Universal Lead Capture
Overview
Creating a New ULC
ULC Templates
Create A ULC from a Template
ULC Drop Down Menu
Event Alert
ULC Cloning
ULC Deletion
Reset Data
Templatization
Overview
Universal Lead Capture (ULC) is a versatile capture form type that is designed to be used in a single event. It is designed to capture leads on live events through scanners, business card scanners, kiosks and manual entry. Like other capture form types, it allows you to immediately follow-up with your leads or sync them to your CRM with the use of ‘Fulfillment Actions’.
ULC Template Creation
As best practice, it's recommended to create a “Template” before creating a ULC form:
Template creation doesn’t consume a license from the account’s counter.
Reduces human error in the design process of the ULC
Can be used for testing, training and proof of concept purposes
Efficiency and time saving for multiple event forms creation
Can edit access permissions to any field editing/deletion in the ULC form
Name: Template’s name
Save to: Saves the template to a specific folder
Description: optional field for internal use regarding the template
Labels: Customizable labels for segment reports
Template Owner: The Captello user responsible for the template
User Access: Assigns mobile access to users.
Team Access: Assigns access to a whole team. For more information about teams, refer to Teams.
Note: Using “Team Access” or “User Access” to grant permissions on the template level will inherently grant access to all events created using this specific template
Creating a ULC Form from a Template:
From Captello homepage, navigate to “Events > Capture” then select the “Templates” tab
Navigate to the drop-down menu next to the template name and select “ Use”
Type: Type of the capture form to be created
Name: Public name of the capture form
Event date : Start and end date of the event
Archival date: After which the event will not be visible on the Captello app
Owner: User responsible for the event
User Access: Assigns users to use the form on the mobile app
Team Access: Similar to user access, but on a team scale. This is useful for assigning multiple users under For more information about teams, refer to Teams.
Note: Once you select “Continue” a license will be consumed upon the event creation.
Creating a New ULC Form Without a Template
On your Captello account homepage:
Navigate to ‘Events > Capture’ and Click on “New”
Type: Capture form type (ULC)
Name: The public name of your event.
Template: Use a premade template to create an event.
Event Date: Specify the starting and ending dates for the event. Once the starting date has passed in real-time, it cannot be changed.
Archive Date: Determines when the event is no longer visible on the mobile app.(Best practice to set 30 days after the event end date)
Owner: The Captello user responsible for the event.
User Access:. Assigns users to use the form on the mobile app.
Team Access: Assigns whole teams to use the form on the mobile app. For more information about teams, refer to Teams.
Advanced ULC settings:
Save To: Saves the form to a specified folder.
Campaign: Adds the event as part of a campaign.
Description: Optional field for internal use regarding the event.
Venue: Real-time location for the event, tagged using Google Maps.
Registration List: Pre-uploaded list of attendees for the event.
Labels: Customizable labels for segment reports.
Once you fill in the required fields and click “Continue” you will be navigated to the “Event Designer” or “Capture Form Builder” page.
Note: The capture form builder cannot be accessed from the mobile app
On Captello’s homepage, Under “Events > Capture” you should be able to view your newly created ULC form under the “Capture Forms” tab.
Name: Displays the ULC name, event date, and archive date
Submissions: Indicates the number of lead scans submitted during the event.
Draft Submissions: Shows scans that have been taken but not yet synced and uploaded from the Captello app to the web app.
Prospects: Displays the number of prospect profiles created from lead scanning or submissions through ULC.
Owner: The user in charge of the event
Location: If the "Venue" option is used during ULC creation, the location/address will appear here (utilizing Google Maps).
Created by: Indicates the user who originally created the event.
Modify Date: Shows the last time the ULC was accessed for editing.
Plus Sign: Allows for cloning the event.
Recycle Bin: Deletes the event.
Editing the Event: Accesses the Capture Form Builder for making changes.
Drop-down Menu: Provides multiple options for further actions.
Fulfillment Actions (FA):
Fulfillment actions are actions that get triggered when a certain condition is met. It’s usually coupled with lead submission to achieve a targeted action, such as:
Sending a thank you email to the prospect.
Sending a customized emails based on form answers
Send an alert to the event owner & staff
Send documents requested by the lead
Within the capture form builder environment, lick the gear icon on the top right corner
Adding Documents to Send to Your Leads
Use this feature to share documents or e-literature during your event easily. You have two options:
Preview and share documents outside the form.
Select documents during form submission to include in follow-up emails.
These documents are uploaded to the system and organized into Document Groups. You can include one or more Document Groups in your event lead capture form, simplifying the distribution and access to information.
Here is how to upload documents to your document group:
Access the documents field settings by clicking on Document element > Click on the plus icon.
Then click on the plus icon to upload your documents.
Click on Add Files to upload your document or you can drag the file and drop it
Add the uploaded documents by clicking on the plus icon, entering a name for your document group, and clicking Save.
You can email the prospect their selected document using a Doc request action.
Here is how to set up the document email:
Navigate to Content > Emails
Click on New
Enter your email details.
For an easy email-building experience, choose Start with a Template.
Select a layout, I am using a ‘1 column’ layout for simplicity.
Click on the body of the email to modify the text. You can also add a message to the recipient prospect.
Add a text block by clicking on the Text element and insert the document field into it to avoid accidentally editing the code.
Now, insert the document field containing the selected documents into the email by clicking on the 'Fields' tab.
From 'Category', choose 'Last Submission Data', and from 'Field', select 'All Documents', then click 'Insert'.
The field will appear in the email along with the default message, 'Here are the docs you requested:'. Feel free to change the default message to whatever you prefer!
