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Rehearse on a practice event, pass the readiness gate, run a 10-minute check before doors open, and bring every device to 0 at the end of each day.
1. The workflows work
Every staff member performs their tasks on a practice event, and History proves it was recorded correctly — Team rehearsal, then the readiness gate.
2. The real event is ready
The real event, devices and people are checked on the day — Event-morning check.
3. Every scan reaches the web
Nothing is left on a device overnight or after the event — End of each day and After the event.
Completing steps isn't enough: each step has a Pass when result that must be verified — especially duplicates, reports and cross-device sync.
Event-day failures are almost always preparation failures. Teams recognise these:
| When | What |
|---|---|
| 1 week before | Agenda and times final (dates and time zone). Registrations in (tickets and registration). Staff invited; roles decided (section 3). Practice event created (section 4). |
| 2–3 days before | Scanner update check, team rehearsal and readiness gate with the actual people, devices and stands (sections 5–8). |
| Day before | Update the app on every device to version 453 or later (section 5) — devices shipped to the venue are updated before they ship, and nobody updates during the event. Label each device (section 8). Open the real event on each device while connected so it saves the attendee list and sessions. Charge everything. |
| Event morning | Event-morning check (section 9), before doors open. |
| End of each day | End-of-day check (section 10): every device at 0 before anyone leaves the venue. |
| After the event | After-event check (section 11), before any device is packed, shipped or reassigned. |
| Role | Does | Owns these problems |
|---|---|---|
| Check-in lead | Runs the door, watches the numbers on a laptop, calls the switch to offline. | Access, duplicates, sync escalation |
| Door scanners | Scan badges; check in by name when there's no badge. | Their own device and battery |
| Walk-in desk | Registers people not on the list. One desk when signal is unreliable. | Existing vs new registrations, email capture |
| Session doors | Check people into one specific session. | The session selector on their device |
Never rehearse on your real event.
Check-ins are permanent records — they can't be removed — and they count in the real event's attendance, reports and export. That includes test scans made while setting up devices, days before the event.
name+test1@yourorganization.com), so any confirmation emails reach your team. Tickets and registrationVersion 453 adds a sound on every scan, reads one badge at a time, stops repeated “already checked in” lines, and lets you switch between the front and back camera. Check each of these on the practice event with the devices and stands you'll use on the day.
On the practice event, on your actual devices and stands.
On the practice event. Every team member operates their own device.
Devices don't share anything with each other while offline, and walk-ins have no QR code. The email address is the only thing that connects the same walk-in across devices. This drill proves it.
| # | Phone A (entrance) | Phone B (a session door) |
|---|---|---|
| 1 | Both connected: Scan QR Code shows Online · N cached. Phone A on Whole event; Phone B selects a session. | |
| 2 | Airplane mode on both. Both show Offline · N cached — not NO ROSTER. | |
| 3 | Walk-in “Drill Test”, email name+drill@yourorganization.com → Saved offline | Search that email → not found (expected: Phone A's walk-in isn't on this device) |
| 4 | — | Add as walk-in — email is pre-filled; enter the same name → Saved offline (checked into Phone B's session) |
| 5 | Check in an existing test attendee by name | Check in the same attendee by name |
| 6 | Admin Panel on both: “On this phone” lists the waiting check-ins and the walk-in with its email. | |
| 7 | Reconnect Phone A, then Phone B. Wait until both reach pending 0 (Sync Status → Sync Now if needed). | |
Acceptance criteria — all must be true after sync
name+drill@… in the export — not two.Tick only what you verified in the rehearsal.
On the real event, before doors open. Not another rehearsal.
Only the device knows what it still holds. The web shows what has arrived, so a device that never synced looks the same as one with nothing to send. Bring every device to 0 before anyone leaves the venue.
Every device, every day, before leaving the venue.
Before any device is packed, shipped or handed to someone else.
| Problem | Recovery action |
|---|---|
| Staff can't see the event | Lead checks the Team page: invitation accepted and Active, and they signed in with the invited email. Hand them the backup device meanwhile. Team access |
| Attendee list missing (NO ROSTER) | Connect, open Scan QR Code and wait for N cached. Until then, search by name only works online. Saving the list |
| QR code won't scan | Magnifier → search by name → confirm the email → Confirm Check-In. Check in by name |
| Attendee already checked in | Confirm it's the same person (name and email) and let them through. Don't add them again as a walk-in. |
| Walk-in email already exists | Choose the check-in option on Already registered to reuse that registration. Add a walk-in |
| Wrong session selected | Stop. Fix the selector and read the session name back before the next person. Note the names and times of the wrong check-ins for the lead — check-ins can't be removed or moved in the app. |
| Offline check-ins not syncing | Keep the device signed in and the app installed. Restore connectivity → Sync Status → Sync Now; anything under Failed → Retry Failed, then Sync Now. Still not 0, or Syncing doesn't go down: screenshot Sync Status and send it to support@webmobi.com with the device's label. Offline troubleshooting |
| A device was on the wrong event | Stop. Open the right event on that device and check Scanning into. The badges it refused were not recorded: scan those people again on the right event. Any it scanned offline show in Sync Status under Failed with the reason; discard them once those people are checked in. |
| A code under Failed isn't a badge | The camera read another QR code (a sign or a price tag). It isn't an attendee, so nobody is missing. Scan only WebMobi badges. |
| Can't tell devices apart on the web | Devices of the same model look alike. Use the stickers and the lead's list of which device was at which station. |
| Need to know who changed something, or who checked someone in | Web: the event → History. Content changes for edits; Check-ins for who, which session, staff member, device and offline. History |
| Two devices added the same walk-in | Don't create another registration. Sync both devices, then check the export and History → Check-ins: one registration for that email, with both check-ins. Different emails were used? Tell the lead — that's two registrations. |
| You need to | Guide |
|---|---|
| Create the practice event | Create an event |
| Add registrations and tickets | Tickets and registration |
| Set dates and time zone | Change your event's dates and time zone |
| Publish the event | Publish |
| Invite staff and check they're active | Who can manage your event |
| Save the attendee list on devices | Before the doors open |
| Scan badges (app) | Scan a QR badge · QR check-in deep dive |
| Check in by name | App · Web |
| Add walk-ins | App (online and offline) · Web |
| Work offline and sync | When the connection comes back · Several phones |
| Watch check-ins live | The check-in page · Check-in Console (Enterprise) |
| See who changed what, and who checked in whom | History: content changes and check-ins |
| Fix an offline problem | Offline troubleshooting |
| Check every device synced | Checking the result on the web |
| Export attendance and session lists | Exports · Session attendance |