How to Use Humanitix

What you can do on Humanitix:

• Create a new Humanitix event

  • From Scratch here

  • From a Previous Event here

• Change the checkout questions here

• Refund a ticket here

• Sign a student in here

• Share permissions here

How to create a new Humanitix event:

From Scratch: 

1. Open Humanitix

2. Click the “Create Event” button, o the right side of the navigation bar, under your profile (it should look like this;)

3. There will be a pop up asking whether you want to create an event for your account or the shared account. Select shared account (This is so the event is hosted by Tech Inc itself not just you). Select “Alex Penna” from the drop down and then click continue. 

4. Now you should be on the Edit Event page. This is where you set up the basic information of the event. 

• Event Name: 

  • This should be in the format: GPN Your node Term The term number

E.g. GPN Sydney Term 2

• Event page URL

  • This will be auto-filled and should be https://events.humanitix.com/  the event name but with dashes “-” instead of spaces e.g. E.g. GPN-Sydney-Term-2

• Currency

  • AUD (Although this part doesn’t matter much as the tickets are free)

• Host profile

  •  Tech |nclusion

• Event Type

  • Class, Training or Workshop

• Event Category

  • Science & Technology

• Sub-Category

  • High Tech

• Event Summary 

  • This can be left empty

Sample description if you would like to include one is "Free coding workshop for girls, non-binary, and transgender High School students"

• Keywords (enter one at a time):

  • Girls

  • Programming

  • Coding

  • Python

  • Women

  • Event location (e.g. Sydney, Melbourne, Burnie)

• Date & Time:

  • Timezone: The timezone your event will be hosted in

  • Event frequency: Single Event

  • Start from: Start date & time of your event

  • End at: End date & time of your event 

• Location:

  • Select the Address option (this automatically embeds a google maps image onto the published page)

  • Address (input the location of event) 

  • Venue Name (as how it should appear on the published event page)

• Discoverability:

  • Event Privacy: 

    • Public

• Allow event to be discovered on Tiktok

  • Leave this as grey (disabled)

• Refund Policy

  • This can be left empty as we don't charge for events

5. Once you have completed this page you can click continue in the bottom right corner of the page to progress to the next section

6. Then it will direct you to the next page (Page design) you will need to complete each of the sections in this area.

• Upload banner image

  • You will need to upload a banner photo. This should be one of your node’s past group photos if possible. Otherwise, another GPN photo will work (Such as another node’s group photo or the general GPN logo banner)

  • This Image can be used as a placeholder

• Upload logo

  • This can be left blank

  • Alternatively, use one of the GPN logos from the Branding folder here

• Light/Dark mode

  • Adaptive (this will make it match the user’s device preference)

• Primary colour

  • #8AC007

• Get tickets button text

  • Get Tickets

7. Check all the information has been entered correctly then click continue in the bottom right hand corner of the page to progress to the next section

8. Then it will direct you to the next page (Page content) you will need to complete each of the sections in this area.

9. Ensure that the Event description show both the general information followed by an FAQs section. Then click Continue in the bottom right hand corner of the page to process to the next section.

10. Ticket types section. Information is as follows.

• Tickets: 

  • Ticket type: can remain as General Admission

  • Price: should be 0.00

  • Ticket Capacity: should be the total number of tickets available,  including any buffer allowance for no-shows. Note: The waitlist is a separate system see How to Enable the Waitlist for instructions.

• Donations (optional)

  • Donation name: “Girls Programming Network Your node”
    
    

Clicking the settings (cog icon) will give you additional fields. These are optional

• Description: something like "Help keep GPN free"

• Donation options 

  • 1. 1. 1. • • Select List of amounts

  • We generally use the List of Amounts option with options of
    $5, $10, $25, $50, $100

• Image

11. Click the Continue button at the bottom right.

12. The button in the bottom right will now say Save but we still need to add the Checkout questions

13. Fill in the details as per What to do if the checkout questions are wrong and click the save button in the bottom right corner once completed.

1. • For the dropdown select fields, you will need to click settings (the cog icon) to add the options

14. Check all the details to make sure all the details are correct and complete (Refer to the GPN Prep handbook for a checklist)

15. You can also click this preview button to see how the published page will look and test out the ticket purchase flow. Note this will actually send a ticket to the email address provided in the form

16. Once you’re sure the event is correct you can click the publish button to make it live.

17. Now that your event is live, communicate with the Social Media Coordinator so they can help you sell all the event tickets. Follow the document HERE <TODO: link doc when approved> 

Based on a past event: 

1. Go to a past event from your node or another node and in the header of the event (with the preview and publish button) click the menu button then the duplicate event button. 

2. An alert will pop up where you need to change the event name to the correct one of your new event (i.e. GPN Your node Term The term number). Then once you change the event name to the correct one you can press the duplicate button to duplicate the event completely including all past settings.

3. Then navigate to the “Event Information” tab. Go through each page and update the details as necessary. Be sure to check the following:

1. • The Event Information page:

     • The date / time of the event

   • The Page Content page:

     • The description (Make sure it talks about the project that will be completed in the event)

4. Then click the save draft button on the bottom of the ticket type page so save the new information of the event.

5. Then you should preview the page (the button on the overview page in the event’s header)

6. Through the preview of the event, make sure the event looks correct and collects all the data it should when booking a ticket by purchasing a test ticket for yourself.

