NFC cards for businesses: how to use NFC at events and in custom mobile apps

When a company comes to us asking about NFC cards, one of the first things we do is broaden the conversation.

A card is just one of the many formats in which NFC technology can be used. NFC can also be integrated into wristbands, key fobs, tags, event badges, industrial equipment and many other physical objects.

So the most important question is not which NFC card to buy.

The real question is: what do we want to happen when someone brings their phone close to it?

At ABAMobile, we have been working with NFC technology in mobile applications for years, and one thing we frequently see is that companies are not always aware of what the technology can and cannot do: how NFC works, its reading distance, the available formats, what a smartphone can do with it, whether an app is required or what advantages it really offers compared with a QR code.

That is why, before talking about chips or cards, we believe it is more useful to understand where NFC can add value to a business process.

This is particularly relevant in areas such as events, where NFC can help connect physical interactions with mobile applications, lead capture systems and corporate platforms.

What are NFC cards for businesses?

An NFC card contains a small chip and antenna that allow it to exchange information over a very short distance with a compatible device, usually a smartphone.

It does not require a battery. The device initiating the interaction generates the electromagnetic field that allows it to communicate with the NFC tag.

However, when we talk about NFC cards for businesses, it is important not to confuse the physical card with the technological solution behind it.

An NFC card or tag can be used to:

• open a URL;
• identify a person;
• retrieve information about an event attendee;
• trigger an action within a mobile application;
• record an interaction;
• retrieve information linked to an asset;
• support employee clock-in processes;
• identify a vehicle;
• exchange information during an event.

But the card itself is rarely the whole project.

More advanced solutions normally involve a mobile application, backend services, databases and, in many cases, integrations with other business systems.

That is where NFC stops being simply an interesting technology and becomes part of a business process.

An NFC card is not the only possible format

Another common misconception is to associate NFC exclusively with digital business cards.

NFC chips can be integrated into very different physical formats depending on the use case.

At an event, we might use a badge or wristband. In a corporate environment, it could be a key fob. In an industrial setting, it might be a tag attached to a physical asset or piece of equipment. In other projects, the smartphone itself can play an active role in the interaction.

The right format depends on factors such as the environment, required durability, expected number of interactions and the user experience we want to create.

That is why we recommend defining the use case before choosing the physical NFC format.

Do you need an app to use NFC?

It depends.

This is one of the questions we are asked most frequently.

For a simple action, such as opening a web page, a dedicated app may not be necessary. Many modern smartphones can interpret certain types of NFC content and perform the corresponding action directly.

But things change when we want to do something more sophisticated.

For example, if the phone needs to:

• identify a user;
• record an interaction;
• retrieve corporate information;
• send data to a server;
• integrate with a CRM;
• manage different permission levels;
• interact with physical equipment;
• apply specific business rules;

then a mobile application can become a fundamental part of the solution.

At ABAMobile, this is precisely where we specialise: developing mobile apps that use NFC as part of a broader business solution.

NFC for events: what advantages does it really offer?

Events are one of the easiest contexts in which to understand the potential of NFC.

Conferences, trade shows and professional events generate constant physical interactions that often need to be transferred into a digital environment.

A badge identifies an attendee. A sales representative meets a potential customer. Two professionals exchange their contact details. Someone requests information at an exhibition stand.

NFC for events can make that transition between the physical and digital worlds more seamless.

However, there is an important point worth making: using NFC does not automatically make an event better than using QR codes.

We believe it is important to be realistic about that.

NFC vs QR codes at events

When we started developing our own event solution, NFCLeads, QR-based systems were already available.

We saw an opportunity to use NFC to make certain interactions more convenient. The user simply brings the device close to the NFC tag: there is no need to open the camera, frame a code or depend on lighting conditions.

From a user experience perspective, NFC can feel particularly smooth.

It can also reinforce the perception of innovation, which can be valuable at conferences, product launches or brand activations.

However, from an operational perspective, QR codes can solve many of the same problems.

NFC tags also involve an additional physical cost, and not every event needs to make that investment.

That is why we do not see the decision as NFC or QR.

We see it as NFC and QR when each technology makes sense.

Both technologies can coexist within the same solution, increasing compatibility and allowing event organisers to choose the most appropriate experience for each situation.

Capturing leads at exhibition stands with NFC

One of the use cases where we have direct experience is lead capture.

Traditionally, a sales representative attends a trade show, speaks with dozens of people and comes back with business cards, handwritten notes and contacts scattered across different places.

Then another part of the work begins:

Who spoke with this person? Which product were they interested in? Did we send them the documentation? Have they been added to the CRM? Who is responsible for following up?

A traditional business card exchanges contact details, but much of the context surrounding the interaction is lost.

A digital solution can change that.

With our NFCLeads platform, for example, we use NFC and QR codes as mechanisms for capturing interactions directly during an event.

A sales representative can register a contact from their smartphone, add information about the conversation and send relevant documents to that person immediately.

The real value is therefore not simply replacing a paper business card with an NFC card.

