Start with your event workflow
Write down the event, the stalls or desks involved and the staff who will use the app. Describe what happens when a visitor arrives, who records the conversation and who follows up afterwards. Bring this outline to the demo so the discussion reflects how your team actually works.
List the information you need to record and the questions each person should ask. Separate essential contact information from optional meeting notes or product interests. Ask which fields and workflow changes are supported in the proposed setup before assuming a particular form or screen can be customised.
Use sample information for the demonstration
Prepare a made-up business card and fictional visitor details for the first demonstration. Discuss card scanning, manual entry, typed remarks and short voice notes using these examples. Ask how staff review extracted text and correct it before saving. Avoid uploading real visitor information until permissions and data handling are agreed.
Card scanning requires an internet connection and sends images through the backend to the configured AI service. Voice notes are raw recordings rather than automatic transcripts. Ask to see the relevant steps with sample information, and confirm recording permissions, storage and access arrangements before using them at an actual event.
Agree the setup and follow-up process
Ask to explore saved records, drafts, search and CSV export. Explain which information your team needs afterwards and how it will be used. Confirm the actual export format during the demonstration. Discuss backend synchronisation and what staff should do when records have not yet uploaded; do not assume every feature works offline.
Before commissioning a deployment, agree target devices, staff access, hosting, retention, device protection and support. The app does not encrypt its local records, and iOS installation needs signing and device checks. Ask for a written scope, costs and release checks. A demo enquiry does not create a hosted account or confirmed delivery.