How to use forms to capture contact information at trade shows and other offline events

Last updated: August 15, 2016

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Product: HubSpot Marketing
Subscription: Basic, Professional, & Enterprise

While HubSpot forms are designed to gather lead intelligence about your website visitors, they can also be used by your internal users to submit offline contact information. Some examples of using an "offline" or non-cookie tracking form include:

  • Trade shows.
  • Internal conference sign-up.
  • Internal users signing up multiple clients for an upcoming webinar or conference.

Remember that when visitors first come to your site, a cookie is dropped in their browser that is used to track them on their journey through your website. If they leave and come back, that cookie is still tied to them. When a submission is captured, it is tied to that cookie and that data either creates a new contact record or updates an existing contact record if they already exist. Since the cookie is unique to the visitor, if multiple submissions happen under the same cookie, the cookie recognizes this as updated contact information, not a new contact. But what happens when you want to pass around your tablet in your meeting room to have each team member sign up some of their clients for your upcoming conference? HubSpot makes this possible by disabling cookie tracking.

Each submission, with this option disabled, will create a new contact, regardless of the cookie installed in their browser (barring the email address, as two separate contacts cannot exist with the same email address). Please bear in mind that no historical analytic intelligence is captured for leads entered via a non-cookie tracking form. Since this is done on a form level rather than a landing page level or form field level, you may want to consider having a unique form for this function.

Given the particular situation you envision your form to be used, you'll need to decide if you want to have fields pre-populated or not, so the previous submission data doesn't need to be cleared prior to filling it out. For example:

  • If you envision your form being used largely internally by passing around the tablet to register clients, or being used at a trade show where multiple people will be submitting data, you may not want to have fields pre-populated.
  • If you envision your form being used largely externally for your contacts to register, download, etc. themselves, you may want to leave fields pre-populated so that the user can quickly review their information and click the submission button.

Disabling cookie tracking does not interfere with pre-population of known values. You can easily disable/enable both pre-population of known values and cookie tracking on a form. Doing so does not affect previous submissions or data.

Please note: HubSpot forms require a network connection - In other words, submissions cannot be saved if you're disconnected from a network as our forms do not locally save the data that is being collected.

Instructions

Follow these instructions to create a non-cookie tracking form for capturing offline contacts.

1. Open form

Go to Contacts > Forms and either open an existing form or create a new form.

2. Click the Options tab

Navigate to the options tab.

3. Set disable cookie tracking to yes

By default, this is set to No. Change this to Yes to disable cookie tracking and allow each submission to create a new contact.

Apply any other setting you'd like, add additional fields and options until you're satisfied with your form.

4. Save form

Now that your form has the appropriate settings and fields, click Save form in the top right.

Disabling cookie tracking will prevent analytic data from being recorded as part of the original contact submissions. This option is designed for offline forms only. If a contact later reconverts organically on a cookie tracking form with the same email address, his or her cookie will be recorded and historical analytics captured on an updated contact record.

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