2.2 Building your Data Modules

Data Modules are the custom questions your booth team answers for each visitor interaction. They’re how you capture structured, qualified data — not just contact details.

What are Data Modules?

Each Data Module is a single question with pre-defined choices your team can tap. For example:

• "Interested in" — with choices like Product A, Product B, Product C

• "Budget timeline" — with choices like Immediate, 3 months, 6 months, No budget

• "Decision maker?" — with choices like Yes, Influencer, No

Not all Data Modules need to be framed as questions. They can be any structured category: industry type, company size, region, or anything relevant to your follow-up process.

The three tabs

Data Modules are organised into three tabs in the app. Each tab serves a different purpose:

• Information — Details about the visitor and their company. Things like organisation type, industry, or company size.

• Discussion — What you talked about. Product interest, main questions asked, specific requirements mentioned.

• Action — What happens next. Follow-up type, timeline, assigned person, priority level.

When creating a Data Module, you assign it to one of these tabs. This keeps the app screen organised for your booth team.

Which tab should a Data Module go in?

When creating a Data Module, you choose which tab it belongs to. Here's how to decide:

Information — Use this for static profile of the lead. Details that describe who they are, not what you discussed. Examples: industry type, company size, region, visitor profile (past customer, new prospect, vendor), or your team’s own observation about the person.

Discussion — Use this for what the conversation was about. This is where lead qualification happens. Examples: products or services they asked about, main questions raised, specific requirements mentioned, budget range, decision timeline.

Action — Use this for what happens next. Decisions, assignments, and follow-up tasks. Examples: who follows up (assignee), what type of follow-up (call, email, send sample), priority level, follow-up deadline.

A simple test: if the Data Module answers "who is this person?" it belongs in Information. If it answers "what did we talk about?" it belongs in Discussion. If it answers "what do we do next?" it belongs in Action.

Creating a Data Module

1. Go to Configure → Data Modules in the console.

2. Click + Create Data Module.

3. Select the event this module applies to.

4. Enter the module title (e.g., “Interested in”).

5. Choose the choice type: Single Choice (user picks one) or Multi Choice (user picks one or more).

6. Select which tab it belongs to: Information, Discussion, or Action.

7. Add your choices (e.g., Product A, Product B, Product C).

8. Click Create Data Module.

Linking modules from a previous event

If you’ve used Helpie before, you don’t need to start from scratch. You can link existing Data Modules to a new event:

9. Go to Configure → Data Modules.

10. Select the modules you want to reuse.

11. Click Link to Event(s) and choose your upcoming event.

Pro tip: This is a major time-saver for companies attending multiple events. Build your modules once, reuse everywhere.

Uploading Data Modules via Excel

If you have many modules to create, you can upload them all at once:

1.     Go to Configure → Data Modules.

2.     Click Upload via Excel.

3.     Download the sample Excel file from the page.

4.     Fill in your modules — one row per module. Set the tab, choice type, and choices in the columns.

5.     Save the file and upload it.

Each data module title and choice has a 40-character limit.

Tips for good Data Modules

• Keep module titles short. Your booth team sees them on a phone screen.

• Limit choices to 5–8 per module. Too many options slow down data entry.

• Use the Discussion tab for what matters most to your follow-up team.

• Test your modules in the app before the event (see article 2.7).

• If a module has more than 5 choices, the extra choices are tucked behind an arrow button in the app. Your team can still access them — they just won't clutter the main screen.

Can I reorder Data Modules?

Yes. In App Content → Data Modules, click "Reorder Data Modules." Select Event. Drag data modules into the order you want. The order you set here is the order your team sees in the app. This applies across all three tabs — Information, Discussion, and Action. Ask your users to tap Sync Now to see the updated order.

Can I set up conditional or branching Data Modules?

Not currently. Conditional logic — where selecting a choice in one module changes which modules or choices appear next — is on our roadmap but deliberately not built yet.

Here's why: events are high-pressure environments. Your team has minutes per conversation, not hours. Branching logic adds cognitive load — the user has to process why different questions are appearing for different leads and navigate a changing interface. This reduces fill rates and frustrates salespeople.

Helpie's Data Modules are designed as quick-tap, consistent inputs. The same questions appear every time. Your team builds muscle memory across interactions and completes qualification in under a minute.

If you have product lines that need different questions, keep your modules broad enough to cover most conversations. Use notes for product-specific details that don't fit neatly into a standard module.

Article 2.2, right after the "Can I set up conditional or branching Data Modules?" section you just added. The admin asking this question is in the middle of configuring modules — that's where they'll look.

Why doesn't Helpie have free-text Data Modules?

By design. Data Modules use tap-to-select choices because they're faster, more consistent, and produce cleaner data. A free-text field at a noisy event booth leads to typos, inconsistent spelling (one user types "Interested," another types "intrested"), and data that's hard to filter or analyse afterward.

Helpie already offers two ways to capture unstructured input: Text Notes for longer observations about an interaction, and Quick Notes (a short text field you can enable on any Data Module) for brief context alongside a choice. Both are available without replacing the structured choices that keep your data consistent across your entire team.

If your team needs to capture something that doesn't fit into pre-defined choices, Quick Notes is the right tool — not a free-text module.

Yes. Add it to article 2.2, right after the free-text paragraph. The admin asking about custom fields is in the same mindset — "I want to capture something specific that isn't there."

Can I add custom fields to the contact details section?

The five contact fields — Company, Name, Job Title, Email, and Phone — are fixed for all customers. We don't offer custom fields in this section.

If you need to capture additional information like location, industry, or any other attribute, create a Data Module for it. A Data Module with choices like "Mumbai / Delhi / Bangalore / Chennai / Other" gives you consistent, filterable data — far more useful than a free-text field where the same city gets typed five different ways.

Next steps

• Setting up message templates (2.3)

• Testing your event setup before the show (2.7)

Still need help?

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