# Handbid Help Center — full content # Accessing and Navigating the Auction Dashboard URL: https://help.handbid.com/accessing-and-navigating-the-auction-dashboard/ To access the AUCTION DASHBOARD for a specific auction: 1\.  [](/hc/en-us/articles/202825675-Login-to-your-Organization-Account-on-Handbid/) Go to your Handbid Auction Manager account. (manager.hand.bid) 2\.  From your **[Handbid Main Dashboard](/the-handbid-manager-main-dashboard/),** click on your auction. You can select the auction icon like the one that you see above or you can select it from the "AUCTIONS" drop-down menu on the left-hand side.  ![Auction dashboard](https://ucarecdn.com/5b88e2af-0004-46fd-b41e-da4a9aeb6f5d/) Once you have selected a specific auction from the MAIN DASHBOARD, you will be on the Auction Dashboard.  From the Auction Dashboard, you will manage everything for your auction.  The **Auction Dashboard** allows you to see your current auction statistics, and manage your entire auction.    **TOOL BOX** ![Auction name and toolbar](https://ucarecdn.com/4fd0c2ad-5aa1-412e-a1c4-4087b565bd72/)The top navigation allows you to access many features within the Auction Manager. 1. **AUCTION SETTINGS** - Select the gear wheel next to your auction name to edit information about your auction. This includes name, description, goals, event information, auction images, credit card processing, templates, and sponsors.  2. **ITEMS** - From here, you can add new items to your auction, manage item categories, or view a complete list of your items. 1. **Manage Categories -** This allows you to create or edit item categories, organize categories in the order you want them displayed in the apps and online and set category timer(s). 2. **Create New Item** - This allows you to add a new auction item.  This includes Silent Auction Items, Live Auction Items, For Sales Items, Ticket Items, Direct Donation Items, and Puzzle items.  3. **Item List** - Your item list will give you a complete view of all your items and edit existing items as needed. 3. **BIDDERS** - This function allows you to add bidders to your auction and view your bidder list.  4. **MESSAGES** - Use the 'Messages' drop down to send broadcast messages to your bidders and open your live chat manager 1. Broadcast Messages allows you to send notifications to your bidders. This will be sent via push notifications if the bidder has accepted push notifications; otherwise, it will be sent as a text message.  2. Live Chat Manager allows your bidders to chat with one another in a "live forum" and also allows them to chat directly with Auction Managers privately. To learn more about the Live Chat Manager, [please visit this page](/handbid-chat/). *Live Chat Manager can be added on for an additional cost. To learn more, please email service@handbid.com.* 5. **BID / BUY** \- This dropdown will allow you to place a bid on a bidder' behalf, make a purchase (for sale item) or purchase a puzzle piece.  1. Placing a bid from the desktop is most often used when conducting a live auction. As an Auction Manager, you will need to [enter the live auction winners](/instruction-video-enter-live-auction-winners/) and the final sale price as these bids are (usually) not placed through the app by the bidder. 2. Purchases can be added to invoices for bidders, typically when they are marked "event only" and cannot be purchased from their devices.  3. Purchase a puzzle piece on behalf of bidders. What's a puzzle? Glad you asked! [Learn more here](/setting-up-a-handbid-puzzle/)!  6. **TICKETS** - This is a shortcut to create a new ticket, purchase a ticket on a bidder's behalf or view the ticket purchase report.  1. This isn't the place to dive in deep for tickets. To ensure you don't miss a beat, let's [learn about the ticketing system here](/the-handbid-ticketing-system/).  2. Once you have your tickets created, you will be able to add a ticket to a bidder's invoice by selecting 'purchase a ticket'. 3. Ticket Purchase Report is exactly that. A report that provides all your ticket purchases. Filter (paid / unpaid / timeframe) and export to .csv 7. **DONATE** - This option allows you to add a new donation, enter mass appeals or view a list of all your donations.  1. Add a new donation to enter a single donation for one bidder.  2. When conducting a 'Paddle Raise' you will bulk enter mass appeals. New to paddle raise? No sweat! [Click here to learn how to raise even more funds!](/how-to-conduct-an-appeal/) 3. View your list of donations to edit or remove them as needed. 8. **THEME** - Theme allows you to customize almost every aspect of your event's color, graphics, fonts, and menus. [Visit this page](/digital-seen/) to learn more about Digital Seen and obtain a copy of our Digital Seen Handbook. 9. **LIVESTREAM** - Here you will manage your live stream settings, turn on & off your livestream, as well as promote items & polls. Ready to take your auction virtual? [Learn all about our livestream functionality here](/live-streaming-on-handbid/)! 10. **EVENT STATUS** - View and change your auction status here. This is where you will open & close your action, and everything in between! To learn more about auction status, [click here](/how-to-change-your-auction-status/).  **LEFT NAVIGATION** The left navigation of the auction manager allows you to view your Auction Dashboard, manage items & people in the auction as well as manage invoices & receipts and pull reports. On the bottom, you will also find financial results in real time.  ![Auction left side menu](https://ucarecdn.com/073c94cb-efd7-4c5b-b6ba-ab8c374ab3b6/) 1. **ITEMS** - Allows you to view a list of all of the items that you currently have in your auction. The menu items under the ALL are filters that will display a subset of your items that meet the criteria selected.  For example, selecting Live Auction will show you all of your auction items that are marked as Live Auction Items.  Click on an item name in the middle of the screen to edit information, view bid history, and more. 2. **PEOPLE** - Allows you to view guests and bidders.  A guest is someone who plans on attending your event, while a bidder is someone that has registered to participate in your auction (bid / donate). You can also access the invite system here. It is important to understand the differences between Invitees, Guests and Bidders. [Click here to learn more](/invitee-vs-guest-vs-bidder/).  3. **DONATIONS** - This allows you to see a list of your donations, including recurring donations. 4. **INVOICES/RECEIPTS** - This allows you to view & manage all of the invoices/receipts for your auction. You can filter your invoices on the left navigation by ALL, NOT PAID, and PAID. Bidders will be able to [pay their own invoice](/bidder-payment-instructions/), or, [you can do it for them](/how-to-close-an-auction-and-pay-invoices/).  5. **Reporting -** The reporting tab allows you to pull various reports regarding your event. You can pull reports on Ticket / Registration, Bidders, Items, Revenue / Receipts, and CRM Exports. 6. **Support -** This will allow you to access the knowledge base and FAQs. As you click through each of these categories, a dropdown with filters appears with the various functionality of each, depending on the tab that you are interacting with. --- # Add Additional Auction Managers to Your Account URL: https://help.handbid.com/add-additional-auction-managers-to-your-account/ *If you want to limit accessibility, consider our [Teams feature](/predefined-team-roles-and-team-roles-basics/). You can select a pre-defined role AND add/remove permissions.