StallLead Pro turns the visitors you meet at an exhibition stall into organised, followed-up leads. Your team scans a visitor's business card or badge QR code on a phone or tablet, the details fill in by themselves, and the lead appears on your dashboard straight away — with the thank-you email, meeting invitation and CRM record following from it.

New to StallLead Pro? Read the Overview first — What StallLead Pro does, Features at a glance and the three How it works pages — before the step-by-step pages.

At an exhibition, visitor details usually end up as a pile of business cards, a few phone photos and notes nobody can read a week later. Follow-up is slow, leads go cold, and nobody knows which conversations mattered.

StallLead Pro replaces that with one flow. Staff capture each visitor in seconds at the stall, AI reads the card, the visitor gets a branded thank-you email while they are still walking the hall, and every lead lands on one dashboard — sorted, prioritised and ready for follow-up.

Before, during and after the show

1. Before the show the account owner sets things up once: branding, the questions staff should ask, how leads are classified, the mailbox emails are sent from, and an event for each exhibition with its stall team. See How it works: getting set up.
2. At the stall staff open the scanner on a phone or tablet and capture each visitor — card photo, badge QR or typed. It keeps working with no internet. See How it works: capturing a lead.
3. After the save the follow-up starts on its own — thank-you email, meeting invitation, Zoho CRM record — and the owner works the leads from the dashboard: WhatsApp, meetings, edits and export. See How it works: after the save.

The two parts of StallLead Pro

Both run in a web browser — nothing to install. The scanner keeps a copy of itself on the device, so it opens and captures even when the hall has no signal (see Capturing leads offline).

Who does what

StallLead Pro has three kinds of user. Most pages say at the top who can use the feature.

Everything StallLead Pro does, grouped by job. Each row links to the page that explains it step by step.

Capture at the stall

Organise every lead

Follow up — much of it automatic

Team and control

Most of the set-up is done once and then applies to every event.

1. Sign up and verify your email. With an email and password (you confirm a 6-digit code) or with Google. Create your account
2. Request access and wait for approval. The StallLead Pro team checks every new account. Until then you can't create events or capture leads. Account approval
3. Make sure the account has a lead balance. Every saved lead uses one. Your lead balance
4. Set up once, in Settings. Branding for the scanner, QR codes for visitors, your own questions, lead fields and categories. Settings at a glance
5. Connect your mailbox so thank-you emails and meeting invitations come from your own address, and Zoho CRM if you use it. Optional. Meeting links and email, Zoho CRM
6. Create the event for the exhibition, and switch on its thank-you email. Events, Thank-you email
7. Choose product assignees — who is copied on which leads. Optional. Product assignees
8. Add your stall team to the event. Each person gets a login by email. Team members
9. Connect WhatsApp if you want to message leads. Meta reviews the business and templates, which takes a few working days. Optional. Connect WhatsApp
10. Rehearse on the devices you will use at the stall. First-show checklist

A visitor stops at your stall. This is what happens from the first hello to the saved lead.

1. Open the scanner from Live Scanner and pick the event. Leave it open for the day. Open the scanner
2. Capture the visitor's details one of three ways:
   • Business card — photograph the front, and the back if it is printed. AI fills in the form and suggests an industry category and a 1–5 star priority. Scan a business card
   • Badge QR code — scan the code on their badge. A contact card fills the form directly. Scan a badge QR code
   • Typed — for anyone without a card or badge. Fill in the lead form
3. Check and complete. Nothing the AI reads is locked: staff correct any field, add notes, choose the category and your lead fields, and answer your custom questions. Fill in the lead form
4. Book a meeting there and then, if the visitor wants one. Book a meeting at the stall
5. Submit. If something required is missing, the scanner says exactly what. If the lead balance is used up, the scanner shows Lead Limit Reached. Otherwise the lead is saved and the form clears for the next visitor. Save a lead

When the hall has no internet

The scanner doesn't stop. Leads wait safely on the device and are sent the moment a connection returns.

• Card photos are read on the device first (a rougher read), then read again by AI when the lead syncs. Anything staff typed always wins.
• The sync badge in the header shows how many leads are waiting, sending or need attention.
• Each lead is stored once, even if the connection drops halfway through sending.

Full details: Capturing leads offline.

What happens automatically

The moment a lead is saved — or, for a lead captured offline, the moment it syncs — several things happen without anyone lifting a finger.

Following up

After the show the account owner works through the leads from the dashboard.

1. Find the leads that matter. Filter the Leads page by event, team member, priority or category. Needs completion shows leads missing a detail. The leads list
2. Open a lead to see the contact details, card photos, notes and answers. Lead details
3. Complete or correct it with Edit. Editing a lead
4. Get in touch. Send a WhatsApp template to one lead or many at once, now or scheduled; replies arrive in Conversations. Sending WhatsApp messages
5. Meet. Schedule, reschedule, complete or cancel meetings. Meetings
6. Take the data with you. Export to CSV for Excel, Google Sheets or another CRM. Exporting leads

You can create an account with an email address and password, or with your Google account.

With email and password

1. Go to the StallLead Pro website and select Get Started (or Login, then Sign up here).
2. On Create an Account, enter your Full Name, Email Address, Password and Confirm Password. The password must be at least 8 characters.
3. Tick the box to accept the Terms and Conditions, then select Create Account.
4. Check your inbox for a 6-digit code. On Verify Your Email, type the code into the six boxes and select Verify & Continue.

