Offline Events

The offline event functionality can be used for both open events like graduate fairs and for invite only events. Before going to the event the recruiter loads the event on their device and bookmarks the offline event page. Once at the event the recruiter can open the page without internet access and select the event if multiple are loaded on the device. The page displayed will have, on the left hand side, a list of pre-registered applicants who can simply “check-in” by clicking their name (the email address is also included to avoid confusion in case of homonyms). On the right hand side will be a “register” button for candidate who haven’t done so before the event. They will be asked to fill in a simple (customisable) form with their contact details so they can be contacted after the event. For invite only events the feature is the same but rather than letting the candidates “check-in” the recruiter can keep the device and check IDs before admitting the candidates to the event.

Upon return to the office, the recruiter simply syncs the event data to the live system and the applicants who have attended the event are moved to the appropriate status. If a candidate registers multiple times, only one application will be created. There is no need for a separate event workflow.

For a real life example, go to System 478 - "Configuration Guide" & see process flows:

"Event - Open"
"Event - Closed"
[edit] Configuration Notes

This is an example of config and you can tweak it and change the names depending on the client's requirements but it shouldn't deviate much.

Create a Status group with the status at which the application should be displayed in the “check-in” list. If not all will be displayed. E.g. Event - Registered.

Make sure that the Flag for "Pre-Registered at Event" is ticked against this status group.

Create a new Status called "Event - Offline Registration" and tick the "Offline Entry Point" box.

Create a new status called "Event attended - Registration Pending"

Create an Offline Registration form with first name, Last Name, email at minimum. Keep it short as this will be filled in during events. NOTE: Make sure that every item on the offline registration form is of type "application" or the sync to live will not work.

In the Event process flow, create a new Prompt rule with the Offline Registration form with the next status set to "Event attended - registration pending". Roles should be all just in case.

Create a new auto rule at the "Event attended - registration pending" status for an autoscore to flag the candidate has having registered offline.

Create a new auto rule at the "Event attended - registration pending" for an email to be sent to the candidate asking them to complete the full Event Registration form.

Create a new manual/prompt rule at the "Event attended - registration pending" status for the candidate to fill in the full Event Registration form with the next status set to "Event - attended".

Be careful when using validation on the items on the Offline Registration Form. When offline the system processes regex slightly differently which can cause issues when synching back to the server. if the global email validation doesn't work use this expression instead:

\A(?i)[a-z0-9!#$%&'*+\/=?^_`{|}~-]+(?:\.[a-z0-9!#$%&'*+\/=?^_`{|}~-]+)*@(?:[a-z0-9](?:[a-z0-9-]*[a-z0-9])?.)+[a-z0-9](?:[a-z0-9-]*[a-z0-9])?\Z