A business card is useful only when its details reach the people and systems responsible for the next step. If cards sit in a pocket until the end of the week, names lose their context and follow-ups get harder.
This workflow shows how to scan business cards into HubSpot with Roloboop’s installable web app. You capture the card on your phone, review an editable draft, add the detail that was never printed on the card and then save it to your connected HubSpot account.
HubSpot also offers its own free scanner in its iOS and Android apps. If that is all you need, read the official HubSpot scanner overview. Roloboop is designed for people who want a browser-installed capture and review workflow with meeting context, retained card images and follow-up reminders.
Before the event: connect HubSpot
Create or sign in to your Roloboop account, then connect the HubSpot account that should receive your contacts. Follow the authorisation prompts and confirm that you are choosing the correct HubSpot account for your team.
Roloboop’s current HubSpot integration is a one-way push. A contact you save in Roloboop is sent to HubSpot in the background, and Roloboop does not overwrite edits you later make in HubSpot.
If you work with more than one CRM or portal, decide where event contacts belong before anyone starts scanning. Salesforce, Zoho, Attio, Mailchimp and Zapier connections are planned, but they are not current Roloboop integrations.
At the event: scan, review and add context
1. Open Roloboop on your phone
Roloboop is an installable mobile web app, so you can open it from your browser or home screen without visiting an app store. Allow camera access when your browser asks.
2. Capture the business card
Place the card on a steady, contrasting surface with enough light to see the smallest text. Keep all four edges in frame and avoid glare over email addresses or phone numbers.
3. Review the contact draft
Roloboop turns the scan into an editable draft. Read the name, company, role, email and phone number before saving. The review step matters: cards can contain unusual layouts, stylised type and details that are no longer current.
4. Record why the contact matters
Add the meeting or event context while it is fresh. A useful note answers three questions:
- Where did you meet?
- What did you discuss?
- What did you agree to do next?
Set a follow-up date if the conversation needs action. Roloboop surfaces due contacts so the card becomes a next step, not just another record.
5. Save and check HubSpot
Save the reviewed contact. Roloboop keeps the original card image privately with the saved record and pushes the contact to your connected HubSpot account. Check HubSpot before starting an email sequence or other automation, especially if your portal has custom properties or duplicate-management rules.
After the event: run a short quality check
Pick a sample of the contacts your team scanned and confirm that the important fields arrived in HubSpot. Fix any issues while the physical cards and conversations are still easy to match.
Then assign owners and follow-up actions using your normal HubSpot process. Scanning solves the capture step; a clear team process still decides who follows up, when they do it and what a successful outcome looks like.
A practical event checklist
- Connect and test the correct HubSpot account before travelling.
- Add Roloboop to your phone’s home screen.
- Scan one test card and review every field.
- Agree a simple format for meeting notes or event names.
- Scan and review cards while each conversation is fresh.
- Check a sample in HubSpot before launching follow-up activity.
- Export your Roloboop data whenever your own backup or workflow requires it.
Can I scan directly with HubSpot instead?
Yes. HubSpot says its scanner is free, works through its iOS and Android apps, parses card details into HubSpot properties and then makes HubSpot’s contact tools available. That is a strong choice if you already use the HubSpot mobile app and want the shortest route from card to HubSpot.
Roloboop is the alternative when you prefer an installable browser app and want to review an editable contact draft, retain the source image, add meeting context, set a Roloboop reminder or use Roloboop’s export and API options around the CRM hand-off. See the evidence and trade-offs in Roloboop versus HubSpot’s business card scanner.
Turn your next card into a useful contact
See how Roloboop works with HubSpot or create your Roloboop account before your next event.
For the wider process, read how to digitise business cards into any CRM workflow and explore the networking-event scanning workflow. You can also return to the business card scanning guide library.