The code is valid for 10 minutes. After five wrong tries the code stops working: select Resend OTP for a new one (you can ask once every 30 seconds). If the code has expired and can't be resent, sign up again. If you mistyped your email, select ← Back to Signup.

With Google

On the sign-up or sign-in screen, select Continue with Google and choose your Google account. Your Google account's email must be verified with Google.

What happens next

New accounts must be approved before they can use the dashboard. After signing up you see Request Dashboard Access — see Account approval.

Every new account is checked by the StallLead Pro team before it can capture leads. This keeps the platform free of spam accounts.

1. After you sign up, the Request Dashboard Access screen appears.
2. Select Request Access. The screen confirms: "Your request is now waiting for administrator approval."
3. When your account is approved, sign in again (or select Go to Dashboard) and the dashboard opens.

If your request is rejected, the screen says Access Request Rejected. You can select Request Access Again, or contact the team at info@canarydigital.ai.

Until your account is approved, you cannot create events, capture leads, or use WhatsApp and email features — including through your team members.

Signing in

1. Go to the sign-in page (Login on the website).
2. Choose the tab that matches your login:
   • Admin — the account owner.
   • Team Member — stall staff added by the owner.
3. Enter your Email Address and Password, then select Sign In. Account owners can also use Continue with Google.

You stay signed in on that device for up to 7 days.

After ten sign-ins for the same email from the same network within 15 minutes, sign-in is paused for 15 minutes to protect the account.

Forgot your password?

1. On the sign-in page, choose your tab (Admin or Team Member) and select Forgot your password?
2. Enter the email you sign in with and select Send code.
3. Check your inbox for a 6-digit code (valid for 15 minutes). Type it, choose a new password (at least 8 characters), confirm it and select Set new password.
4. Select Back to sign in and sign in with the new password.

If no email arrives, check the spam folder, or select Send a new code after 30 seconds. After five wrong codes, ask for a new one. Team members can also ask their account owner to set a new password (see Team members). Accounts created with Google start without a password; use Forgot your password? to add one if you also want to sign in with your email and password.

Signing out

Select Logout in the sidebar (or in the menu under your name on the website). Signing out signs this device out and clears the cached event and branding data from it — important on shared tablets.

If the device still holds leads captured offline that have not been sent yet, you are warned first. Those leads stay safely on the device and are sent the next time someone from your account signs in on it. See Capturing leads offline.

Work through this list a few days before your first exhibition. Items marked optional can wait.

1. Buy leads. Make sure your balance covers the visitors you expect. Pricing and buying leads
2. Add your branding. Company name, logo and colours appear on the scanner. Branding
3. Decide your lead details. Switch on Region, Product Category or Industry if you route leads by them, and add any questions you want staff to ask. Lead fields, Custom questions
4. Review categories. Hide industry categories you never use, add your own. Categories
5. Connect your mailbox. So thank-you and meeting emails come from your own address. Meeting links and email
6. Create the event. Name, venue and dates. Events
7. Set up the thank-you email for the event. Optional but recommended. Thank-you email
8. Add product assignees so the right colleague is copied on each lead. Optional. Product assignees
9. Add your stall team to the event. Each person gets their own login by email. Team members
10. Connect WhatsApp. Meta's review takes a few working days, so start early. Optional. Connect WhatsApp
11. Rehearse. On the device you will use at the stall, sign in, open the scanner, scan two or three real cards, and check the leads arrive on the dashboard. Do this on the venue's Wi-Fi if you can.

On the day

• Sign in and open the scanner while you still have a good connection, and leave the scanner open. See Capturing leads offline for why.
• Keep devices charged; the camera and screen use a lot of battery.

The header

• Live Scanner opens the capture screen. If you have several events running you choose which one first; if you have none, you are asked to create one.
• The sync badge appears when leads are waiting on this device to be sent. See Capturing leads offline.
• Your name, plan and initial are on the right.

The sidebar

Team members who open an owner-only page by its address are taken back to the dashboard.

The dashboard

• Event selector — look at all events or one.
• Export Leads — download the leads of the selected event for the last 7 days, last 30 days or all dates. See Exporting leads.
• Total Leads, with a bar showing how much of your lead balance is used. The bar turns amber at 80% and red when the balance is used up.
• Today's Leads.
• Active Events (account owners) or Meetings Scheduled (team members).
• Recent Leads — the latest six, with View and Edit. New leads appear by themselves, with a "New lead" message, while the page is open.

Open Settings in the sidebar. Settings apply to every event you own — you set them once, and each new event uses them.

The Live Preview on the right of the General tab shows how the scanner will look with your choices.

Your branding appears on the scanner screen your staff and visitors see.

1. Company Identity
   • Company Name (required) — shown in the scanner header and footer.
   • Global Tagline (optional).
2. Visual Assets
   • Event Logo — select to upload an image. It appears at the top of the scanner. Remove it with the bin icon.
   • Primary Brand Color and Text Color — choose a colour or a gradient.
   • Font Family — Inter, Montserrat, Playfair Display, Roboto Mono, Outfit or Poppins.
   • Partner Logos — up to three logos of partners or sponsors, using Add Logo.
3. Select Proceed to QR engagement to save. You see "Basic info saved!".

Images can be JPG, PNG, WebP, GIF or SVG, up to 15 MB. A small, wide logo with a transparent background looks best.

Starting again. Reset Global Defaults → Reset All clears your branding back to the StallLead Pro defaults.

Add links you want visitors to open on their own phones — your website, a brochure, a spec sheet. Each link becomes a QR code shown on the scanner screen, so a visitor can scan it while your staff member is busy.

