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Each phone carries its own copy of your attendee list. Ten minutes per phone while you still have a connection is what makes the door work when the signal goes.
Before WebMobi check-in can work without a connection, every phone at the door needs three things: a staff member signed in with access to the event, the attendee list and session list saved on the phone, and a quick airplane-mode test. The WebMobi app saves both lists when a check-in screen is opened while connected, and the scan screen tells you how many attendees it holds: N cached.
This guide is the per-phone setup. To rehearse the whole team, follow the event-day dry run; for why phones need a saved list at all, see Offline event check-in.
App version. Use the WebMobi app (in the stores as “WebMobi: Event App Builder”) at version 452.0.0 or later on iPhone. Google Play currently serves 451.0.0: Android phones can scan badges online and offline and check people in by name while connected, but cannot check in by name offline or add walk-ins in the app.
Check-in is limited to people who can manage registrations for the event. That is the event creator, owners and admins of your organization, and teammates you invite to the event.
On app 452.0.0 and later, opening Admin Panel, Scan QR Code or Manual Check-In while connected downloads the same package: the full attendee list, with who is already inside, and the session list. Whichever opens first prepares the phone.
| The scan screen shows | Meaning and action |
|---|---|
| Online · N cached | Ready. N should equal your number of registrations. |
| N of M cached | The download stopped early: only N of M are on the phone. Stay connected on the screen, or leave and reopen it. |
| NO ROSTER — offline scans cannot match | Nothing is saved. Offline, badges will not match and name search finds nobody. Connect and reopen the screen. |
| loading roster… | Still downloading. Wait. |
Manual Check-In has its own line: N attendees saved for offline search, in red when it is 0. Opened offline, both screens report what is already saved on the phone.
Both settings sit under the camera on Scan to Check In and apply to that phone only.
| Setting | Choose |
|---|---|
| Scanning into | Whole event at the entrance; the session's name at a session door. The list offline is the one saved on the phone. |
| Scanning mode | In / Out scans someone out if they are already inside; In only always checks in; Out only always checks out. In only is the simplest at a door. |
| Check | Pass when |
|---|---|
| Account | Signed in as the staff member, with the invited email; Admin Panel opens for the event. |
| App version | iPhone 452.0.0 or later (Android: 451, badges only offline). |
| Attendee list | N cached equals your registrations. |
| Sessions | Listed offline with the saved-sessions note. |
| Airplane test | Known name found offline. |
| Door settings | Scanning into and scanning mode set for this door. |
| Sync | Sync Status → Pending 0 before doors open. |
| Power | Charged, with a charger at the desk. |
An account that can manage registrations for the event: the event creator, an owner or admin of your organization, or a teammate invited to the event with the Manage registrations permission who has accepted the invitation.
N registrations are saved on this phone, so badges can be matched without a connection. “N of M cached” means the download stopped early; “NO ROSTER — offline scans cannot match” means nothing is saved yet.
As close to opening as you can, while connected. People who register after a phone downloaded its list are not on that phone until it refreshes.
While Scan to Check In or Manual Check-In is open and connected, the phone refreshes its saved list after every sync and every few minutes. Opening any check-in screen while connected also refreshes it.
They can, but History then names that one account for every check-in. Give each person their own account through the event’s Team page so History shows who checked in whom.
Signing out does not delete check-ins waiting to sync; they are sent after someone with access to the event signs in on that phone. Deleting the app does delete them.
Yes for scanning QR badges, online and offline. Checking in by name with no connection and adding walk-ins in the app need app version 452.0.0, which Google Play does not serve yet; iPhones have it.
A phone downloads the attendee list in pages of 500 and stops at 20,000 registrations for one event. The scan screen shows “N of M cached” if the list did not fit or the download was cut short.