The event check-in app your door staff already know how to install.
Door staff use the WebMobi app on their own iPhone or Android phone: scan attendee QR codes, check people in by name, register walk-ins and choose the session. In the app, check-in keeps going with no signal and syncs when it returns; a web check-in page covers any laptop or browser.
iPhone and Android · offline QR scanning on both · each staff member signs in as themselves
What it is
WebMobi’s check-in app is the WebMobi app itself — listed as “WebMobi: Event App Builder” on the App Store and Google Play. Attendees use it to follow your event; staff who can manage registrations open the same event and get an Admin Panel with Scan QR Code, Manual Check-In and walk-ins. There is no second app to buy, no device to rent and nothing installed from a file.
This page is for the operations lead choosing how the door will run: which phones staff can use, what each phone can do with and without a signal, how to prepare the phones and the people, and what to know about the limits before event day.
WebMobi Event App Builder · Build and launch your event app yourself.
WebMobi Event App Builder is a self-service event app builder that helps conference organizers, associations, agencies and event teams create and launch branded event apps — with registration, check-in (including offline check-in and walk-ins), session attendance, agenda, speakers and exhibitors in one platform.
Which phones, and what each can do
Practically: any recent iPhone or Android phone can scan badges at an entrance or a session door, with or without a connection. If a desk must find people by name with no signal, or will register walk-ins in the app, give that desk an iPhone. A laptop or tablet in a browser can run the web Check-In page while the connection holds.
What staff do in the app
| On the door | In the WebMobi app |
|---|---|
| Scan a badge | Admin Panel → Scan QR Code. The person’s name is shown with the result, so staff can compare it with the person in front of them. |
| Someone without their badge | The magnifier at the top right: search a name or email, check the email under the name, then Confirm Check-In. |
| Someone not on the list | The person-plus at the top right: first name, last name and email, then Register and Check In. |
| A session door | The Scanning into button under the camera: choose the session. Whole event is the entrance. |
| Leaving times | Scanning mode: In / Out, In only or Out only. In only is the simplest at a door. |
| Sending queued check-ins | Tap Pending: N on the scan screen, or open Sync Status and choose Sync Now. |
Each person counts once however often they are scanned: a repeat scan is recorded as “Already inside” and not counted again, and a badge from another event is refused. Scanning into a session and the scanning mode are set per phone, and the scanner starts at Whole event each time it opens — so staff read the session name on the screen before the first scan and after every break. Session check-in in detail.
The web check-in page, for laptops and USB scanners
Not every desk needs a phone. The event’s Check-In page on events.webmobi.com works in any browser with a camera, and reads a USB badge scanner while “USB Badge Scanner Ready” shows — each scan checks the person in automatically. It has the same Whole event or session choice above its tabs, a Manual Check-In tab that searches name, email or registration number, and a Walk-in button whose form lets you pick a ticket.
| Web Check-In page · WebMobi app | |
|---|---|
| Runs on | Any browser with a camera, or a USB scanner · iPhone and Android |
| No connection | Does not work — its Offline badge only shows the connection dropped · keeps checking people in, syncs later |
| Walk-ins | Walk-in button, with a ticket choice · person-plus button, no ticket choice |
| Sessions | Session control above the tabs · Scanning into button under the camera |
The web page is also where the lead watches the desk: its Active Devices card lists each device that scanned for the event with when its check-ins last reached WebMobi and how many arrived late today, under one plain sentence — a device that hasn’t synced may still hold scans.
Giving staff access
Check-in is limited to people who can manage registrations for the event: the event creator, owners and admins of your organization, and teammates you invite to the event.
- On the web, open the event, choose the Team tile, then Invite teammate.
- Enter the staff member’s email and keep Manage registrations ticked — that is the permission check-in needs. Untick anything they should not do.
- Send the invitation. They accept from the email by signing in, or creating an account, with that same address.
- On their phone they sign in to the WebMobi app with the invited email, open the event and see Admin Panel.
- Invite people a few days early: invitations expire after 7 days, and a pending invitation gives no access.
- Give everyone their own account. The check-in record names the signed-in staff member on each check-in, so a shared login hides who checked in whom.
Preparing each phone before the doors open
Each phone carries its own copy of the attendee list and the session list. That copy is what lets the phone match badges and find names with no signal, so every phone needs it — downloaded as close to opening time as you can, while you still have a connection.
- Install or update the WebMobi app and sign in as the staff member.
- Open the event → Admin Panel → Scan QR Code, and allow camera access the first time.
- Stay on the screen until the line under the title reads “Online · N cached”, where N is your number of registrations.
- Turn on airplane mode: the line reads “Offline · N cached” with the same N. Search a name you know in Manual Check-In; it is found.
