Connect with candidates at in-person fairs

Use booth QR codes and connections to capture candidate info and follow up.

Article 18EmployersReviewed 2026-08-12

Goal

Help employers efficiently connect with candidates at an in-person fair, manage a booth line, and keep private notes on each conversation.

When to use this

Use this workflow during an in-person career fair when you want to:

  • Connect with candidates at your booth during an in-person fair by:
    • Let candidates join your booth queue by scanning a QR code
    • Capture walk-ups who cannot scan the QR code
  • Keep a record of who you spoke with, plus private notes and ratings for your team

Step-by-step: From opening the fair to connecting with candidates

1) Open the fair from your homepage

  1. Go to your Withe homepage.
  2. Find the fair you are attending.
  3. Click View fair.
From your homepage, click “View fair” to open the fair you are attending.

2) Open “Your Booth”

  1. In the left navigation, click Your booth.
  2. This opens your booth view.
To access your live booth, click Your booth.

Understanding the two columns

Participants in queue

This is your live line. These are candidates waiting to speak with your booth. They appear here after scanning your booth QR code.

Connections

This shows the candidates you personally have connected with, plus any candidates you add manually.

Your booth view has two columns: “Participants in queue” (your live lineup) and “Connections.” (people you have already spoken with).

Ways candidates can connect with your booth

  1. From your booth view, click the black Connect button (top right).
  2. Choose Booth QR code.
  3. Display the QR code on a screen or print it.

Important: The fair organizer should print booth QR codes in advance, but you can also open and print your own QR code anytime.

Booth QR code: candidates scan to join your queue (if they are registered).

Option B: Booth connection form

If the candidate is not registered, or is unable to access the internet, they can use the Booth connection form on an employer device.

  1. Click the black Connect button (top right).
  2. Choose Booth connection form.
  3. Click Copy link to share it, or Open in new tab to keep it on a device at your booth.

Caption: Booth connection form: copy a shareable link or open the form in a new tab.

Option C: Manually create a connection

If the candidate is not registered, or is unable to access the internet, you can create them in the system without having to hand a device to the candidate. They will need to provide:

  • First name
  • Last name
  • Email
  1. In the Connections column, click Create a connection (the + button).
  2. Enter the candidate’s details.
  3. Click Create.

Once a candidate is manually created, they will receive an email after the conversation prompting them to upload their resume.

Manual connection: add a candidate using first name, last name, and email.

Connecting with someone in the queue

1) Start the conversation

  1. In Participants in queue, find the candidate.
  2. Click the green Connect button next to their name.
Click “Connect” to open the candidate profile and begin the connection.

2) Review profile and capture private feedback

After you click Connect, you can:

  • View the candidate’s profile
  • View their resume (if uploaded)
  • Leave a private rating and notes for your team

Connection feedback (notes and ratings) are only visible to your organization. They are not shared with the candidate or the organizer.

Candidate connection view: open resume, select a rating, and add internal notes.

What happens after you finish reviewing a candidate?

Once you complete a connection and submit your notes and rating:

  • That candidate will remain in your Connections tab
  • You can return at any time to:
    • Re-open their profile
    • Update notes
    • Change their rating

Connections do not disappear when the conversation ends.

How connections are shown to employers

During the fair

  • The Connections column only shows candidates you personally connected with
  • Each hiring manager sees their own connections only
  • You will not see connections made by other teammates in your booth

This keeps each recruiter’s notes and ratings private and easy to manage.

After the fair

  • When the fair ends, the organizer or employer admin will receive a post-fair report
  • That report includes all candidates your team connected with, combined into one view
  • Individual notes and ratings are still preserved per recruiter

Summary

  • Your booth view is personal to whoever is logged in
  • Your Connections tab is yours and can be updated anytime
  • Team-wide visibility happens after the fair, via reporting
  • Candidates never see your internal notes or ratings

Common questions

Do candidates go into the queue automatically after scanning the QR code?

Yes, if they are registered for the fair. Scanning the booth QR code routes them into your Participants in queue.

Can we still capture someone who is not able to join the queue?

Yes. Use Manual connection if they can provide their name and email.

Who can see our notes and ratings?

Only your organization. Candidates will not see your internal notes or rating.

Do we need to use our own QR code if the organizer printed one?

No, the organizer’s printed QR code should work. Your team can also open and print the QR code from Withe anytime as a backup.

Troubleshooting

“I scanned the QR code but I’m not in the queue.”

Common reasons:

  • The candidate is not registered for the fair yet
  • The candidate is signed into the wrong account
  • Connectivity issues on-site

Quick fix: Ask the candidate to register (or confirm registration), then scan again. If needed, use Manual connection.

We want a backup method in case the line gets busy

Use both:

  • Booth QR code for quick queue entry
  • Booth connection form open on a device for self-entry
  • Manual connection for walk-ups or accessibility needs