Career fair software: register students, welcome walk-ins and give every employer a booth in the directory.
Students register on the fair’s page or at the door, staff check them in by QR code or by name, and the employer directory lists each company with its industry and booth number — on the event page and in the WebMobi app.
Student registration · walk-ins in one step · QR check-in on phones or a laptop · an employer directory with booths
What it is
A career fair has two audiences and one door. Students need a quick way to register and get in; employers need to be easy to find on the day; the careers office needs figures it can report. WebMobi handles all three in one event: a registration page, a check-in desk built for the many students who never registered, and an exhibitor directory that works as the employer list.
It is built for university careers services, student societies and recruiting teams who run their own fairs. One thing it is not: a tool for employers to collect students’ details at their booth. That limit is spelled out below, along with what students and employers do instead.
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.
Employers: the directory and the booth plan
Each employer is an exhibitor in the event. An exhibitor has a company name, a category and a booth number, and optionally a booth location such as “Hall A — Section 1”, a description, a website and a logo; any exhibitor can be marked as featured. Use the category for the industry — Engineering, Finance, Public sector — and students can filter the directory by it.
On the event’s public page the employer directory has a search box and a category filter, with featured employers shown first, and the same employers appear in the WebMobi app. Booth numbers are how students find their way across the floor, which is why the directory always carries one.
For a fair with dozens of employers, import them from a spreadsheet on the Exhibitors page: company_name, category and booth_number are required, up to 500 rows per file. Rows are matched on booth number, so a second employer given a booth that is already assigned fails with a message and the first stays put — a useful check on a floor plan that several people have edited.
The fair’s headline partners go in the sponsor list instead, which keeps your own tier wording — “Fair partner”, “Gold employer” — and the display order you set.
Students: registering before the fair
Students register on the fair’s event page with their first name, last name and email; phone, organization — their university or department — and dietary requirements are optional fields on the same form. Each registration gets its own QR code, sent in the confirmation email once emails are switched on for the event. Switch them on before you share the link: there is no resend button for students who registered while emails were off.
If the careers service already holds a list — students who booked through another system, for example — import it as a spreadsheet of up to 5,000 rows. Imported students get a registration and a code but no email from the import, so the desk checks them in by name.
The door: many students don’t register
At many fairs a good part of the crowd never registered. WebMobi treats them as walk-ins. On the web Check-In page, Walk-in opens a short form — first name, last name and an optional email — and Register and check in does both in one step. If the email matches an existing registration, staff are offered that student instead of a duplicate. The registration close date does not block walk-ins.
- Send registered students to one queue, where staff scan QR codes in the WebMobi app or on a laptop with a USB badge scanner.
- Send everyone else to a walk-in queue with its own desk, adding students on the web or in the app.
- Check in a registered student who has lost their code by name, email or registration number.
- Watch Attended rise on the Check-In page; the counts refresh every 15 seconds while it is open.
Employer talks, panels and CV clinics
Many fairs run employer presentations, panels or CV clinics alongside the hall. Add each as a session with its room, and add panellists as speakers so they appear on the event page and in the app. Staff at the room door choose that session before scanning, and the Analytics page then lists who attended each talk, with times, and exports it as a CSV file — a fair basis for deciding which formats to repeat next year.
After the fair
The careers office usually reports the same three figures: how many registered, how many came, and how many came without registering. Check-in Analytics shows Registered, Attended and the attendance rate. History lists each walk-in with the staff member who added them. Export List gives every registration with Attended (Yes or No) and the first check-in time — up to 500 registrations per file, so at a larger fair compare the row count with the Registered figure.
Pricing counts participants — people who register — not employers in the directory. The Free plan includes 50 participants a year, and a single fair can be bought as a one-off event pass from $49 for up to 49 participants; larger passes and plans are on the pricing page. For campus events beyond the fair — orientation, open days, graduations — see event software for education.
What it does not do
Written down here so you find out now, not on event day.
No lead retrieval or candidate scanning for employers
Employers cannot scan students’ QR codes, collect CVs or export a list of the students who visited their booth. Only your check-in staff scan codes. If an employer wants a student’s details, the student gives them directly.
No custom registration questions
You cannot add questions such as degree subject or graduation year to the form.
No CV uploads or interview scheduling
Students cannot attach a CV, and there is no booking of interview slots with employers.
No badge printing
Students show the QR code from their confirmation email, on a phone or on paper. WebMobi does not design or print badges.
Walk-ins have no phone field, and app walk-ins no ticket
The walk-in form takes a name and an optional email. To choose a ticket type for a walk-in, add them on the web.
Lists stop at 500
Export List and the Manual Check-In search cover up to 500 registrations. At a larger fair, scan codes rather than searching by name.
Read the step-by-step guides
The screens, labels and checks for each step are in the product guide on events.webmobi.com.
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.
Attendee QR codes: what they contain and how they are scanned
When a registration gets a code, how it is delivered and scanned — and that badge printing is not offered.
Bulk import sessions, speakers, sponsors, exhibitors and attendees
An import adds and updates but never deletes; matching, file limits, column mapping, the Event Info sheet.
Admin access, walk-ins, Check-in Console, dates and event URL
Who can run the desk, adding a walk-in on the web, and the History check-in audit.
Session check-in, attendance and the analytics report
Recording who attended each session on the web and in the app, re-entry, and the attendance export.
Export attendance, check-in lists and your agenda to CSV
The three CSV exports, what each file contains, its time zone rules and its limits.
What each plan includes is on the pricing page.
Career fair questions
Can employers scan students’ badges at their booth?
No. WebMobi has no lead retrieval for exhibitors: employers cannot scan student QR codes or download a list of the students who visited them. Codes are scanned by your own check-in staff.
How do students who didn’t register get in?
As walk-ins. Staff type a first and last name — and an email if the student has one — and register and check them in in one step, on the web or in the app.
Can students search the employer list?
Yes. The directory on the event page has a search box and a category filter, with featured employers shown first, and the same employers appear in the WebMobi app.
Can we import employers and booth numbers from a spreadsheet?
Yes. The Exhibitors page imports up to 500 rows, with company name, category and booth number required. A booth number that is already taken is reported, and the employer already in that booth is left unchanged.
Can we ask for a student’s degree or graduation year?
No. The registration form takes name, email, phone, organization and dietary requirements, and nothing you add yourself.
Do students need the app?
No. They can register on the web and show the QR code from their confirmation email. The app is there for browsing the employer list and the talks.
Can we count attendance at employer talks?
Yes. Check students into the talk at the room door; the Analytics page lists who attended each one, with times, and exports it as a CSV file.
Does the check-in desk need Wi-Fi?
The web check-in page does. The WebMobi app scans QR codes without a connection on iPhone and Android and syncs later; adding walk-ins in the app while offline is on iPhone today.
Set up the fair, the employer directory and the walk-in desk.
Create the event, import employers with their booth numbers, and switch emails on before you share the registration link.