Run an event
Create an event, put your team on it, and RareMachine files the leads they capture under it while it is live.
Updated · Admin
On this page
What you'll need
- An owner or admin account.
- The teammates who will capture leads at the event.
Open Events and choose Create event
In Events, choose Create event at the top right.
Fill in the event
Enter a Name, choose Starts and Ends, and add a Location. Every event has a tag, so either pick an Existing event tag or type a New event tag. The box Send WhatsApp connection message to new leads is ticked by default. Then choose Create event.
Add your team
Open the event, then choose Add teammates, tick the people who will capture leads and choose Add to event.
Check the status
The status reads Scheduled until the start time, then Live. To begin early, choose Start now in the Events list.
Capture leads as usual
Your team scans cards and sends notes the way they always do. While the event is live, each lead they capture is filed under it.
Follow the numbers
The event page shows Leads, In CRM, Sync failed and Team. Select Leads or Sync failed to open those captures.
End the event
Choose End event, or let it end at its end time. In the Events list, a dialog asks you to confirm. New captures are no longer filed under it. To keep the leads, choose Export CSV.
Result: the event shows as Ended, with every lead your team captured while it was live.
Frequently asked questions
Why did a lead not attach to my event?
A lead attaches when the teammate who captured it is on the event's team and the event is live at that moment. If nobody is on the team, the event page says so.
Can teammates join an event themselves?
Only if the setting at the bottom of Events says Teammates can join events themselves. An admin can change it with Make it admin-only or Let teammates join.
What does the WhatsApp connection message do?
When it is on, and a lead captured at the event has a valid phone number and the teammate who met them has a live card, RareMachine sends that person a WhatsApp message with the teammate's name, a link to save their contact and a link to RareMachine. An admin can switch it on or off on the event page, and the Team table shows how many each teammate has sent.
Can I change an event after it starts?
No. The edit form says details lock once the event starts. You can still add teammates, export the leads and end the event.