# Welcome & Get Started We will guide you through how to configure your first HackHub powered hackathon homepage. You need to create an event in the HackHub event management system before start implementing the web integration on your homepage. 1. Go to [event.hackhub.com](https://event.hackhub.com) 2. Click on sign up and create a HackHub account and **verify your email address** 3. Select your role (organizer/participant/judge/mentor) # Create & set up event As an event organizer, your first job is to create and set up the event. ## **Create an event** Click the "Create A New Event" button, fill out the information on the form, and we will contact you as soon as possible by phone or email. After that, you will be permitted to publicize your event. ## **Fill in the Event Information** 1. **Event Name** 2. **Custom URL**: Fill in the name of your event, click on “Check” to confirm the name is unique, then HackHub will generate a unique URL for you. Ex: Enter the name "sampleEvent2019" to generate your unique URL event.hackhub.com/event/sampleEvent2019. 3. **Event Type**: Choose whether your event is Free or Not Free. 4. **Public / Private event**: Every new event created is public by default. If you choose to mark your event as private, participants can only enter by invitation. 5. **Screening**: Off by default. By turning this on, participants will need to fill out an application form to apply for your event/competition. The organizer can generate the application form in the Event Management System and choose the questions the participants need to fill out. 6. **Event Channel:** Off by default. By turning this on, organizers can add recorded videos or live streaming channels, participants can see them on the event detail page and join to channel chat. 7. **Themes:** At least one by default. Organizers can add more theme tags to the event, all the themes tags will be shown in the event detail page and the event card to help participants to have a better insight to the end. Also, selected themes will contribute to filtering recommended events. 8. **External website address**: Off by default. Click the Website Address button to fill in the address of the website for the competition application, and the applicant will be redirected to a third-party website to apply. After that, the personnel information can be imported into the HackHub platform through the system. For convenience and uniformity of personnel information, it is not recommended to use this feature. 9. **Home Banner Image**: A promotional carousel banner at the top of the homepage. If you want to promote your competition on the homepage, please contact us for more information at . 10. **Cover Image**: The cover image displaying your event on the event list. 11. **Location**: City and address 12. **Time**: Enter the start and end times of your event/competition. Note: The end time of the event must be later than the submission deadline. 13. **Competition Round(s):** 14. **The Number of Team Members**: The maximum number of people allowed in a team. 15. Preview event details to ensure details are captured correctly then click on the “Create Event” button on the bottom right corner to proceed. 16. A tutorial video on how to create events will then play. Close the video when done to proceed # Edit Event After you enter the hackathon management system, you will see the "Set Up Event" tab on the left side of the admin panel. Click on the "Edit Event" tab and check out the content under the three options: Basic Information, Event Details and Event Settings. {% hint style="warning" %} Don't forget to click the save button after you made any changes. {% endhint %} ![](/files/FXdizr5MRLaktbjUx270) # Judging criteria 1. On the left side of the admin panel, find and click on “Judging Criteria”. 2. Click on “Add Judging Criteria” 3. Add a title (criterion), and set the maximum number of points allowed (the score will affect the percent at the end as criteria with a higher maximum number of points are weighted more). For example, if a team receives 8/10 for criterion A and receives 2/5 for criterion B, then the final score will be 10/15= 66.7%. # Themes & awards ### Add Themes 1. On the left side of the admin panel, find and click on “Themes”. 2. Click “Add Theme” 3. Fill in the theme name, description, and website URL. 4. Set if the theme is mandatory or not. ### Add Awards 1. On the left side of the admin panel, find and click on “Awards”. 2. Click “Add Award” 3. Fill in the award’s name, description, the limit of teams who can receive an award, and website URL. 4. Set if the award is mandatory or not. # Learning resources 1. Find “Learning Resources” on the left side of the admin panel, click in to add and update. 2. Click on the “Add Learning Resource” option to upload any tutorial documents/images/videos for review by participants 3. Option: Turning “Resource Public To All” on can let all users have access to this learning resource, if it is off, only event participants can have access to this resource. # Applications To screen the applicants who want to attend the event, you need to set up the application form firstly based on participant eligibility. Once you receive the applications, you need to screen and accept/reject the potential attendees. # Application form ### Create an application form 1. Find “Application Form” on the left side of the admin panel, click in to add and update application form questions. 