Walk-in days
Run a hiring day at a venue: QR check-in, tokens, a live queue, rooms with panels, a waiting-area TV and a summary at the end.
On this page
What a walk-in day is
A walk-in day is one hiring day at one venue. Candidates scan a QR code at the gate, find their application (or apply in a minute) and get a token, such as A-014. They wait; a free room calls them; the panel scores them and decides on the spot. A TV in the waiting area shows who is called to which room.
Everyone stays in their normal pipeline. Checking in moves the application to the role's interview step, the room creates an ordinary in-person interview with the usual scorecard, and the decision uses the usual outcomes (next step, on hold, not selected, hired). Reports, emails, onboarding and the timeline all work as they always do.
Setting a day up
- 1New walk-in day: a name, the drive, the date, check-in hours and the venue (one of the drive's locations).
- 2Roles & rounds: tick the roles. For each, choose the interview steps from its pipeline that happen on the day: round 1, round 2… Optionally add a test while waiting (optional, or required before the interview, with a pass mark).
- 3Rooms & panels: add a room per panel. Choose its rounds and roles, the team members who score there, and optionally a room link with a PIN for guests without an account. Add question prompts for the panel.
- 4Check-in & queue: self check-in, new applicants, how people are found (phone, email, reference), automatic or manual calling, time to reach the room, calls before 'missed', rejection email timing, and more.
- 5Messages & TV: the words candidates read, what the TV shows (tokens only, or first names), the chime.
- 6Review: the checklist must be clear, then Publish. Print the QR poster from the Overview.
A role's pipeline needs a panel (human interview) step. For a quick start, create a pipeline from the Walk-in day template (Pipelines → New → Walk-in day): two panel rounds, then final approval.
Inviting applicants (optional)
The Invitations tab lists open applications for the day's roles. Invite them and they get the date, the venue and a personal check-in link (one tap at the gate), plus a reminder the evening before. The desk sees who is expected. Anyone can still walk in without an invitation.
On the day
- The day goes live by itself when check-in opens (or press Start the day now).
- Candidates scan the QR, find their application or apply, and get a token and a page that shows how many people are ahead and roughly how long it will take. When called, the page turns green, vibrates and says which room.
- The help desk (the Live help desk tab) checks in people without a smartphone (and prints a token slip), gives priority, sends people to rooms, changes someone's role, admits people who need a decision, records results, pauses check-in and writes a message for the TV.
- Rooms press Call next (or calling is automatic), Candidate is here, fill the scorecard, and decide: Next round today, Next step, Hold, Not selected or Hire (if the room may hire). Result later is for paper scorecards; the desk records it afterwards.
- The TV (Overview → Open the TV screen) shows the calls, who is next, the rooms, your message and the check-in QR.
| Situation | What happens |
|---|---|
| Already applied | Found by phone, email or reference; one tap to check in. |
| New applicant | A short form (name, phone, email, optional resume, the role's required questions). The application starts at the day's interview step, so no screening call is made. |
| Closed earlier, in a cooldown, already hired | They are sent to the help desk, which can admit them anyway (or not). |
| Came for two roles | One token; the queue takes them role by role (if allowed in the settings). |
| Called and did not come | Called again after the time you set, then marked missed. They (or the desk) can put themselves back in the queue. |
| Left early | "I have to leave" on their phone, or the desk marks them as left. |
| Required test below the pass mark | Interview anyway, the help desk decides, or closed as not selected: your choice. |
| Wrong person came in | "Wrong person" sends them back to their place in the queue. |
| Better for another role | "Better for another role" makes a new application for that role; same token, back in the queue. |
| Panel on a break | "Take a break": nobody is called to that room until "Back from break". |
| Too crowded | Pause check-in (the QR page says so); the queue goes on. |
Ending the day
End the day asks what to do with people still waiting: mark them as left, schedule them normally (they appear on Final round), or invite them to another walk-in day. Rejection emails held for the end of the day go out. The Summary tab shows the funnel, outcomes, waiting times, results per role, room and interviewer, check-ins by hour, tests, and everyone who came, with a CSV download.
Copy to another date reuses the whole set-up for the next day. Room links get new codes; set their PINs again.
Who can do what
| Person | Can |
|---|---|
| Admin, HR manager, Drive admin | Set up and run walk-in days (Walk-in days: Manage). |
| Reviewer | See walk-in days, the live screen and the summary. |
| Interviewer on a room's panel | Open their room from Human interviews and score. |
| Guest with a room link | Open that room only, after entering the PIN. Scorecards carry the name they type. |
Check-in, the queue and rooms are free. A test taken while waiting is charged like any assessment.
Write to us, or use Report a problem inside the app. We usually reply within a working day.