An optional offline mode will support event-specific features within Paradox’s Native App, empowering event attendees to seamlessly execute essential tasks through Paradox’s technology without relying on wifi. It is important to note that an event can only go offline when its data is downloaded to a device before the event takes place.

Important considerations for Offline Mode to work

• Host permissions are currently only possible on an iOS device. Host permissions are not available on Android devices.
• Both iOS and Android devices can be used as non-host devices during an event and connected to a host’s offline session.
• There can only be one host conducting an offline session during the event at a time.
• During the host’s offline Session, the host must keep their device open. The host’s device cannot enter sleep mode, and the native application cannot be closed.
  • If the device enters sleep mode or the native application is closed, the offline session for all connected non-host devices will be terminated.
• There must be more than one device working offline at a time. The host cannot be the only device working offline. The host must be connected to at least one non-host device for the Offline solution to function properly.
• Offline is only available through the Paradox Native Application.
• Offline is not supported on desktop, only through mobile devices (mobile cell phones and tablets).
• Offline is only supported for campus hiring events.

Preparation

Items to bring to a campus event

• Mobile Phone(s) &/or Tablets
  • Ensure that each device has the most up-to-date Paradox Native Application from the App Store download.
  • Device Types Supported and Not Supported
    • Supported:
      • iOS mobile devices (iPhone, iPad) can be used as either the host or non-host device.
      • Android (Mobile Phones, Tablets) devices can be used as a non-host device only.
    • Not Supported:
      • Offline mode is not supported via a Desktop or Laptop computer.
      • Android cannot be the host for an event.
• Local Area Network (LAN) Router
  • A local area network (LAN) is defined as a connected environment spanning a limited area that links computing devices within close proximity of each other by using ethernet and Wi-Fi technology. Most LANs connect to the Internet at a central point: a router.
    
     
  • How do I create the LAN environment while at a hiring event?
    • For convenient continuous mobility, it is recommended that clients use a router with integrated Wi-Fi. Below are the minimum specs required within the router to successfully work offline.
      • TP Link vendor: TP-Link N300, TP-Link AX1800
      • ASUS vendor: ASUS RT-AX1800S Dual Band

Below are device examples that have proven their support capabilities: 

Offline functionality

• How does data between the main CEM, the Host, and the Non-Host Devices transfer between one another?
  
  
  
  
  • The flow chart above illustrates how data is expected to flow between the various devices before, during, and after the hiring event.
• How does the LAN environment work in Paradox’s Offline Mode solution?
  
  
  
  • The router is creating a Local Area Network that is not connected to the internet creating an offline environment for the host and all non-host devices to connect and transfer data between each other. The host and all non-host devices must connect to the Wi-Fi router. 

User access

Host access and identifiers

An Allow for Offline Host permission is available to provide users the ability to download event data packages and be the host for hiring events when offline.

• By default, Company/Account Admins, Full User - Edit Everythings, and Power Users will have full access to this permission.

When a hiring event is created, users with hosting permission will have a host Identifier within the Team section of the hiring event.

The host Identifier is visible to all users within the hiring event on desktop, mobile web, and Native Applications.

Event team member access and device authentication

Only the team members who are added to a hiring event can access the event offline. When a team member is added to a campus hiring event, their user profile is assigned a Secret Key that will be used to authenticate their device used to join a host’s offline session. Each time that a team member is added to an event, they will have a unique Secret Key for that specific event. If the user is added to multiple upcoming hiring events, the Secret Keys for all of their events will be automatically added to their device when they log into the Paradox Native Application.

Authenticate a device

Devices must be authenticated before an event. A user who wants to authenticate their device will need to log into the Paradox Native app from the device they plan to use during the event. If they were listed as an event attendee, then their Secret Key will be tied to that device. If they do not have the required Secret Key tied to the device, they will be denied access to join the host’s offline session.

• Note: Every Secret Key is encrypted for security purposes. 

Host process

Step #1: Download the event data package before the hiring event starts

Before the hiring event, you must determine who is designated as the host of the event. The host can be anyone who is added to the hiring event and has hosting permissions.

The host should access the campus event within the Paradox Native Application and download the event data package to the personal device that they plan to use during the hiring event. 

To download the event data package, follow the steps below.