1. For each link choose the Resource Type (Website Link or Brochure), type a Title and paste the URL. A QR code preview appears.
2. Select Add another for more links; Remove deletes one.
3. Select Save. You see "QR resources saved!". Saved links are listed under Saved Resources.

On the scanner, the codes appear in two carousels — Scan for Website Details and Scan for Brochure Details. Tap a code to show it full-size for the visitor.

For a brochure, upload the PDF somewhere public (your website or a file-sharing link) and paste that link here.

Add your own questions to the end of the capture form — for example "Budget", "Timeline" or "Which product line?". They apply to every event you own.

Add a question

1. Select Add custom field.
2. Type the Field label (the question).
3. Choose the Field type:

4. Tick Visitors must fill this in to make it required.
5. Save the field, then select Save changes on the bar at the bottom of the Meta Form page. Use Discard changes to undo unsaved changes.

Manage questions

• Use the switch to show or hide a question without deleting it.
• Drag questions to change their order.
• Edit or delete a question with the icons on its row.

The Lead Capture Form preview shows exactly what staff will see.

Each label must be unique ("You already have a field called…"), and a dropdown needs at least two options.

How required questions behave. The scanner will not save a lead until required questions are answered ("Please fill in: …") — online or offline. The exception is a card photo saved on the device because it couldn't be read offline: it is saved and marked Needs completion so you can fill the gaps later — see Editing a lead.

Lead fields let you classify every lead by Region, Product Category and/or Industry, with your own list of options. They also drive Product assignees — copying the right colleague on each lead.

1. Switch on the fields you want. Each one becomes a required dropdown on the capture form, for every event you own.
2. Add the options for each field, for example regions "North India", "South India", "Middle East".
3. Select Save.

Things to know

• Renaming an option also updates any product assignee that uses it.
• You cannot delete an option that a product assignee still uses ("These options are still in use and can't be removed…"). Change or remove the assignee first.
• An option cannot be blank.
• Once at least one lead field is on, Product Assignee appears in the sidebar.

Every lead gets an industry category, such as "Food Processing" or "Hospitality". When a card is scanned, AI suggests one; staff can change it before saving.

Standard categories

StallLead Pro provides a shared list of common industries. You can't rename them, but you can hide the ones you never use so they don't clutter the dropdown. Each shows how many of your leads use it.

Your categories

• Add your own with the box (for example "Marine Equipment"). You can have up to 50 of your own ("x/50 used").
• Rename or delete one with the icons on its row. Deleting a category moves its leads to Uncategorized ("Deleted — n lead(s) moved to Uncategorized").

Uncategorized is the system fallback for leads whose industry couldn't be decided. Find them later with the Needs completion filter on the Leads page.

New categories from the scanner. Staff can choose Add new category… on the capture form, and AI may suggest a new one ("New: X (suggested)"). A new category is only created when the lead is saved.

Saved meeting links

If you use a fixed meeting room — a Zoom personal room, a Teams link — save it here so staff can pick it when booking a meeting at the stall.

1. Choose the Platform: Google Meet, Zoom, Microsoft Teams, Zoho Meeting, Webex or Other.
2. Type a Meeting Title and paste the Meeting URL. Select Add another for more.
3. Save. Links appear under Saved Meeting Links, where you can delete them.

If you connect Gmail (below), staff can also choose Google Meet (Auto-generated) — a fresh Meet link is created in your Google Calendar for each meeting.

Email integration — send from your own mailbox

Thank-you emails and meeting invitations are sent from your connected mailbox, so visitors see your own address and replies come to you. Without a connected mailbox, emails go out from the StallLead Pro mail service ("Emails will use default SMTP until an account is connected").

1. Under Email Integration, select Connect Gmail, Connect Zoho Mail or Connect Outlook.
2. Sign in to that account and allow the access requested.
3. You come back to Settings with the mailbox shown as connected.

You can have one active mailbox at a time. Reconnect refreshes the connection; Disconnect removes it.

What each provider allows

Some company Microsoft accounts need an IT administrator to approve new apps first. If Outlook says admin approval is required, ask your IT team.

Connect Zoho CRM and every new lead is created as a Lead in your Zoho CRM automatically.

Connect

1. Under Zoho CRM, select Connect.
2. Sign in to Zoho with an account that has the CRM module, and allow access.
3. You come back to Settings with "Zoho CRM connected!".

If you see "This Zoho account doesn't have CRM access", sign in with a Zoho user who can use CRM.

What is sent

When a lead is saved, these fields are sent to a new Zoho CRM Lead: first and last name, company (or "Unknown"), email, phone, mobile, website, address (as Street), and Lead Source "StallLead".

Things to know

• Only new leads are sent. Edits you make later in StallLead Pro are not sent to Zoho.
• Designation, notes, category, lead fields, custom questions and priority are not sent yet.
• StallLead Pro does not check Zoho for duplicates. If you scan the same person twice, Zoho gets two leads.
• To bring older leads or extra fields into any CRM, use Exporting leads and import the CSV file.

Disconnect stops new leads being sent. Leads already in Zoho stay there.

Odoo and Dynamics 365 are listed as Coming soon.

An event is one exhibition or show. Every lead belongs to an event, and team members are added per event.

Create an event

1. Go to Events and select Create Event.
2. Under Basic Information, enter:
   • Event Name
   • Location/Venue
   • Start Date (today or later) and End Date (on or after the start date)
3. Select Create Event. You see "Event created successfully" and the Custom Email tab opens, so you can set up the thank-you email straight away — see Thank-you email.

