Event software for government teams: controlled access, offline check-in and a record of who was admitted.
Run briefings, industry days, training and stakeholder workshops on WebMobi. Keep an event out of public listings with an access code, check people in where phones have no signal, and read afterwards who let each person in, on which device, at what time.
Access codes · offline check-in in the app · a History of every check-in · rehearse on a test event first
What WebMobi does for a public-sector event
WebMobi is self-service event software. A government team creates the event, loads its programme and attendee list, publishes it and runs the door with phones or a laptop — without a lengthy implementation, and without a vendor operating the event on its behalf.
This page is for the people who organise events inside agencies, public bodies and national laboratories: the programme office running an industry day, the training unit running a course at a secured site, the communications team hosting a stakeholder briefing. It covers the questions that come up first — who can see the event, who on the team can change it, how admission is recorded, what happens in a building with no mobile signal — and, just as plainly, what WebMobi does not provide.
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.
The questions a public body asks first
| The question | What WebMobi does |
|---|---|
| Can we keep the event off public listings? | Yes. Protect it with an access code and WebMobi’s Discover page never lists it. Invited people enter the code you send them to open the event. |
| Who on our team can change it? | Your organization’s owners and admins, the person who created the event, and teammates added to the event with the permissions you tick. Organization members have read access, not editing rights. |
| Can we show who was admitted, and by whom? | Yes. History lists every check-in with the attendee, the time at the desk, the session, the staff member signed in, the device, and whether it was made offline. |
| What if the building has no mobile signal? | The WebMobi app keeps checking people in offline and sends each check-in when the phone reconnects, with the time it was made at the desk. |
| Can we rehearse without polluting the real record? | Yes. Publish a practice event as a test event; its registrations and check-ins can be deleted until it goes live. |
| Will it email attendees before we are ready? | Not until you decide. A new event sends no email until someone switches emails on for it. |
Keeping an event out of public view — and what that does not do
Many public-sector events are not secret, but they are not for the general public either: a supplier briefing for registered vendors, a workshop for one agency’s staff, an exercise for named participants. WebMobi gives you two controls for that.
- An access code. In the event’s app visibility settings, choose Code-Protected and generate a code. The event drops out of WebMobi’s public Discover listing, and invited people enter the code — in the WebMobi app or on the access-code page — to open it.
- A private preview before launch. A time-limited preview link lets colleagues who must approve the page see it before anything is published.
Be precise about what the code is. It keeps the event out of public listings and gives invited people a simple way in; it is not identity verification. A published event still opens at its own web address for anyone who has that address, and they can register there. Where attendance must be limited to named people, the check-in desk is the control point: staff compare the name shown after each scan with the person in front of them, and run your own ID check where the rules require one.
An attendee’s QR code holds a random short code rather than a name or an email, so a lost confirmation reveals nothing about the person by itself. The reverse also holds: whoever has a copy of the code can be checked in as that registration, which is why the name on screen matters.
Who on your team can do what
A public-sector event usually involves several people — a programme lead, a communications officer who edits the page, door staff on the day — and they should not share one login. WebMobi works with named accounts in an organization.
| Who | What they can do |
|---|---|
| Organization owner | Full rights over the organization, its events and its team. |
| Organization admin | Runs every event in the organization: content, registrations and check-in. |
| Organization member | Read access by default. To help with an event, they are added to that event’s team. |
| Event teammate | Exactly the permissions ticked on the event’s Team page — for example Edit event, Manage registrations or View analytics — and nothing more. |
Door staff need Manage registrations and nothing else. Give each person their own account: History records whoever is signed in on each device, so a shared login hides who admitted whom. Invitations expire after seven days, and removing someone from an event takes effect at once.
The record afterwards: History and the attendance files
After a public-sector event someone usually asks for evidence: who attended, which sessions they were in, and who let them in. WebMobi keeps two kinds of record.
History, on screen
Each event’s History has a Check-ins tab with one row for every scan or by-name check-in, repeats included: the attendee, the time at the desk, the session or Whole event, QR scan or by name, the staff member, the device, and an Offline label with the time the phone synced. A repeat scan reads “Already inside (not counted again)”, so the attendance figure stays right while the evidence of the second scan is kept. A Content changes tab lists changes to the event, its sessions, speakers and registrations, with each value before and after. History is read-only, and only the people who manage the event can open it.
Attendance files, as CSV
Two exports answer the usual requests. Analytics → Export CSV lists who attended each session, one row per visit, with in and out times in the event’s own time zone. Check-In → Export List gives every registration with Attended (Yes or No) and the first check-in time. Both are downloaded by hand from the web dashboard.
Secure buildings, basements and field sites
Government venues are often where phones struggle most: secured buildings, underground halls, remote facilities. Check-in in the WebMobi app does not depend on a signal. Each phone downloads the attendee and session lists while it is connected — up to 20,000 registrations for one event — and keeps checking people in when the signal drops. Every offline check-in keeps the time it happened at the desk, and the phone sends it when it reconnects. The event’s Check-In page then lists each device with when its check-ins last arrived and how many of today’s scans arrived late, so a lead can see whether a phone may still be holding some.
