Check-in with or without a QR code, walk-ins, and working offline

Every way to get people through the door with the WebMobi Events app — including when the venue has no signal.

Offline check-in works in the mobile app only. The web check-in page needs a connection.

You need the WebMobi Events app version 452.0.0 (iOS build 19) or later for check-in by name offline and walk-ins in the app, and an account that can manage registrations for the event (the event creator, an organization owner or admin, or an event admin).

Before event day: rehearse check-in with your team on a practice event and pass the readiness gate. Event-day dry run: prove your team is ready

1. Which way to check someone in

The person	Connected	No connection
Has their QR badge	Scan it in the app, or on the web Event Check-In page	Scan it in the app
Registered, no badge	App Manual Check-In, or the web Manual Check-In tab	App Manual Check-In (search by name or email)
Not registered (walk-in)	App Walk-in, or the web Walk-in button	App Walk-in — email required
Walk-in added earlier (at this or another phone), now at a session	App Manual Check-In — search their name	Same phone: search their name. Another phone: Add as walk-in with the same email
Registered with a different email than they give you	Search by name first; add a walk-in only if you can't find them	Same — a new email creates a second registration

Door staff can stay on the Scan to Check In screen all day: the two buttons at the top right open check-in by name (magnifier) and walk-in (person with a plus).

2. Before the doors open (while you still have a connection)

Each phone keeps its own copy of the attendee list. Do this on every phone you'll use, as close to opening as you can.

1Update the app to version 452.0.0 (iOS build 19) or later and sign in.
2Open your event, then Admin Panel. The attendee list and the session list start downloading to the phone.
3Open Scan QR Code and wait until the bar under the title reads Online · N cached, where N is your number of registrations. (Or open Manual Check-In: it reads N attendees saved for offline search.)

How to confirm it worked

The bar shows N cached with the full number. N of M cached means the download stopped early — stay on the screen until it finishes.
Turn on airplane mode, open Manual Check-In: your sessions are listed with Offline — showing the sessions saved on this device., and searching a known name finds them.

Good to know

Any of Admin Panel, Scan QR Code or Manual Check-In downloads the list when opened while connected. A phone that never opened one of them while connected has no list: the scanner reads NO ROSTER — offline scans cannot match and offline name search finds nobody.
People who register after a phone downloaded its list aren't on that phone. Open a check-in screen again while connected to refresh it.
Keep phones charged and signed in. Don't delete the app while check-ins are waiting to sync — that deletes them.

3. Scan a QR badge

1Admin Panel → Scan QR Code. Check the session under the camera.
2Point the camera at the badge.

You see	Meaning
The person's name, checked in	Online — recorded now.
Checked in · queued	Offline — saved on the phone, sent when connected.
Already inside · queued	Offline — this phone already checked them in. Not counted twice.
Not in local list · queued for sync	Offline — the badge isn't in this phone's list (for example a late registration). It is saved and matched when connected; let them in if their badge is for this event.

4. Check in by name (no QR code)

For someone who is registered but doesn't have their badge. Works online and offline.

1On Scan to Check In, tap the magnifier at the top right (or Admin Panel → Manual Check-In).
2Choose a session, or Event-Level Check-In. Opened from the scan screen, it uses the session already selected there.
3Type at least two letters of their name or email.
4Tap the person, then Confirm Check-In.
5Choose Check In Another or Done.

How to confirm it worked

Connected: Success. Offline: Checked in (offline) — it is sent when the phone reconnects.
Checking in the same person again shows Already checked in; nothing is counted twice.

Good to know

Offline, search covers the list this phone downloaded, plus walk-ins added on this phone.
Offline, the sessions shown are the ones saved on the phone, the same list the scan screen uses — so badge scans and by-name check-ins count toward sessions the same way.
Search matches name and email, not the registration number.
If the signal drops while you tap Confirm, the check-in is saved offline instead of lost.
Can't find them? Tap Add as walk-in — use the email they registered with and they'll be matched to their registration, not duplicated.

5. Add a walk-in

Walk-ins don't get a QR code. After they're added, every later check-in — into a session, or at another desk — is done by name in Manual Check-In. Their email is what connects all of those check-ins to one person when the phones sync, so capture it every time.