The events list

At the top you see Active Now and Lifetime Leads, a search box, a status filter and Clear.

Each event card shows its status, name, venue, dates and leads captured, with:

• Update Status — Up coming, On going or Completed. Completed events can't be opened in the scanner.
• Open Scanner — start capturing for this event. See Open the scanner.
• View Leads — the leads of this event.
• Teams — the stall staff for this event. See Team members.
• Edit (pencil) and Delete (bin).

Edit an event

Select the pencil. On Event Details you can change the name and venue; on Custom Email you set up the thank-you email. Save Changes saves; Discard Changes asks before throwing your edits away.

Delete an event

Select the bin, then Delete to confirm. This removes the event and its team assignments, switches off the logins of team members who aren't on any other event (adding them to a new event switches them back on), and cannot be undone. The event's leads will no longer appear in your lists, so export them first.

Event limit. If your plan limits the number of events, you see "Event Limit Reached" when you try to create one more. Leads plans include unlimited events.

Give each person who works your stall their own login. Their leads are recorded against their name, they see only the leads they captured, and you can switch them off when the show ends.

Add a team member

1. Go to Events, find the event and select Teams.
2. Select Add Member.
3. Enter Full Name, Email Address, Password (at least 8 characters) and Phone. Leave Active switched on.
4. Save. You see "Credentials sent successfully". The person receives an email with their login details for the event.

They sign in on the Team Member tab of the sign-in page.

One person, several events. Add the same email to each event. The person keeps one login and their existing password — the password you type is not used, and the email tells them to sign in as before. (If their login had been switched off, it is switched back on with the password you type.) Editing a member's name, email or password changes it for all their events. You can only reuse a staff login that your own account created; if an email already belongs to another company's team, use a different email.

Manage the team

The page shows Total Members and Active, a search box and a status filter (All Statuses, Active, Inactive, Credentials Pending). For each member:

• View — their details.
• Edit — change name, email or phone, set a New Password (leave it blank to keep the current one), or switch Active on or off. An inactive member can't sign in or capture leads for this event.
• View Leads — the leads this person captured at this event.
• Delete — removes them from this event straight away (there is no confirmation).

What team members can and can't do

Plan limits on team size, if any, are shown when you add a member ("Your plan allows …").

The scanner is the capture screen used at the stall. It works on phones, tablets and laptops with a camera; a tablet on a stand works well.

Open it

• Select Live Scanner in the header. With one event, the scanner opens it straight away. With several, choose the event in Select Event and select Continue to Scanner. With none, you are asked to create one.
• Or go to Events and select Open Scanner on the event.

Completed events don't appear in Select Event and their Open Scanner button is off. Mark an event Completed when the show ends.

What's on the screen

• Header — your company name, the event ("Event : …"), how much of the lead balance is used, Switch Event, and Go to Dashboard. On a phone these are in the menu (☰), which also shows balance warnings.
• Your logo, then your QR codes for visitors if you set any up (see QR codes for visitors).
• AI SCANNER — capture by card photo or badge QR.
• Lead Capture Form — the visitor's details, notes, classification, priority and meeting.
• Submit Response — saves the lead.

Switch Event asks you to confirm, because anything typed and not yet saved is lost.

1. In AI SCANNER, make sure Card Scanner is selected.
2. Tap SCAN front VIEW. The camera opens: hold the card flat inside the frame, in good light, and tap the shutter. Gallery picks an existing photo instead; the switch icon changes camera.
3. Tap SCAN back VIEW and photograph the back of the card.
4. "AI is reading the card..." appears. After a few seconds the form fills in: name, designation, company, email, mobile numbers, website and address. The priority stars are set, an AI Strategy Tip (a conversation opener) may appear, and an industry Category is suggested.
5. Check every field and correct anything — nothing is locked in by the AI. Then complete the rest of the form (Fill in the lead form) and save (Save a lead).

Upload instead of the camera. Under each tile, Upload front / Upload back lets you pick a photo from the device.

How the priority is set. The AI rates the person by seniority: 5 for owners, founders, CEOs, MDs, VPs and partners; 4 for managers and heads; 3 for professionals; 2 for associates and executives; 1 for interns and students. Staff can change the stars before saving.

If something goes wrong

Card photos are kept for 15 days against the lead, so a detail can be checked against the original, then deleted automatically. See Privacy and your data.

Many visitors wear a show badge with a QR code instead of handing over a card.

1. In AI SCANNER, select QR Scanner.
2. Tap Scan QR Code ("No Card? Scan their QR").
3. Point the camera at the badge. When the code is read, the form fills in: "Visitor details filled from QR code. Please verify."
4. Check the details, complete the form and save.

Which QR codes work

Badge QR codes from some organisers contain only a registration number or a link to the organiser's site. Test a sample badge from your show before the doors open.

Leads captured from a QR code don't get an automatic priority — set the stars yourself.

Offline. A QR code that contains only a website is saved straight to the device when there's no connection ("No internet — saved on device. Full details will be added automatically once you're back online."), and completed when it syncs.

Contact details

Full Name, Designation, Company Name, Email ID, Primary Mobile, Secondary (mobile), Website URL, Brand Tagline / Interests, Office Address.

Type mobile numbers with the country code (for example +91 98470 12345). A 10-digit number typed without one is treated as an Indian number (+91).

While online, a lead needs a name, mobile number and email, plus a category and any required fields — otherwise you see "Missing required field(s): …". A card photo that can't be read offline is the exception: it is saved on the device and completed later.