* Each predefined Team role has different levels of governance and permissions so that you can determine who needs access to specific processes and information for your event. If you have an auction team that will collectively access and work on the Handbid site, it's important to create a new auction manager account for each team member (up to 5). We do not recommend sharing a single account with your staff as it can create confusion if we need to diagnose the source of an issue/error that may come up and, is simply not a good security practice. Instead, you can promote any existing user within your organization to manager status.   ### Important Considerations! - You can only add up to 5 managers.  This will limit issues your organization may face if managers step on each other's toes (trust us, we've seen a thing or two).  - If you are not logged in as the account owner, you will not be able to add additional managers.  If your owner account is incorrect, please reach out to [Handbid service](mailto:service@handbid.com) to have that changed. At any time you will see who the owner is by going to the STAFF tab in your Organization Settings (see step 2 below for more information). - Organizations who need more than 5 manager accounts please contact service at [service@handbid.com](mailto:service@handbid.com) . ### **With that said, let's move forward and get some managers added!** 1. Make sure the new auction manager account user is a contact within your organization. It's helpful, but not a requirement, that they have an existing Handbid account. If they don't have an existing account, you can have that person register for your auction or you can add them using the CONTACTS dropdown on the left-hand menu on the Organization Dashboard. Select CONTACT LIST and select "add contact". When you add them as a contact, you will need their first name, last name and the email address. ![org left side menu](https://ucarecdn.com/c7989a60-9057-4071-aa3d-d4962ac8f813/) ![org add contacts](https://ucarecdn.com/a62a3af7-1418-405b-9343-cbc906a65840/) 2. Next, go to the Organization Settings in your MAIN DASHBOARD. Click the "edit" icon next to your org name in the header to open up the settings window. ![Organization main overview](https://ucarecdn.com/7c7fc11c-7f6b-462d-92cb-fd4f8a7635c8/) 3. Next, go to the Staff tab and under the Managers section (below the Owner field), click on the 'Invite A New Manager' plus sign, then begin typing in the email or last name of the person you which to promote to manager. ![Org Settings - Staff](https://ucarecdn.com/89e86952-2bef-425e-bf4f-54ed743a93da/) ### **A few things to note:** - If this person is in your contacts folder and is a registered user in Handbid, their name will appear as a suggestion.  Select their name then click the "Send Invite" button.  This will email the user an automated invitation to finish setting up their manager account.  - Once invited, their status in this list will say "Invited." If this person doesn't receive the invite, you can resend it using the 'Resend Invite' link below the INVITED notification next to their name. When they complete their profile and login, you will see their status change to Active.  - Once you have an active manager, you can remove them by clicking the "Remove" button on the right of their name. --- # Auction Checklist URL: https://help.handbid.com/auction-manager-checklist/ The Auction Manager checklist will cover all of the critical elements of your auction to ensure you are set up for success. Once you have downloaded the checklist you can use the articles linked to check off all the applicable tasks.  Use the links in the checklist for articles and videos!  ![Screen Shot 2023-06-16 at 2.24.53 PM](https://ucarecdn.com/b3a76862-ca1f-41c1-83c2-3b7c87934a20/) **[DOWNLOAD THE AUCTION CHECKLIST](https://ucarecdn.com/71171c4e-dc87-4ded-9ac2-5145bb115557/)** --- # Edit your Organizational Settings URL: https://help.handbid.com/edit-your-organizational-settings/ Once your account is created, or anytime your organization's info has changed, you can edit settings from your Manager Dashboard. To do so, simply click on the "Edit" icon next to your organization's name: ![Organization main overview](https://ucarecdn.com/7c7fc11c-7f6b-462d-92cb-fd4f8a7635c8/) Once you click on this, a popup box will appear displaying tabs. Each tab has different Organization Settings. When you are done editing each tab, click "Update" in the bottom left to update your settings. Below we've broken down what each setting is and how its used. ### Organizational Info This tab has your organization's name, Tax-ID (which should be already filled out for you - **but please verify its accuracy!**), and your organization's description.  This description appears on your Organization's home page on [events.handbid.com](http://events.handbid.com/).  If you need to update your Tax-ID, please contact us at service@handbid.com. ![Edit your Organizational Settings -2](https://ucarecdn.com/f3fec85b-5ce7-46a7-95f9-6deadfb246ea/) ### Contact Info The next tab covers your organization's contact information, including your address, website, phone, and timezone.  This information is shown on all receipts/invoices as well as on your organizational home page on [events.handbid.com](http://events.handbid.com/) ![Org Settings - Contact Info](https://ucarecdn.com/c8a88a17-7e3b-4bc8-8700-18169855ede9/)  ### Social Links This tab allows you to link to each of your social media accounts. When you put that information in here, Handbid will display those links on your organizational home page on [events.handbid.com](http://events.handbid.com/) ![Edit your Organizational Settings - 4](https://ucarecdn.com/39971243-3853-429a-af62-b511d18c6d14/) ### Images In the Images tab, you can upload an organization logo and banner (similar to your *auction* logo and banner).  After you upload, they will populate on your organizational home page on [events.handbid.com](http://events.handbid.com/).  ![Org Settings - Images](https://ucarecdn.com/25c95ca4-4b4f-465e-83b2-3fb56ee3d171/) ### Financial The financial tab is where you will connect your credit card processor and set your currency. By default, Handbid processes funds on your behalf, but you can connect your own Stripe account directly to your Handbid account so that funds flow directly to you (highly recommended).   Please [visit this article](https://1745458.hs-sites.com/knowledge/connect-your-handbid-account-to-stripe?hsLang=en) to learn how to connect your own Stripe account. Handbid normally sets the currency for you, but if your auctions will require a different currency, you can set that default here.   The default does not force you to use the set currency in all auctions. If you need to change it for a particular auction, you can change to a different currency when you set up that auction. ![Edit your Organizational Settings - 6](https://ucarecdn.com/9d18a344-987b-404a-ab19-ea4bcb51a4f5/) ### Contracts The next tab shows your contract history and current contract. If you see nothing here, please [contact us](mailto:srvice@handbid.com)! ![Edit your Organizational Settings - 7](https://ucarecdn.com/83c242d9-5de2-4f25-9b5b-b69dba75d08f/) ### Staff The staff tab lets you add and regulate managers (often staff or affiliates of the organization) that can access your organizational account and help to manage your auction.  