What exhibitors see when they scan a badge (and what they don’t)
By Donghui Qian (Milo)Updated 5 November 20262 min read
Short answer
A scan records a visit at that stand. What the exhibitor can read—profile fields, contact details, or answers—depends on what the attendee agreed to share. With no share, the stand still sees that a visit happened and that identity was withheld. Exports include only rows consented for export, and only when you allow that exhibitor to export.
Exhibitors do not buy a hall-wide address book when they scan a badge. They buy a trail of visits at their stand, plus whatever each visitor chose to share. Confusing those two is how renewals die in legal review.
This page is the visibility rule for lead capture at the booth—useful whether or not you run the floor on bagevent.
Frequently asked questions
At minimum, that a visit was recorded at their stand. Profile, contact, and answers appear only for the layers the attendee agreed to share. With no share, identity is withheld.
No. A scan is a visit. Follow-up needs contact fields the attendee allowed—and an export path legal will accept. Counting every scan as a mail-ready lead is how compliance reviews fail.
Three layers of sharing: Basic for name, company and job title; Contact for email or phone; Intent for answers to the stand’s questions. They can be granted separately. The labels describe the layers—not a promise about any one vendor’s button copy.
The stand still sees that a visit happened and that identity was withheld. That supports footfall at the booth; it is not a named row for outreach.
They should be able to. On bagevent, scans stay on the phone with the original time and upload when the network returns; a duplicate delivery is stored once. Confirm the same behaviour in any tool you shortlist, on the devices staff will hold.
Only rows consented for export, when the organiser allowed that exhibitor to export and a stand admin runs the download. Rating, tags, note, and stand-question answers travel with those rows. Identity-withheld visits do not.
A separate lead app often owns consent and the address book outside registration. When lead capture sits in the same event stack, the organiser can require one consent path at the door and control who may export. Score both on the same script: offline scan, field-level share, export gates.
Yes. Stand staff scan in the bagevent app (including offline), rate and annotate, ask up to five stand questions, see only shared fields, and export CSV only for consented rows when you allow exports. Detail is on the exhibitors feature page and the exhibitor leads help article.
More detail
Three layers of what can be shared
| Layer | Typically covers | Without it |
|---|---|---|
| Basic | Name, company, job title | Stand knows a visit occurred; who it was stays withheld |
| Contact | Email, phone, or other contact fields the attendee allows | No outbound follow-up from that scan alone |
| Intent | Answers to the stand’s own questions (and similar response fields) | A timestamp and rating/note the rep typed—not the visitor’s answers |
Those three layers match how permissions are split in practice: profile, contact, and answers are separate. An attendee can share Basic and withhold Contact. A visit with nothing shared is still a visit—not a named lead.
What the rep can add after every scan
- Rating (1–5), tags, and a note — the stand’s own memory of the conversation.
- Up to five stand questions — free text or choice, answered by the rep after the scan.
- Offline capture — without a signal, scans stay on the phone with the time they happened and upload later; a scan sent twice is stored once.
Rep work does not replace consent. Notes and ratings belong to the stand; identity and contact still follow what the attendee shared.
What leaves the building
A CSV export is narrower than the on-screen list. On a system that ties export to consent, the file includes only rows whose owners agreed to export—and only when a stand admin exports and the organiser allowed exports for that exhibitor. “Visit only, identity withheld” rows stay out of the file.
Read next
- Exhibitors & lead captureStand workspace, offline scan, consent, and export rights
- Help: capture and export leadsStep-by-step for stand staff
- Badge scans aren’t exhibition ROIWhy scan totals are not pipeline
- Sponsor and exhibitor reportingWhat you can defend in a renewal pack
- GDPR for event organisersConsent and roles when data leaves the hall
- ExhibitionsFloor ops as a product path