Event Check-In Guide

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

• An active Handshake employer account with the Events module
  • To create an account, 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 collected check-in data offline at an event, you'll need to reconnect your device to the internet. This will allow you to sync these check-ins with Handshake.
    • If you turn off your device without uploading the data, reopen the kiosk on the same device. That will 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.
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1. Click Events or Fairs from the left navigation bar in Handshake.

2. Select the event or fair you want to set up the kiosk for.

3. Click the Kiosk setup tab. 

Click the black button Create kiosk to configure a new kiosk, or select to use an existing template. 

• Learn more about Reusing Check-in Kiosk Templates.

• If you have deactivated a kiosk, click the ellipsis icon in the upper-right corner of the page, then select Activate kiosk for students. 

• To configure a kiosk for an in-person fair with multiple dates and times, select your registration date and time from the dropdown menu located above the Welcome message section. 

Next, enter a Welcome message (optional)– a message to display to students on the kiosk when they scan the check-in QR code. 

Note: the character limit is 500. 

Next, choose which information you want to collect at check-in. Click on each respective toggle to make the field required. 

Note: a student's first and last name, as well as their email address, are always required.

The Basic info section contains optional fields for Course category, Institution, and Graduation date.

The Job aspirations section contains optional fields for Job locations, Type(s) of employment, Areas of interest, and relevant job opportunities.

You can customise the responses that candidates can select from for job locations, areas of interest, and relevant job opportunities.

• 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 want to showcase in the search bar to help refine your results. Each job will feature an unique job ID # to help identify the job(s) selected. 

The Competencies section allows candidates to select skills they want to add.

The Custom questions section allows you to collect additional details from your attendees. 

Learn more about Adding Custom Questions to your Check-in Kiosk. 

Once you are finished, click the black button Save to complete your check-in kiosk setup.

Note: fields configured as optional or required can be edited after launching a kiosk. To do so, navigate back to the event, click the Check-in kiosk setup tab, update the form as needed, then save your changes.

Students will check in with your company, either through a check-in kiosk or by scanning a QR code.

 Offline check-Ins

• We offer offline check-ins for locations with limited or no internet connectivity.
• Offline mode only functions if the student already has the mobile app installed on their phone (available for both iOS and Android).
• If a student cannot access the internet and does not have the mobile app installed, we are unable to provide assistance in these cases.

QR code check-ins

• QR code check-ins require the student’s mobile connection.
• If a student is offline when checking in via QR code, their check-ins will be recorded once they reconnect to the internet.
• When a student with the mobile app scans a QR code to check in, their profile data will be pre-filled, even if they are offline.

Custom questions and offline mode

• Custom questions set up in the check-in kiosk might not be visible if a student uses a QR code to check in while offline.
• If the student loses internet after the custom questions have loaded, they will be able to see and answer them.
• If there is no internet when the QR code is initially scanned, the student will still check in, but the custom questions will not be shown or recorded.

To learn more about how a student checks in to your event, check out Attending a recruiting event or career fair.

Before the event or fair 

Launch the kiosk, enter a test email, and confirm that students' check-ins are displayed. If you notice any issues, you should contact your Handshake POC before students begin to arrive.

For better accessibility, print out the QR code on the day of the event and ensure multiple copies are available, allowing students to use their own devices to check in.

To print your event or fair QR code, click the grey button Print event QR code or Print booth QR code in the upper-right corner of the page.

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. Then, click on the Candidates tab to view the students who have RSVP'd and/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

Keep candidates engaged with follow-up messages, or streamline attendee management using evaluations, notes, and labels.

• You can message all checked-in candidates, including those without a Handshake profile, via the email address they used to check in.
• Candidates with an active Handshake account will receive messages within Handshake.
• Candidates without a Handshake profile will receive messages via email and can respond directly if your company has enabled replies to employee email addresses within their Company Settings: Global Settings.