Knowledge Base

Welcome to HumanixOS

An overview of HumanixOS and how it helps mission-driven organizations.

Creating Your Organization

Step-by-step guide to setting up your organization in HumanixOS.

After registering for a HumanixOS account, you'll be guided through onboarding to create your first organization.

Inviting Team Members

How to invite colleagues and assign roles within your org.

HumanixOS supports role-based access so every team member sees only what they need.

Adding Clients

How to create new client records manually in your organization.

Clients are the core records in HumanixOS. Each client belongs to exactly one organization.

Custom Fields

Create organization-specific fields to capture the data you need.

Custom fields let you extend the default client record with data points specific to your organization.

Client Search

Find clients quickly using search, filters, and AI.

HumanixOS provides multiple ways to find the client records you need.

Creating Services

Define the services your organization provides.

Services represent the programs, activities, or support types your organization offers to clients.

Assigning Clients to Services

Link clients to the services they receive and track data.

Once you've created services, you can assign clients to track who receives what.

Managing Staff

Add, edit, and organize your staff members with roles and departments.

The Staff module lets you maintain records for employees, volunteers, and other team members associated with your organization.

Staff Service Assignments

Assign staff members to services they help deliver.

Link staff members to the services they help deliver so you can track who is responsible for each program.

Public Intake Forms

Create public-facing forms so new clients can submit their information.

Public forms let people outside your organization submit information directly — no login required. This is useful for client intake, program applications, and service requests.

Reviewing Form Submissions

Approve or deny incoming form submissions and convert them to client records.

When people fill out your public intake forms, their submissions land in an approval queue for your team to review.

Importing from CSV/Excel

Use the Import Wizard to bring in data from spreadsheet files.

The Import Wizard walks you through uploading a file and mapping its columns to HumanixOS fields.

AI Field Mapping

How the AI suggests column-to-field mappings during import.

During the Import Wizard, HumanixOS uses AI to automatically suggest how your spreadsheet columns should map to database fields.

Dashboard Overview

Understand and customize your organization's dashboard.

The dashboard is the first thing you see when you log in. It provides a real-time snapshot of your organization's data through customizable tiles.

Creating Reports

Build and save custom reports from your organization data.

Reports let you slice and analyze your data beyond what the dashboard tiles show.

AI-Powered Search

Ask questions about your data in plain English and get answers.

HumanixOS includes an AI search assistant that lets you query your organization's data using natural language.

Data Cleansing

How AI identifies and fixes data quality issues in your records.

HumanixOS uses AI to identify and help resolve data quality issues, both during imports and across your existing records.

Organization Settings

Configure your organization's name, logo, team members, and notification preferences.

The Settings page is your hub for managing organization configuration, team membership, and preferences.

Billing & Subscriptions

Manage your subscription plan, payment method, and billing history.

HumanixOS uses Stripe to manage subscriptions and payments securely.

Notifications

Stay informed with in-app notifications for team activity and events.

HumanixOS keeps your team informed about important events through an in-app notification center.

Integrations

Connect external services like calendars, automation tools, and APIs.

The Integrations settings page lets you connect HumanixOS with external tools and services.

Board Portal Overview

A dedicated workspace for board members to manage governance activities.

The Board Portal provides a dedicated workspace for your organization's board of directors. Board members can access meetings, documents, action items, and motions from a single hub.

Board Meetings

Schedule meetings, manage agendas, track attendance, and record minutes.

The Meetings section helps you plan, run, and document board meetings.

Board Action Items

Create and track action items assigned to board members.

Action items track tasks and follow-ups that come out of board meetings.

Board Documents

Upload, organize, and share documents with your board members.

The Documents section is a shared library for all board-related files.

Board Members & Motions

Manage board member profiles, terms, and formal motions with vote tracking.

The Members section maintains a directory of all board members with their roles and terms.

Volunteer Management Overview

A complete system for recruiting, scheduling, and tracking volunteers.

HumanixOS includes a full-featured volunteer management system that covers the entire volunteer lifecycle — from recruitment to engagement tracking.

