Multi-day training and exercises: know who was in every session, on every day.
Build the programme as sessions, check participants in at each room door by badge or by name, add substitutes at the desk, and finish with a session-by-session attendance file in the event’s own time zone.
Session check-in and check-out · walk-ins for substitutes · offline in the app · CSV attendance export
What it is
At the end of a training course or an exercise, the question is rarely “how many came?” It is “who was in module three on day two, and when did they leave?” WebMobi records attendance per session. Staff choose the session on the web Check-In page or in the app, scan participants’ QR codes or find them by name, and every check-in counts toward that session. The Analytics page then lists each session with the names and times of the people in it, and exports it as a CSV file.
It suits multi-day courses, tabletop and field exercises, onboarding programmes and training weeks — any event where several sessions run across days and rooms, and where the attendance record matters after everyone has gone home.
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.
Build the programme as days, rooms and sessions
Each block of the course is a session with a start and end time and, if you want them, a track, a level, a day number and a day label such as “Day 2 — Field phase”. Rooms are locations within the venue, so a session can sit in “Hall B” or “Syndicate room 3”. Set the event’s time zone before anything else: session times are read and shown in it.
For a long programme a spreadsheet is faster than typing. The Sessions page imports up to 500 rows from a .csv or .xlsx file, and an import only ever adds — it never deletes a session, so a mis-saved file cannot empty the timetable. Import your instructors as speakers first, and each session row can name who leads it. Exporting the agenda writes every time as the event’s wall-clock time, so the next cohort’s programme can be edited in a spreadsheet and imported into its own event without sessions shifting by hours.
Getting participants on the list
There are three ways onto the list, and the choice changes how the door works.
| How participants are added | What it means on the day |
|---|---|
| They register on the event page | Each receives a QR code in the confirmation email — provided emails are switched on for the event before registration opens. |
| You import the nominal roll | Up to 5,000 rows per file, with name and email plus fields such as organization, job title or your own reference number mapped from your columns. Every imported participant gets a QR code, but the import sends no email — so plan to check them in by name. |
| They turn up unannounced | Staff add them at the desk as a walk-in — see substitutes below. |
An attendee import adds people and skips anyone whose email is already registered. It never removes anyone, so a participant who withdraws is taken off on screen.
The daily rhythm
Morning: arrival
One desk checks people in to Whole event — the arrival record. A session check-in also counts a person as attended, so if every module door is scanned you may not need a separate arrival scan. Keep one if you want to know who came through the building entrance each morning.
Each session: the room door
- On the web Check-In page, set Session to the module; in the app, tap Scanning into and choose it. The app starts at Whole event each time the scanner opens.
- Choose the scanning mode. In only records arrivals; In / Out scans out a badge that is already inside, so the record shows when each person left.
- Scan badges, or check people in by name from Manual Check-In.
- After every break, read the session name on screen before the next scan.
Someone who steps out and returns adds a second visit to the session while still counting as one attendee. A repeat scan of someone already inside is kept as evidence and not counted twice.
Evening: close the day
Bring every phone to zero before the team leaves: on each device, Sync Status should show nothing pending or failed. On the web, the Check-In page lists each device with when its check-ins last arrived and how many of today’s scans came in late, so the lead can see that every phone has reported.
Substitutes, late joiners and the field site
Training rosters change. When a substitute arrives, add them as a walk-in: first and last name, an email if they have one, and one tap to register and check them in — into Whole event, or straight into the current session. If the email is already registered for the event, staff are offered that person instead of a second registration. Registration close dates do not block walk-ins, but ticket, capacity and plan limits still apply.
At a field site the WebMobi app works without a signal. Badge scans and session check-ins are saved on the phone with the time they happened, and sent when it reconnects. An offline walk-in needs an email, because the email is how two phones that added the same person end up with one registration.
The attendance record at the end
| You are asked for | Where it comes from |
|---|---|
| Who attended each session, with times | Analytics → Export CSV, section “Session Check-ins”: session, attendee, checked in at, checked out at — one row per visit. |
| Headcount per session, and re-entries | The same file, section “Session Attendance”: people and visits for each session. |
| Every participant, attended or not | Check-In → All Attendees → Export List: name, email, registration number, Attended (Yes or No) and first check-in, for up to 500 registrations. |
| Who checked a particular person in, on which device | History → Check-ins, on screen. |
Times in the files are written as YYYY-MM-DD HH:MM:SS, 24-hour, in the event’s own time zone with the zone named, so an exercise run across time zones does not produce a file that reads two ways. Export after the last phone has synced — each file is a snapshot of that moment.
Rehearse first, and what a course costs
Instructors and door staff can practise on a separate event published as Test: it carries a TEST EVENT banner, takes up to 25 registrations, and its registrations and check-ins can be deleted. Practice scans on the real course would stay in its attendance record for good.
A single course or exercise can be bought as a one-off event pass — from Event Lite at $49 for up to 49 participants, to Event Professional at $999 for up to 999 — or covered by a plan if you run training all year. Everything is on the pricing page.
What it does not do
Written down here so you find out now, not on event day.
No learning management system
WebMobi records attendance. It does not deliver course content, run assessments or connect to an LMS.
No certificates or credits
It does not issue completion certificates or training credits. Use the attendance export as the input to your own process.
No per-person transcript
There is no single report of every session one participant attended. The export lists people per session; History shows one person’s check-ins on screen.
Export List stops at 500
The participant file holds at most 500 registrations. For a larger cohort, rely on the per-session attendance report as well.
A wrong session cannot be corrected at the desk
A check-in cannot be moved to another session or removed, and the app does not stop staff scanning into a session that has already ended.
Leaving times are for sessions only
Arrival at the event has no out time. Use In / Out on session doors where departures matter.
Files are CSV, downloaded by hand
No .xlsx or PDF, no scheduled export, and nothing exports from the mobile app.
Read the step-by-step guides
The screens, labels and checks for each step are in the product guide on events.webmobi.com.
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.
Build the program
Sessions, speakers and sponsors — by hand or by spreadsheet, and what an import never does.
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.
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.
Training and exercise questions
Can we record attendance for each session of a multi-day course?
Yes. Staff choose the session before scanning — on the web Check-In page or with Scanning into in the app — and each check-in counts toward that session. The Analytics page lists every session with the names and times of the people in it.
Can we record when participants leave a session?
Yes. Scan in In / Out mode, where a badge already inside is scanned out, or use Out only at the exit. The report then shows an Out time next to the In time for that visit. A check-in by name is always an arrival.
Does WebMobi issue training certificates or credits?
No. It records who attended which session and exports that record. Issuing certificates or credits happens outside WebMobi.
Does it connect to our learning management system?
No. There is no LMS connection. Attendance leaves WebMobi as CSV files you download from the web dashboard.
What if a participant has no badge?
Check them in by name: on the web, search by name, email or registration number; in the app, by name or email. Imported participants are not emailed a code, so by-name check-in is the normal route for them.
How do we add a substitute on the day?
Add them as a walk-in on the web or in the app: a name, an email if they have one, and register-and-check-in in one step — straight into the current session if you choose it first.
Does it work at a field site with no signal?
In the WebMobi app, yes: badge scans and session check-ins are saved on the phone with the time they happened and sent when it reconnects. Offline check-in by name and walk-ins are on iPhone today.
Can we fix a check-in made into the wrong session?
No. A check-in cannot be moved or removed once recorded, which is what keeps the record trustworthy. Note the names and times and contact support, and read the session name on screen before every scan.
Know who was in the room, session by session.
Build the programme, rehearse the desk on a test event, and export the attendance record when the last phone has synced.