I'm speaking at an Asana conference in Auckland next week, and I wanted a simple way to collect leads from the event. Not a clipboard. Not business cards I'd have to type up later. Something that puts a person's details straight into my CRM while they're still standing in front of me.
So I built one. A minimal lead capture form and a short automation that delivers a freebie and follows up, shared as a QR Code people scan at the event. The whole thing took about 20 minutes in Pipedrive. Here's how it works.
The form
First, I built a very minimal lead capture form using the Web Forms feature in Pipedrive. Web Forms is part of the Lead Booster add-on, which comes with the Premium plan or can be purchased separately.
The form asks for three things: name, email, and phone. That's it. Low friction. You do not want this to be difficult, especially when someone is filling it in on their phone at an event. The fewer fields, the more people who actually complete it.
I styled it with our company colours, our blue and our yellow, and added our logo so it has a personal touch. This didn't take long, 5 to 10 minutes of work.
The hook
A blank form asking for your details is boring. So there's an incentive: a free cheat sheet, the Five Golden Rules of Asana. People who fill in the form get the cheat sheet to print out and share with their team, plus a video explaining the five rules. It's something a bit more interesting than “tell me your name.”
Submit options
On the submit screen I've got a simple message: your cheat sheet is on the way, you'll get an email, and please subscribe to our YouTube channel. You've got an opportunity here to link people to your website or wherever you want them to go, so you may as well use it.
When someone submits, it creates a lead in my lead inbox with their name, email, and phone. I've got them straight in my inbox so I can follow up later.
The lead title prefix
Here's the small detail that makes the automation work. I've set the lead title to carry a prefix, “Asana Cheat Sheet.” I use that in an automation to send the right email, because I don't want to email every lead that comes in, just the ones filling in this form.
Sharing it with a QR code
I'm not even embedding this form on our website. I wanted it quick and easy, so I'm sharing the form as a link, and people reach it by scanning a QR code. QR codes are pretty easy to make these days so I wont go into full detail I actually just used AI to make one for me, going directly to the Pipedrive Form Link.
Because I'm speaking at the event, that QR code goes up on the screen so people can scan it with their phone. It redirects to the Pipedrive form via the link. On a phone the form looks minimal and clean, so it's very easy to fill in.
If you're exhibiting rather than speaking, you could use a similar strategy: have a phone or tablet with the form ready to go, and as you talk to people you simply capture their details there.
Automating the follow-up
Once I capture a lead, I want to send that person an email straight away to deliver their cheat sheet. I've done that with a simple automation in Pipedrive. If you've never used automation before, I'll link a getting started tutorial on how to build automations like this.
This one is straightforward. It has three parts:
The trigger is “lead added.” Then a condition checks that the lead title contains “Asana Cheat Sheet,” the prefix from the form. That's how it only fires for people who filled in the form, not every lead in the account.
Next is an “update lead field” action. It rewrites the lead title to the person's name, then a colon, the organisation name, and then “Asana Cheat Sheet,” so the lead has a slightly nicer title.
Finally, a “send email using template” action goes to the lead's contact person. The template is simple: thanks for attending the Work Innovation Tour, here's where to download your cheat sheet, here's our video, and a quick call to action to book a call with us. That sends immediately, and I'm tracking email opens and link clicks too.
What the lead looks like
Connie ran a test for me. You can see the email has been sent, so that's all working, and I've got her name and contact information down on the lead so I can follow up with her after the event.
That entire process took about 20 minutes to set up. I'm a Pipedrive expert and I've been using it for years, so I know what I'm doing, but this isn't a complicated process.
Conclusion
A QR code, a low-friction form, and one automation is enough to capture leads anywhere and follow up instantly. Watch the video if you want to see each step on screen.
FAQ
What is Lead Booster in Pipedrive? Lead Booster is a Pipedrive add-on that includes the Web Forms feature used here. It comes with the Premium plan or can be purchased as a separate add-on.
Do I need to embed the form on my website? No. In this setup the form is shared as a link, and people reach it by scanning a QR code. There's no website embed involved.
Why put a prefix in the lead title? The prefix lets the automation tell form submissions apart from other leads. The automation checks that the lead title contains the prefix before it sends the cheat sheet email, so it doesn't email every lead in the account.
How long does this take to set up? The form took 5 to 10 minutes and the whole process, including the automation, took about 20 minutes.
Can I use this if I'm exhibiting at a booth instead of speaking? Yes. Keep the form open on a phone or tablet at your booth and capture people's details as you talk to them.