AGM registration and sign-in, with an attendance record for the minutes.

An annual general meeting needs a dependable front door: a way for members to say they are coming, a desk that signs them in quickly, and a record afterwards that the secretary can rely on. WebMobi provides those three things for associations, co-operatives, clubs and companies holding their AGM in person.

Know the boundary before you plan. WebMobi records who registered and who signed in, with the time of each sign-in. It does not handle the meeting’s formal business — the decisions, and how they are counted. What it leaves out is listed under What it does not do, below, in plain terms.

1. When the notice goes out

Create the event with the meeting’s date, time and venue, and set its time zone: every time in the sign-in record is written in it. Give it an access code before you publish, so it never appears on WebMobi’s public Discover listing, and print the code and the event address in the notice. The address is safe to print. Renaming the event never changes it, and if you change the address later the old one keeps forwarding — links to pages inside the event included.

2. Building the list of members

Members can register themselves on the event page, which asks for a name and an email, with phone and organization optional. Or import your member register: a .csv or .xlsx file of up to 5,000 rows, with your column headings mapped to WebMobi’s and the valid rows, warnings and errors shown before anything is written. An import never removes anyone and skips members already registered with the same email. The attendance export lists each member’s name and email, so it can be matched back to your register by email.

3. Confirmations and codes

If members should arrive with a QR code, they need the confirmation email: switch on Send emails for this event before registration opens, because nothing is sent until you do. Members you import are not emailed by the import, so the desk signs them in by name.

4. The sign-in desk

On the day, staff open the event’s Check-In page on a laptop or a phone, or use the WebMobi app. A member with a code is scanned; a member without one is found by name, email or registration number. A guest, or a member who never registered, is added as a walk-in and signed in in one step, and the registration close date does not block it. The Attended figure at the top of the page rises as people arrive, and the list refreshes every 15 seconds.

5. After the meeting

Export List downloads every registration with Attended (Yes or No) and the first sign-in time, written as YYYY-MM-DD HH:MM:SS in the event’s time zone with the zone named. History shows each sign-in with the staff member who made it, so a disputed attendance can be checked. The sign-in records themselves cannot be edited or deleted.

A QR code identifies a registration, not a person: whoever holds a copy of a member’s confirmation can be signed in as that member. The access code is the same for every member. Neither replaces your own identity check. If your rules require one, put it at the desk — the name shown after each scan is the cue to compare with the person in front of you.

Give each desk volunteer their own account, added to the event with only the Manage registrations permission, so History records who signed in whom. Send the invitations a few days ahead and check that each one has been accepted — an invitation expires after seven days, and a pending one gives no access.