1. Log into the Paradox Native Application from the device you plan to use during the event. Ensure that you have a strong wifi signal or cellular service.
2. Navigate to the Events page and open this event’s dashboard.
3. Click the Download Event Data button within the Offline Mode card on the event's Dashboard. It’s important to note that when the event data package is downloaded to your device:
   • The data will be encrypted and stored locally.
   • Only the data available at the time the download is initiated will be downloaded to your device. If a change is made to the event, it is recommended that the host re-downloads the event data package to receive the most updated and accurate event data.
   • Only Upcoming Campus Events can be downloaded.
   • Multiple users within the same hiring event can download the event data package. However, during the event, only one user can be the host at a time. 
     
     
      
4. A loading icon will display, indicating that the data is downloading. As the download occurs, the system will anticipate the total amount of storage required on your device to support the new data collected during the event.
   • Note: While the event data package is downloading, you can click the Cancel Download to pause the download and then click Stop Downloading in the confirmation modal that opens to officially stop the download.
5. When a download is successful, a Download Complete! message will display, and the user will be directed back to the event's Dashboard where a Ready to Host indicator within the Offline Mode card will display. The date and time of the download will also be displayed for reference.
   
   
    

When the event data package is successfully downloaded to the user’s local storage on their device, the Offline Mode card on the event's Dashboard will be in a Ready to Host state.

Download errors

A Download Failed page will display when one of the following errors occurs while the user is attempting to download the event data package:

• ❌ Connection Loss: You lost wifi or cellular service while downloading.
  • ✅ Solution → Reconnect to wifi or cellular service and retry.
• ❌ Storage Capacity Limit: You do not have enough storage on your device to download the event data package and/or support the anticipated data collected from the event.
  • ✅ Solution → Increase the storage capacity that you have on your device.
• ❌ Download Timed Out: The system timed out while downloading the event data package.
  • ✅ Solution → There are several reasons why the system may timeout - your connection may be unstable, your device storage may be limited, etc. Please try the download process again.
• ❌ Power Source Loss: The device would lose power in the middle of downloading the event data.
  • ✅ Solution → Plug your device into a power source before attempting the download again.

When an error displays, click Retry Download to initiate the download again or click Cancel to return back to the event's Dashboard. The user may need to first resolve the issue before attempting to download the event data package. 

Sync Required state

If a Sync Required state appears in the Offline Mode card, it means that a change was made to the event after you initially downloaded the event data. Click the Sync Event Data button to re-download the event data package. When completed, the event will be in the Ready to Host state, and the Last Download time will be updated in the Offline Mode card.

Reasons / recommendations for a Required Sync

The offline mode for an event will move to a Sync Required state when one or more of the following changes to the event occurs:

• Specific edits were made to the hiring event:  
  • Event date, time, or location was edited.
  • The jobs attached to the event were changed.
  • The users added to the event team were changed. (Additions or removals; RSVP status updates will not trigger a sync required)
  • The event schedule was changed.
  • Updates to the pre-event or on-site registration conversation(s) in any way.
  • Updates to the Kiosk Mode template and/or the event form.
  • The evaluation attached to the event is changed in any way, if an evaluation survey is included within the event. Or if an evaluation survey is added to the event after the download occurred.
• Additional candidates are registered for the event or become scheduled for an interview during the event.
• Scheduled candidates cancel or reschedule their event interview. This can be a candidate or user-driven action that occurs.
• Users are added or removed as an Interviewer to scheduled interviews.
• Evaluations are completed on registered candidates.
• Candidate information is edited.

Step #2: Initiate Offline Mode at the start of the hiring event

As a host, there are two ways that you can initiate offline mode from their device. The first is through the Paradox Native App login screen or from the Event Dashboard.

Option #1: Initiating Offline Mode from Native App login screen

If you are logged out and not on wifi when you open the Paradox Native App, click the Access Offline Events button to access offline mode. You will be prompted to choose between two options: Host or Join a host. Select Host and then click the Next button.

Access Notes:

1. Host – The user should select Host if they are the designated host for the event, which is determined internally by the client and their team, and they have the event data package downloaded to their current device. There can only be one host per event.
2. Join a Session – All other users who are not the designated host for the event will join the host’s session. The majority of users at the event will select this option.