1. • What to do if the checkout questions are wrong
     
     

7. Once you’re sure the event is correct you can click the publish button to make it live.

Note: the new event will be closed for signups if the existing event that it was duplicated from is closed. Ensure that a ticket can be purchased in preview mode before publishing. 

How to change the checkout questions:

1. Go to the event in Humanitix

2. Navigate to the “Checkout Questions” page in the menu bar on the left

3. Add an entry for each question as per the table below. Additional questions entries can be made as required

   • Each question has: 

     • Type(e.g. Text, Multi Select, First Name, etc.)

     • a Question 

     • Selector for whether to apply the question to the ticket or the order

     • Selector for whether it’s required, 

     • actions e.g. settings, disable and delete.

Clicking the settings button will give more detailed information on the question e.g. dropdown/multi select options, default options set, and rules on when the question shows up such as only when a specific option has been selected on a previous question.

4. You can edit a question by directly typing into it. Once you are happy that all the questions are correct, you can go ahead and save them by clicking the button on the bottom of the page.

5. You should then go back and check the preview mode to make sure all the questions are correct

How to refund a ticket:

1. After getting an email to refund a ticket either directly into the inbox or through Humanitix, open Humanitix to the Orders / Refunds > Orders page

2. Through this page you should see a list of all the orders placed with some of the information from the order.

3. You will need to search for the specific order you need to cancel.

4. If the refund request came from Humanitix, you will have been sent the order id for the order, so you should search for that. Otherwise, search for the email of the person requesting a refund, if that doesn’t work, try searching for their first and or last name.

5. Once you have the order pulled up, click on the “Actions” dropdown to the right of the order. 

6. Then click the option that says Cancel / Refund

7. It will show you a list of all the tickets in the order, click the ones that need to be refunded (make sure you read the email because sometimes they only want you to cancel one in the case of multiple tickets being sold under one order)

8. Make sure the “Send refund confirmation email” checkbox is checked

9. Write a confirmation email. It should be something like this.

Hi {name}

Thank you for informing us that your student won’t be able to attend our event on the date. We hope that you will be able to attend our next event!

Thanks,

Sign off

10. Then you need to click on the “Review” button and then the “Confirm” button that pops up.

How to sign a student in:

1. Open and log in to the Humanitix app

2. Select the event you are currently running (most people will only have one or two as they will only have permissions to the events they have been specifically assigned to sign in students for)

3. It will default to a QR scanning page. If the student has the QR code of their ticket this is the easiest way to sign them in.

4. If they do not have their QR code you will need to go to the attendees tab.

5. In this you can search for their name in the attendees section.

   • If you find them here you can click the check box to check them in

6. If you can’t find them in this section you can try to search for their name in the orders section (start with their last name as the order is most likely to be under their parent’s name)

   • If you find them here you will need to select the order. You can then select the checkbox next to their name. Or if you are talking to multiple students in one order, you can click check-in all attendees to check them all in at once

7. If you still can’t find their ticket try asking what their parent’s name/last name is as it may be different.

   • If you find them here you will need to select the order. You can then select the checkbox next to their name. Or if you are talking to multiple students in one order, you can click check-in all attendees to check them all in at once

8. If the ticket still hasn’t been found, the last resort is to take the student to the Event Lead to make a decision.

9. If you are the Event Lead, there are some possible options:

   • have the student contact their parent to get more information on the order.

   • If you aren’t fully booked, a ticket can be make on the spot but any dietary and/or support information (e.g. neurodiversity, vision impairment, language difficulty) will need to be gathered and provided to the Wellbeing Officer

How to share permissions:

Official Humanitix documentation is here https://help.humanitix.com/en/articles/9796465-how-to-share-scanning-app-access-with-volunteers-and-staff

Using the Humanitix for Hosts App (scanning app access only)

Note: This should be done for the day of the event and will share scanning access only

1. Get all the Foyer Greeters who will be scanning in students to download the Humanitix for Hosts App and login. If they need to sign up, using a personal email address is fine.

2. Log in to the Humanitix for Hosts App

3. Select the event you would like to share access to

4. Click the settings tab on the bottom menu bar and then  give event access

5. A QR code will appear for others to scan (note: you can get this QR code ahead of time and print it out to make this easier on the day)

6. The Foyer Greeters should click get scan permissions on their own device and then scan the QR code on your device (or on the printed paper)

Using the console in a web browser

1. Open Humanitix

2. In the nav bar up the top, select Account > Permissions

5. Then you will need to enter the email address the person will be using to sign up for the humanitix app

6. students in at an event) select the option that says “Event / Feature specific” 

7. Select the event you want the recipient to have access to. Options can be narrowed down by typing full terms into the textbox. (i.e. just “syd’ won’t work )

9. Once you have completed all of this, you can click the share permissions button in the bottom right hand corner. This will mean that once the person signs up for Humanitix, they will already have the permissions they need.

10. You will also be able to check whether they have signed up in the main part of the permissions page.

11. Click the shared button, then in the dropdown select shared by alex penna.

12. You will then have a list of all the people that have permissions and what their permissions are for. 

13. From this view you can edit or delete permissions from someone’s account and in the top right corner of each person’s permissions you can see the status of their permissions. If the status is accepted, they have signed up for a humanitix account with that email - linking it to their permissions.

How to Enable the Waitlist:

1. You will first need to create an event.

2. Then go into the Manage Attendees section where there is a subsection for the waitlist

4. Some new options will show up.
Turn waitlist on when

      a. Select Total event capacity has been reached

      b. Select  Ticket type has sold out