2. At the top, clicking on “Common” will show common questions that are asked. Clicking into “Participant”, “Judge”, “Mentor”, “Volunteer” will show a list of questions that can be asked for each group. 3. **Click the "Create" button on the top right to create an application form first! Be aware you create an English version first. You can create a Chinese version by clicking "EN" beside the"Create" button.** 4. Every question you can choose required or optional. Select details required on the application form by applicants/participants. You can add personalized questions by clicking on the “add application form question” option. 5. Additionally, you can upload your customized application using the upload function on the bottom of the page. 6. **After finishing the application form, please click the "Start application" button to allow participants to join in.** You can turn it off at any time. # Screening ### Accept/reject participants 1. Find the “Screening” on the left side of the admin panel. When clicked in, a list of participants that have applied will be shown. If there is a blue circular icon beside ‘screening’, as shown in the picture, this means that there are participants waiting to be approved. 2. After the contestants or judges fill out the application form, you need to click ‘Accept’ before participants can enter your event. 3. Above the list, there is a keyword search box that allows you to search for specific participants. 4. By clicking on ‘application details’ on the right side, the application form that was filled out by applicants can be viewed. 5. After you choose “Accept” or “Decline”, participants will be informed by your decision through email. 6. After clicking ‘accept’, the applicant will automatically be entered as an attendee in the admin panel. 7. Click “Fetch Data” to download all the information of the pending participants. ### Screening email templates 1. You can edit the email template for "accept" and "reject" actions. 2. Click the "Update" button will save the email templates. 3. You can send different participants different emails by editing the email templates then accepting or rejecting them. ### Importing participants 1. If you wish to use a third-party registration platform, you can import people into the HackHub platform by importing CSV files. 2. First, download the Template.csv file, and open it with Office Excel. 3. When filling in the content, pay attention to several points that are marked with ❗️ below, or else it will the import will fail. 4. When importing the file, wait patiently for a few minutes until the progress bar shows the import was successful. If imports fail, please contact the HackHub technical support team immediately. 5. After the import is completed, contestants need to register on the HackHub platform with the same email address to enter the event. {% hint style="info" %} Template.csv: The title of Template.csv spreadsheet is determined by the content previously determined for the application form {% endhint %} {% hint style="warning" %} * Email is mandatory * Participants, judges, volunteers, and other different roles will be imported separately. Ex) participant.XXXX indicates a problem unique to a particular participant. * Blank columns must be deleted. For example, if phone numbers are not required, then delete the entire column where phone numbers would be. {% endhint %} # Attendees 1. Find and click on “Attendees” on the left side of the admin panel, click options under to see attendees’ information of different roles, including participants, judges, mentors and volunteers. 2. In the list of participants, you can check whether they are checked in or not, as well as their check-in time. 3. You can change participants' check-in status by clicking the “check out” or “check-in” option under “Status”. 4. If you can click the drop-down menu to change people’s roles. For example, a participant’s role can be changed to be a volunteer. You can also click on the button under “Remove” to remove that specific attendee. 5. **If an attendee’s role is judge, you can click the drop-down menu under “Change Group” to assign this judge to different groups. Judges will be responsible for giving scores to all submissions(if have not been assigned to a specific group) or only the submission of the teams in his group.** 6. In the boxes below “Add Participant” on the top of the page, you can type in participants' names or emails to find them easily. 7. Besides the “Check-in number”, there is an option to “Download Participant Data”. An excel sheet with all the participants' information will be automatically downloaded as an Office Excel spreadsheet. ### Add attendees 1. Please enter all emails, and use commas to separate different emails. For example: , , 2. After adding participants by email, participants should **register with the same email,** then they can attend directly. {% hint style="warning" %} Email Field in Excel is required {% endhint %} # Event updates Keeping your attendees and guests up to date on any event changes. The best thing you can do for event attendees is to keep them up to date on any news and changes. # Social media post 1. Find and click on “Social Media Uploads” on the left side of the admin panel. 