Internal Discussion Notes

Notes for your team — what the visitor wanted, what you promised. Not sent to the visitor.

To dictate instead of typing, choose the language (English, Arabic, Hindi, Malayalam, Tamil, Telugu, Kannada, Marathi, Bengali or Gujarati) and tap the microphone. Dictation needs an internet connection and works in Chrome, Edge and Safari; other browsers show "Voice input not supported in this browser."

Category (required)

The visitor's industry. Pick from the list, or choose Add new category… and type one. After a card scan the AI's suggestion is selected — check it. A suggestion marked "New: … (suggested)" creates a new category when you save. If you see "AI couldn't detect the industry", pick one, or save and complete it later.

Region, Product Category, Industry (required, if switched on)

Shown only if the account owner switched them on in Settings. Choose one option in each. These decide which colleague is copied on the thank-you email — see Product assignees.

Custom questions

Any questions the account owner added. Required ones must be answered before saving while online.

Priority

One to five stars ("Level: n/5"). Set by AI for card scans; adjust it to reflect the conversation. With 4 or 5 stars the button reads SUBMIT ELITE LEAD.

1. Switch on Schedule Meeting on the lead form.
2. Choose the Date (today or later) and Time.
3. Choose the Platform:
   • Google Meet (Auto-generated) — available when the account owner's Gmail is connected. A Meet link is created in the owner's Google Calendar.
   • A saved meeting link from Settings (Zoom, Teams…). The Meeting Link field fills in.
4. Save the lead. "Mail will send upon saving the lead": the visitor receives a meeting invitation by email, from the connected mailbox if there is one.

Email Integration box. It shows which mailbox the invitation will come from. If no mailbox is connected, invitations go from the StallLead Pro mail service. Only the account owner can connect or change the mailbox; team members who try are told to ask the owner.

If something goes wrong

Meetings appear on the Meetings page and in the lead's details.

Select Submit Response (or SUBMIT ELITE LEAD).

When it works

You see confetti and "Thank you! Lead captured." (or "Elite Lead Successfully Captured!"). The form clears for the next visitor and keeps the event. The lead appears on the dashboard at once, and:

• the thank-you email goes to the visitor, if the event has one switched on, with matching colleagues copied in;
• a meeting invitation goes out, if you booked a meeting;
• the lead is created in Zoho CRM, if connected;
• one lead is used from your balance.

If a card photo is still uploading when you submit, the scanner waits a few seconds so the photo is saved with this visitor, never the next one. "Lead saved — sending it now." means the lead was handed to the device's queue (for example after a very slow save) and goes out within seconds.

When it doesn't

Lead limit reached

When the balance is used up, the scanner shows Lead Limit Reached with how many leads have been used. The account owner can select Buy more leads and continue capturing as soon as the payment completes. Team members are asked to contact the account owner. See Pricing and buying leads.

Hidden session list. Tapping the logo five times quickly shows a list of leads captured on this device in this session — handy for a quick count at the end of a shift.

Exhibition halls often have poor or no internet. StallLead Pro keeps capturing: leads are stored on the device and sent automatically when the connection returns.

Before the doors open

• Sign in and open the scanner on a good connection.
• Keep the device on charge and stop it going to sleep for long periods; some browsers reload tabs that have been in the background.
• Check the lead balance covers the day.

While offline

• Card photos are read on the device (a rougher read than AI). The photos are kept and read again by AI when the lead syncs.
• Typed leads and badge QR codes save as usual.
• Meetings can't be booked offline — save without the meeting and book it later.
• Voice notes need a connection.
• You still need to choose Region / Product Category / Industry and answer required questions; only the category can be left blank. Leads missing a name, mobile, email or category are marked Needs completion after they sync.
• Offline capture must be included in your plan. If it isn't, you see "Feature Locked" or "You're offline and this plan doesn't support offline capture".

Each saved lead shows "No internet — lead saved on this device" and a Saved on device chip.

The sync badge

Syncing starts by itself when the connection returns, when you come back to the tab, and every 30 seconds. Each lead is stored once, even if the connection drops halfway or a slow save is retried from the device.

When leads sync, StallLead Pro also: reads card photos with AI (typed details always win over the AI), looks up company details for website QR codes, suggests a category, sends the thank-you email, and uses one lead from the balance per lead.

Important

• Leads waiting to sync live only on that device. Don't clear the browser's site data, uninstall the browser or reset the device until the badge says All leads synced.
• Signing out keeps unsynced leads on the device (you are warned first); they sync when someone from your account signs in there again, and stay credited to the person who captured them.
• If leads stay at waiting to sync while you are online, your sign-in may have expired (sessions last 7 days). Go to the dashboard and sign in again; the leads then sync. Nothing is lost.

Go to Leads. To see one event's leads, use View Leads on the event card.

Filters

• Search… — name, email, company.
• Events — one event or all.
• Team Members (account owners) — leads captured by one person.
• Priority — Hot Lead (5 stars), High (4), Medium (3), Low (0–2).
• Category — with the number of leads in each.
• Needs completion — only leads missing a required detail ("Showing incomplete leads"). See Editing a lead.
• Clear resets all filters.

The table

Lead Name, Company, Category, Event Source, Priority, Captured (how long ago) and Status (whether the event is Upcoming, Active or Completed). Row actions:

• WhatsApp icon (account owners) — send a message. See Sending WhatsApp messages.
• View — the lead's details. See Lead details.
• Edit (account owners) — change the lead. See Editing a lead.

Choose Rows per page and use Previous / Next to page through.