For more information on how to add staff/managers, please visit this [help article](/add-additional-auction-managers-to-your-account/).  ![Edit your Organizational Settings - 8](https://ucarecdn.com/91807460-3ce7-4325-8876-e8dc8afd4649/) ### CRMs Here you can connect different CRM apps to your Handbid account. Currently, Handbid will integrate with Kindful, Salsa, Saleforce, and Bloomerang.  For more information on CRM integration, please click [here.](/connect-your-crm/) ![Org Settings - Apps](https://ucarecdn.com/1602e497-55e9-4956-a0f5-0161fd7bcbba/) ### Update Once you are done, click the **UPDATE** to save your settings.  Any changes you have made may also immediately appear on your organizational page.  To find that page, go to [https://events.handbid.com](https://events.handbid.com/) then, go to the bottom of the main page and click on "Organizations".  There you can search for your org name and view the changes. ![org page on event site](https://ucarecdn.com/42cd9519-f982-412f-a3ac-50acc99adadd/) --- # FAQ: Logging Into Handbid URL: https://help.handbid.com/faq-logging-into-handbid/ #### **Q: I didn't get an SMS with a 5 digit pin code! ** **A:**   *Please confirm that you entered the correct phone number on the previous screen and selected the proper country code for your country.*   *If you still did not get a code, please wait a minute or two.  SMS messages can get backed up sometimes with mobile carriers (ATT, Verizon, etc.).  If you don't receive a code after 2-3 minutes (it should not be nearly that long), please contact us at service@handbid.com so we can look into your issue.*   #### **Q:   I see a list of Auctions, now what do I do?** **A:**    *In this list you should find the auction you are attending or plan to attend. You can search for it at the top, sort the list by name, or browse the list.  Once you find it, tap on the auction to enter it.* #### **Q:    How do I Bid or Browse?** **A:**     *When you first enter an auction you will be prompted with the Question, "Are you going to bid in the Auction?".  If you have been invited to this auction and you want the auction manager to see you in the list of "possible bidders", then you should respond with "**Bid**".  Otherwise, if you tap "**Browse**", you will not be assigned an auction paddle number and the auction host will not know that you have registered. It would be helpful for the auction manager to know you are setup.  If you are familiar with the event and plan to attend, select "**Bid**".* --- # Handbid Glossary URL: https://help.handbid.com/handbid-glossary/ ### **Handbid Glossary Overview** Learn our Handbid lingo! Follow along as we explain our terminology as you create your event in Handbid. To help you better understand our content, this is article is organized based on the order of the Handbid Manager Dashboard and not in alphabetical order. If you are looking for a specific word, press Ctrl + F (Windows PC) or Command + F (Mac) to search specific terms faster or utilize our Glossary index below - all titles are linked to the corresponding section.  * * * ### Glossary Index *To skip ahead, click a section title below : *

1.   Event Types

    • Auction
    • Test Auction
    • Peer to Peer Fundraiser
    • Campaign


2.   Handbid Interfaces

    • App
    • Event Page
    • Dashboards

3.   Manager & Contact Types

    • Contact List
    • Organization Contact
    • Event Manager
    • Invitee
    • Guest
    • Donor
    • Bidder

    4.   Event Status Types

      • Setup
      • Preview
      • Presale
      • Open
      • Paused
      • Closed
      • Reconciled

    5.   Left-Hand Navigation Menu

      • Items
      • People
      • Donation
      • Invoice/Receipts
    6.   Reporting
      • Manage Categories
      • Add Item
      • Add Bidder
      • Event Chat
      • Broadcast Messages
      • Post Bids
      • Purchase For Sale item
      • Add Puzzle Piece Purchase
      • Purchase Ticket
      • Mass Appeals
      • Live Streaming
      * * * ### 1.   Event Types **Event:** *Umbrella term for all three Event Fundraising types: **Auction, Fundraiser (Peer-to-Peer),** **and** **Campaign.*** - **Auction:** An Event that allows guests to bid on silent auction items online or on our mobile App. This event also includes setting up For Sale, Live Auction, Donation, Puzzle items, and Ticketing (Sponsorships and Event Admission).  *More information: [How to Create an Auction and Update Auction Settings](/create-auction-or-update-auction-settings/)*  - **Test Auction:** Test Auctions allow auction managers to test, troubleshoot and learn the Handbid software without notifying guests and making a public event site. * More information: [How to Create a Test Auction](/how-to-create-a-test-auction/)* - **Peer to Peer Fundraiser:** A peer-to-peer (P2P) event where an organization can create a fundraising website and their supporters can create their own fundraising website for the organization’s cause. Revenue from these pages will directly go toward the organization as a whole. Includes team pages and individual pages with For Sale items, Donations and Ticketing. * More information: [How to Create New Fundraiser, Fundraising Page & Update Settings](/how-to-create-new-fundraiser-fundraising-page-update-settings/)* - **Campaign:** An event, or ongoing event that offers an organization to provide Live Auction items, For Sale items, donations, and recurring donations. A Campaign does not include silent auction items. *Ticketing included upon add-on purchase per contract. **DO NOT SET UP A CAMPAIGN IF YOU ARE GOING TO HAVE SILENT AUCTION ITEMS.** More information: [How to Create a New Event & Update Settings](/how-to-create-a-new-event-and-update-settings/) * ### 2.   Handbid Interfaces  *Event Page, Handbid Manager, Apps* - #### **Handbid App** - **Handbid Smartphone App:** The Handbid App is compatible with smartphones (Android and iPhone) and is where your bidders can engage with your event and bid in your auction. You can download the app from the Google Play Store or App Store for free. *More information: [How to Download the Handbid App](/downloading-the-handbid-ipad-app/)* - **Handbid iPad App:** The Handbid iPad App is designed specifically for Auction Manager use and includes Auctioneer Dashboard *More information: [Handbid iPad App Setup & Instructions](/video-handbid-ipad-app-setup-instructions/)* - #### **Event Page** - **Handbid Event Page:** Your customized website/landing page for your event. This page is where your guests will go to bid/donate and interact with your fundraiser. This is the interface your donors will interact with for your AuctionS, Events, and Fundraisers. #### **Manager Dashboard (Admin Use)** - - **Main Dashboard:** Displays all event type portals (Auction, Fundraiser, and Campaigns). Allows Organization Contacts to access organization settings and the Event Managers can edit all aspects of their respective dashboards. - **Auction Dashboard:** Displays all areas that relate to your auction events, such as silent auction items, guests, and reports. - **Fundraiser Dashboard:** Displays all areas of your peer-to-peer fundraiser and your reports. - **Campaign Dashboard:** Displays all areas of your Campaign events and your reports. ### 3.   