2. Steps of fetching posts from Instagram: 1. Clicking on the Instagram logo icon, it will redirect you to the Instagram authorization page, enter your account information and give access to Hackhub. 2. Once Hackhub has the access, it will redirect you back to the event social media page, a modal will pop out, you can enter the keywords which you want the fetched posts to include, click “add”, when you finish entering you can click “confirm”, the system will fetch the specific posts from your Instagram account and display them on the page. 3. If you have already given Hackhub access and the token is not expired, the modal will directly pop out when you click on the Instagram icon, and you can follow step 2 above to fetch posts. 4. You can choose the posts by clicking the right top checkbox or clicking on the “Choose All” to choose all posts, you can click on “Publish” to publish the posts so that participants can view them on the event detail page. You can also unpublish posts, or delete posts. The post status is displayed on the right top of the post. # Announcement 1. On the left side of the admin panel, find and click on “Announcement”. 2. Choose “Sending Type”, either by email, message or 'Platfrom'. 3. Choose who to send to. Options are all, participants, mentors, judges, or volunteers. 4. Write the message. Sending by email will allow rich text formatting including pictures. Sending by text message only allows simple text. # Event channel 1. Find and click on “Event Channel” on the left side of the admin panel. 2. Click “Add LiveStreaming Workshop” to add live streaming or video. 3. Select cover image for live stream upload. 4. Complete required fields including time zone, start time and end time. 5. Upload video by clicking on the “Live Stream Video” button. 6. Click on the “Generate Link” button to create a URL for live stream. 7. Include a description of the video. 8. Choose if the video should be public by clicking on the drag icon in the bottom left corner. 9. Make sure the uploaded video and live streaming URL can not be both empty. You should enter at least one to create a new workshop. 10. Click on the “Create” button to complete the live stream. 11. You can see all the streaming channel information under Event Channel, including time and status, you can click “Edit” to update information or click the garbage bin icon to remove this channel # Teams & submissions # Manage teams 1. Find and click on “Teams” on the left side of the admin panel. 2. Click on the little document icon under “Description” to view specific information about a team**.** 3. Under “Groups”, you can choose to separate the teams into groups. For example, the teams can be separated into group A and group B. Different groups can have different judges to give scores. 4. On your event’s main page, you can choose “select group” and a scroll-down menu will allow you to choose certain groups you wish to see. # Manage submissions ### Check submission details 1. Find and click on “Submissions” on the left side of the admin panel. 2. Submission details: Click on the little document icon under “Submission Detail” to view the project’s description, comments by judges, themes, links, etc. 3. Under “Total”, it will show a percent indicating the scores given by judges according to the evaluation criteria. 4. Public or private: if you wish to make submissions public, then other teams as well as HackHub users will be able to see all the teams’ submission detail. 5. Giving awards: click on the small triangle under “Give Award” to give 1st, 2nd, 3rd places. 6. Scoring details: Click the small triangle on the left side of the team name to see the specific scores that were given by the judges. ### Export **projects and review results** At the very bottom of the page, the submission detail of every team can be downloaded. Click on “Download Team Rankings”, and various options will be displayed, including downloading scores of each team categorized by criteria, or by judges. Downloads will be opened by Office Excel. ### **Reset all scores** Click on “Reset all Scores” to delete all judges’ scorings. # Settings ### Adding manager 1. On the left side of the admin panel, find and click on “Settings”. 2. On the top under “Add Manager”, enter the manager’s email, and click add. {% hint style="info" %} **Managers cannot delete the event.** {% endhint %} ### Check billings 1. If the event is NOT free, then you can check how well the tickets are selling. 2. Downloading as a PDF will automatically download all invoice details. ### HackHub API 1. Click on “Generate API” 2. The organizer can directly import the registered participants to HackHub by connecting to the HackHub API interface on their website 3. For specific API usage, please contact HackHub technical support team. Contact Email: ### Tools box Tool 1: used for the lottery draw, click on the gift icon to randomly draw lucky participants. Lucky participants can be chosen multiple times.