2.8 Preparing your team: what to tell your booth staff

This article is written for your booth team. You can share it with them directly — just copy the content into a message.

How to get your team ready (a note for the admin)

Don't train your team at the booth. The exhibition floor is too noisy, too rushed, and too late. Instead:

• Share this article or the User Quick Start Guide with your team 2–3 days before the event.

• Offer a short walkthrough call the day before the show. 15–20 minutes is enough — the app is intuitive once they've seen it once.

• Ask everyone to download the app, log in, and tap through one test interaction before they arrive at the venue.

• Point them to the video tutorials and tips inside the app's Learning section.

A team that has spent 5 minutes exploring the app calmly will outperform a team that's learning it between conversations.

The 3 things you need to do

Helpie Event is simple. At the booth, you only need to do three things:

1. Scan. Scan the visitor’s badge QR code (at partner events) or business card to grab their contact details.

2. Qualify. Tap through the data modules (questions) configured for your event. A few taps captures what you discussed, what they’re interested in, and what happens next. No typing required.

3. Follow up. Tap the email or WhatsApp icon to send a personalised thank-you message while the visitor is still at the event.

That’s it.

Before you leave for the venue

• Log in to the app a day before the event, when you have good connectivity. Exhibition venues often have poor WiFi.

• Once logged in, you don’t need to log out. The app stays signed in.

• Tap + to Add New Interaction and verify that you can see the Data Modules. No need to save.

• Watch the video tutorials inside the app if you want a quick walkthrough.

At the venue

• Don’t log out. Stay signed in throughout the event.

• Capture promptly. Enter interactions right after each conversation. Waiting increases the risk of forgetting key details.

• Badge scanning: Only badges marked GUEST can be scanned with Helpie. Do not scan Exhibitor, VIP, Buyer, Delegate, or Organiser badges — they won’t return data. Use the card scanner for those visitors instead.

• Card scanning tips: Good lighting, steady hand, card fully in frame, portrait mode. See article 3.8 for detailed scanning guidance.

• Notes: You can take unlimited text notes, photo notes, and voice notes on any interaction. Use photo notes to remember a face, a product, or a scribble on a whiteboard.

Good to know

• The app works offline. Card scanning, qualification, and notes all work with zero internet.

• Data syncs automatically when connectivity is available.

• Each user sees only their own interactions. Your colleagues can’t see your data in the app.

• If you notice the card scanner mapped data to the wrong field, tap the dropdown arrow next to the field label to change it.

Next steps

• How offline mode and data sync work (2.9)

• How the business card scanner works (3.8)

Still need help?

Email us at prioritysupport@helpie.io or call +91 98206 08561.