It is about maintaining traceability of what actually happened during the event.

A real example of NFC at an event

In this example, NFCLeads can be seen in use during the Salón de Gourmets trade show. An attendee brings their smartphone close to the NFC point at the stand to initiate the interaction and access information from the exhibiting company.

Sending information in real time after an interaction

There is another aspect we find particularly useful.

At a trade show, one of the most common requests is:

“Send me some information.”

With a conventional business card, that means remembering the conversation later, finding the person’s contact details, locating the right material and sending it.

When the process is integrated into an application, the sales representative can complete part of that work during the conversation itself.

For example, they can select the appropriate documentation from their smartphone and send it to the contact immediately.

This reduces follow-up work and, more importantly, prevents a valuable interaction from becoming another business card forgotten in a pocket.

Networking and contact exchange

The same principle can be applied to networking between attendees.

Instead of limiting the interaction to exchanging a physical card, a digital solution can associate the interaction with profiles, companies, interests or other information that can later be used within the event platform.

Again, the key question is:

What do we want to happen after the tap?

If all we need is to display a name and phone number, we probably do not need a particularly sophisticated architecture.

If we want to create a networking platform, record connections between attendees, facilitate meetings or transfer that information to other business tools, the project becomes very different.

NFC badges and access control

NFC can also be used to identify attendees and manage access.

In our case, we have incorporated this functionality into NFCLeads for smaller events, combining both NFC and QR codes.

We are not specialists in large-scale access control infrastructure, and we believe it is important to distinguish between different scenarios.

Managing entry or access to certain areas of a small event using a mobile application is very different from designing an access infrastructure for tens of thousands of attendees.

In both cases, however, one factor should be considered from the outset: connectivity.

What happens if network coverage is poor in a particular area?

Which information needs to be available locally on the device?

Which actions require a connection to the server?

What happens when hundreds of people try to enter at the same time?

These questions are much more important than deciding which NFC card to use first.

NFC beyond events: the possibilities are much broader

Although NFC cards for businesses and NFC for events are two of the most visible applications, NFC technology can be integrated into many other business processes.

At ABAMobile, we have worked on very different projects that illustrate how far NFC can go.

Interacting with physical equipment from a mobile app

One of our projects involved developing a corporate application that allows operators to interact easily with physical equipment used for cleaning solar panels.

From the user’s perspective, the experience is very simple: they bring the smartphone close to the equipment and the application allows them to perform the corresponding operations.

Behind the scenes, NFC is part of the mechanism used to identify and interact with that equipment.

It is a good example of something we often see in technology projects: complexity should sit behind the user experience, not in front of it.

The operator does not need to understand NFC protocols. They simply need the application to make their job easier.

Employee clock-in systems using NFC

We have also developed solutions where NFC forms part of an employee clock-in system.

For example, an employee can use a mobile application to read an external NFC object — such as a key fob or wristband — previously associated with a user, vehicle or another entity within the system.

This model can be adapted to different business processes.

Again, the important point is that NFC acts as an identification mechanism within a much broader software solution.

When does it make sense to develop a custom NFC app?

Not every company needs custom software.

If an off-the-shelf solution covers the process well, it will probably be the most efficient option.

In my view, developing a custom NFC app starts to make sense mainly in three situations.

1. When standard solutions do not cover the entire use case

Sometimes a standard platform can solve 60% or 80% of the problem, while the remaining part is critical to the business.

In those cases, we need to decide whether it makes more sense to adapt the business process to the tool or to build technology that actually fits the process.

2. When we need to integrate with other systems

This is one of the criteria I consider most important.

One recommendation I often make to companies is to avoid introducing tools that later become isolated from the rest of their systems.

If leads generated at an event ultimately need to reach the CRM, it makes sense to consider that integration from the outset.

If the application needs to exchange information with an ERP, corporate platform, user management system or existing infrastructure, we should think about that during the initial design phase.

A good NFC solution should not create yet another information silo.

3. When technology is part of the company’s own strategy

For some companies, an application is not simply an auxiliary tool.

It can be part of their product, the service they provide or a competitive advantage they want to develop internally.

In those cases, investing in proprietary technology can make strategic sense beyond simply comparing the initial development cost with the price of a SaaS subscription.

What should we define before developing an NFC solution?

Before deciding on chips, cards or physical suppliers, we would start with a number of questions.

Who will use it?

An app used by trained employees is very different from an interaction designed for thousands of occasional visitors.

What needs to happen when the NFC tag is read?

Opening a URL is very different from authenticating a user, querying a backend or interacting with a physical device.

What information do we need to record?

If traceability matters, we need to think about users, interactions, permissions and data storage.

Does the solution need to integrate with existing systems?

CRM, ERP, corporate directories, event platforms, analytics systems or proprietary software may all need to be considered.

What happens if there is no internet connection?

This is particularly important at events, in industrial environments and for field workers.

Does NFC actually offer an advantage over QR or other alternatives?

This final question is fundamental.

The technology should be justified by the use case, not the other way around.

