Scanner App - Event Scanning

Networking events, conferences, and trade shows are where NexaLink Scanner shines. This guide covers Conference Mode, contextual note-taking, and post-event workflows to help you turn a stack of business cards into actionable relationships.

Conference Mode

Available on Pro and Premium plans.

Conference Mode is designed for rapid-fire scanning at events where you collect many cards in quick succession.

Activating Conference Mode

1. Tap the Scan button on the home screen
2. Tap the Conference Mode toggle (flag icon) at the top of the scan screen
3. Optionally, name the event (e.g., "TechCrunch Disrupt 2026")
4. Begin scanning

How It Works

• Cards are captured and queued with minimal review delay
• OCR processing happens in the background
• A running count shows how many cards you have scanned
• Each contact is auto-tagged with the event name
• You can add quick context between scans

Exiting Conference Mode

Tap End Session when you are done. You will see a summary:

• Total cards scanned
• Contacts pending review
• Any duplicates detected

Adding Context

The most valuable thing you can do after scanning a card is add context while the conversation is still fresh.

Voice Notes

Available on Premium plan.

1. After scanning a card, tap the Microphone icon
2. Record a brief voice memo (e.g., "Met Sarah at the AI panel. She's interested in our API integration. Follow up next week.")
3. The recording is attached to the contact and auto-transcribed
4. Voice notes are searchable by their transcribed text

Tags

Add tags to categorize contacts instantly:

1. After scanning, tap Add Tags
2. Choose from recent tags or create new ones
3. Suggested tags for events:
   • Event name (e.g., "CES-2026")
   • Category (e.g., "investor", "partner", "vendor", "press")
   • Priority (e.g., "hot-lead", "follow-up", "low-priority")
   • Topic (e.g., "AI", "marketing", "sales")

How-We-Met Notes

A dedicated "How We Met" field captures the context of your first interaction:

1. After scanning, tap How We Met
2. Enter a brief description: "Sat next to each other at the keynote" or "She visited our booth"
3. This field appears prominently on the contact profile and in CRM

Quick Context Shortcuts

In Conference Mode, swipe up after a scan to see quick-add buttons:

• Hot Lead (star icon) - marks the contact as high priority
• Follow Up (clock icon) - sets a reminder for the next business day
• Photo (camera icon) - take a photo with the person (attached to their profile)

Post-Event Workflow

The day after an event, use this workflow to turn cards into relationships:

Step 1: Review All Event Contacts

1. Go to Contacts tab
2. Filter by the event tag (e.g., "CES-2026")
3. Sort by scan time to review in the order you met people

Step 2: Clean Up and Enrich

• Fix any OCR errors you skipped during rapid scanning
• Add missing fields (check LinkedIn for job titles, company details)
• Merge any duplicates flagged by the app
• Add or refine tags based on priority

Step 3: Prioritize

Organize contacts into action groups:

Step 4: Follow Up

• Use NexaLink CRM's AI message drafting to compose personalized follow-ups
• Reference your voice notes and "How We Met" context for a personal touch
• Set reminders for second follow-ups if you do not hear back

Step 5: Track Outcomes

• Log responses and meetings in NexaLink CRM
• Update relationship status as conversations progress
• Review your event ROI: how many cards turned into meaningful connections

Integration with NexaLink CRM

When CRM sync is active, event contacts unlock powerful CRM features:

Follow-Up Suggestions

The CRM's AI analyzes your event contacts and suggests:

• Who to follow up with first (based on priority tags and recency)
• Optimal follow-up timing
• Draft messages personalized with your voice notes and context

Event Dashboard

In NexaLink CRM, navigate to Events to see:

• Total contacts from each event
• Follow-up completion rate
• Response rates from your outreach
• Contacts that converted to ongoing relationships

Automated Sequences

For Premium users, set up post-event automation:

1. Day 1: Personalized follow-up email
2. Day 3: LinkedIn connection request
3. Day 7: Check-in message if no response
4. Day 14: Final follow-up or archive

Tips for Networking Events

Before the Event

• Charge your phone fully; scanning uses camera and processing power
• Clear storage space if you plan to capture many cards
• Set up Conference Mode with the event name in advance
• Prepare your own cards for exchange

During the Event

• Scan immediately: Scan the card while still talking to the person, or immediately after stepping away
• Add notes while fresh: Record a 10-second voice note right after each conversation
• Tag as you go: A quick "hot-lead" or "partner" tag takes 2 seconds and saves hours later
• Do not wait: Context fades fast. The notes you add in the first 5 minutes are worth more than detailed notes added the next day

After the Event

• Review and clean up contacts that evening or the next morning
• Send follow-ups within 24-48 hours while the event is still fresh in everyone's mind
• Share relevant contacts with colleagues using the CRM team features
• Log the event in your CRM for future reference

FAQ

Q: Can I associate multiple events with one contact?
A: Yes. If you meet the same person at different events, each scan adds the event tag. Their profile shows all events where you connected.

Q: What if I run out of battery during an event?
A: Keep a few physical cards as backup. You can scan them later from your camera roll using the Gallery import feature.

Q: Can I share event contacts with my team?
A: Yes, through NexaLink CRM. Synced contacts can be shared with team members who have access to the same CRM workspace.

Q: Is there a way to scan a badge instead of a business card?
A: Yes. Conference badges with printed text and QR codes are supported. Position the badge flat and scan as you would a card. QR code data is extracted automatically.

Q: How many cards can I realistically scan at an event?
A: In Conference Mode, experienced users scan 5-10 cards per minute. A full-day conference might yield 50-200 cards depending on the event format.