Getting Started with WebMobi — from zero to a live event

Two things to prove

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.

Completing steps isn't enough: each step has a Pass when result that must be verified — especially duplicates, reports and cross-device sync.

1. Why a dry run

Event-day failures are almost always preparation failures. Teams recognise these:

A staff member can't sign in, or never accepted the invitation.
A phone never saved the attendee list, so nobody can be found when the Wi-Fi drops.
Nobody knows what to do with someone who isn't on the list — walk-ins end up on paper.
Two desks add the same walk-in with different emails and the person is counted twice.
A session door checks everyone into the wrong session.

2. When to rehearse

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). 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.

3. Roles and access

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

Mandatory test: every staff member's row on the event's Team page shows Active, and they have opened the event on their own device with their own account. An unaccepted invitation is the most common reason someone “can't see the event” on the day. How to invite and check your team

Good to know

Everyone signs in with their own account — don't share one login across devices.
Keep one backup device signed in and ready.

4. Practice event

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.

Create a new event named, for example, “Your event — practice”, with 2–3 sessions. Create an event
Add 8–10 registrations using your team's own addresses (for example name+test1@yourorganization.com), so any confirmation emails reach your team. Tickets and registration
Invite every staff member to the practice event as Admin. Invite your team
Everyone installs or updates the WebMobi Events app (version 453.0.0 or later) and signs in.

5. Scanner update (app 453)

Version 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.

Scanner update · 20 minutes

On the practice event, on your actual devices and stands.

0 of 8 checked

1. Update every device to 4533 minOn every iPhone and iPad your team will use: App Store → WebMobi Events → Update. WebMobi Events on the App StorePass when: The App Store page for the app shows version 453.0.0 or later on every device, and the button reads Open.
2. Scan sound2 minOn the practice event → Scan QR Code, scan a test attendee's badge. Then tap the speaker button in the bar under the title, scan again, and turn the sound back on.Pass when: One rising beep and the right name, checked in. With the speaker off, scans are silent.
3. Already checked in2 minScan the same badge again. Then hold one badge still in front of the camera for about 10 seconds.Pass when: Two lower beeps and a line saying they're already inside; the report's count doesn't go up. The badge held in front of the camera adds one line, not a new line every second.
4. One badge at a time2 minHold two test badges inside the white square at the same time. Then put one badge just outside the square with another inside it.Pass when: With two in the square: 2 badges in view · Nobody was checked in — show one badge at a time, and nobody is checked in. With one outside the square, only the badge inside it is read.
5. Front or back camera3 minPut the tablet on its actual stand. Tap the camera button in the bar under the title to use the camera that faces the attendee, and scan a badge the way attendees will hold it. Close and reopen the app.Pass when: Badges scan from the side the attendee stands on, and after reopening the device still uses the camera you chose. The front camera usually needs the badge held a little closer and steadier.
6. Entrance scanners on In only2 minAt the entrance, set the scan mode to In only (the row In / Out · In only · Out only). With In / Out, scanning someone again more than a minute later checks them out.Pass when: On In only, the same badge scanned a minute later still says they're already inside — nobody is checked out.
7. Offline scan3 minTurn on airplane mode and scan a test badge. Turn airplane mode off and keep the app open for a minute. When the connection comes backPass when: Offline the line reads Checked in · queued; back online the pending count goes to 0.
8. Device shown in History2 minOn the web: the practice event → History → Check-ins. HistoryPass when: Every check-in from this test shows the staff member and the device — online check-ins too, not only offline ones.

Good to know

The buttons in the bar under the title are, from left: switch camera, sound on/off, and the sync list.
Each device remembers its own camera choice, so a stand facing attendees stays that way after a restart.
Session doors can stay on In / Out if people leave through the same door; the entrance should be on In only.

6. Team rehearsal

7. No-signal drill (two devices)

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

One registration for name+drill@… in the export — not two.
That registration has Phone A's event check-in and Phone B's session check-in (report: their name listed under Phone B's session).
The existing attendee from step 5 is counted once for the event, and once in each session they were checked into.
Pending is 0 on both devices; nothing under Failed.
On the web, History → Check-ins: Phone A's and Phone B's check-ins for that person are labelled Offline, show the time they were made at the desk, each device and each staff member; Walk-ins added lists the person once.

Good to know

A different or mistyped email on the second device creates a second registration. Always read the email back to the attendee.
Never delete the app or sign out on a device with items waiting to sync — deleting the app deletes them.
Full detail: Using several phones · When the connection comes back

8. Readiness gate

9. Event-morning check

10. Troubleshooting

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. Still pending: note the reason shown and contact support@webmobi.com. Offline troubleshooting
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.

11. Where to find everything

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

Two things to prove

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.

Completing steps isn't enough: each step has a Pass when result that must be verified — especially duplicates, reports and cross-device sync.

1. Why a dry run

Event-day failures are almost always preparation failures. Teams recognise these:

A staff member can't sign in, or never accepted the invitation.
A phone never saved the attendee list, so nobody can be found when the Wi-Fi drops.
Nobody knows what to do with someone who isn't on the list — walk-ins end up on paper.
Two desks add the same walk-in with different emails and the person is counted twice.
A session door checks everyone into the wrong session.