Host experience

If you have the event data package downloaded on your current device, select Host, and then click the Next button, you will be promoted to select the hiring event that you will actively host.

• Note: Only the hiring events that are downloaded to your current device will be available to select at this stage. 

After you select the hiring event that you are hosting, you will be prompted to input your email address. You must insert the email address that you previously used within the last 24 hours to log into the Paradox Native application on that specific device.

• If successful, you will progress to the next stage of the host / non-host device connection and authentication process. 
• If unsuccessful, a User Not Found error will display. To resolve this issue, you can either (1) re-enter your email address and/or (2) connect to either wifi or cellular service and log into the Paradox Native Application. After logging into the Paradox Native Application, you can initiate offline mode from the event's Dashboard. 
  
  

Option #2: Initiating Offline Mode from the event's Dashboard

Before initiating offline mode as the host, ensure that the offline data is in a Ready to Host state. If the offline data is not in a Ready to Host state, re-sync the event data package before initiating offline mode. 

Hosts can choose to initiate offline mode from the event's Dashboard as well by clicking the Start Offline Mode button within the Offline Mode card. 

A confirmation modal should then appear where you can click Go Offline to initiate offline mode or Cancel to close the modal. 

Clicking Go Offline will prompt you to choose between two options: Host or Join a host. Select Host and then click the Next button. 

Access Notes:

1. Host – The user should select Host if they are the designated host for the event, which is determined internally by the client and their team, and they have the event data package downloaded to their current device. There can only be one host per event.
2. Join a Session – All other users who are not the designated host for the event will join the host’s session. The majority of users at the event will select this option.

Step #3: Admit team members

When in offline mode, you must manually admit each team member/non-host device into the event. If a user is not admitted into the event by the host, they will not have access to the event data to take necessary actions during the event.

Admitting client/non-host devices via the host waiting room

If you designate yourself as the host, you will enter into a waiting room experience where the process of you connecting to other non-host devices at the event will immediately begin. 

You will be given a six digit access code that is randomly generated and that will automatically update every 2 minutes. All non-host devices at the hiring event will input this six digit code into their devices when prompted to do so to be admitted into the host’s waiting room.

• Note: The non-host device can input the current access code or the most previous access code – both codes will be accepted by the system. 

After the first non-host device successfully enters the six digit code, the host's waiting room will automatically display all waiting and admitted non-host devices. All non-host devices that are waiting to be admitted by you will be listed in the Waiting section while all devices that have been admitted by the host will be listed in the Admitted section.

To admit a non-host device into the event, click the Admit button next to the user’s name.

• Important Note: Currently, there is no limit on the total number of non-host devices that can be admitted into the same hiring event by the host.

Exit the waiting room

At any time, you can exit the waiting room experience by clicking the Go to Dashboard button. When clicked, you will be directed to the event's Dashboard where you can begin taking action on candidates/users at the event.

• Important Note: The host is not required to admit a non-host device into the event to navigate to the event's Dashboard. 

Admitting non-host devices via the Team section offline 

When the user is working offline, a green Offline Mode pill will appear at the top of the user’s screen. This will display for all users within the event. 

The host will be notified when additional non-host devices request access to join their offline session via a count in the green Offline Mode pill and a blue dot icon listed next to the Team section. The count in the green pill is the total number of non-host devices currently requesting access to join the host’s offline session.

The host can continue to admit non-host devices into their offline session from the Team section during the event. The host’s Team section is modified for the offline experience and allows the host to continue to admit non-host devices into their offline session while the event is occurring. 

The following features are available to the host:

1. Session Code – This is the same six digit code that is randomly generated from the initial host/non-host device connection process.
2. Waiting – All non-host devices that are waiting to be admitted.
   • Note: If zero non-host devices are waiting to be admitted, the waiting section will not display to the host.
3. All Team Members – All non-host devices that are currently admitted into the host’s session.
   • Note: The host will display first followed by all admitted users in alphabetical order.

Non-host process

Step #1: Initiate Offline Mode at the start of the hiring event

If you are not the host of the event, there are two ways that you can initiate offline mode from your device. The first is through the Paradox Native App login screen or from the event's Dashboard.

• Note: These are the same two methods for the host.

