Capture the card
Sales representatives captured the card while keeping the event conversation moving.
CUSTOMER STORY · FRESHFLOW
From event conversation to HubSpot follow‑up
Freshflow connected business-card capture with the HubSpot fields, opt-ins, and workflow its marketing team needed – so relevant follow-up resources could continue from the CRM.
EVENT LEAD CAPTURE FIELD MAPPING AUTOMATED FOLLOW-UP
COMPANYFreshflow
TEAMMarketing
USE CASEEvent lead capture
CRMHubSpot
9/10Reported ease
THE CHALLENGE
The next step in HubSpot had to remain intact
The organizer offered a dedicated QR-code reader, but at several thousand euros it was difficult to justify for a single event. Freshflow chose Snap2CRM to capture the right fields, opt-in information and follow-up context directly in HubSpot.
At the same time, sales representatives naturally wanted to record a contact quickly and return to the conversation. The setup therefore had to combine fast capture with a short, deliberate review.
THE WORKFLOW
A direct path from the business card to follow-up
Freshflow connected four practical steps into one event workflow.
Map the fields that matter
Contact details were mapped to the appropriate HubSpot fields, including relevant opt-in information.
Review the exceptions
The team reviewed each result and completed any event-specific context before submission.
Continue in HubSpot
The captured contact could enter a follow-up workflow that sent relevant resources to the visitor.
BUSINESS CARD
→REVIEW
→HUBSPOT FORM
→FOLLOW-UPWe integrated the business card scanner with a workflow for the most important event of the year to map fields and send automated follow-up emails quickly. This worked perfectly with Snap2CRM!
Maël Roth
Head of Marketing, Freshflow
THE RESULT
A workflow that did what Freshflow needed
Maël rated the experience 9 out of 10 for how easy it was to scan a lead and get it cleanly into HubSpot. The quick review step gave the team control over each final record while keeping event capture efficient.
“The main advantage of Snap2CRM for us was that we could map the right fields directly, capture opt-ins, and keep everything in HubSpot. That let us connect a follow-up workflow and send relevant resources to the visitors we had captured – that was really great.”
REAL EVENT CONDITIONS
Fast capture works best with a quick human check
Attendee details were also available through the organizer’s QR-code system, but its dedicated reader was a costly add-on for a single event. Freshflow used business cards and conversations as the practical source for the contact data and context they needed.
A brief review before submission gave the team full control over the final contact record. Maël said this scan-and-review workflow worked very well overall.
INSPIRED BY THE WORKFLOW
A practical event-to-HubSpot playbook
Freshflow’s story points to a useful planning principle: design the scan around what should happen next in HubSpot. Use this editorial checklist as a starting point for your own event workflow.
Before the event
Choose the HubSpot fields the team truly needs.
Decide how opt-in information should be captured.
Prepare the follow-up email and resources.
Test the complete capture-to-workflow path.
During the event
Keep capture focused on decision-relevant information.
Review email and opt-in details while context is fresh.
Ask for information the source cannot provide.
Keep the check brief enough to protect the conversation.
After the event
Spot-check captured records.
Confirm the intended follow-up is running.
Use captured context in the sales handover.
Record edge cases before the next event.
CONTINUE EXPLORING
See the workflow from every angle
01 · DEMO VIDEO
See the scan flow
Watch the complete path from a business card to a connected HubSpot form.
Watch the demo video →
02 · DEMO ACCOUNT
Try the workflow yourself
Request a prepared demo account and explore the experience for your own use case.
Get your demo account →
03 · DOCUMENTATION
Plan your setup
Browse setup guidance, product behavior, and practical troubleshooting.
Open documentation →
READY FOR YOUR NEXT EVENT?
Build your own event-to-HubSpot workflow
See how Snap2CRM can support the fields, review step, and follow-up process your team already uses in HubSpot.