Volunteer Applications

Review, approve, and onboard new volunteer applicants.

When potential volunteers submit an application through your public link, their submissions appear in the Applications queue.

Volunteer Opportunities

Create volunteer postings, schedule shifts, and manage signups.

Opportunities are postings for volunteer roles, shifts, or events that volunteers can sign up for.

Volunteer Check-In

Track volunteer attendance with QR scanning or manual check-in.

The Check-In module tracks volunteer attendance for shifts and events.

Volunteer Hours & Valuation

Log hours, calculate economic value, and export for reporting.

Track volunteer time contributions and calculate their economic value for grant reporting and organizational metrics.

Volunteer Groups & Partners

Organize volunteers into groups and manage corporate partnerships.

Groups let you organize volunteers into teams for easier management and reporting.

Volunteer Compliance & Training

Track background checks, certifications, and training requirements.

Ensure your volunteers meet all requirements with compliance tracking tools.

Engagement Scores

Measure volunteer engagement with automated scoring and risk indicators.

HumanixOS calculates an engagement score for each volunteer to help you identify your most active contributors and those at risk of disengagement.

Milestones & Certificates

Recognize volunteer achievements with automated milestones and certificates.

Celebrate volunteer contributions by recognizing milestones and issuing certificates.

Cultivation Workflows & Newsletters

Automate volunteer-to-donor cultivation and send targeted newsletters.

Cultivation workflows help you nurture volunteer relationships and convert engaged volunteers into donors or ambassadors.

Grants Pipeline

Track grant opportunities from research through award with a visual pipeline.

The Grants module helps you track funding opportunities through every stage of the grant lifecycle.

Grant Calendar & Compliance

Track deadlines, manage reports, and maintain grant compliance.

Navigate to **Grants → Calendar** to see all grant-related deadlines on a calendar view:

Email Campaigns Overview

Build, send, and track email campaigns to your contacts.

HumanixOS includes a built-in email campaign system for communicating with your clients, volunteers, donors, and supporters.

Email Templates & Content Blocks

Create reusable templates and content blocks for consistent branding.

Templates let you create reusable email designs so every campaign maintains consistent branding.

Email Lists & Segmentation

Build and manage recipient lists for targeted email campaigns.

Lists define who receives your email campaigns. You can create targeted segments to send the right message to the right audience.

Email Automations & A/B Testing

Set up triggered email sequences and test variations for better results.

Automations send emails automatically based on triggers, so you can nurture relationships without manual effort.

Common Login Issues

Solutions for password problems, locked accounts, and verification issues.

Having trouble logging in? Here are solutions to the most common authentication problems.

Data Import Troubleshooting

Fix file format issues, duplicate errors, and field mapping problems.

Having issues importing your data? Here are solutions to common import problems.

File Upload Issues

Resolve upload failures, file size limits, and format restrictions.

Having trouble uploading files? Here are solutions to common upload problems.

Error Messages Explained

Understand what error messages mean and how to resolve them.

Here's a guide to understanding and resolving common error messages in HumanixOS.

Organizing Your Client Data

Tips for maintaining clean, consistent, and useful client records.

Well-organized client data saves time, improves reporting accuracy, and helps your team work more efficiently.

Effective Service Management

Design, organize, and track services for maximum impact and clarity.

Well-designed services make tracking easier and reporting more meaningful.

Team Collaboration Tips

Work effectively with your team using roles, notifications, and workflows.

HumanixOS is designed for teamwork. Here's how to collaborate effectively.

Exporting Your Data

Download your data in various formats for reporting and backups.

HumanixOS provides multiple ways to export your data for external use, reporting, and backup.

Understanding Reports & Analytics

Learn how to read dashboards, interpret metrics, and use analytics effectively.

HumanixOS provides comprehensive analytics to help you understand your organization's impact.

Data Portability & Compliance

Understand data rights, security isolation, and privacy compliance.

HumanixOS is designed with data rights and privacy compliance in mind.