Managers and Contact Types - **Contact List:** Any individual who is listed on the main organization overview dashboard. They may be associated with an event or not, or are new to your organization.  A contact can be added individually or imported from a list or your CRM. Your contact list will organically grow as people register for any of your events in Handbid.  *More Information: [Pre-registration and Contact List](/pre-registration-and-contact-list/) and [Managing Contacts in Handbid](/managing-contacts-in-handbid/)* #### Internal Contacts - **Organization Contact:** This person is the organization's account owner. Found on the main dashboard in your organization settings.  - **Event Manager Contact:** This/These person(s) is the main point of contact(s) for a specific Auction, Fundraiser, or Event and will be the primary contact(s) for guest questions that come through Handbid Service. An example would be the individual who is the Chairperson of this event or a volunteer who is in charge of all Handbid questions for your organization.  #### External Contacts - **Invitees:** Curated list of people you would like to attend or participate in your event. They can be added individually, from the Contacts List, or in bulk with our Importing tool in the Invite List.  - **Guests:** People who plan to attend your event. Purchasers of sponsorship tickets are listed as a guest - **Donor:** Anyone who has donated (item donations and monetary donations) to any Event, or a registered user in a Fundraiser or Campaign event.  - **Bidder:** A registered user in an Auction. These people have registered and/or purchased a ticket to your event and may bid in your Auction or Campaign events. ### 4\. Event Status Types *Once you have chosen the type of event you are running, you will see several event page status options. We have different status options described below. Please read them carefully:*  - **Setup:** This is the initial default status when an auction is created and should be used when the Event Manager is in the process of setting up their Handbid Event Page. You can use this status when adding guests, items, etc., and are not ready for the public to see the site yet. Your landing page will read “Site Under Construction.” - **Preview:** This status will show a preview of items and allows Ticket Sales, Donations, and For Sale item (when marked “Sell at Presale") purchases.  - **Presale:** This status allows Ticket Sales, Donations, and For Sale item purchases. However, this status will ***not*** show a preview of auction items (if applicable) - **Open:** A **manual** setting to open your event page, you must **manually** change your event status to Open, the site will not automatically open your auction. This status opens bidding for all auction items. Tickets, Donations, and For Sale items are available.  - **Paused:** If you need to temporarily halt bidding and purchases on the site. You can resume when ready.  - **Closed:** The event is completely closed and bidding has come to a stop. Winners are notified and you can begin the checkout process. There are several close options available. You can close by category, all at once, or you can set a timer for the auction to close **automatically** at a specific time. - **Reconciled:** When you are completely done with your event. The Event Manager will notify **service@handbid.com** that they are ready to reconcile. All funds from the event are issued to the client. No purchases or refunds are able to be made in this status.  When you're ready to go live, do not forget to manually change your event status to **OPEN** More Information: [How to Change your Auction Status](/how-to-change-your-auction-status/) ### 5\. Left-Hand Menu: Auction Dashboard #### Items *All item types and categories, including admission tickets and sponsorships*  - **All:** Displays all items in your event - **Categories:** Displays all item category types. All categories created by the Event Manager will populate under this dropdown list. - **No Category:**  Items that have not been assigned a category. Items **must** be assigned to a category in order to be displayed on the site for bidding or purchasing.  - **No Bids:** Silent auction items with no bids. This category is used as a filter to display a quick glance at items with no-bid activity. This is the only category that Handbid auto assigns. Once a bid is placed on an item it will automatically be removed from this category. - **Live Auction:** Items that have been created as a Live Auction item will display in the Live Auction menu option. These items will display in your auction catalog as a Preview only item and can only be bid on at in-person events and cannot be bid on electronically or online. Note: These items will not appear in the No Bids filter. - **For Sale:** Items that are available for purchase. Example: Event Merchandise such as a t-shirt, ornament, centerpiece, etc. - **Tickets:** Ticketing for event admission or sponsorship tickets.  - **Appeals:**  Items that have been created as a donation level or item. Example: $100 donation, $50 donation, etc. These items will appear as donation levels on the DONATE page and as items on the BROWSE ITEMS page. - **Puzzle:** A donation opportunity for guests to purchase a puzzle piece, set at the cost of your choosing. The Auction Manager can assign different prices to individual puzzle pieces. As puzzle pieces are purchased, the puzzle page will begin to reveal a new photo, often of the project or cause you’re raising funds for. This is essentially a crowdfunding tool. - **Import:** Use this tool to bulk import items for your event. This includes Silent/Live Auction items, For Sale, and Entrance Ticket items. - **Summary:** A quick glance tool that offers an overview of all items on your site. This includes summarizing the number of items and item types, Item Status, and Item Revenue. #### People *Contains all guests (those that are invited and those that purchased a ticket) and bidders.* - **Guests:** People who have purchased a ticket to your event and whom you expect to attend your event. They will live in the GUEST LIST. - **Invite List:** Curated list of supporters you would like to invite to attend/participate in your event. An individual you would like to invite to attend/participate in your event. These people will live on the Guest List once they have purchased a ticket.  - **Guest (Guest List):** People planning to attend your event. These people have been invited or purchased a ticket to the event. - **Bidders:** These people are registered users in your Event (have a paddle number assigned) and have a user account with Handbid. People can be a Bidder if they have placed a bid or not. Please note: Handbid refers to anyone who is registered as a bidder.  #### **Donations** *The area where your bidders can make predetermined or customized donations.* - **Recurring Donations:** This is a committed donation over a period of time (that often surpasses the length of the event) at a specified frequency (yearly, quarterly, monthly). This is a full list of all recurring donations processed through the specific event. #### **Invoices/Receipts** *This contains all paid and unpaid invoices generated from purchases, donations, and winning bids. Each user who has won, donated, or purchased an item will have an invoice in this list that shows a detailed breakdown of those purchases for tax and reporting purposes. Receipts are sent upon full payment via email unless deselected by the Manager. The Manager can choose to have Handbid automatically send invoices via text when the Event closes.