OHI/O Registration Tracker

Setup

Install Python 3.11+ and uv, then run uv sync --locked. Set QUALTRICS_API_KEY and DISCORD_WEBHOOK_URL for report commands. You may put them in the ignored root .env file:

QUALTRICS_API_KEY=your-key
DISCORD_WEBHOOK_URL=your-webhook-url

GitHub Actions uses QUALTRICS_API_KEY and per-event webhook secrets such as HACKOHIO_DISCORD_WEBHOOK_URL.

Events and history

Profiles live in events.toml. Each profile contains the event and Qualtrics IDs plus a history section. Put the two raw historical exports at the configured paths under ignored private/, then run:

uv run python -m ohi_o_reg_tracker build-history --event KEY

Commit only the resulting history/*.csv; never commit raw exports.

Operations

uv run python -m ohi_o_reg_tracker check --event KEY
uv run python -m ohi_o_reg_tracker report --event KEY --dry-run
uv run python -m ohi_o_reg_tracker report --event KEY

The dry run writes artifacts/KEY.png. Add ready event keys and webhook secret names to the workflow matrix to activate them; remove them to deactivate them.

Failures are reported by the command and GitHub Actions logs. Rotate credentials through the relevant Qualtrics/Discord settings and repository secrets.

GitHub Actions configuration

The workflow is defined in .github/workflows/registration-reports.yml. It runs every day at 9:00 AM and 8:00 PM Eastern, and can also be started manually from the repository's Actions tab.

Add these as repository secrets under Settings → Secrets and variables → Actions:

• QUALTRICS_API_KEY — shared Qualtrics API key.
• HACKOHIO_DISCORD_WEBHOOK_URL — HackOHI/O channel webhook URL.

The webhook secret name is selected by the event matrix in the workflow and passed to the application as DISCORD_WEBHOOK_URL. Add a separate webhook secret and matrix entry for each additional active event.

To test the setup, open Actions → Registration reports → Run workflow. The job logs show progress through Qualtrics exports, quota requests, chart generation, and Discord delivery.

Never put secret values in events.toml, workflow files, logs, or commits. GitHub may disable scheduled workflows in public repositories after 60 days without repository activity, so verify that the workflow is enabled before each registration season.