Option #1: Initiating Offline Mode from Native App login screen

If you are logged out and not on wifi when you open the Paradox Native App, click the Access Offline Events button to access offline mode. You will be prompted to choose between two options: Host or Join a host. Select Join and then click the Next button.

Access Notes:

1. Host – The user should select Host if they are the designated host for the event, which is determined internally by the client and their team, and they have the event data package downloaded to their current device. There can only be one host per event.
2. Join a Session – All other users who are not the designated host for the event will join the host’s session. The majority of users at the event will select this option.

Option #2: Initiating Offline Mode from the event's Dashboard

Hosts can choose to initiate offline mode from the Event Dashboard as well by clicking the Start Offline Mode button within the Offline Mode card. 

A confirmation modal should then appear where you can click Go Offline to initiate offline mode or Cancel to close the modal.

Step #2: Connect to the same WiFi as the host

When Go Offline is clicked, the process of joining a host’s offline session will begin.

1. Allow Paradox Access

You may receive a pop-up notification asking permission for Paradox to find and connect to devices on their local network. You must click Allow for Paradox to find and connect to devices on their local network for the offline solution to work as expected. If you have allowed this access in the past, then this notification will not display.

If the user allowed Paradox to find and connect devices to their local network in the past.

2. Connect to the host’s WiFi

You must connect your device’s Wi-Fi to the same Wi-Fi network as the host. Select the appropriate Wi-Fi network from your device’s settings by either closing the app and navigating to your settings manually or clicking the “Go to WiFi Settings button. After connecting to the same Wi-Fi network as the host, click the Next button to progress to the next step in the process.

Connect by QR code

If your device is connected to the same Wi-Fi network as the host, but the Next button is not active, you can use the Connect by QRCode link to force the connection between your service and the host’s device.

When this link is clicked, your camera will open so that you can scan the QR code displayed on the host’s device. 

After scanning the QR code from the host’s device, your Safari browser will open with a pop-up notification. Within the pop-up notification, you must click Open. This will direct you back to Paradox’s Native Application where the Next button should become active.

Step #3: Input the host’s six digit access code

All non-host devices will be prompted to input the host’s six digit access code. This is randomly generated and available on the host’s device within the waiting room or the Team section.

Enter this code and click the active Submit button to validate the code.

• If the code is validated, you will enter a Waiting to be Admitted screen. The top header of this screen will update based on if the host has admitted the user into the event or not. Header statuses include:
  • Attempting to Join – You are in the host’s waiting room. You will stay here until the host admits you into the event.
  • Connecting to Host Device – The system is processing your admittance.
  • You’re In! – You have been admitted into the event by the host. Once admitted, you will be taken to the event dashboard.
• If the code is invalid, you will be prompted to re-enter the code from the host. The system will successfully validate the current code and the most recently passed code.

Step #4: Work in Offline Mode during the event

While in offline mode, both hosts and team members will have access to the following sections:

• Dashboard
• Promotions
• Candidates
• Schedule
• Jobs
• Team

Dashboard section

You will have access to the following cards within the Dashboard:

• Tasks – This card is where you can complete the only task available, which is the Assign Interviewer task.
• Offline Mode – This card is where you can exit the offline mode when you are ready.
  • Note: This card will not display 24 hours after the event passes.
• Career Fair Mode – This card is where you can launch Career Fair Mode, or essentially check in candidates, add new candidates, schedule interviews, and evaluate candidates.
• Schedule – This card will show a preview of the event’s full schedule found in the Schedule section. It will show when the next upcoming session is along with how many interviews have already been filled for that session. Clicking View Schedule will take you to the Schedule section.
• Interviews – This card will display how many total interviews have been scheduled for the event. For events that do not have interview sessions, this section will not display.
• Event Registration – This card details when the registration for the event will be ending. If no parameters were set when the User was building the event, then the date shown will be the event’s end date. In addition, this section will show the total number of candidates who are registered or scheduled for the event.

Promotions section

From the Promotions section, you can open Kiosk Mode, in which candidates can complete and submit an event registration form from your device.

Candidates section

From the Candidates section, you can view registered candidates in both the All Candidates and My Candidates tabs. You can complete the following actions from this section:

• View the Candidate Profile – Tap a candidate’s name to open and view their Candidate Profile.
  
  
   
• Add a candidate – You can add a candidate by scrolling down the All Candidates list and then clicking the Add Candidate button that appears.
  