*  - **All:** These are all of the invoices, both paid and unpaid - **Not Paid:** These are invoices that are not paid  - **Paid:** These are paid invoices. - **Summary:** This is a summary of your invoices #### **Reporting ** *Provides options to download specific details for your records. Download reports for future events and board meetings for items, donations, bidders, and more.*  **For More information on Reporting visit:** [Overview of Handbid's Reporting System](/overview-of-handbids-reporting-system/)   - **Ticketing/Registration** - **Ticket Summary:** This shows the revenue performance of your ticket sales. - **Ticket Purchases:** This shows all ticket purchases by date and allows you to filter those that are paid or not paid.   - **Bidders** - **Bidder Summary:** This will show you the overall status of your bidders with regard to participation, devices used to place bids, and a summary of the bids placed.  - **Bidder Purchase Summary:** This report will show each bidder and their revenue breakdown - Silent, Live, Purchases, Donations, and Tickets. The report will show the total value received by the bidder in exchange for their purchases or contributions and the net contribution. The total value received would be the total fair market value of any winning auction item plus the total amount of value received for any purchases.   - **Bidder Purchase Detail:** Full detailed summary of all purchases by a bidder and breakdown of the item value, sold amount, and payment type. - - **Top Bidders:** This report will show the top bidders in your auction ranked by the total revenue generated by that bidder. - **Messages:** This report will show the breakdown of messages sent to each bidder through your event site. It will include the time, type, and message to each person. - **Bids:** This report will list all bidding activity across your entire auction. - **Items** - **Item Summary:** This report shows you revenue performance, the status of the items, and bids by item type. - **Live:** In the live report, you will see the live auction item's name, the sale price, the Fair Market Value, and the percentage of the fair market value.  - **Top Silent By Bids:** This report is a breakdown of the top silent auction items by the number of bids they received. - **Top Silent By Revenue:** This report is a breakdown of the top silent auction items by revenue and will show the item name, the category, the number of bids on the item, starting price, ending price, and the percentage gained on the item. The items in the report will be ordered by the items with the highest ending prices. - **Category Performance:** This report shows a useful breakdown of each category and how it performed.  The key fields to review here are total bids, bids/items, and % of Fair Market Value generated. This will give you an idea of which types of items were most popular in your silent auction.  - **Bid History:** This report allows you to view the bid history by category or by item.   - - **Donor Summary:** This shows the items each donor (in your contact list) contributed. This report will show items, item code, the number of bids, FMV, start and end price. - **Item Favorites:** This shows each item that has been favorited by a bidder.  You will be able to see the Item Code, Item Name, Category, Bidder First Name, Bidder Last Name, Date that the favorite item was added, and if the bidder bid on the item already. - **Financial** - - **Revenue Summary:** This report will show a summary of the revenue generated by each fundraising component at the event.  - **Purchases:** This report will show you every item that was sold (silent, live, For Sale, donations, tickets), who purchased it, how much, and payment status.  - ****Invoice Details:**** This is the information that is displayed within the Invoices tab by the bidder.  - **Transactions:** This will show bidder name, email, a timestamp, method of payment, and other related fields - **Recurring Donations Payments:** This report shows any recurring donations made to this event #### CRM Exports *This is a purchase report that aligns with the same template as the CRM you integrate with.  To learn more about CRM integrations view [this article](/syncing-your-contacts-and-transactions-with-kindful-crm/).*  ### 6.    Top Tool Bar #### **A. Items Dropdown- Three Box Icon** - **Manage Categories:** Allows you to create a category, delete a category, see how many items are in a category, and change the order of the categories. - **Create New Item:** When you select this, a window with the different item types will appear. Click on the item type and create a new item. #### **B. Bidder Dropdown- People Icon** - **Register New Bidder:** . Allows you to quickly add a bidder without requiring them to go to the site and register themselves. - **Go to Bidder List-** Quickly takes you to the Bidder list. #### **C. Messages- Chatbox Icon** - **Send Broadcast Messages:** Send SMS text messages and push notifications to bidders to notify them of event-specific information. Example: “bidding will close in 5 minutes!” or “Don't forget to pay your invoice once the auction closes.” Broadcast messages are limited to 285 characters. - **Open Live Chat Manager:** If enabled in your contract this will allow you to view the event chat and support chat messages from your event. **D. Bid/ Buy- Gavel Icon** - **Place a Bid:** Manually place a bid for a donor. Choose the bidder, item, and confirm the bid/max bid.  - **Make a Purchase:** Manually purchase an item for a donor. Choose the bidder, item, and quantity and add to their invoice.  - **Purchase a Puzzle Piece:** Manually purchase a puzzle piece for a donor. Choose the bidder, puzzle piece selection, and confirm the purchase.  #### **E. Tickets- Ticket Icon** - **Create a New Ticket:** This is a shortcut to create a new ticket for your event. - **Purchase Ticket:** Manually purchase an entrance ticket for a donor. Choose the ticket price, add an option discount code and either add it to their invoice or immediately charge the card on file.  - **View Ticket Sales Report:** This quickly takes you to your ticket summary. #### **F. Donate- Dollar Sign Icon** - **Add a New Donation:** Manually add a donation for a donor.  Choose the donor, the donation level and either add it to their invoice or immediately charge the card on file. - **Enter Mass Appeals:** Manually add multiple donation amounts at different levels of donations. This tool was created to quickly add donations during the “Ask” portion of your fundraiser.  - **View All Donations:** This quickly takes you to your Donations List. #### G. Theme- Paintbrush Icon Click this to access your Theme Editor #### **H. Live Streaming- Radios Waves Icon** Incorporating a Livestream? Add your YouTube link here and promote items under the video for bidders to easily see during your presentation. #### **I. Auction Status** **[Click Here to Access Status Types](/handbid-glossary/#event-status-types)** --- # Handbid How-To Videos URL: https://help.handbid.com/handbid-how-to-videos/ **Check In** [Enable iPhone Check-In](https://www.youtube.com/watch?v=aUNee3ooDRw) [Check-in on the iPhone](https://www.youtube.com/watch?v=WYfF2h0IWhc) [iPad Check In](https://www.youtube.com/watch?v=d6ob6xkVJzY) [Desktop Check In](https://www.youtube.com/watch?v=OWTsDrC11r4) [How to Transfer a Ticket](https://www.youtube.com/watch?v=LJSI7oIRumk) **Bidder Management** [Resend Login Link to a Bidder](https://www.youtube.com/watch?v=A_ybyP-ony0) [How Manually Assign or Swap a Paddle Number](https://www.youtube.com/watch?v=KI_unhKTJ3U) [Add a Credit Card to a Bidder Profile](https://www.youtube.com/watch?v=I5bWFbcbJnU) **Run the Event** [Open the Auction or Change the Auction Status](https://www.youtube.com/watch?v=4hMXZKVplXw) [Remove a Purchase](https://www.youtube.com/watch?v=wnokWiFUB_E) [Remove a Bid From and Item](https://www.youtube.com/watch?v=76uV9F5tNo4) [Create a For Sale Item](https://www.youtube.com/watch?v=PR2sjY_sJJ0) [Create a For Sale Item - Event Only](https://www.youtube.com/watch?v=4UzxPka_Ggk) [Create an Appeal Item](https://www.youtube.com/watch?v=0-pwxkrAQNo) [Create a Ticket](https://www.youtube.com/watch?v=0ttt2050QGs) [Create an Auction Item](https://www.youtube.com/watch?v=HRrO8k3cOPg) [Duplicate an Item](https://www.youtube.com/watch?v=cRtCJ7w9-BQ) [Enter a Live Auction Winner](https://www.youtube.com/watch?v=MtQ8YzMwxBA) [Record a Paddle Raise Using the Mass Appeal Tool](https://www.youtube.com/watch?v=A925Fkx07mo) [Send Broadcast Message](https://www.youtube.com/watch?v=Arw4zJNREHY) [Sell a For Sale Item with an iPad](https://www.youtube.com/watch?v=HcmR66_FbP4) **Close the Auction** [Close the Auction by Timer](https://www.youtube.com/watch?v=XECBgGwsFjI) **Check Out** [How to Pay an Invoice](https://www.youtube.com/watch?v=v9u21F1Usao) --- # Handbid Setup Tutorial Video Guide URL: https://help.handbid.com/handbid-setup-tutorial-video-guide/ ##### In the following four quick videos, we'll guide you through the process of getting started with Handbid. We'll cover everything from creating an event site to setting up admission tickets, sponsorships, and adding items. ##### **Ready to dive in? Let's get started!** ### ** Video 01: Basic Auction Settings ** *Total Time: 18:54* ##### Before you begin: - Login to the Handbid Manager with the email credentials provided. - Reset your password. - Have the Manager up and running on another screen and work along. 
      ### Resources - [Knowledge Base Articles - Auction Settings](/create-an-auction/) - [Download the Auction Checklist](/auction-manager-checklist/) ### **Video 02: Theming, Branding, and Previewing** *Total Time: 9:45 * Before you begin: - Complete your auction settings. - Digital Seen is enabled by clicking the "theme" paintbrush icon in the Manager. If you receive an error message, email service at [service@handbid.com](mailto:service@handbid.com). - Gather your RGBA values (colors) and images. - Open the Manager, click on the "theme" paintbrush icon.
      ### Resources - [Digital Seen Theme Editor Workbook](cowork-file://preview/handbid-setup-tutorial-video-guide.html?v=4#)  - [Knowledge Base Article - Previewing Your Event Site](/previewing-your-auction/) ### Video 03: Ticketing and Sponsorships *Total Time: 18:43* Before you begin: - Complete the auction settings and theme editor settings. - Determine what types of tickets you want to sell. - Have the Manager up and running on another screen and work along.
      ### Resources - [Knowledge Base Articles - Ticketing and Sponsorships](/tickets-and-sponsorships/) ### Video 04: All Things Auction Items *Total Time: 14:22* Before you begin: - Complete the auction settings and Digital Seen theme settings. - Have examples of items you would like to add: Silent and Live auction items, Appeals, For Sale items, and a puzzle. - Have the Manager up and running on another screen and work along. ### Resources - [Knowledge Base Articles - Items](/items/) --- # How do I login to my Handbid Account as a User? URL: https://help.handbid.com/logging-into-my-handbid-account/ Once you have [created](/how-to-create-a-handbid-account/) a Handbid account, you can log into your account from either the [Handbid](https://www.handbid.com/) website or from the mobile app on your smartphone. [Please click here](/faq-logging-into-handbid/) to access frequently asked questions about logging in to your Handbid account. If you have any difficulty logging in or creating an account, please feel free to reach out to Handbid Support: service@handbid.com. ### Two Ways to Log in **1.  On the Handbid Website** - Go to the [Handbid Events website (](https://events.handbid.com/)[https://events.handbid.com/](https://events.handbid.com/)) and click on the "Login" link at the top. - Enter your email and password - Click the **SIGN IN** button From here, you can access the auction you are looking for by searching by organization name or auction name. ![events site search](https://ucarecdn.com/27c7962e-2c7e-47dc-a427-f5afa7d4f9e0/) **2.    On the Mobile App** - If you are using the app for the first time, you will need to complete the login/registration form. Make sure to enter the cellphone number of the device you are using and Handbid will send a text message to that device. - Once you complete and submit form, you will receive an SMS with a 5-digit PIN code.  This PIN code represents your unique login to Handbid. You can also use this PIN code as your password on Handbid.com. - Either type in the 5-digit PIN code sent to you or click on the link provided in the SMS. - Once you enter this code or click on the link the app will take you to a list of auctions to select from. --- # How to Create a Campaign & Update Settings URL: https://help.handbid.com/how-to-create-a-new-event-and-update-settings/ Different from an Auction or Peer-to-Peer, a Campaign is another method of fundraising through Handbid. Creating a Campaign site allows you to utilize most fundraising components including, Live Auction, ForSale Items, and Ticketing. You *CANNOT* utilize the Silent Auction or Peer-to-Peer features. Silent Auctions are only hosted by creating an Auction site and peer-to-peer fundraising is only accessible through creating a Fundraiser. If either of these options is what you're seeking to do, here is more information on [Auctions](/create-auction-or-update-auction-settings/) and [Peer-to-Peer](/en/set-up-create-new-fundraiser-update-settings/).  ***Follow the steps listed in this article to learn how to create your event site. Or, skip ahead if you wish to [duplicate a previous event site](/how-to-create-a-new-event-and-update-settings/#duplicate-previous-event-site), or  [learn how to update your settings!](/how-to-create-a-new-event-and-update-settings/#Update-Event-Settings)*** ### Step 1: Navigate to your Campaign Dashboard You will first need to log in to your manager account. If you are a first-time user or wish to learn more about logging into your organization's manager account ***[click here](/login-to-your-organization-account-on-handbid/)***.  