1On Scan to Check In, tap the person-with-plus button at the top right. (Also: Admin Panel → Walk-in, or Add as walk-in when a name search finds nobody.) From the scan screen, the check-in counts toward the session selected there.
2Enter First name and Last name.
3Enter Email. Required when offline; optional when connected.
4Optionally enter Phone.
5Tap Register and Check In, then Add Another or Done.

You see	Meaning
Registered and checked in	Connected — they're registered and checked in now.
Saved offline	Offline — registered and checked in on this phone; created on the server when it reconnects, with the time they actually arrived.
Already registered	That email already belongs to someone registered. Tap Check in [name] to check that person in instead of creating a second registration.
Walk-in Failed	The reason is shown — for example the ticket is sold out or the event is full.

How to confirm it worked

After syncing, the person appears on the web under the event's attendees as Checked In.
On the same phone, searching their name shows Already checked in.

Good to know

Why email is required offline: it is how the same person added on two phones, or someone who had already registered, becomes one registration when the phones sync.
Walk-ins added in the app have no ticket type. To choose a ticket, add them on the web while connected.
If confirmation emails are on for the event, an offline walk-in gets theirs when the phone syncs, not at the door.
Ticket, capacity and plan limits still apply. Offline, the phone can't check them — they're applied when it syncs (see Troubleshooting).

6. When the connection comes back

Syncing is automatic. While offline, the yellow bar reads Offline Mode Active · N pending sync. When the phone reconnects, walk-ins are created first, then every check-in is sent with the time it happened.

1Reconnect (turn off airplane mode or join Wi-Fi) and keep the app open for a minute.
2To sync now, tap Pending: N on the scan screen, or open the list icon at the top right → Sync Status → Sync Now.

How to confirm it worked

Sync Status shows Pending 0 and the check-ins under Synced.
On the web, the event's Checked In count includes them, and the Check-in Console lists the phone.
On the web, the event's History → Check-ins shows each one with Offline, the time it was made at the desk, the device and the staff member. History

Good to know

Sending twice is safe — a check-in that already arrived is not recorded again.
If someone was checked in on two phones, they're counted once.
Signing out doesn't delete waiting check-ins; they sync after someone with access to the event signs in again on that phone.
Items under Failed can be sent again with Retry Failed.

7. Using several phones

Phones don't share check-ins with each other directly. Everything meets on the server when each phone syncs.
Walk-ins don't get a QR code. Their email is how every phone recognises them.
While offline, a walk-in added on one phone can't be found by name on another. To check them in there — for example into a session — search their name, and when they're not found tap Add as walk-in and enter the same email. When the phones sync, everything joins one registration: their arrival and every session.
After the first phone syncs and the others open a check-in screen while connected, the walk-in can be found by name everywhere.
The same person added as a walk-in on two phones with the same email becomes one registration.
With different emails (or a typo), they become two registrations. Ask the attendee to type or read back their email at every desk.
After syncing, check History → Check-ins on the web: the same walk-in added on two phones appears once under Walk-ins added, with each phone's check-ins listed against that one person.
Recommended when you expect no signal: scan badges and check in by name at any desk, but add walk-ins at one walk-in desk.

8. Troubleshooting

What you see	What to do
Offline search finds nobody	The list wasn't downloaded on this phone. Reconnect, open Scan QR Code, wait for N cached. Meanwhile, add the person as a walk-in with the email they registered with.
Email is required to add a walk-in while offline	Ask for an email. If they have none, write the name down and add them on the web when connected (email is optional there).
Pending count doesn't go to 0 after reconnecting	Tap Sync Now. If it stays, you may have been signed out — sign in again. A walk-in the server refused (ticket sold out, event full, plan limit reached) stays pending: add that person on the web, where you'll see the reason.
You need to know who checked someone in, where, or whether it was offline	On the web: the event → History → Check-ins.
Someone appears twice on the web	They were added as walk-ins with two different emails. Email support@webmobi.com with both addresses and we'll help you tidy it up.
No magnifier or walk-in button on the scan screen	Update the WebMobi Events app to version 452.0.0 (iOS build 19) or later.

Back to Getting Started

Check-in with or without a QR code, walk-ins, and working offline

Every way to get people through the door with the WebMobi Events app — including when the venue has no signal.

