Humanitix Virtual Assistant: a VA who builds the event so you can run the room

Nobody searches “humanitix virtual assistant” the week after a quiet month. You search it in event week, when the ticket page needed a price change yesterday, three attendees want to swap to the next date, the reminder email is still a draft, and you are also the person delivering the workshop. Humanitix made ticketing easy. It did not make event admin disappear, it just moved all of it into one login that somebody still has to sit in.

The weekly rhythm a VA runs in your Humanitix

Event admin is not a flat daily routine like an inbox, it moves in a cycle, so this is the honest shape of the work across one event.

Build week. You send a run sheet: the date, the venue or Zoom link, the ticket structure, the copy or the bones of it. Your VA duplicates your last comparable event so the checkout questions, images and refund policy carry across, then rebuilds the details: ticket types with quantities, an early bird tier with a scheduled price change so it closes automatically on the date you chose, concession and group pricing if you run them, and any new checkout questions, dietary needs, referral source, CPD number if your attendees are clinicians. You get a preview link and nothing goes on sale until you have clicked through it.

The sale window. Discount codes go out per partner, each with a usage cap and an expiry so a code shared in a Facebook group cannot quietly discount forty tickets. Tracking links get created for the newsletter, the socials and each partner organisation, so when the event fills you know which channel actually filled it, rather than guessing. Through this stretch the VA also watches sales pace and flags it to you plainly: eighteen sold at the two-week mark against thirty last time is a fact you want on a Tuesday, not a surprise on the day.

Attendee traffic. This is the part that eats your evenings now. Name changes, ticket transfers to a later date, “I never got my confirmation”, “can my colleague come instead”, refund requests. Your VA works these from the Manage attendees and Orders screens: transfers done, details edited, confirmations resent, refunds processed strictly to the written policy on your event page, and the genuinely odd ones, a dispute, a complaint, anything with heat in it, escalated to you with the order history attached. Most of it clears same day because it is somebody’s actual job now instead of your leftover hour.

The waitlist, worked properly. When an event sells out, Humanitix collects waitlist names, and its auto-offer can release freed seats, but only to one guest every 30 minutes, on a timer you cannot speed up, and only after a minimum number of tickets opens up. Fine three weeks out, useless the night before. Your VA sends manual offers instead: seat opens, top of the list gets the offer, a reasonable window to take it, then down to the next name. Sold-out events stay actually full instead of going out with two empty chairs that somebody paid to be told they could not have.

Event week. Reminder emails scheduled through Humanitix’s attendee messaging, one a few days out with logistics and one the morning of with the address or the join link. Comp tickets issued to speakers, helpers and anyone you owe a seat. The attendee list groomed, duplicates merged, and the Humanitix for Hosts app set up and tested so the person on the door scans QR codes off a phone. If you feed data onward, the Mailchimp sync or Zapier connection pushing new attendees into your list or CRM gets checked before the rush, not after it breaks.

After. Within 48 hours: the attendee report, the sales summary, discount code performance and a reconciliation against the Humanitix payout, in one pack. Then the follow-up email, slides, recording, feedback form, the date and link for the next one, drafted for your sign-off. That follow-up is where the next event’s first ten tickets come from, and it is precisely the email that never gets sent when the organiser is also the presenter.

The honest bit

Things Humanitix will not do, whoever you hire.

The waitlist will auto-offer freed seats, but on its own terms: one guest every 30 minutes, a cadence you cannot change, and only after a minimum number of tickets opens up. Filling the last seats close to event day takes manual offers, which is exactly why it works as a VA task and fails as a “we’ll get to it” task.

Humanitix is not a CRM and not an email marketing platform. Its attendee messaging is excellent for people who hold a ticket to a specific event; it is not the tool for nurturing your whole audience between events. Humanitix does have a native Mailchimp sync for ticket buyers, and Zapier covers most CRMs, but someone still has to set the connection up, decide who gets synced, and check it keeps firing.

Booking fees are real money even when they do good. Humanitix donates its booking fee profits to charity, which is a genuine reason people choose it, but the fee still exists on paid tickets and you still decide whether to absorb it or pass it to buyers at checkout. That decision changes your margin per seat. A VA applies your choice consistently; the choice itself is yours.

And the obvious one: your VA is in Manila, working your business hours, and cannot stand at a door in Brunswick scanning tickets. What they can do is make door duty a ten-minute job for whoever is physically there.

What stays with you

Plenty of Humanitix clients are clinicians, allied health educators and coaches running paid training, so the line matters. Your VA does the operational work: pages, tickets, codes, comms, reports. What they never touch: your event content and any clinical or professional claims in it, CPD or accreditation wording, ticket pricing and the fee absorb-or-pass decision, the refund policy itself (they execute it, you write it), final approval on any email that goes to attendees under your name, and the banking and payout settings, which the scoped user access we set up keeps out of reach by design rather than by promise. If an attendee email contains anything that needs a professional’s answer, it comes to you under a written escalation rule, not a best guess.

What it costs and where to start

Humanitix admin sits on our admin tier, $12-17 AUD an hour excl GST. Most event clients run 10-15 hours a week, roughly $500-1,100 a month, with the Humanitix work flexing heavier in build week and event week and lighter between, alongside whatever else fills the role, inbox, socials, attendee and customer replies. Placement takes 7-10 business days from your discovery call, then 5-7 days supervised inside your Humanitix account, starting on a draft duplicate event, before anything goes live solo. A $500 refundable deposit credits against your first month, there is a 30-day recalibrate-or-replace guarantee, and no lock-in beyond 14 days notice, so a bad fit costs you a fortnight, not a contract.

If events are the whole business, the wedding and event planners page covers the wider role; if you run training and courses, the education page is the better read. The VA cost guide breaks down the full pricing model, and when you are ready, book a discovery call with Jenn, who takes every one herself, and bring your next event’s run sheet with you.