Your document email is now ready. Click 'Exit'. The next step is to set it up in your template.
Here is how to Set up the document request fulfillment action on the capture form template:
Navigate to Events > Capture > Templates.
Click on your template.
Click on the settings gear from the top right and click on 'Actions (Doc Request)'.
Select the action to ‘send email’ action then select the email you created from the 'Select Email' dropdown.
Click Save.
Now your document email is set up successfully, and the prospect will receive the selected documents via the email.
Actions (Doc Request):
This action will trigger when the form is submitted. An email will be sent to the prospect including all requested documents.
Actions (Submission):
A most commonly used action type, which will trigger upon any submission. It can be, for example, set up to send an email to the prospect or send an alert to the event owner, teams, users or emails.
Note: For more details regarding fulfillment actions, click here [link to FA article]
Syncing Leads to CRM:
FAs can also be used to sync leads to the CRMs integrated to your Captello account.
For further information regarding lead syncing to CRMs click here
Note: The lead syncing time can vary based on the type of CRM used, ranging from instant syncing to delays of several minutes.
Exporting Data:
From Captello homepage:
Navigate to Events > Capture (Left side panel)
Locate the appropriate Event.
Click on the drop-down > Select “Export”.
You can select one of the options below to export your data:
To directly export the submissions you have made, select the ‘Submissions’ option.
Other options are used for more sophisticated reporting, explained below:
Prospects: Lets you choose prospect fields to export, this will include data about the prospect that isn’t necessarily captured in submissions, but could’ve been added to the prospect profile from other sources.
Event Metadata: Does not include submissions or prospect data. It just includes the event name, date, location, owner, user capturing the data, and labels.
All Event Data: Includes submissions and metadata.
Everything: Includes all of the above.
Once you have selected the type of data to export:
Click the "Spreadsheet" button in the export menu.
If you have chosen to export ‘Prospects’ or ‘Everything’, you will be prompted to select the fields you'd like to export by either clicking the plus icon or by dragging and dropping fields into the "Include" column.
Click ‘Export’ and your spreadsheet will start downloading!
Statistics:
Statistics for an event can be accessed on the “Dashboard”, where it can be viewed or customized per event.
Dashboard:
The Dashboard presents essential metrics from your events, allowing you to monitor and analyze performance. Here, you can:
See the number of submissions.
Access data on how prospects were captured.
View your return on investment (ROI).
Here is how to access the dashboard:
Click the Dashboard tab in the main menu. Then
click on the drop-down and select ULC
Add a ULC Screenshot instead of 365
Click on All Events drop-down to select your event capture form.
The Dashboard displays your event metrics in graphs and charts such as:
Capture method:
Display the number of capture methods: Direct submission, badge scanning, business card scanning, or imported list. Clicking on each chart directs you to a unique prospect page corresponding to the capture method.
Post Event Engagement:
Percentage of prospects showing inbound activity post-event, such as web page visits, email link clicks, and form submissions.
Top Companies:
Companies with the highest number of submissions
Click the numbers to view Prospects.
You can click on the charts to navigate to the related prospects.
Question stats
A comprehensive summary of responses for all questions within a form, aggregating and presenting the data in an easily understandable format.
To access question statistics:
Navigate to Events > Capture
Use the drop-down menu on the right to select Question Stats
A page will display a summary of responses for all questions within a form.
When you hover over a question, it shows you the number of people.
You can customize the graph by choosing between a stacked chart, an analysis range, or a pie chart by clicking the dropdown arrow.
Cloning ULC Forms
A ULC form can be cloned from an already created event. Cloning only works when both events are made with the same capture form, i.e. you can only clone A ULC from another ULC.
NOTE: Cloning will not replicate any assigned Fulfillment actions, event date, event access, listing or labels to the newly created event.
To clone a capture form, on Captello homepage, navigate to the dropdown arrow next to the form name and select “Clone”
After you submit your new form name and details, you’ll be taken to the capture form builder page for your newly created form
ULC Form Deletion:
From Captello homepage navigate to Events > Capture then select “Capture Form”
Navigate to the drop down arrow next to the event’s name and select “Delete”
You can restore a mistakenly deleted capture form by contacting the support team
A deleted capture form will also delete any event’s metadata and submission information. However, all prospect information will still be intact and can be found under “All prospects”
Note: Deleting a capture form doesn’t restore the license number back to your counter. once a capture form is created a license will be consumed
Resetting Data Before an Event:
An option to reset and remove all submission data to a capture form while keeping the event form and the prospect information.
From Captello homepage navigate to Events > Capture then select “Capture Form” tab
Navigate to the drop down menu next to the event name and select “ Reset Data”
Note: This option will only appear in the drop-down menu until the event start date. Once the event date arrives, it will disappear from the menu.
Note: taking the reset action does not delete prospects from the system, but just removes their submissions on the form.
Templitization
Similar to creating an event from a preset template, you can convert an already made event to a template.through the “Templatize” option
From Captello homepage navigate to Events > Capture then select “Capture Form” tab
Navigate to the drop down menu and select “Templatize”
Name: Public name of the template
Save To: Move the template to a specified folder
Description: Optional for internal use
Labels: Customizable labels for segment reports.
Template Owner: User responsible for the template
User Access: Grants permission to view, edit, and use the template according to the security profile permissions for an assigned user.
Team Access: Similar to user access, but on a team scale. This is useful for assigning multiple users in the same team. For more about teams, refer to Teams
Note: Templatizing an event doesn’t consume a license from the account.