From attendee list to lead export, in order.
ScanDeck runs the whole event off one setup: import your attendees, configure badges and schedules, run staff-assisted or kiosk check-in, then let vendors scan leads on the floor.
Set up the event
Everything before show day happens once, from the admin portal. Import your attendees, decide who scans what, and get badges ready so the front desk moves fast.
Import your attendee list from Eventbrite or a file
Connect Eventbrite for live sync, or upload a CSV or XLSX file and map the fields you want to use. Exports from RegFox and other registration tools import this way; there is no direct RegFox connection. Whichever fits your registration flow, the rest of the workflow is identical.
The imported attendee list powers check-in, badge printing, attendance reporting, and lead scanning.
Add vendors and check-in staff
Give each vendor a login so they can scan leads at their booth, and set up the front-desk staff who will run check-in. Each person scans with their own PIN, so every lead and check-in carries a name.
- Vendors see only their own leads.
- Organizers see everything across the event.
- Up to 12 people per booth can share one lead pile.
Pre-print badges for registered attendees
Print the registered list in bulk before doors open using supported Avery badge layouts. Each badge carries the attendee’s name, attendee type if needed, and a QR code, so vendors can scan it as a lead on the floor. The QR code is a private token rather than the attendee’s contact details, so the badge never prints an email or phone number inside the code.
If your event uses a printed agenda, add custom schedule rows and include the schedule on the back of the badge or as a full-page insert. Badge templates can support attendee, speaker, exhibitor, sponsor, and other event roles.
Run the front desk
On show day, ScanDeck Check-In handles registration. Use staff-assisted check-in for a staffed desk, kiosk mode for attendee self check-in, or both when the line gets busy.
Run staff-assisted check-in or kiosk mode
Pair a tablet running the ScanDeck Check-In app to the event and choose the flow that fits the room. Staff can operate the tablet themselves, or you can place it in kiosk mode so attendees search for themselves, confirm their badge details, and complete check-in without exposing the admin portal.
Scan ticket QR codes to check people in
When an attendee shows a supported ticket QR code, scan it with ScanDeck Check-In to mark them in. It matches against the same attendee list you imported, so the check-in is instant. For desk layouts, walk-in rates and how to read the numbers afterwards, see the guide to scanning trade show attendance.
Find registered attendees by name
No ticket handy? Look an attendee up by name from the imported list and check them in. Their pre-printed badge is waiting, or you print one on the spot.
Add walk-ins and print a badge on demand
Someone who never registered? Add them as a walk-in at the desk, then print their badge right there with the Brother printer or an on-demand 8.5 x 11 badge page from the admin portal. They get the same name-and-QR badge as everyone else and can be scanned as a lead.
No Brother printer on site? If you pre-print the registered list ahead of time, you can still take walk-ins at the door and hand them a handwritten name badge.
Scan badges and export leads
Once people are inside with badges, vendors do the work that pays for the booth: scanning leads with the ScanDeck badge scanner app. When the show ends, everyone walks away with a clean file. Organizers can read how the booth side is provisioned on the lead retrieval for organizers page.
Vendors scan badges at the booth
Booth staff scan the QR code on each attendee badge to capture the lead, then tag and note it: “hot”, “demo’d”, “follow up Monday”. Tags stay private to that vendor. Scans queue locally and sync the moment venue Wi-Fi returns, so nothing is lost offline. Background on how badge scanning works and what rented scanners cost is in the badge scanning guide.
Export leads after the event
When the show wraps, each vendor exports their own lead list as a CSV that opens in Excel or Google Sheets and imports into HubSpot or Salesforce. Organizers can export across all vendors for the event. The leads belong to you and your vendors, not locked in someone else’s CRM.
One event system, two jobs
The same event setup serves both sides of the table: registration at the door and lead capture at the booth.
Run the event end to end
Import attendees, manage vendor access, run staff-assisted or kiosk check-in, pre-print and print badges, monitor scans in real time, and export everything when the event ends.
Capture leads at the booth
Scan badges from your phone, tag and note leads, work alongside booth teammates on one shared lead pile, and export a clean list after the show.
See it for your next event
Walk a full lead-capture flow in the live demo, or check transparent per-event pricing. No sales call, no annual contract.