AI Tool Series – Episode 59: How to use AI CardVault to Capture Leads at Events

In business networking, especially at trade fairs, conferences, and expos, exchanging business cards is still one of the most trusted and widely used ways to connect. Despite QR codes, digital profiles, and social media, professionals worldwide still rely on paper business cards when a conversation turns out to be worthwhile.

Yet that’s when the real problem starts, after the event is over.

Most professionals come back with dozens or even hundreds of business cards. Within a few days, it becomes challenging to remember who the person was, what the topic of discussion was, and what kind of opportunity the interaction represented. The essentials of the context go missing, follow-ups get delayed, and many promising leads just fade away.

AI CardVault was developed specifically to address the above issue.

What is AI CardVault?

AI CardVault is an AI-powered lead capture and management platform that helps to convert regular paper business cards into organized, task-ready digital leads.

Users can instantly scan business cards to get crucial details automatically extracted, and then each lead can be supplemented with further contextsuch that even very late after an event, the interactions are vividly recalled.

Along with a web-based admin portal, AI CardVault is offered as a mobile app (Android and iOS), thus facilitating lead management both on the move and at a desktop.

How AI CardVault Works

1. Business Card Scanning 

Using the mobile app, users can scan a visiting card and instantly capture:

• Name
• Email address
• Phone number
• Company name
• Designation
• Address

All extracted information is automatically structured and stored in the system.

Each scanned card consumes one credit, regardless of whether the card is single‑sided or double‑sided.

2. Manual Lead Entry

Not every interaction involves a physical business card. AI CardVault also allows users to manually add leads by entering contact details directly into the app.

This is especially useful when:

• Someone forgets to carry a card
• Details are shared verbally
• Leads are collected outside formal events

Manual entries support the same enrichment features as scanned cards.

3. Capturing Conversation Context

What truly differentiates AI CardVault is its ability to capture context, not just contact information.

For each lead, users can:

• Mark the lead as Hot, Warm, or Cold
• Add written notes
• Record audio notes
• Attach video notes
• Add stylus or free‑form annotations

This ensures that even after meeting hundreds of people, users can clearly recall who the person was, what was discussed, and what the next action should be.

Designed for Events, Exhibitions, Expos and Trade Fairs

At B2B trade fairs and expos, exhibitors often invest significant time and money to promote their products—sometimes spending several lakhs over just a few days. Visitors, on the other hand, actively collect visiting cards when they see genuine potential.

AI CardVault was built around this real‑world behaviour. It allows teams to:

• Capture leads instantly during events
• Associate leads with specific events
• Record meaningful conversations in real time
• Avoid losing high‑value opportunities after the event

What started as an internal solution quickly revealed itself as a global need. Across regions—India, Europe, and the United States—the challenge remains the same: physical cards are exchanged, but context is lost.

AI CardVault addresses this universal problem.

Web Portal and Admin Capabilities

AI CardVault includes a powerful web portal designed for teams and organisations.

1. Lead Dashboard

The lead dashboard provides a centralised view of all captured leads, including:

• Contact details

• Lead type (Hot/Warm/Cold)

• Associated event

• Designation and company

This makes filtering, reviewing, and following up on leads fast and efficient.

2. Event Management

Users can create and manage multiple events by:

• Defining event names

• Setting date ranges

• Activating or deactivating events

Leads can be mapped directly to events, helping teams track performance and outcomes event‑wise.

3. Product Master

Many companies promote multiple products at a single event. AI CardVault allows users to define their product offerings in advance so that leads can be associated with the relevant product during capture.

Changes made in the web portal are automatically reflected in the mobile app.

4. User Management

For teams, admin users can:

• Create multiple user accounts

• Assign permissions and modules

• Control access based on roles

This makes AI CardVault suitable for small teams as well as large organisations.

5. Profile and Geography Settings

Users can manage their profile details, email, and regional preferences. Since AI CardVault is designed as a global product, geography settings help support international use cases.

AI CardVault Plus: Advanced AI Features

AI CardVault Plus introduces advanced AI‑driven capabilities for deeper insights:

• Lead Score: Evaluates how well a lead matches the target audience
• Detailed Individual Insights: Enriches lead data based on the visiting card
• Company‑level Intelligence: Provides deeper context about the organisation

These advanced features consume additional credits and can be enabled on request.

Plans, Credits, and Flexibility

AI CardVault offers both monthly and yearly plans, each with defined limits on:

• Number of users
• Number of credits
• Feature access
• Validity period

Credits are primarily used for card scanning and AI‑powered enrichment.

In addition to plans, users can also purchase credits independently, similar to a recharge model. This provides flexibility without requiring an immediate plan upgrade.

Multi‑Language Support

• Business Cards:
  AI CardVault supports multiple languages, enabling you to easily capture and manage business cards from different regions and languages.
• Conversations:
  Users can record conversations in various languages during global events, and AI CardVault automatically translates them into English for seamless understanding and follow-up.

A Smarter Way to Network

AI CardVault is built for professionals who value meaningful connections and effective follow‑ups. By combining AI‑powered Solutions, contextual memory, and structured lead management, it ensures that no valuable interaction is forgotten.

Whether you are an exhibitor, a sales professional, or part of a growing business team, AI CardVault helps turn simple visiting cards into long‑term business opportunities.

Networking should not end when the event does. With AI CardVault, it doesn’t.