Capture every HCP conversation at the booth, without a paper form
A badge scan or a business card at a busy booth usually becomes a name on a spreadsheet that reaches the CRM weeks later, stripped of what was said. With Onomi, the rep scans on their own phone, the record opens on the spot with brands, topics, and the follow-up the HCP asked for, and it writes back to the CRM timeline while the congress is still on.
At congresses today across booth, symposium, and suite. The cross-format capability (webinars, advisory boards, standalone meetings) lives on the platform interaction capture page.
What the booth loses today
The scan is a name, not a conversation
A rented scanner records that someone stopped by. What they asked about, which brand they raised, whether they wanted a rep to follow up: none of it is on the record, so the next touch starts from nothing.
The data arrives after it matters
Badge exports come back days or weeks later, de-duplicated by hand, and loaded long after the HCP has left. The conversation is cold before anyone acts on it.
Every congress uses a different scanner
A new association, a new lead-capture vendor, a new device to rent and learn. Reps juggle hardware instead of talking to HCPs, and none of it writes to your system.
How capture works at the booth
Scan on the rep's own phone, resolve while the HCP is there
The rep scans the badge QR or barcode on their own device and a structured record opens immediately. The badge code is enriched against the association's delegate API where one exists, with AI badge OCR as the fallback where it does not, and business-card scanning and manual entry for the corridor and VIP encounters the API never sees. No rented scanners.
A record shaped like the conversation
Brands discussed, topics, objections, requested follow-up, profile type, and consent are captured as CRM-mappable fields, not free text. The qualification form is configurable per team, brand, therapeutic area, and country, with a recommended ceiling of about five questions so a capture stays close to a minute. The medical-commercial firewall keeps medical and commercial flows, forms, and data access separate on the same platform.
Beyond the badge scan
A hostess can scan, take consent, and resolve identity in the coffee line, then route the qualified HCP to the right on-shift rep with conversation openers pulled live from the CRM. Quick Scan door mode strips the flow to essentials for high-volume symposium and theater doors. Reps can dictate a voice memo after the conversation and let transcription and auto-tagging fill the record. Offline capture is the default, reconciling when the device reconnects.
On the CRM timeline while the congress is live
Interactions, insights, consent, and the capturing rep land on the HCP account as a structured activity, routed to the record owner rather than the scanning rep, and visible in Veeva or Salesforce during the event. The self-serve surfaces at kiosks and learning pods capture content interaction too, attributed to the identified HCP.
Featured services
Software is half of it. These are the services our team delivers around this capability.
Onomi Concierge
Vendor-side setup and NPI reconciliation done for you: forms configured per team and country, identities mapped, so reps arrive to a working booth.
Delivery & services →Onsite center of excellence
At tier-one congresses, Onomi staff run booth logins, device switching across booths, and live capture support through the day.
Delivery & services →Where this stops
The cross-format story lives elsewhere
This page is the congress and booth depth. Capture at webinars, advisory boards, and standalone meetings is the same spine described on the platform interaction capture page; identity resolution and consent each have their own canonical page.
Live recording of the booth conversation is deliberately held back
Post-conversation voice memos are live. Recording the conversation itself works technically but is offered only in early trials with willing customers; we do not present it as a shipped booth default.
"We already rent scanners from the congress organizer."
Those scanners give you a badge export after the event with no conversation context and no CRM write-back. Onomi runs on the reps' own phones, captures what was discussed as structured fields, resolves identity against your CRM live, and writes to the HCP timeline during the congress. It also coexists with organizer registration where you keep it.
Frequently asked questions
What happens when the congress has no delegate API?
Capture still works. AI badge OCR reads the printed name, surname, and organization off the badge and runs the same downstream identity lookup at lower match confidence, and business-card scanning and manual entry cover anyone the badge cannot. The rep is never blocked from recording the conversation.
Does it work without a network connection on the show floor?
Yes. Capture and form saves happen on the device by default and reconcile when the connection returns, so a congress hall with weak Wi-Fi does not lose interactions.
Who owns the record once it is captured?
The interaction writes back to the HCP's account and routes to the record owner in your CRM, not to the rep who scanned. Brands, topics, objections, follow-up, profile type, and consent map to your fields, configurable per team and country.
How is consent handled at the point of scan?
Consent is captured on-device at the moment of engagement, tied to the exact wording presented, and reconciled against consent already on the CRM record so a known HCP is not asked twice. Consent capture has its own detailed page.
Related pages
See interaction capture running on your own congress
Bring a badge and a booth scenario. We will show a scan resolving to a CRM record, the conversation captured as structured fields, and the write-back landing on the HCP timeline live.
Request a demo