Selecting leads. Tick leads (or Select all on this page) to send them a WhatsApp template together. Leads without a mobile number can't be selected. The bar shows N leads selected with Clear and Send WhatsApp.

Team members see a Capture Leads button that opens the scanner.

New leads appear in the list by themselves while the page is open.

Select View on a lead to open its details.

• Contact Details — email, phone, designation, website, address.
• Business card — the photo, if one was taken. View it full size or download it. Photos are kept for 15 days.
• Scanned QR Code — if the lead came from a badge QR.
• Notes — the internal discussion notes.
• Mark as Hot Lead — sets the priority to 5 stars (Hot Lead).
• Schedule Meeting — choose a meeting link, date and time, then Send Mail to email the invitation. Copy or Share the meeting link.
• Save changes saves notes, priority and meeting. You see "Changes saved!".

Team members can update notes, priority and meetings for their own leads, but not the contact details. Ask the account owner to correct those.

Select Edit on a lead. You can change Name, Mobile, Email, Company, Designation, Website, Address, Category, Region / Product Category / Industry, and the answers to your custom questions. Select Save.

Leads that need completion

A lead is marked Needs completion when a required detail is missing — usually because it was captured offline, the AI couldn't decide its industry ("Uncategorized"), or you made a question required after the lead was captured.

1. On Leads, switch on Needs completion.
2. Open each lead with Edit, fill the missing details and Save.
3. When everything required is filled, the lead leaves the list. If something is still missing you see "Saved, but this lead is still incomplete."

Deleting leads. Leads can't be deleted from the app. A lead you captured has used one lead from your balance either way; deleting it would not return it.

Download your leads as a CSV file, which opens in Excel, Google Sheets or Numbers and imports into any CRM.

From the Leads page

1. Set the filters you want (event, team member, priority, category…).
2. Select Export Leads and choose Last 7 Days, Last 30 Days or All Dates. The file contains the leads matching your current filters.

From the dashboard

Choose the event in the event selector, then Export Leads and a time range. The dashboard export includes up to 1,000 leads; for more, use the Leads page.

What's in the file

The file name includes the event, the time range and the date, for example AAHAR-Kochi-2026_Leads_All_2026-10-27.csv. Columns:

Name, Email, Company, Lead Score, Event Source, Created At, Designation, Mobile, Address, Notes, Status (Complete, or Needs completion with what is missing), Category, Website, Secondary Mobile, Captured By, Event, Meeting Date, Meeting Time, Meeting Link, Card Photo (front), Card Photo (back) — then one column per custom question, then Region / Product Category / Industry if you use them. Card photo links stop working when the photos are deleted, 15 days after capture. For a lead captured offline, Created At is the time it was captured at the stall.

Cells starting with + (phone numbers), =, - or @ are written with a leading apostrophe ('+91…) so that Excel keeps them as text instead of turning them into a figure or a formula. Remove the apostrophe if your CRM import doesn't.

If there's nothing to export you see "No leads to export".

Each event can send a branded thank-you email to every visitor the moment their lead is saved.

Set it up

1. Open the event (Events → Edit) and go to the Custom Email tab. (Save a new event first; the tab is available after that.)
2. Switch on Enable Custom Email.
3. Choose a template look: Classic, Midnight or Sunrise.
4. Fill in:
   • From Name — the sender name visitors see.
   • Subject (required).
   • Mail Heading (up to 200 characters) and Description (optional, up to 500).
   • Email Body (up to 5,000 characters). Use the toolbar for bold, italic, underline and links. Insert [Visitor Name] and [Event Name] to personalise the message.
5. Add images if you like:
   • Header Logo.
   • Background Banner (600 × 200 px works best) — choose Cover, Contain or Full image, adjust the height and drag to position it.
   • Card background watermark — Cover, Contain or Tile, with a fade.
   • Footer Logo (200 × 60 px).
   • Sponsor Logos — shown in an "Our Sponsors" strip.
6. Add Attachments — a brochure or price list. Up to 15 MB per file and 15 MB in total. Allowed: PDF, Word, Excel, PowerPoint, PNG, JPG, GIF, WebP, MP4, MOV and ZIP.
7. Check the Live Preview on the right, then select Save.

When it is sent

The email is sent On Registration — as each lead is saved, to the visitor's email address. Leads captured offline get it when they sync. Leads without an email address don't get one.

Send Now (on the Custom Email tab of a saved event, when the trigger is manual) emails the thank-you to the event's leads at once. It first tells you how many visitors will receive it and asks you to confirm. Visitors who already received the thank-you (automatically or from an earlier Send Now) are skipped, and each address is emailed once. It needs a connected mailbox.

Who it comes from

The banner at the top shows the sender: "Sending via you@company.com (Gmail)" when a mailbox is connected, or "No email account connected — emails will use default SMTP." Connect your mailbox so replies reach you — see Meeting links and email.

Copying colleagues

Colleagues set up as product assignees are copied (CC) on the email when the lead matches them.

Statistics. Emails Sent and Last Sent show activity for the event.

A product assignee is a colleague who should hear about leads interested in their product, region or industry. When a matching lead is saved, they are copied (CC) on the visitor's thank-you email, so they can follow up the same day.

Before you start

• Switch on at least one lead field (Region, Product Category, Industry).
• The event must have its thank-you email switched on — the CC rides on that email.

Add an assignee

1. Go to Product Assignee.
2. Enter the colleague's Email.
3. For each lead field, choose the option they cover.
4. Add the assignee. You see "Assignee added."