NFC and QR: choose the technology after understanding the problem

In innovation projects, it is easy to start with the technology.

“We want to use NFC.”

“We want to incorporate artificial intelligence.”

“We want to build an app.”

But none of those statements defines a project yet.

When a company approaches us with an NFC idea, part of our work is to understand what they are actually trying to achieve and explain both the possibilities and limitations of the technology.

In some projects, NFC will be the right choice.

In others, combining NFC and QR will make sense.

And in some cases, a QR code will be enough.

For example, if the only objective at an event is to provide a link and the budget is limited, QR will probably solve the problem perfectly well.

If we are looking for a particularly seamless interaction, want to communicate an image of innovation or NFC forms part of a broader experience inside an application, then it is worth considering.

The technology choice should be the consequence of the objective, not the starting point.

Which NFC chip does a business need?

Only after understanding the use case does it make sense to discuss the chip itself.

Different NFC chip families provide different memory capacities, features and security levels.

For a simple interaction that only needs to identify a tag or open a URL, the requirements can be very basic.

For identification, authentication or more sensitive corporate processes, different security mechanisms and a more advanced architecture may be required.

We do not believe a marketing manager or event organiser should need to start by comparing NTAG213, NTAG215 and NTAG216.

That should be a technical decision derived from the requirements of the project.

The same applies to the physical format.

Cards, tags, wristbands, key fobs or badges should be selected after understanding how and where they will be used.

Security does not depend on the NFC card alone

In corporate projects, security needs to be considered across the entire solution.

It is not enough to ask whether an NFC tag can be copied.

We need to understand what information it contains, what someone can do after reading it, how operations are authenticated, what data is stored on the server and what permissions each user has.

In many cases, the NFC tag does not need to contain any personal information.

It can simply act as an identifier, while the backend determines which information should be displayed or which action is authorised.

This approach makes it easier to address security, privacy and data protection requirements from the architecture of the solution itself.

Frequently asked questions about NFC for businesses and events

Do I need to develop an app to use NFC in my business?

Not always. For simple actions such as opening a web page or displaying information, many smartphones can read certain NFC content without requiring a dedicated application.

When the project needs to identify users, record interactions, retrieve real-time information, apply business logic, integrate with a CRM or ERP, or interact with physical equipment, developing a custom app may make sense.

The key is to define what needs to happen after the NFC interaction and then determine whether a standard solution is sufficient or custom development is required.

What advantages does NFC offer at events compared with QR codes?

NFC allows an interaction to take place simply by bringing a smartphone close to the relevant tag or device, without opening the camera, framing a code or depending on lighting conditions. This can create a faster, smoother experience and can also reinforce an event’s image of innovation.

However, QR remains a very valid solution and generally involves a lower implementation cost. Operationally, both technologies can solve many of the same processes.

For this reason, in many events we recommend treating NFC and QR as complementary technologies rather than necessarily choosing one over the other.

Can NFC be used for lead capture and networking at events?

Yes. NFC can be used to register an interaction between a sales representative and an attendee, exchange contact details, add information about the conversation or send documentation immediately.

If the solution is connected to a platform or backend, it is also possible to maintain traceability of those interactions and simplify subsequent follow-up of the leads generated during the event.

This is one of the use cases we have developed at ABAMobile through our NFCLeads platform.

When does it make sense to develop a custom NFC solution?

A custom NFC solution makes sense when standard tools do not fully cover the company’s use case, when specific integrations with other systems are required or when the organisation wants to invest strategically in proprietary technology.

It can also be appropriate when NFC is only one part of a broader process involving users, permissions, data, workflows, physical devices or business system integrations.

In every case, development should start with the problem we want to solve rather than simply with an interest in using NFC.

Can an NFC app integrate with a CRM, ERP or other business systems?

Yes. An NFC application can integrate with CRM and ERP platforms, corporate systems, user directories and other tools whenever suitable APIs or integration mechanisms are available.

At ABAMobile, we generally recommend avoiding new solutions that operate as isolated silos. If information generated through NFC is valuable to other business processes, the way it will exchange data with existing systems should ideally be considered from the beginning.

Does ABAMobile sell NFC cards?

No. ABAMobile is not a supplier of NFC cards or NFC tags.

We are a technology development company specialising, among other areas, in building mobile applications and software solutions that use NFC.

We can help define the requirements that the physical NFC format should meet for a particular project, but our work focuses on the application, software architecture, integrations and user experience behind the NFC interaction.

The real project begins after the tap

A card, wristband or NFC tag can initiate an interaction.

But the truly interesting part is what happens after that interaction.

Do we register a lead?

Do we send information?

Do we identify an asset?

Do we query a corporate system?

Do we update the CRM?

Do we allow an operator to interact with a machine?

Do we create a new experience for event attendees?

These are the kinds of questions we help companies answer at ABAMobile.

If you are considering using NFC cards in your business, introducing NFC at an event or developing an application that interacts with NFC technology, we can help you assess the use case before deciding which technical solution you need.

Tell us about your NFC project and let us help you identify the right approach.