How to Use Moana Leads HQ

Everything you need to capture leads at your next event

Getting Started

Create an Event

Go to Events → New Event. Enter your event name, dates, location, and description. You can also use the AI Assistant — just describe your event in plain language and AI will fill in everything for you.

Customize Your Forms

Each event includes a registration form with Name, Email, and Phone by default. Use the Form Builder to add custom fields like dropdowns, checkboxes, company name, or any question. AI can generate fields for you too.

Share Your Registration Link

Once your event is active, share the registration link with attendees. They can fill out the form from their phone or laptop. You'll also get a QR code you can print for your booth.

Scan Leads at Your Booth

Use the QR Scanner in the app to scan visitor badges or business cards. The data is captured instantly and added to your lead list. Works offline too — data syncs when you're back online.

Score & Follow Up

Rate each lead as Hot, Warm, or Cold. Add notes about your conversation. Then use the built-in email tools to send follow-up messages directly from Moana Leads HQ.

Tips & Tricks

AI-Powered Event Creation: Instead of filling in every field manually, try typing something like "Tech expo at Claudelands Events Centre in Hamilton, March 2026" into the AI Assistant. It'll set up the entire event for you.

Offline Mode: Moana Leads HQ works even without internet. Scan badges and capture leads at events with poor Wi-Fi — everything syncs automatically when you reconnect. How offline mode works →

Team Access: Invite team members from Team in the navigation. Staff can scan and collect leads, while admins can manage events and settings.

Giveaway Mode: Running a prize draw? Enable the giveaway feature on your event to collect entries separately from your regular registration form.

Frequently Asked Questions

How do I add team members?

Go to Team in the bottom navigation, then tap Add Staff. Enter their name, email, and a temporary password. They can then log in and start scanning leads for your events.

Can I use this on my phone?

Yes! Moana Leads HQ is built as a Progressive Web App (PWA). You can install it on your home screen from the browser for an app-like experience. Tap the Install banner when it appears, or use your browser's "Add to Home Screen" option.

How does the QR scanner work?

The scanner uses your phone's camera to read QR codes on attendee badges. It supports standard vCard format used by most conference badge systems. Just tap Scan in the navigation and point your camera at the badge.

Can I customize my organisation branding?

Yes! Go to Settings to upload your logo, set your brand colours, and add a tagline. Your branding will appear on the registration forms that attendees see.

How do I send follow-up emails?

There's nothing to set up — email sending is fully managed for you. Open any lead's detail page (or the event page for whole-event sends) and use the email tools to send personalised follow-ups. Replies come straight back to your admin and staff email accounts. AI can help draft the content for you.

Why do bulk emails only go to some of my leads?

Bulk sends include only leads who ticked the marketing consent box on your forms — this keeps your campaigns compliant. Admins can tick "Include leads without marketing consent" for legitimate personal follow-ups. Anyone who clicks Unsubscribe is permanently excluded from all emails. Every email includes a one-click unsubscribe link automatically.

I forgot my password — what do I do?

On the sign-in page, tap Forgot password? and enter your email address. We'll send you a secure link to choose a new password (it expires after 1 hour). You can also change your password any time from the key icon in the top bar.

Can I import leads from a spreadsheet?

Yes — open your event's leads page, tap Import, and upload a CSV (or download the template first). Duplicate emails already on the event are skipped, and any extra columns are kept as custom fields. Consent and unsubscribe columns are honoured. Only admins can import.

Is my data secure?

Yes. All data is stored securely on our servers. Passwords are hashed, and connections are encrypted with HTTPS. Your lead data belongs to your organisation and is not shared with anyone else. See our Privacy Policy for details.