A lead must match every field you set for an assignee. For example, an assignee set to Region "South India" and Product Category "Spices" is copied only on leads with both. Add several assignees to cover more combinations, or several colleagues for the same combination.

If the same combination is already covered you are warned ("Combination already covered…") and can Add anyway.

Remove an assignee with the bin icon; they stop being copied from the next lead.

An assignee marked Won't match until updated uses an option that was removed from the lead field — edit the lead field or re-add the assignee.

Meetings lists every meeting booked with a lead — at the stall or later from the lead's details.

Find a meeting. Search by name or company and filter by status: Up coming, Passed, Completed, Cancelled, or all.

Open a meeting to see the contact and meeting details (title, platform, date, time, link). You can:

• Change the date, time or link and select Save Changes. If the meeting has a Google Calendar event, the calendar is updated too ("Meeting updated & Google Calendar synced ✅").
• Mark as Completed once it has happened. Meetings whose time has passed show "Meeting time has passed."
• Cancel Meeting — give a reason and tick Notify attendee via Email notification to email the visitor. Cancelling can't be undone.

Completed and cancelled meetings can't be deleted.

StallLead Pro sends WhatsApp messages from your own WhatsApp Business number, through Meta's official WhatsApp Business Platform. Visitors see your business name, and their replies come back into StallLead Pro.

Before you start

• A Facebook account that can manage your company's Meta Business account (or create one during sign-up).
• A phone number for WhatsApp Business. You can use a number already on the WhatsApp Business app; during sign-up Meta offers to keep using the app alongside the platform.
• Allow a few working days: Meta verifies the business and reviews message templates.

Connect

1. Go to Conversations and select Connect WhatsApp.
2. Meta's sign-up window opens. Sign in with Facebook, choose or create your business, add the phone number and verify it with the code Meta sends.
3. Finish the window. You see "WhatsApp connected successfully!", and your existing approved templates are loaded.

If the window says "Connection cancelled", start again. "Facebook SDK not ready yet" means the page was still loading — wait a moment and retry.

Registration pending. If the number couldn't be registered with Meta straight away, you see a notice and Retry registration. You can't send messages until registration completes.

A WhatsApp number can be connected to only one StallLead Pro account.

Disconnect stops sending and receiving through StallLead Pro. Your number and templates stay in your Meta account. After a plan change that removes WhatsApp, you can still read past conversations, cancel scheduled messages and disconnect.

WhatsApp only lets businesses start a conversation with a template approved by Meta. Free-text replies are allowed within 24 hours of the visitor's last message.

The templates list shows each template's status: APPROVED, PENDING (in Meta's review) or REJECTED. Select Sync to fetch the latest status and any templates created in Meta's own tools. Delete removes a template from Meta.

Create a template

1. Go to Templates and start a new template.
2. Template Name — letters, numbers and underscores, for example thank_you_visit. Capitals and spaces are converted to lowercase and underscores for you.
3. Category — UTILITY (information the visitor expects) or MARKETING (promotions).
4. Language — English (US), English (UK), Hindi, Tamil or Malayalam.
5. Header (optional) — none, a short text, or an image (JPEG or PNG up to 5 MB; the same image goes with every message).
6. Body (required) — the message. Insert {{name}} for the visitor's name and {{event}} for the event name, and give a sample value for each so Meta can review it.
7. Footer (optional) — a short line such as your company name.
8. Buttons (optional) — up to two URL buttons, for example "View brochure".
9. Check the Live Preview and select Submit for approval. The template goes to Meta for review.

Review rules

• At most two templates can be waiting for review at the same time.
• After any rejection, no new template can be submitted for 24 hours. Check Meta's WhatsApp Business Policy before trying again.

Common messages: "Template name is required", "Body text is required", "Name can only contain letters, numbers and underscores", "Unknown variable(s)…", "Add a sample value for…".

To one lead

1. On Leads, select the WhatsApp icon on the lead.
2. Choose Template or Free text:
   • Template — pick an approved template. Variables fill in from the lead (name, event) and can be edited. Check the preview.
   • Free text — only possible within 24 hours of the visitor's last message. Otherwise you see "24hr session window is closed. Use a template instead."
3. Send now, or tick Schedule for later and choose a date and time.

To many leads

1. On Leads, tick the leads (leads without a mobile number can't be selected).
2. Select Send WhatsApp on the bar.
3. Pick a template. Variables fill in from each lead automatically.
4. Send now, or tick Schedule for later and choose a date and time in the future (you're asked to pick one if it's missing).
5. A message reports the result: "{n} messages sent/scheduled, {m} failed".

Up to 100 leads can be sent in one go — one page at 100 Rows per page.

Phone numbers. Messages go to the lead's primary mobile number. Make sure numbers include the country code (+91 …); a number typed without it may be sent to the wrong country.

Delivery. Delivery and read status come back from WhatsApp and show in the conversation.

Scheduled lists WhatsApp messages queued for later.

• Edit — pick a new date and time (only for messages still pending).
• Cancel — the message won't be sent.

Scheduled messages are sent within a minute of their time. If sending fails, StallLead Pro tries up to three times in total (two retries, five minutes apart) before marking the message as failed.

Conversations is your WhatsApp inbox: every chat with leads and other contacts on your connected number.

• The left side lists conversations; use Search… to find one.
• Open a conversation to read it. Messages from the visitor that match one of your leads' mobile numbers are linked to that lead.
• Type in Type a message… to reply with free text — possible for 24 hours after the visitor's last message, up to 1,000 characters. After that you see "Session window closed — use the Template button…": send an approved template instead.

