Every trade-show lead gets a personal follow-up within a day

Each evening's badge scans and stand notes become Salesforce leads and draft emails in Outlook, written in the name of the person each visitor met.

Used day to day by
  • Salespeople
  • Marketing team
  • Sales head

How it runs with AI

Each evening of the fair, the AI reads the day's scans and notes, checks every visitor against Salesforce and gives each lead to the right owner. It drafts a follow-up email in Outlook that mentions what was discussed at the stand. Next morning, each salesperson reads their drafts, edits where needed and sends them.

How it is done today

Badge scans and stand notes pile up in Excel during the fair. After the show, a coordinator checks each name against Salesforce and types the leads in, and salespeople write follow-up emails when they find the time. Most visitors hear from you a week or more later, when the conversation at the stand has faded.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Reads the day's badge-scan export and the stand team's notes

    Needs to know: Who staffed the stand

    In Excel

  2. Step 2, AI

    Checks each visitor against Salesforce accounts, contacts and open deals

    Needs to know: Visitor types to skip, Account owners

    In Salesforce

    Exception to step 2

    Sends visits from existing customers to their account owner instead of creating a new lead

  3. Step 3, AI

    Creates or updates each lead in Salesforce, with the stand notes, and assigns its owner

    Needs to know: Region and owner rules, Lead priority rules

    In Salesforce

  4. Step 4, AI

    Drafts a personal follow-up email in Outlook, in the name of the person the visitor met

    Needs to know: Company tone of voice

    In Outlook

    Exception to step 4

    Reminds the salesperson the next afternoon about any draft still unsent

  5. Step 5, Person

    Reads, edits and sends each draft the next morning

    In Outlook

What stays with a person

  • Reads, edits and sends each draft the next morning

Apps in this example

  • Excel
  • Salesforce
  • Outlook

The same flow works with the apps you use.

This fits you if

  • You exhibit at 3 or more trade fairs a year
  • Your stand collects more than 200 badge scans at each fair
  • Leads from fairs reach Salesforce days or weeks after the show
  • Salespeople from different regions staff the same stand

What to watch for

  • The salesperson who met the visitor reads every draft and presses send
  • The draft mentions only what the stand note says. A one-line note for each visitor, typed on the spot, is what makes the email personal
  • Prices, discounts and delivery dates stay with your salespeople. The draft offers a quote or a visit
  • Someone in sales operations keeps the region and account-owner rules in Salesforce up to date

Read more

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