Offline check-in works in the mobile app only. The web check-in page needs a connection.

Before event day: rehearse check-in with your team on a practice event and pass the readiness gate. Event-day dry run: prove your team is ready

1. Which way to check someone in

The person	Connected	No connection
Has their QR badge	Scan it in the app, or on the web Event Check-In page	Scan it in the app
Registered, no badge	App Manual Check-In, or the web Manual Check-In tab	App Manual Check-In (search by name or email)
Not registered (walk-in)	App Walk-in, or the web Walk-in button	App Walk-in — email required
Walk-in added earlier (at this or another phone), now at a session	App Manual Check-In — search their name	Same phone: search their name. Another phone: Add as walk-in with the same email
Registered with a different email than they give you	Search by name first; add a walk-in only if you can't find them	Same — a new email creates a second registration

Door staff can stay on the Scan to Check In screen all day: the two buttons at the top right open check-in by name (magnifier) and walk-in (person with a plus).

2. Before the doors open (while you still have a connection)

Each phone keeps its own copy of the attendee list. Do this on every phone you'll use, as close to opening as you can.

1Update the app to version 452.0.0 (iOS build 19) or later and sign in.
2Open your event, then Admin Panel. The attendee list and the session list start downloading to the phone.
3Open Scan QR Code and wait until the bar under the title reads Online · N cached, where N is your number of registrations. (Or open Manual Check-In: it reads N attendees saved for offline search.)

How to confirm it worked

The bar shows N cached with the full number. N of M cached means the download stopped early — stay on the screen until it finishes.
Turn on airplane mode, open Manual Check-In: your sessions are listed with Offline — showing the sessions saved on this device., and searching a known name finds them.

Good to know

Any of Admin Panel, Scan QR Code or Manual Check-In downloads the list when opened while connected. A phone that never opened one of them while connected has no list: the scanner reads NO ROSTER — offline scans cannot match and offline name search finds nobody.
People who register after a phone downloaded its list aren't on that phone. Open a check-in screen again while connected to refresh it.
Keep phones charged and signed in. Don't delete the app while check-ins are waiting to sync — that deletes them.

3. Scan a QR badge

1Admin Panel → Scan QR Code. Check the session under the camera.
2Point the camera at the badge.

You see	Meaning
The person's name, checked in	Online — recorded now.
Checked in · queued	Offline — saved on the phone, sent when connected.
Already inside · queued	Offline — this phone already checked them in. Not counted twice.
Not in local list · queued for sync	Offline — the badge isn't in this phone's list (for example a late registration). It is saved and matched when connected; let them in if their badge is for this event.

4. Check in by name (no QR code)

For someone who is registered but doesn't have their badge. Works online and offline.

1On Scan to Check In, tap the magnifier at the top right (or Admin Panel → Manual Check-In).
2Choose a session, or Event-Level Check-In. Opened from the scan screen, it uses the session already selected there.
3Type at least two letters of their name or email.
4Tap the person, then Confirm Check-In.
5Choose Check In Another or Done.

How to confirm it worked

Connected: Success. Offline: Checked in (offline) — it is sent when the phone reconnects.
Checking in the same person again shows Already checked in; nothing is counted twice.

Good to know

Offline, search covers the list this phone downloaded, plus walk-ins added on this phone.
Offline, the sessions shown are the ones saved on the phone, the same list the scan screen uses — so badge scans and by-name check-ins count toward sessions the same way.
Search matches name and email, not the registration number.
If the signal drops while you tap Confirm, the check-in is saved offline instead of lost.
Can't find them? Tap Add as walk-in — use the email they registered with and they'll be matched to their registration, not duplicated.

5. Add a walk-in

1On Scan to Check In, tap the person-with-plus button at the top right. (Also: Admin Panel → Walk-in, or Add as walk-in when a name search finds nobody.) From the scan screen, the check-in counts toward the session selected there.
2Enter First name and Last name.
3Enter Email. Required when offline; optional when connected.
4Optionally enter Phone.
5Tap Register and Check In, then Add Another or Done.

You see	Meaning
Registered and checked in	Connected — they're registered and checked in now.
Saved offline	Offline — registered and checked in on this phone; created on the server when it reconnects, with the time they actually arrived.
Already registered	That email already belongs to someone registered. Tap Check in [name] to check that person in instead of creating a second registration.
Walk-in Failed	The reason is shown — for example the ticket is sold out or the event is full.

