Team events

An event is a trade show, conference or any other event your team attends. You create it in the dashboard, its leads join the event, and you see how many leads it brought, who on the team captured them and what one lead cost.

Events are part of the Event Lead Capture license.

#Create an event

1. On dash.swopi.co open Events in the left menu.
2. Click New event.
3. Fill in the Name, the From and To dates and the Location.
4. Optionally add the Event cost and currency (booth, travel, hotel). Swopi uses it to work out the cost per lead.
5. Under Who from the team attends, keep Whole team or choose Selected people.
6. Click Create event.

Team admins and managers create and edit events. Team members see the events they are assigned to.

#How leads join an event

• From the app: in Event Mode type the event name exactly as it is in the dashboard. Leads you scan after that join the event on their own.
• From the dashboard: in Contacts select leads and click Add to event. Useful for leads you already have.

When you rename an event, the new name is copied to the Where we met field of all its leads.

#What the event detail shows

• Total leads and People at the event,
• Cost per lead when the event has a cost (admins and managers only),
• Team leaderboard: people ranked by number of leads, with each person's hot leads (high intent from Swopi AI), medals for the top three,
• Show event leads, which opens Contacts with this event's leads only.

Team members see only their own numbers and their own rank on the team, not their colleagues' results.

#Event goals and results

When you create an event or open Edit event, fill in Leads and Pipeline (in the event currency) under Event goals. Both fields are optional.

The event detail then shows:

• Total leads with a bar showing how much of the goal you reached,
• Complete leads: leads with all required questions answered,
• Sent to CRM: how many of the event's leads are already in your CRM,
• Pipeline from CRM: click Load from CRM and Swopi adds up the open and won deals linked to the event's leads. When the event has a cost, you also see the ROI: how many times the won deals cover the cost. Admins and managers only.

#Automatic follow-up

Every new lead from the event with an email can get an email from the teammate who scanned them. Replies go to that teammate's inbox.

1. Open the event detail and find the Automatic follow-up card.
2. Pick When to send: Right after the scan, After 1 day or After 3 days.
3. Edit the Subject and Message. You can use {{lead_first_name}}, {{lead_full_name}}, {{event_name}}, {{user_name}} and {{card_url}} (the teammate's card link).
4. Click Send me a test to check how the email looks.
5. Turn the switch on and click Save.

Only leads scanned after you turn it on get the email. Each lead gets it once. Team admins and managers set up the follow-up.

#Salesforce campaign

With Salesforce connected, you can link an event to a campaign. New leads from the event join the campaign as Campaign Members once they reach Salesforce, and you see the event's results in Salesforce reports too.

1. Open the event detail and find the Salesforce campaign card.
2. Pick an existing campaign and click Link, or click Create a campaign named after the event. Swopi creates an active campaign with the event's name and dates.
3. Keep Also add leads already in Salesforce checked to add leads you scanned earlier.

The event campaign wins over the default campaign in the integration settings. The Salesforce user you connected needs the Marketing User permission, otherwise campaigns can't be created or filled.

#Events in AI assistants

With the Swopi in Claude and ChatGPT connector you can ask the assistant about an event: which leads to call first, how the event went or what its ROI was.

#Duplicate an event

Going to the same trade show every year? In the event detail click Duplicate event. A new event opens with the original's name, location, team, cost, goals and automatic follow-up. Change the dates and click Create event. The Salesforce campaign is not copied, link the new event to a new campaign.

#Archive

Archive an event you no longer need with Archive event in its detail. It disappears from the app and the list, its leads stay.