05. Events and trade fairs

Screenshots show the Turkish interface of Prozence with fictional "Örnek Teknoloji A.Ş." data; the English interface has the same layout.

The cards you collect at a trade fair, a congress or a customer event are linked to the event. You can then send a thank-you email to all of them in one go, set reminders or download the list. A Trade fair is a special event with staff, a stand, interests and qualification questions. During the fair, trade fair mode turns on automatically in the staff's app.

In this chapter

• Employee and trade fair staff:
  • Turning on event mode
  • Adding cards at a trade fair: interest level and qualification questions
  • Trade fair board
  • Post-fair thank-you email
  • Bulk reminders and CSV for event cards
  • Stand page and QR poster
• Trade fair manager:
  • Creating a trade fair
  • Writing qualification questions
  • Trade fair comparison
  • Giving trade fair permissions

Turning on event mode

Who: Employee · Where: Add card → Event mode

1. At the top of the Add card screen, in the "Are you at a trade fair or event?" bar, tap Event mode.
2. If the list has an event that your team created, tap Select. If not, tap + New event, enter the Event name, Place, Start and End dates, and tap Create and turn on mode.
3. The bar shows "Event mode: <name>". The cards you add and the people who leave their details through your business card during this time are linked to the event; the source and note are filled in for you.
4. When the event ends, the mode turns off automatically. To turn it off early, tap Manage → Turn off mode.

Tip: If you are a trade fair staff member, trade fair mode is on automatically during the fair. If you turn it off, it does not turn on automatically again for that fair; you can turn it on again with Select in the list.

Adding cards at a trade fair: interest level and qualification questions

Who: Trade fair staff · Where: Add card (in trade fair mode)

1. While trade fair mode is on, add the card as usual (see 03. Adding cards (business card scanning)).
2. The review form shows the Trade fair: <fair name> box:
   • Interest level: Hot, Warm or Cold.
   • Interests: select the topics defined for the fair that the person is interested in (e.g. Leave management, time and attendance (PDKS)).
   • Qualification questions (if defined for the fair): tap one option for each question. If you tap the same option again, the selection is cleared.
3. The score is calculated live below the box (e.g. "Score: 20 / 22").
4. Tap Save. The card is linked to the fair and added to the list of all trade fair staff.

Tip:

• In the customer list, trade fair contacts show the interest level and a "Score 20/22" badge. Hover over the badge to read the answers.
• The answers are also saved for a card you capture without a connection (see Adding a card without a connection).

Trade fair board

Who: Trade fair staff, trade fair manager, trade fair viewer · Where: Event mode → Trade fair board

1. Open the Event mode window. If you are a staff member, the board of the current fair appears automatically; if not, tap Trade fair board next to the fair in the list.
2. The board shows:
   • total cards;
   • the Hot / Warm / Cold numbers;
   • cost per card;
   • average score;
   • the number of thank-you emails sent, if the fair has ended.
3. Below, you see the interests, the card distribution By day, the number of cards per staff member and the Highest scores list.
4. Buttons:
   • Stand page, QR poster (print);
   • See cards, Thank-you email, CSV;
   • Edit, if you are authorized.

Important: A trade fair viewer sees the numbers. In the Highest scores list, they see only the people they have access to. Thank-you email is visible only to the staff.

Post-fair thank-you email

Who: Trade fair staff · Where: Trade fair board → Thank-you email

What it does: Sends a thank-you email with the fair's email template to the people you met at the fair. Each visitor gets an email only once per fair: if one staff member has sent it, the others skip that person. There is no automatic sending; you preview and confirm.

1. When the fair ends, the reminder "<fair>: N people awaiting a thank-you email" appears on the Board. Tap it, or tap Thank-you email on the trade fair board.
2. The panel shows:
   • "N people you met";
   • "N already emailed";
   • what other staff members sent (e.g. "Ayla: sent to 12 people").
3. If there are people your colleagues met who have not been thanked yet, you can tick the Also include the N people my colleagues met who have not been thanked yet box.
4. The subject and text of the email to the first person appear in the preview. The text comes from the fair's template; your signature is added automatically.
5. Tap Send to N people. The result appears in a notification (e.g. "Sent to 12 people.").

