Best Practice: Staff & Volunteer Instructions for Fair Day

Best Practice: Staff & Volunteer Instructions for Fair Day

Hello Team,

Thank you for supporting our upcoming college fair. To ensure accurate attendance reporting and a smooth experience for students and exhibitors, we will be using barcode scanning at check-in. Please review the information below prior to event day.

Student Check-In Scanning with GTCF MobileScan

We have enabled the (Staff Only) Check In Scanning profile in the free GTCF MobileScan app provided by GoToCollegeFairs. This profile is for staff and volunteers only and should be used at the entrance to scan student registration barcodes as students arrive.

Why check-in scanning is important:

  • Confirms that students have their barcode ready upon entry

  • Ensures each student is scanned at least once for accurate attendance reporting

  • Provides a fast and efficient check-in process

Important note about on-site registration:
If an attendee registers on-site, it may take up to two minutes for their information to synchronize within the system. If a barcode is scanned before synchronization occurs, the app may display “Invalid Barcode.” This is expected behavior. Please wait briefly and scan again once the information has synced.

Instructions for Staff and Volunteers

  1. Download the GTCF MobileScan App on your mobile device

  2. Tap College Fairs on the main screen

  3. Locate and select your event

  4. Choose the (Staff Only) Check In Scanning profile

  5. Begin scanning student barcodes

View this video demonstration to walk you through these steps.

On-Site Registration Support

If a student does not have a barcode, please direct them to the designated registration area or table for assistance. Registration can be completed by:

  • The student scanning the QR code on the provided flyers via their mobile device, or

  • Using the registration URL on the provided laptops, if applicable

Once registration is complete, allow a brief moment for the student’s information to sync before scanning their barcode.

Thank you for your help in making check-in smooth, accurate, and student-friendly. We appreciate your support and look forward to a great event!

Best regards,
[Org Name]

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