Setting up attendance before the event (organizers)

2 min readUpdated 2026-09-29

Everything below is on the event detail page, in both the Employer and the Partner portal. The buttons have the same names in both.

1. Attendance & visibility

Open Attendance & visibility. There are four options:

  • Private event — the event is not listed on the Projob events page, in search results, or in the sitemap. Anyone with the direct link can still open it and register. Useful for internal or invitation-only events.
  • Accept Projob members on the spot — a member who has not registered is registered automatically when their Projob ID or name tag is scanned.
  • Accept guests without an account — guests write their name, email and phone at the desk; you record them afterwards.
  • Guests can receive a certificate — only for guests who gave both email and phone, and whose email belongs to a Projob account.

At a paid event the last three options do not apply: only registered participants with a paid ticket can enter.

2. Sessions

To record attendance per session (talks, workshops, classes), make sure the sessions exist — in the Event Sessions section of the event detail page (Employer) or under the Sessions button (Partner). Without sessions the scanner still works at the Venue entrance.

3. A scanner link for each desk

  1. Open Scanner links.
  2. Enter a Desk name (e.g. Front desk, Hall B) and press Create scanner link.
  3. Copy the PIN right away. It is shown once and cannot be shown again. If it is lost, create a new link.
  4. Send the link and the PIN to the volunteer at that desk, preferably in separate messages.

Whoever holds the link + PIN can only record attendance for this event; nothing else. A link stays valid until one day after the event ends. If a link leaks or a volunteer changes, press Revoke: any desk using it is signed out immediately. Five wrong PINs lock that link for 15 minutes.

4. On-site preparation

  • Try one link the day before, on the phone that will be used at the desk.
  • If you accept guests without an account, prepare a sign-in sheet: name, email, phone, organization. It is uploaded later as an Excel file — see Recording guests without an account.
  • Share the desk volunteer guide with your volunteers.