Important:

• There is a daily limit for trade fair thank-you emails (default 150). If the limit is reached, you send to the remaining people the next day.
• Even if two staff members send at the same time, the same person does not get two emails.
• Emails are sent only to people who have an email address.

Bulk reminders and CSV for event cards

Who: Employee · Where: Event mode → current event box

• See cards: opens the Customers screen filtered by the event.
• Send my card to everyone (for a normal event): sends your card by email to all your contacts from the event. First the count and a sample text are shown; people who already got it are skipped; at most 40 per day.
• Remind everyone (3 days): sets a follow-up reminder in 3 days for all your event cards.
• Download list (CSV): downloads the people from the event as a file that opens in Excel. The file also contains the interest level, interests, score and qualification answers.

Stand page and QR poster

Who: Trade fair staff · Where: Trade fair board → Stand page / QR poster (print)

What it does: A visitor who scans the QR poster on your stand sees the staff's cards. Each staff member has the Save contact, Business card & leave details and, if available, Meeting buttons.

1. On the trade fair board, tap QR poster (print). The poster opens in a new tab; print it with Print.
2. Use Stand page to check the page that the visitor sees.
3. The page opens in the language of the visitor's phone (Turkish, English, German …). There is a language selector at the bottom. The staff member's card also opens in the same language.

Tip: The stand page closes 30 days after the end of the fair. It does not appear in search engines. A staff member who has left the company does not appear on the page.

Creating a trade fair

Who: Trade fair manager, Admin · Where: Event mode → + New trade fair

1. In the Event mode window, click + New trade fair.
2. Enter the Trade fair name, Place, Stand, Start and End dates (at most 31 days).
3. Select the Staff:
   • The selected people appear at the top.
   • Without a search, at most 12 suggestions appear; for others, type the name in the Search employees box.
4. Write the Interests (comma-separated) (e.g. "Payroll, HR software, Consulting").
5. If you want, fill in the Qualification questions (optional) field (see below).
6. Write the Post-fair email subject and Post-fair email text. Fields you can use: {ad} the person's name, {fuar} the fair's name, {kart} the sender's digital business card.
7. If you want, enter the Cost (TL, optional). The formats "250.000", "250.000,50" or "250000.50" are read correctly. The cost is used only in the "per card" and "per hot lead" calculations.
8. Click Create trade fair. During the fair, trade fair mode is on for the staff automatically.

To change a fair, click Edit next to the fair in the list, make the change and click Save changes.

Writing qualification questions

Who: Trade fair manager

What it does: Short questions that the staff answer with a tap when they add a card, to prioritize visitors. Each option has a score; the scores are added up.

Format: Each line is one question. First the question, then the options separated with the | sign. Write the option's score from 0 to 10 after the = sign.

Is there a budget? | Yes=10 | Planned=5 | No=0
When will they decide? | Within 3 months=10 | This year=5 | Unclear=0
How many employees do they have? | 1-50=2 | 51-500=6 | 500+=10

• At most 5 questions, 2–6 options per question.
• An option without a score counts as 0; a score above 10 becomes 10.
• A preview appears below the field (e.g. "3 questions · highest score 30"). If a line has an error, it is shown (e.g. "Line 3: at least two options").
• If you do not change the question text, the old answers are kept. Changing the order does not affect the answers.

Trade fair comparison

Who: Trade fair manager, trade fair viewer, Admin · Where: Event mode → Trade fair comparison

What it does: Compares the fairs of the last year in one table and shows which fair gave a better return.

1. In the Event mode window, click Trade fair comparison next to the Events heading.
2. For each fair, the table shows:
   • Date, Card;
   • Hot, Warm, Cold;
   • Avg. score;
   • Cost (TRY), Per card, Per hot lead;
   • Thanks (the number of thank-you emails sent).
3. Use Download CSV to take the table to Excel.

Giving trade fair permissions

Who: App administrator · Where: Admin → People and permissions → Module permissions → Trade fairs and events

App administrators can always create trade fairs. The Yetkiler → Fuar yetkilileri ("Permissions → Trade fair managers") list in WordPress uses the same record as this table.