2. When to rehearse

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). 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.

3. Roles and access

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

Good to know

Everyone signs in with their own account — don't share one login across devices.
Keep one backup device signed in and ready.

4. Practice event

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.

Create a new event named, for example, “Your event — practice”, with 2–3 sessions. Create an event
Add 8–10 registrations using your team's own addresses (for example name+test1@yourorganization.com), so any confirmation emails reach your team. Tickets and registration
Invite every staff member to the practice event as Admin. Invite your team
Everyone installs or updates the WebMobi Events app (version 453.0.0 or later) and signs in.

5. Scanner update (app 453)

Scanner update · 20 minutes

On the practice event, on your actual devices and stands.

0 of 8 checked

1. Update every device to 4533 minOn every iPhone and iPad your team will use: App Store → WebMobi Events → Update. WebMobi Events on the App StorePass when: The App Store page for the app shows version 453.0.0 or later on every device, and the button reads Open.
2. Scan sound2 minOn the practice event → Scan QR Code, scan a test attendee's badge. Then tap the speaker button in the bar under the title, scan again, and turn the sound back on.Pass when: One rising beep and the right name, checked in. With the speaker off, scans are silent.
3. Already checked in2 minScan the same badge again. Then hold one badge still in front of the camera for about 10 seconds.Pass when: Two lower beeps and a line saying they're already inside; the report's count doesn't go up. The badge held in front of the camera adds one line, not a new line every second.
4. One badge at a time2 minHold two test badges inside the white square at the same time. Then put one badge just outside the square with another inside it.Pass when: With two in the square: 2 badges in view · Nobody was checked in — show one badge at a time, and nobody is checked in. With one outside the square, only the badge inside it is read.
5. Front or back camera3 minPut the tablet on its actual stand. Tap the camera button in the bar under the title to use the camera that faces the attendee, and scan a badge the way attendees will hold it. Close and reopen the app.Pass when: Badges scan from the side the attendee stands on, and after reopening the device still uses the camera you chose. The front camera usually needs the badge held a little closer and steadier.
6. Entrance scanners on In only2 minAt the entrance, set the scan mode to In only (the row In / Out · In only · Out only). With In / Out, scanning someone again more than a minute later checks them out.Pass when: On In only, the same badge scanned a minute later still says they're already inside — nobody is checked out.
7. Offline scan3 minTurn on airplane mode and scan a test badge. Turn airplane mode off and keep the app open for a minute. When the connection comes backPass when: Offline the line reads Checked in · queued; back online the pending count goes to 0.
8. Device shown in History2 minOn the web: the practice event → History → Check-ins. HistoryPass when: Every check-in from this test shows the staff member and the device — online check-ins too, not only offline ones.

Good to know

The buttons in the bar under the title are, from left: switch camera, sound on/off, and the sync list.
Each device remembers its own camera choice, so a stand facing attendees stays that way after a restart.
Session doors can stay on In / Out if people leave through the same door; the entrance should be on In only.

6. Team rehearsal

7. No-signal drill (two devices)

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

One registration for name+drill@… in the export — not two.
That registration has Phone A's event check-in and Phone B's session check-in (report: their name listed under Phone B's session).
The existing attendee from step 5 is counted once for the event, and once in each session they were checked into.
Pending is 0 on both devices; nothing under Failed.
On the web, History → Check-ins: Phone A's and Phone B's check-ins for that person are labelled Offline, show the time they were made at the desk, each device and each staff member; Walk-ins added lists the person once.

Good to know

A different or mistyped email on the second device creates a second registration. Always read the email back to the attendee.
Never delete the app or sign out on a device with items waiting to sync — deleting the app deletes them.
Full detail: Using several phones · When the connection comes back

8. Readiness gate

9. Event-morning check

10. Troubleshooting

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. Still pending: note the reason shown and contact support@webmobi.com. Offline troubleshooting
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.

11. Where to find everything

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

Event-day dry run: prove your team is ready

Two things to prove

On this page

1. Why a dry run

2. When to rehearse

3. Roles and access

Good to know

4. Practice event

5. Scanner update (app 453)

Scanner update · 20 minutes

Good to know

6. Team rehearsal

Team rehearsal · 45 minutes

7. No-signal drill (two devices)

Good to know

8. Readiness gate

Readiness gate

9. Event-morning check

10-minute event-morning check

10. Troubleshooting

11. Where to find everything

Event-day dry run: prove your team is ready

Two things to prove

On this page

1. Why a dry run

2. When to rehearse

3. Roles and access

Good to know

4. Practice event

5. Scanner update (app 453)

Scanner update · 20 minutes

Good to know

6. Team rehearsal

Team rehearsal · 45 minutes

7. No-signal drill (two devices)

Good to know

8. Readiness gate

Readiness gate

9. Event-morning check

10-minute event-morning check

10. Troubleshooting

11. Where to find everything