- Turn airplane mode off and set the door: Scanning into and the scanning mode.
| The scan screen shows | Meaning |
|---|---|
| Online · N cached | Ready. N should equal your registrations. |
| N of M cached | The download stopped early. Stay on the screen while connected, or reopen it. |
| NO ROSTER — offline scans cannot match | Nothing is saved yet. Connect and reopen the screen. |
| loading roster… | Still downloading. Wait. |
While a check-in screen is open and connected, the phone refreshes its list after every sync and every few minutes, so late registrations and walk-ins from other phones appear without anyone reopening it. What happens with no signal.
Rehearse on a test event, not the real one
Check-ins are permanent records: a test scan on the real event counts in its attendance and its export and cannot be removed. So WebMobi lets you publish a practice event as Test. It carries a TEST EVENT banner, its registrations and check-ins do not count and can be deleted, it takes at most 25 registrations, and it sells no paid tickets.
A two-phone drill worth running
Put two phones in airplane mode. On the first, add a walk-in with a test email; on the second, search for them, find nobody, and add them again with the same email into a session. Reconnect both. On the web the person appears once, with both check-ins, each labelled Offline with the staff member and the device — proof that your desks will join up on the day. Why email is the walk-in key.
What it does not do
Written down here so you find out now, not on event day.
The web Check-In page does not work offline
Its Offline badge shows the connection dropped; it queues nothing. Offline check-in is in the app.
By name offline and app walk-ins are iPhone-only today
Android gets them with the next Google Play update of the app. Badge scanning works offline on both.
No remote setup of phones
You cannot push the attendee list to a phone from the web or see there which phones are ready. Check each phone’s N cached.
The web cannot see check-ins still waiting on a phone
Active Devices shows when each device last synced, not what it still holds. Only that phone’s Pending count shows its queue.
A phone saves at most 20,000 registrations for one event
Beyond that the scan screen reads “N of M cached”.
App walk-ins have no ticket type
To choose a ticket for a walk-in, add them on the web Check-In page while connected.
Deleting the app loses what is waiting
Signing out keeps queued check-ins; deleting the app before it syncs deletes them.
No badge printing
WebMobi does not design or print badges. Attendees show the QR code from their confirmation email, on a phone or a printout.
The live Check-in Console is an Enterprise feature
Scanning, by-name check-in, walk-ins, Active Devices and the History record do not depend on it.
Read the step-by-step guides
The screens, labels and checks for each step are in the product guide on events.webmobi.com.
Prepare check-in staff phones
A per-phone checklist: account, app version, the saved list and sessions, an airplane-mode test.
Check-in on multiple phones: what syncs and what doesn’t
What each phone keeps, what meets on the server, and laying out desks with no signal.
Check-in with or without a QR code, walk-ins, and working offline
Which way to check someone in, preparing phones, and what each phone shows with no signal.
Event-day dry run: prove your team is ready
Rehearse check-in on a practice event, including a two-phone no-signal drill.
What each plan includes is on the pricing page.
FAQ
Which app do our door staff use?
The WebMobi app — “WebMobi: Event App Builder” on the App Store and Google Play. Staff sign in with their own account, open your event and choose Admin Panel; the check-in screens are there. Nothing is installed from a file.
Is it a separate app from the one attendees use?
No. It is the same app. What a person sees depends on their access: attendees see the event, and people who can manage registrations for it also see the Admin Panel with Scan QR Code and Manual Check-In.
Does it work on Android as well as iPhone?
Yes. Scanning QR codes works online and offline on both. Checking people in by name while offline, and adding walk-ins in the app, are on iPhone today and reach Android with the next Google Play update of the app.
What if there is no internet at the venue?
Each phone saves the attendee and session lists while it is connected, keeps checking people in without a signal, and sends every check-in — with the time it happened at the desk — when the connection returns. Prepare every phone before the doors open.
How many phones can we use?
As many as you need. Phones do not talk to each other: each keeps its own list and queue, and everything meets on WebMobi’s server when it syncs. A person checked in on two phones is counted once.
What access does a staff member need?
An account that can manage registrations for the event: the event creator, an owner or admin of your organization, or a teammate invited on the event’s Team page with the Manage registrations permission who has accepted the invitation.
Can we use a USB barcode scanner or a laptop instead?
Yes, on the web. The event’s Check-In page runs in any browser with a camera, and reads a USB badge scanner while “USB Badge Scanner Ready” shows. It needs a connection; offline check-in is in the app.
Can staff practise without spoiling the real numbers?
Yes. Create a practice event and publish it as Test: it carries a TEST EVENT banner, and its registrations and check-ins do not count and can be deleted. Check-ins on the real event are permanent, so never test there.
Run the door from the phones your team already carries.
Create your event, invite your door staff, and rehearse on a test event before the real one.