The web check-in page, which also works on a laptop with a USB badge scanner, needs a connection — so plan which desks use which. The details are on offline event check-in.
Rehearse without touching the real record
A check-in cannot be deleted once it is recorded. That is what makes the record worth having — and why test scans on the real event are a problem. WebMobi’s answer is a test event.
- Create a practice event with two or three sessions.
- Publish it as Test, not Live. It shows a TEST EVENT banner and takes up to 25 registrations.
- Invite your door staff, register a few colleagues and run the whole desk: scans, by-name check-ins, a walk-in and a no-signal drill.
- Open History on the practice event and confirm every check-in shows the right person, session, staff member and device.
Test registrations and their check-ins can be deleted until the event goes live. Going live is a separate, confirmed step that asks whether to keep or delete the test registrations, and it cannot be reversed.
What goes out, and when
A new WebMobi event sends no email at all until someone turns on Send emails for this event in its settings. That matters when a team loads a participant list during setup: the attendee import never emails anyone, whatever the switches say. When you are ready, turn emails on before registration opens, so people who register on the event page receive a confirmation carrying their QR code.
Once published, the event page and the WebMobi app show the agenda, speakers and partners you entered once. Speaker profiles appear without email addresses. Partner tiers keep your own wording — “government partner” or “host agency” rather than a fixed list — in the order you set.
WebMobi publishes its prices: the Free plan includes 50 participants a year, and Professional, for larger programmes, is priced at $1 per participant. Every plan and one-off event pass is on the pricing page.
What it does not do
Written down here so you find out now, not on event day.
No government authorizations or compliance certifications
WebMobi does not hold FedRAMP authorization or any other government or industry compliance certification. If your agency requires one for event software, WebMobi does not meet that requirement today.
An access code is not identity verification
It keeps the event out of public listings. Anyone with the event’s web address can still open the published page and register, and a QR code identifies a registration, not the person holding it — ID checks are yours.
History stays on screen
History cannot be exported, downloaded or edited. Content changes made on most dashboard screens and by spreadsheet import are attributed to “The system”, not to a named person.
Times in History follow the viewer
The Check-ins tab shows times in the time zone of the computer you view it on, and content changes are shown in UTC. The CSV exports use the event’s own time zone.
A recorded check-in cannot be removed or moved
A mistake stays on the record; send support the details. Rehearse on a test event, never on the real one.
Online check-ins by name or as a walk-in record no device
History names the staff member for them, but the device is left blank. Offline check-ins and app scans carry the device.
Offline is in the app only
The web check-in page needs a connection. Offline check-in by name and walk-ins in the app reach Android with the next Google Play update.
Read the step-by-step guides
The screens, labels and checks for each step are in the product guide on events.webmobi.com.
Event History and check-in audit trail
Who changed the event and who checked in whom — staff member, device, offline or not, repeat scans.
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.
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.
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.
Prepare check-in staff phones
A per-phone checklist: account, app version, the saved list and sessions, an airplane-mode test.
What each plan includes is on the pricing page.
Government event questions
Is WebMobi FedRAMP authorized?
No. WebMobi holds no FedRAMP authorization and no other government or industry compliance certification. If your agency requires one for event software, treat that as a gap.
Can we keep a government event out of public search?
Out of WebMobi’s own listings, yes. Protect the event with an access code and the Discover page does not list it; invited people enter the code to open it. The published page still opens for anyone who has its web address, so treat the code as a convenience, not a lock.
Can we see which staff member admitted each person?
Yes. History → Check-ins shows, for every check-in, the attendee, the time at the desk, the session, whether it was a QR scan or by name, the staff member signed in, the device when one was recorded, and whether it was made offline.
Does check-in work in a building with no mobile signal?
In the WebMobi app, yes. Each phone saves the attendee list while connected, checks people in offline and sends the check-ins when it reconnects, keeping the time at the desk. The web check-in page needs a connection.
Can we export attendance for our files?
Yes, as CSV files from the web dashboard: who attended each session with in and out times, and every registration with whether they attended and when they first checked in. Times are in the event’s own time zone, which the file names.
Can a rehearsal be kept out of the real attendance figures?
Yes. Run it on a separate event published as a test: its registrations and check-ins can be deleted until it goes live. A check-in on the real event cannot be removed.
Will importing our participant list email everyone?
No. The attendee import sends no email, and a new event sends nothing at all until someone switches emails on for it.
Are speakers’ email addresses shown publicly?
No. Speaker profiles on the event page and in the app are published without the speaker’s email address.
Run your next public-sector event on a record you can stand behind.
Create the event, rehearse the desk on a test event, and read History before anyone asks for it.