\ \ Tool 2: used for a countdown timer. Click on the hourglass icon to start; it can be projected onto a big screen. The end time is the submission deadline, which was set up under “Event Details”.\ \ Tool 3: Download QR Image, scan it to direct WeChat mini program ### # Judging & score 1. Judges have to sign up using the email provided to the organizer and join the event. 2. On the top, click “Judging” 3. Add comments and scores. # Profile 1. Hover on the user avatar on the right top of the page, a drop-down menu will pop out, you can click on “My Profile” to redirect to the profile page. 2. Edit basic profile: Click on the edit icon on the right top in the left panel, a modal will pop out. You can update your name, phone number, city, skills and etc under the “Profile” tab, you can also update your password under the “Account” tab. Click “Update” after finishing editing. 3. Edit social media: Click on the edit icon beside the social media, a modal will pop out, you can update your LinkedIn, Facebook, Github, Instagram and etc. Click “Update” when you finish editing. 4. Upload Resume: Click on “Upload Resume” on the left panel, a modal will pop out, you can drag and drop your resume file and upload. 5. After uploading your resume, on the left panel, you can click the “DownLoad Resume” to download the latest uploaded resume or click “Update Resume” to update your resume. 6. On the right panel of the profile, you can view your resume, HackHub projects, Github projects, uploaded projects and attended events by clicking on the corresponding tabs. # Registration 1. After registering for an event, there will be a request to confirm your email address. Please check both your inbox and spam folder. 2. After signing up for an account, you can directly choose to enter a team. 3. If you did not receive an email from HackHub, please click on , and register for a HackHub account. 4. After signing up, enter the main page and find the event you would like to join. Click on “Join Now” or “Apply to join”. This will be different according to settings determined by the organizer. 5. Fill in the application form, and wait for the organizer’s acceptance. {% hint style="warning" %} **Email used to sign up for HackHub must be the same as the one used to register for events.** {% endhint %} ### **Email confirmation** 1. After registration, there will be a red warning on the top of the main page reminding users to check for a confirmation email. 2. If verification fails or there is still a red warning on the top of the main page even after confirming your email, please contact HackHub technical support team immediately. Contact Email: # Team-up ### Creating a team 1. Go to the event’s main page, and click “Create a team” 2. Fill in the team name, **the** maximum number of people, skills needed, and a description of the team. 3. Create a team, and invite team members. If there are any requests from others to join your team, the team host will receive a notification by email. Hosts can click on the applicants’ email to decide on acceptance or rejection. **After creating a team, you can:** * Inviting team members: click on “invite”. If the team member has not been accepted by the organizer yet, hosts can enter their email, and wait for their acceptance. * Accept/Reject join applicant: You can see participants who apply to join your team under members, click on “Accept” to accept the application or click on “Reject” to reject. * Remove member: You can click on the garbage icon beside members to remove this member. * Group Chat: You click on “Messages” to enter the group chat, the group chat will include all the group members. * Edit detail: You can click on “Edit Team” to edit team detail, including team name, size, skills and description. You also delete the team by clicking on the garbage icon on the left bottom. ### Join a team Find the team you would like to join on the main page, and click “Join Team”. Wait for acceptance from the team host. {% hint style="warning" %} **You should verify your email address before joining a team.** {% endhint %} # Project submission 1. At the bottom of the team page, click “Submit” to enter the submission page 2. Upload a project thumbnail to be displayed as the cover photo on the page showcasing submissions from all other teams. 3. Upload at least one of the following: website link, video link, github link or files (zip, pdf, or ppt file). If files are too big, then it will fail to upload successfully. 4. Choose the theme your submission falls under, and the award you are aiming for. 5. Submissions can be resubmitted if your team wants to make changes. The judges will only be able to see the latest edit. # Results 1. You can review all the other teams’ submissions if you click on “Submissions” on the event’s main page, given that submissions are set to public by organizers. 2. The upper left corner will show the award received(1st, 2nd, or 3rd place) 3. Submissions will be sorted according to the award they received (with 1st place first). The upper right corner will show how many likes it received.