Once you are logged in and have created your Organizational settings, navigate to your Campaign Dashboard from the left menu. ![Campaigns](https://ucarecdn.com/7704fbda-d9d4-4a45-839c-643a70c93168/) Once you are in the events section, click on the **\+ CREATE CAMPAIGN** button. ![Create Campaign](https://ucarecdn.com/5c09930c-cac0-41c2-8029-e8684deeab07/) ### Step 2: Create Your Campaign Settings Once you click on the **\[+ Create Campaign\]** button, the settings window will appear. The first thing you'll need to do is give your campaign a name! The name creates the URL which **cannot** be changed, so make sure you pick a name that you love. ![create campaign info tab](https://ucarecdn.com/c4e744b2-66a1-46ad-b0d2-95a6868eed52/) Below is a breakdown of the settings tabs. It's crucial that you take the time to go through each of these tabs and enter as much information as you can, as well as take each setting into consideration. Though you're always able to go back and update these settings at any time, it's good to know you're set up for success from the get-go. > ***NOTE:** If you need to get your event site created quickly and want to come back to update your settings at a later time, the minimum information that needs to be input is:* ***Contact Information, Event Name and Time Zone*** #### Settings Tabs The following tabs make up the Campaign Settings: - **Info** - this consists of your basic event information (Name, URL, status, etc.) - **Goals** -This is where you can set your fundraising goals for your auction - **Event** - Event-related info goes here (start and end times, location, attire, description) - **Images** - Your event images (logo, banner) as well as your Handbid TV images - **Financial** - Financial settings (enable credit card purchases, require card on file, premiums) - **Donations** - Set recurring donation settings (monthly, quarterly, annually) and restrictions - **Participants** - Set your participant/guest restrictions or requirement settings here - **Templates** - Your welcome message, invoice/receipt message, etc. - **Sponsors** - Upload sponsor logos to recognize sponsors ### Step 3: Complete Campaign Setup Once you've completed your event settings, click \[Create\] and you'll be brought to your Event Dashboard where your new event will appear. * * * ### Update Settings If you've already created your Campaign and need to go back to either complete or update your event settings, follow these easy steps! 1. Using your Main Dashboard, Click into the Campaign tile, then click on the event you wish to update. 2. Once in the Campaign, click on the settings gear wheel next to your event name at the top of your page. ![Event Settings (Gearwheel)](https://ucarecdn.com/e4785226-f4e0-46ba-978f-e90ed89d5986/) 3. This will open up the settings window. Click through the settings tabs and don't forget to click on the purple **\[UPDATE\]** button when you're finished. * * * ### Duplicate Previous Campaign Site Save yourself some time and duplicate a previous event site. When you duplicate a site, most of your event settings will carry over. However, please take the time to review your settings to ensure accuracy. You can also carry over items from a previous event as well. **To Duplicate a Previous Campaign:** 1. In your Main Dashboard, click on the Events block  2. Find the event you want to duplicate (don't click on it) then at the bottom of that event block, click on DUPLICATE at the bottom                                               ![Duplicate Event](https://ucarecdn.com/09260e6e-a694-494d-b4ae-1d289394e0e6/) 3. When you click the DUPLICATE button, a window will appear asking you to input the name of your new event. Enter the name of your event then click OK to complete. To save even more time, select the additional information you wish to copy over (Templates - Event & Broadcast) and Theme Settings.  **Your new campaign name must be under 64 characters and must only contain letters, numbers, and spaces.** ![Copy Event](https://ucarecdn.com/8034c283-d5f8-4960-ab1e-d0a65c21e4c9/) 4. You'll then be brought to your new Campaign dashboard.  **IMPORTANT NOTE:** click on the settings gear icon next to your event name at the top of the page, and review your settings, including events start / end dates and times. --- # How to Create a Handbid Account URL: https://help.handbid.com/how-to-create-a-handbid-account/ Guests and bidders can create a Handbid account from either the Handbid website or from the mobile app on their smartphone. There are a couple of things to note when creating an account: 1. *Users must download the app before the login link will work.*  2. *Your auction must be in PRESALE,  PREVIEW, or OPEN status before having bidders sign up.*  ### *Article Index* *To skip ahead, click on a link below.* 1. [*Create an Account through Handbid Website*](/how-to-create-a-handbid-account/#website) 2. [*Create an Account through Handbid App*](/how-to-create-a-handbid-account/#App) * * * ### Two Ways to Create a Handbid Account #### **1.    On the Handbid Website** - Go to the Handbid Events website:  [https://events.handbid.com](https://events.handbid.com/) - Click the **log in** in the menu on the top right. - Select the **REGISTER NOW** at the bottom of the login screen.  You will be prompted to enter the following information: first and last name, shipping address, email address, passphrase, and your cell number.  *A passphrase is used in place of a password.  There are no special characters required and they are typically more secure.  Use something like "I Luv rock and roll".  We find these easier for users to remember.* - You will be asked to agree to terms and conditions. - Once complete you will have a Handbid account.  - From here, go to the main search bar on the events site and search for the event you intend to bid in.  - From the dropdown, select the event of choice to view that event's home page.  Once on the event homepage, you will be prompted bid from your smartphone or continue from the web. - If you wish to bid from your smartphone, you will receive a text message with your Handbid PIN code and a link to login to the app. (NOTE: You must download the Handbid app before this link will work) - If you wish to bid from the web, you will need to choose **REGISTER** or **BUY TICKETS** in order to participate in the event.  #### **2.    On the Mobile App** - Download the Handbid app from the App Store or Google Play Store **NOTE: THIS APP IS ALWAYS FREE** - Enter your First Name, Last Name, Email, and Cell Phone Number.  Click **NEXT.**  (Note: The cell phone numbered entered above must be allowed to receive text messages) - You will receive a text message to the cell phone number entered on the first screen.  This text will contain a 5 digit pin code.  - Enter the five-digit pin code and Handbid will log you into the app.   - Select your auction from the list and TAP REGISTER (vs. Browse) to register for an auction and get a Paddle ID assigned. --- # Login to Your Organization Account on Handbid URL: https://help.handbid.com/login-to-your-organization-account-on-handbid/ If you're new to Handbid, you will receive your auction manager username and password from us when your account is created (you will be notified via email between 24-48 business hours after the contract is signed and submitted).  If you're familiar with Handbid and are having issues logging in with your existing auction manager credentials, select "Reset Password" or [contact us](mailto:service@handbid.com)!                     **IMPORTANT:  Do not use the Auction Manager in Internet Explorer.**  #### **Follow the steps below to log in:** 1. Visit the [Handbid Auction Manager Site](https://manager.hand.bid/)  2. Enter the email address associated with your Handbid manager account.   You will find a one-time password in your welcome email, you can copy and paste it into the password field. Create a permanent password with at least 14 characters. 3. Click the **LOG IN** button ![Manager Login Screen](https://ucarecdn.com/8f6a3797-b36b-460c-a710-2b456100d74b/) ***Multiple users can log into the Handbid auction manager at the same time while managing your auction.  