Event Check-In Guide

To setup and launch the check-in kiosk, the following items are needed: 

• an active Handshake employer account with Event Manager
  
  • For steps, refer to Create an Employer User Account, Join a Company, and Connect with Institutions.
  • If you get an error "You do not have permission to do that" when you try to save or launch the kiosk, reach out to your company profile Owner or Admin to request access. Refer to A Guide to Employer Role Types in Handshake.
• internet and browser-enabled devices (tablets, iPads, laptops, etc)
  • We recommend that you have more than one device to avoid student traffic congestion.
• a supported browser
  • Chrome (recommended) 
  • Firefox (recommended)
  • Safari
  • MS Edge
• an internet connection
  Note: while an internet connection is required to set up and launch the kiosk, it's not required during the event.
  • If connectivity is slow or unstable during an event, the kiosk will continue to collect student data in offline mode.
    • If you've collected check-in data in offline mode at an event, you'll need to reconnect your device to the internet to sync these check-ins with Handshake.
    • If you shut down your device without uploading the date, relaunch the kiosk on the same device to allow the check-in data to automatically upload to Handshake. 
• a paper printout of the QR code
  Recommended for employers with high traffic student volume and those who cannot bring a device.

1. Click on Events or Fairs from the left navigation bar in Handshake.

2. From the list, click on the name of the event or fair you'd like to setup the kiosk for.

3. Click the Check-in Kiosk Setup tab. 

Enter a Custom Kiosk Headline–the default text is "Welcome to our event! We hope you enjoy our event."

Note: click the blue button Activate check-in to configure the kiosk, if applicable.

• When configuring a kiosk for a virtual fair with multiple dates and times, select your registration date and time in the dropdown date and time picker above the Custom Kiosk Headline.

Next, choose which information you'd like to collect at check-in. You can have up to 5 required fields. Click on each respective toggle to make the field required. 

• First name, Last name, and Email are auto-selected and required by default, and cannot be un-selected.

The Basic Info section also contains Course, Institution, and Graduation Date as optional fields to include. 

The Job Aspirations section contains Job locations, Job type, Areas of interest, and specific jobs that can be added to the form. For Job locations and Areas of interest, you can configure the responses that candidates will be able to choose from during the check-in process. 

• Type in each respective search bar to configure responses. 

Select Include relevant job opportunities to allow candidates to express interest in relevant jobs posted by your employer on Handshake. Enter the title of the job(s) you'd like to showcase in the search bar to help refine your results. Each job will feature a unique job ID # to help identify the job(s) selected. 

The Competencies section currently has an option for candidates to select skills they’d like to add.

For in-person events and fairs, click Save to save your changes. For virtual events and fairs, click Save kiosk settings. 

Note: fields configured as either optional or required can be edited after you launch a kiosk. In this case, navigate back to the event, click the Check-in Kiosk Setup tab, update the form as desired and re-launch. 

Tip: we highly recommend printing the QR code before launching the kiosk, as well as having a few copies available–this enables multiple students to check in at the same time using their personal device.

Before the event or fair 

Launch the kiosk, enter a test email, and verify check-ins are showing up in the RSVPs table.
If you notice any problems, give your Handshake POC a call and we can help troubleshoot before students show up.

During the event or fair 

Always launch a kiosk even if you have QR Codes printed

• While QR codes help fast-track students, a backup device with an active kiosk allows students to enter their email address on your device.

Avoid multiple browser tabs open at the same time

• Make sure you're not doing two things at once on the same device. If you log back into Handshake while simultaneously trying to use the kiosk, check-ins won't be recorded.
• You can be logged in on different devices - e.g. one account running on your laptop and another on your iPad.

Take Note of Participants to Follow-up With

On a separate device, log in to Handshake and navigate to the Event, and click on either View RSVP List or the RSVPs tab. From this view, you can view students who RSVPed or checked in.

• Students who have checked in should display immediately. However, there may be a slight delay. If you notice that certain students aren't appearing on the list, refresh the page after 2–3 minutes.

After the event or fair

Follow up with students by sending them a message, or manage attendees with evaluations, notes and labels to follow-up more efficiently.

Note: you are only able to message students who have an active Handshake account.