How to confirm it worked

After syncing, the person appears on the web under the event's attendees as Checked In.
On the same phone, searching their name shows Already checked in.

Good to know

Why email is required offline: it is how the same person added on two phones, or someone who had already registered, becomes one registration when the phones sync.
Walk-ins added in the app have no ticket type. To choose a ticket, add them on the web while connected.
If confirmation emails are on for the event, an offline walk-in gets theirs when the phone syncs, not at the door.
Ticket, capacity and plan limits still apply. Offline, the phone can't check them — they're applied when it syncs (see Troubleshooting).

6. When the connection comes back

1Reconnect (turn off airplane mode or join Wi-Fi) and keep the app open for a minute.
2To sync now, tap Pending: N on the scan screen, or open the list icon at the top right → Sync Status → Sync Now.

How to confirm it worked

Sync Status shows Pending 0 and the check-ins under Synced.
On the web, the event's Checked In count includes them, and the Check-in Console lists the phone.
On the web, the event's History → Check-ins shows each one with Offline, the time it was made at the desk, the device and the staff member. History

Good to know

Sending twice is safe — a check-in that already arrived is not recorded again.
If someone was checked in on two phones, they're counted once.
Signing out doesn't delete waiting check-ins; they sync after someone with access to the event signs in again on that phone.
Items under Failed can be sent again with Retry Failed.

7. Using several phones

Phones don't share check-ins with each other directly. Everything meets on the server when each phone syncs.
Walk-ins don't get a QR code. Their email is how every phone recognises them.
While offline, a walk-in added on one phone can't be found by name on another. To check them in there — for example into a session — search their name, and when they're not found tap Add as walk-in and enter the same email. When the phones sync, everything joins one registration: their arrival and every session.
After the first phone syncs and the others open a check-in screen while connected, the walk-in can be found by name everywhere.
The same person added as a walk-in on two phones with the same email becomes one registration.
With different emails (or a typo), they become two registrations. Ask the attendee to type or read back their email at every desk.
After syncing, check History → Check-ins on the web: the same walk-in added on two phones appears once under Walk-ins added, with each phone's check-ins listed against that one person.
Recommended when you expect no signal: scan badges and check in by name at any desk, but add walk-ins at one walk-in desk.

8. Troubleshooting

What you see	What to do
Offline search finds nobody	The list wasn't downloaded on this phone. Reconnect, open Scan QR Code, wait for N cached. Meanwhile, add the person as a walk-in with the email they registered with.
Email is required to add a walk-in while offline	Ask for an email. If they have none, write the name down and add them on the web when connected (email is optional there).
Pending count doesn't go to 0 after reconnecting	Tap Sync Now. If it stays, you may have been signed out — sign in again. A walk-in the server refused (ticket sold out, event full, plan limit reached) stays pending: add that person on the web, where you'll see the reason.
You need to know who checked someone in, where, or whether it was offline	On the web: the event → History → Check-ins.
Someone appears twice on the web	They were added as walk-ins with two different emails. Email support@webmobi.com with both addresses and we'll help you tidy it up.
No magnifier or walk-in button on the scan screen	Update the WebMobi Events app to version 452.0.0 (iOS build 19) or later.

Check-in with or without a QR code, walk-ins, and working offline

On this page

1. Which way to check someone in

2. Before the doors open (while you still have a connection)

How to confirm it worked

Good to know

3. Scan a QR badge

4. Check in by name (no QR code)

How to confirm it worked

Good to know

5. Add a walk-in

How to confirm it worked

Good to know

6. When the connection comes back

How to confirm it worked

Good to know

7. Using several phones

8. Troubleshooting

Check-in with or without a QR code, walk-ins, and working offline

On this page

1. Which way to check someone in

2. Before the doors open (while you still have a connection)

How to confirm it worked

Good to know

3. Scan a QR badge

4. Check in by name (no QR code)

How to confirm it worked

Good to know

5. Add a walk-in

How to confirm it worked

Good to know

6. When the connection comes back

How to confirm it worked

Good to know

7. Using several phones

8. Troubleshooting