Set up a Known Attendee event
Upload your guest roster ahead of time, share a mobile attendee browser with your booth team, and let LeadFuel auto-match every conversation to the right attendee.
Before You Start
- An event created in the dashboard (see the Events Management tutorial)
- Your attendee roster as a spreadsheet — first name, last name, and company are required per row
- Recommended: email, title, and LinkedIn URL for each attendee (better enrichment hit rate)
Switch the event to Known Attendee List mode
Open your event's detail page in the dashboard. At the top, find the Event Type card.
Click Known Attendee List. The card highlights to confirm the change, and two new sections appear below: the Upload Attendee List widget and the Attendee Browser Link card (the Attendee Browser Link appears once you've also generated a capture invite code for the event).
This mode tells LeadFuel two things: - Expect a pre-loaded roster of attendees — bulk-enrich them when uploaded - Auto-match incoming transcript chunks to attendees by name detection, no badge scan required
Both modes can coexist on the same event. Switching to Known Attendee List doesn't disable walk-in badge scans — surprise guests still get captured normally.
Download the Excel template
In the Upload Attendee List widget, click Download Excel template. This downloads attendee-list-template.xlsx.
The template has these columns:
- first_name —
[REQUIRED]— used for matching and display - last_name —
[REQUIRED]— used for matching and display - email —
[STRONGLY RECOMMENDED]— primary dedupe key; without it, enrichment falls back to name+company matching (lower hit rate) - company —
[REQUIRED]— used for matching and enrichment - title —
[RECOMMENDED]— improves enrichment results - linkedin_url —
[RECOMMENDED]— surfaces directly in the mobile attendee browser - phone —
[OPTIONAL]— pass-through
Header names are case-insensitive (e.g. "First Name" and "first_name" both work). CSV files are accepted too — save the template as .csv after editing if your team prefers CSV.
More complete rows produce richer enrichment and more accurate matching. If you have title and LinkedIn for most attendees, include them — it makes a real difference on the rep-facing bio pages.
Upload the spreadsheet
Fill in your attendee data, save the file, then click Choose Excel or CSV file in the upload widget.
LeadFuel:
- Parses the file and validates required columns
- Creates one lead per valid row with capture_type='attendee_upload'
- Skips duplicate rows by email (per event)
- Returns a summary: how many were uploaded, how many were duplicates, and any rows with errors
Each uploaded attendee uses 1 enrichment credit from your configured contact-data provider (Apollo, Clearbit, Cognism, FullEnrich, Hunter, Lusha, PDL, or ZoomInfo). If you haven't connected a provider, the LeadFuel platform-managed PDL fallback runs at no extra cost.
For large lists (200+ attendees), check your enrichment provider's usage dashboard before uploading — the upload consumes credits even on a dry run.
Wait for enrichment to finish
After the upload, the existing process-leads cron picks up the new leads automatically. Each attendee goes through:
- 1Contact enrichment (firmographic data, phone, LinkedIn)
- 2AI "About" bio generation
- 3Salesforce / HubSpot lookup (if your CRM is connected)
Status progresses from queued → processing → email_ready per attendee. Most leads enrich within ~2 minutes per row.
Open the Leads view filtered to your event to watch progress — you'll see the lead count grow and statuses transition automatically.
Run a test upload at least 1 day before the event to confirm enrichment is working end-to-end with your configured provider.
Share the Attendee Browser link with your booth team
Once your invite code is set and the attendees are uploaded, the Attendee Browser Link card on the event detail page shows a URL like lead-fuel.com/attendees?event=YOUR-CODE.
Copy the URL and share it with everyone working the booth — email, Slack, printed QR code, whatever works. Reps open the link on their phones to:
- Browse the alphabetical attendee list with a search box
- Tap any name to see the attendee's bio, company highlights, and LinkedIn link
- Look up prospects before or during a conversation
The first time a rep opens it, a banner reminds them to use the attendee's name and company in conversation. This isn't just polite — it's how the AI auto-matches the conversation to the right attendee's lead. *"Hi Sarah, you're with Acme, right?"* is far better than *"Hey, how are you?"* both for matching accuracy and for the quality of the auto-generated follow-up email.
The Attendee Browser banner is dismissible per session. For events with a new booth team each day, the banner re-appears every event — reps see it freshly when they need it.
After the event — review conversations and follow up on no-shows
When the event ends, every engaged attendee's lead detail page shows an Auto-matched conversations timeline at the top. Each entry has:
- Time range of the conversation
- The rep's name (auto-detected from the channel)
- Match confidence (high / medium) with the transcript phrase that triggered the link
- Expandable transcript snippet
Analysis and follow-up emails reflect all matched conversations aggregated together — so if Sarah talked to three reps over the day, her email covers everything that was discussed, not just the latest snippet.
For the attendees who didn't appear in any transcript (status pending), filter the leads list to that engagement status and run a *"sorry we missed you at the event"* follow-up campaign. These are people who RSVP'd but either didn't show or didn't talk to a rep — still worth a courtesy email reference.
The walk-ins are separate: badge/business-card scans at a known-attendee event get `engagement_status='walk_in'` so you can distinguish them from your invited list when reporting.