momencio offers exactly what you need. When capturing a lead, not only can you scan business cards, but you can also add voice notes immediately. momencio transcribes these notes for ease of reference. This ensures that each lead is tagged and recorded with specific details from the event, streamlining your follow-up process. Additionally, all information, including voice notes, is automatically organized in your CRM, making it easier to segment and manage leads post-event.
For your needs, momencio might be the ideal solution. Beyond business card scanning and contact enrichment, it allows your team to present and share various forms of marketing collateral directly during the interaction. Also, momencio enables the curation of customized follow-ups, aligning with each lead’s interests and segments. This integration with platforms like HubSpot ensures that all captured information and interactions are seamlessly updated in your CRM, reducing the manual effort during busy events. This holistic approach could significantly streamline your lead capture process, making it more efficient and effective.
Hi there. Consider adding creative, interactive elements such as quizzes, surveys, challenges, or other engaging activities to incorporate into your event. Customize the gamification elements to align with your event goals and branding and encourage attendees to interact with the activities to increase engagement and capture leads. Make sure you monitor real-time event insights and analytics provided by specialized platforms (e.g. https://momencio.com/) that integrates with Hubspot. to track lead engagement and behavior and create a memorable and impactful experience for attendees while also increasing lead capture and driving event success.
Event marketing can definitely present its own set of challenges, and I completely understand how overwhelming it can feel sometimes. If you’re passionate about elevating your events and ensuring every detail is just right, I highly recommend looking into integrating momencio with HubSpot. Trust me, it can make a world of difference!
This powerful combination is specially crafted for managing in-person seminars and conferences. With momencio’s impressive lead retrieval and management features, you’ll find it much easier to capture, analyze, and leverage attendee data to truly enhance your marketing strategy. I genuinely believe this integration could transform your approach, making it much smoother and more effective. So go ahead and explore how this can simplify your event marketing efforts—you won’t regret it!
For event lead capture, the key is balancing speed with data quality. Option A (using a prepared HubSpot form) usually works best during busy events because it streamlines the process—Sales can scan the card, immediately open the form, and quickly add key properties like segment type or brand interests without digging around in the record. This reduces errors and ensures consistency.
You can also enhance the process by integrating AI lead generation software, which can automatically enrich contact details (company info, role, industry) in the background. That way, your sales team only needs to focus on event-specific properties. Platforms like Agentra follow a similar philosophy by using AI to minimize manual data entry and make lead workflows smoother.
So, combining Option A with AI enrichment gives you the most efficient and scalable way to capture high-quality leads at events.
Hi @OliviaReed3, I hope that you are well!
Thanks for sharing this application with the Community!
Could you please share more details about Agentra to help our Community Members?
One of the biggest operational gaps at exhibitions and in-person events is not collecting leads — it’s organizing and converting them efficiently afterward.
Most teams still struggle with:
delayed follow-ups
manual CRM entry
scattered spreadsheets
lost business cards
disconnected workflows
We’ve been seeing this repeatedly while building Eynthra CRM: Eynthra CRM
We’re focused on AI-powered offline-to-digital workflow automation for SMEs and exhibitors using business card OCR, QR workflows, lead assignment, and automated follow-up systems.