Leads Conference Mode (Settings)

Leads Conference Mode enables staff to quickly capture contacts' information, create Leads, and email contacts with relevant documents (e.g. brochures), with minimal input. The typical scenario for use of Conference Mode is when attending a conference or exhibition, but this feature can be used for lead generation under most circumstances such as face-to-face meetings with clients, or in retail environments.

Most commonly, a mobile device, such as a tablet, will be used display Conference Mode, but it can also be used on most devices with a web browser.

A Conference Mode entry consists of the following items:

  • Conference Name
  • Lead Source
  • Product Types (and documents, such as brochures, associated with those Product Types
  • Email Template

When a Lead is generated using Conference Mode, the Lead is added to CommTrak, and the Lead contact will be sent an email, based on a predefined template, which optionally contains document attachments relating to relevant products.

Please see the Support Centre article, Conference Mode, for information relating to use of Conference Mode.

Accessing Conference Mode Settings

Settings > Leads Settings > Conference Mode

Adding a Conference

In the settings screen, complete the following fields, which are located in the Add new conference section:

  • Conference Name: The name of the conference (or type of event) for which this entry will be used
  • Lead Source: Select the Lead Source for this type of conference, from the dropdown list

Lead Sources are configured in Settings > Leads Settings > Leads Sources.

Click to confirm the entry.

Once a new Conference Mode entry has been created, it can be edited, as described in the following section.

Editing a Conference

If a conference has just been created, as described in the Adding a Conference section above, the Conference will be displayed on the screen, ready to be edited.

To edit an existing Conference, select it from the list displayed at the top of the settings screen.

Available Fields

When editing a Conference, the following fields are displayed:

  • Conference Name: Edit the name of the Conference, as required.
  • Lead Source: Select the Lead Source for this type of conference, from the dropdown list
  • Product Types: a list of Product Types, from which products relevant to this conference, should be selected, together with relevant documents for sending to the Lead contact.
  • Email Body: The email template that will be used when sending an email to the Lead contact.
Product Types

Tick the box next to the Product Types that are relevant to this conference / event.

Product Types are configured in Settings > Customer Settings > Product Types.

Each Product Type can have up to three documents associated with it; select the required documents from the drop-down lists adjacent to each Product Type.

The documents available in the drop-down lists are located in the CommTrak Document Library.

Email Body

The Email Body field is used to create an email template, which will be used as the template for sending an email to the Lead contact. The template can contain placeholders as defined in the Legend section of the Email Body field.

Please see the article HTML Template Editor Features, for more detailed information about how to use the CommTrak HTML editor.

The email will also contain, as attachments, any documents specified in the Product Types field. No configuration is required for the attachments, other than to select required documents in the Product Types field.

It is recommended that the email template is previewed, prior to saving any changes; see the Previewing the Email Template section below.

Click  to confirm any changes.

Previewing the Email Template

Before adding a newly-created template, and before saving a modified email template, it is recommended that the template is previewed in an email client (e.g. Outlook).

Previewing a template sends the email to your mail client, so you can see how emails based on the template will be presented to recipients.

To preview an email template:

  • Click  (located below the HTML editor panel)
  • The email will be sent to your email client (this usually takes only a few seconds, but depends on the speed of your email server, amongst other factors)
  • Review the layout and content of the preview email in your inbox
  • Make any modifications, as required, in the HTML editor
  • Click  to confirm any changes

Placeholders will not be populated with data in the preview email.