When the tab is in the background, new messages can show a browser notification (allow notifications when asked).

How pricing works

• ₹30 per lead, plus 18% GST.
• Leads are bought in blocks of 50 — ₹1,500 + GST per block.
• Every feature is included. There is no subscription, no per-user fee and no annual commitment.
• A lead is one visitor saved in StallLead Pro, whichever way it was captured (card, badge QR, typed, online or offline).
• Optional onboarding — we set everything up for you — is ₹5,000 + GST, one time. Contact sales to arrange it. You can also set up yourself; we'll guide you on a call at no charge.

Buy leads

1. Go to Plans.
2. In the calculator, enter how many leads you expect to capture, or use the slider or a preset (Small stall · 200, Typical show · 500, Busy show · 1,000, Full season · 2,500). The amount rounds up to whole blocks of 50, between 50 and 5,000 per purchase. The breakdown shows blocks, leads, rate, subtotal, GST and total.
3. Select Buy N blocks — ₹X.
4. In Confirm your plan, check the order summary and fill in your billing details: full name, phone, email, address, city, state, pincode and country. Add your business GSTIN if you want it on the invoice.
5. Select Continue to payment and pay in the Razorpay window (cards, UPI, net banking and wallets).
6. The Payment Successful! page shows the plan, amount, payment ID and order ID. Your new leads are added to your balance straight away.

To buy more than 5,000 leads, make more than one purchase — the balance adds up.

If payment doesn't complete

Only the account owner can buy leads. Team members who run out at the stall are asked to contact the owner.

Your balance is the total leads you have bought; used is how many leads have been captured. The bar on the dashboard and scanner shows used out of total ("X / Y leads used").

• The bar turns amber at 80% — time to top up before the next busy day.
• It turns red when the balance is used up. New leads can't be saved until you buy morethe balance is topped up; leads captured offline wait on the device and can be retried after you top up.
• Every saved lead uses one from the balance, including leads you later find were duplicates. Deleting or editing a lead doesn't return it.
• Unused leads stay in your balance and carry forward to your next event.

Current Plan shows your plan. Payment History lists every payment: date, amount, status (paid, failed, or created for a payment that wasn't completed) and the invoice.

A GST tax invoice is created automatically for every paid purchase and emailed to you. Select Download to get a copy at any time. If it says "Preparing…", try again in a few minutes.

Your invoice shows the GSTIN you entered at checkout. For corrections to an invoice, contact info@canarydigital.ai.

The super admin panel is a separate web app for running the platform. Sign in with a super-admin account.

Approving new customers

1. Open Access Requests (or the pending panel on the dashboard).
2. Check the person and company look genuine.
3. Select Approve. They can use the dashboard the next time they sign in.

Customers with a paid order but no leads

The dashboard's Payment issues panel lists payments marked paid whose leads weren't credited. These are normally credited automatically by Razorpay's confirmation within minutes. If one remains, check the payment in the Razorpay dashboard and escalate to engineering (see the operations runbook in the technical documentation).

Signing in

At the stall

Emails and connections

WhatsApp

Still stuck? Email info@canarydigital.ai with your account email, the event, what you did and what you saw (a screenshot helps).

Does it work without internet? Yes. Open the scanner once on the device while online; after that it opens and captures without a connection. Leads are kept on the device and sent automatically when the connection returns. See Capturing leads offline.

How accurate is the card reading? Very good for clear, well-lit printed cards. Always check the fields before saving; everything can be edited.

Can visitors scan something themselves? They can scan your website and brochure QR codes shown on the scanner screen. Visitors don't fill in a form themselves; your staff capture the lead.

Do unused leads expire? No. Unused leads stay in your balance and carry forward.

Is there a free trial? Yes — request one on the website (Start a free trial). We set up an account so you can test it on your own cards before buying.

How many people can use one account? As many as you need. Add each stall staff member as a team member on the event.

Can a team member see other people's leads? No. Team members see only the leads they captured. The account owner sees all.

Which CRMs does it work with? Zoho CRM connects directly. For any other CRM, export a CSV and import it.

Which mailboxes can send the emails? Gmail / Google Workspace, Zoho Mail and Outlook / Microsoft 365. Without one, emails go from the StallLead Pro mail service.

Can I change an event's dates? Yes — open the event with Edit and change the start or end date.

Can I delete a lead? Not from the app. Contact support if a lead must be removed.

Who can see your leads

• Your leads are visible only to your account: the owner sees all of them, each team member sees the ones they captured, and StallLead Pro platform staff can see them to provide support.
• Other StallLead Pro customers can never see your leads, events, settings or messages.

What is stored

• The lead's details, notes, category and answers, and who captured it and when.
• Card photos, kept for 15 days so a detail can be checked against the original, then deleted automatically. Download any you need to keep before then.
• Leads captured offline are stored on the capturing device until they sync.
• Messages exchanged on WhatsApp and the emails sent to leads.

Services used

Card reading uses Google's Vertex AI. Data is stored with MongoDB Atlas and Google Cloud Storage. Emails go through your connected mailbox (Google, Zoho or Microsoft) or our mail service; WhatsApp messages through Meta's WhatsApp Business Platform; payments through Razorpay. Google Firebase records anonymous usage analytics and counts scans of your QR codes for visitors.

Your responsibilities

Visitors share their details with you. Tell them how you will use them, follow up only as they would expect, and honour requests to stop contacting them.

See the full Privacy Policy and Terms of Service on the website.