  
   

Schedule section

The Schedule section will include 2 schedules:

• My Event Schedule – This schedule will display your personal schedule for the event. If you have an interview coming up, you can click the Check In button next to the candidate’s name when they have arrived. If you have open interview times, you can assign candidates to those sessions on the spot by clicking the action menu, or ellipses, within an available open interview time’s box and then assign to a candidate.
  
  
   
• Event Schedule – This schedule will display all sessions created for the event.
  • Calendar view – This view will display an overview of calendar sessions. Dark green blocks are interview sessions while all other session types will appear in Paradox blue. On the right-hand side, all sessions that are scheduled for the selected date will be listed. The sessions should be listed in order of next upcoming.
    
    
     
  • List view – This view provides a more granular view into the Event Schedule, allowing you to search the schedule, add interviewers and candidates, check in candidates, and navigate between event days, if the event takes place over multiple days.
    
    
     

Jobs section

From the Jobs section, you can only view the jobs that are tied to the event. Users cannot manage the jobs attached to an event while working offline.

Team section

The Team section will display all of the event team members and their non-host devices that are being utilized at the event. If you are the host, you will be able to admit any team members who are awaiting entry into the event.

Host’s experience

Team members who have an Admitted tag after their name have been admitted into the event by the host. Team members who are disabled have not been admitted into the event by the host

Non-host’s experience

Team members who have an In Session tag after their name have been admitted into the event by the host. Team members who are disabled have not been admitted into the event by the host.

Step #5: Exit Offline Mode end of event

You can exit offline mode in one of two ways from the event's Dashboard:

• Click the End Offline Session button in the bottom of the left panel.
  
  
   
• Click the End Offline Mode button from within the Offline Mode card.
  
  
  
   

A confirmation modal will then display where you can click one of two options:

• End Offline Session – If you are not the host, then this will terminate your session only. If you are the host, then this will terminate the session for all team members and their non-host devices.
• Cancel – This will close the modal and return back to the event's Dashboard.

After confirming that you would like to exit offline mode, your offline session will be complete, and you will be directed to the Paradox Native Application login screen.

Step #6: Upload event data to the CEM after the event

When the event concludes or after an offline mode session is ended, the host will need to sync the data collected from their personal device to the CEM. Once an event’s data is uploaded to the CEM, another upload cannot occur.

1. From the Event Dashboard, click the Upload to CEM button within the Offline Mode card.
   
   
    
2. The event data package will then be uploaded back into the CEM for this specific event only. When synced, an Upload Completed! message will display and then the event's Dashboard will open. A Data Upload Complete state will then display in the Offline Mode card.
   
   
   
    
3. After 5 seconds, the Data Upload Complete state will update to a Download Event Data button, where the event’s data can be downloaded by other hosts. This process is outlined below.

Upload errors

A Upload Failed page will display when one of the following occurs:

• Connection Loss: You lost wifi or cellular service while uploading.
• Session Timeout: The system timed out while uploading the event data package.

When an error displays, click Retry Upload to initiate the upload again or click Cancel to return back to the event's Dashboard.

Download event data after the event

Once an event’s data is downloaded back into the CEM, all other hosts who may have the event data package downloaded can be allowed to download the updated data.

Communications and workflow triggers

Communications logic

• No candidate or employee communications will be sent when the event is offline.
• When synced back to the CEM, the candidates and assigned Interviewer will receive the Event Interview Confirmation message.
• Event Interview Cancelation messages will not be sent if the candidate was scheduled offline and their interview was canceled offline before the event was synced back to the CEM.
  • The Event Interview Cancelation message will only be sent to the candidate and employee if the candidate was scheduled before the event data package was downloaded and the interview was canceled while offline.

Workflow triggers logic

• Workflow triggers configured on the candidate’s current state should be executed when the event is synced back with the CEM.
• Any Workflow triggers configured on a status that the candidate hit while offline will not be triggered.

Event Offline Mode card

Event attendees will have an Offline Mode card display within the event's Dashboard when viewing the event in a Native App both before and during the event. Once Offline Mode ends, only the event’s host and other users with host access will see this card.

From this card, you can start and end offline mode. Hosts will have the added ability to download, sync, and upload event data.