However, we don't recommend sharing accounts for security purposes. If you want to have more than one manager in your auction, you can [Add Additional Auction Managers](/add-additional-auction-managers-to-your-account/) in your organization settings.*** --- # Organization Main Dashboard Overview URL: https://help.handbid.com/the-handbid-manager-main-dashboard/ When you log in to your auction manager account ([manager.hand.bid](http://manager.hand.bid/)) you will be brought to your **MAIN DASHBOARD**. The **MAIN DASHBOARD** allows you to manage your organization information, contacts and events, as well as view your current contract & status. ### Left Menu  On the left panel you will find navigation for:  - **Contacts** - This is where you can access your contact database in Handbid.  To learn more about the Contacts feature, please read our: [Managing Contacts in Handbid](/managing-contacts-in-handbid/) article. - **Events (Auctions, Peer to Peer, Campaigns)** -  Select which event dashboard you wish to see. Once in an event dashboard, you will be able to see all your events in that category.  - **Custom Fields** \- Custom fields allows you to define attributes for a specific item. Such as shipping weight, dimensions, pick up location, etc. Learn more [here](/custom-fields/). - **Reports** - A [Global Purchase Report](/overview-of-handbids-reporting-system/) is available from your Main Dashboard across all your events.  - **Inventory** -  This is still a product in BETA (meaning it is not completely finished), but it manages item inventory outside of auctions. Play around with it!  - **Support** -  This tool will take you directly to our [Knowledge Base](/). ### Handbid Dashboard Your Main Dashboard shows a summary of all your events in Handbid over time.  This will be a cumulative report as you continue to run events on the platform.  ![Organization main overview](https://ucarecdn.com/d2573d69-bfd3-4821-a8cb-a26bafe6cc76/) #### The Organization Tab Just above the main panel will be your organization's name.  Next to it will be an edit box where you can edit your organization settings. To get more information on editing these settings, please read this article: [Editing your Organizational Settings](https://1745458.hs-sites.com/knowledge/edit-your-organizational-settings?hsLang=en).  ![Edit org settings](https://ucarecdn.com/6efcab37-d314-422e-b81d-fd05a35c772d/)  **So what do you need to do next?** If you have not set up your event, we recommend you start there. For detailed information on setting up an auction, click here [Auction Settings](/create-auction-or-update-auction-settings/). --- # Planning Your Auction Event URL: https://help.handbid.com/planning-your-auction-event/ Time to start the planning process. This will consist of assembling your team, planning your event, and determining how you will set up your auction/campaign in Handbid. **ASSEMBLING YOUR TEAM** First, you have to assemble your team and get them organized in terms of their roles and responsibilities. You will need a dedicated group of individuals who will stick with you until the end.  If you are relying on volunteer staff, you will have to keep them engaged and motivated throughout the entire process including check-out and cleanup.  While you may only need to meet a few times a month at first, you will find yourself needing to meet weekly in the last month or so before the event. Time to form a committee. Here are some key jobs you may want to delegate: 1\. Venue Manager-- One point of contact for all things related to your venue. Parking, Sound, Chairs, Tables, Decorations, Trash, etc. You may add entertainment and auctioneer to this person's tasks to manage.  2\. Catering Manager-- Oversee all things food and drink related, from canapes to cocktails.  3\. Auction Items Manager-- In charge of soliciting items, pricing, organizing items including import into Handbid, checkout process, and shipping. This person must be familiar with your Board members, big donors, and other people who are affiliated with your organization that may have an item to donate.   4\. Volunteer and Guest Manager-- Oversee organizing the volunteer workforce. They will also utilize Handbid for sending out invitations, selling tickets, managing sponsor tables, etc.  Make sure you have your team cover the following elements:  **FINDING AND BOOKING THE VENUE** (if you are having a live event) - Location (based on expected attendance) - Size (can it fit the number of guests you expect?) - Cost to rent - Dates and times of availability - Policies around alcohol (if applicable) - Catering restrictions - Mobile Bidding (is your venue setup for mobile bidding?) - Layout/suitability for your event (i.e. do they have the facilities/features you need?) - Time of year and any expected issues with weather/accessibility - Parking (if your guests will arrive by car) **VENUE: AUCTION / EVENT CONSIDERATIONS** For your venue, be sure you determine where you will be able to display your auction items. You will want this space to be big enough, with adequate lighting and room for your guests to browse.  Adequate lighting is also critical for a live auction. The auctioneer must be able to see the bidders and their bidder numbers.  Consider parking for your guests.  Book your venue EARLY! Party spaces can be very hard to find so start early and lock down a space long before you announce your event.  WIFI is a MUST! Make sure that your venue is suitable for mobile bidding. [Please review this Knowledge Base article on how to evaluate your venue’s network and WIFI capabilities.](/testing-your-venues-network-connectivity-for-mobile-bidding/)  Think about the "flow" of the venues you are considering. Will there be space for a line to form at Check-in? Is there a space to checkout?  **SOLICITING AUCTION ITEMS** You can start by creating a tracking spreadsheet that has a list of all target items. Google Spreadsheets is a great tool to use for this. In fact, Handbid has a template you can use as a starting point that can also serve as your “import” spreadsheet when you are ready to load items into Handbid. You can tag items with a “solicitor” who is responsible for requesting and picking up the item. The first step in your auction item plan should be to approach your board of directors, your current donors, and friends of your organization (including volunteers, in-kind donors, people and companies you are connected with or do business with, etc.) You want to approach these groups to ask them to do two things: **First**, you want to ask them to donate an item or items for your event. Many of your board members and friends would love to do so. Help them think through what items would work: do they have sports tickets? Restaurant connections? Would they like to put together a gift basket? Try to get as many people as you can from this group to donate an item for the auction. **Second**, you want to ask your board, donors, and friends to help you solicit items for the auction *from within their network*. This means reaching out to their company, their colleagues, vendors, and customers, as well as their family and their friends, to find people who will donate an item for your silent auction. The single best way to approach this group is to call them. It is best if someone from your staff, board of directors, host committee, or a volunteer actually picks up the phone and calls to ask for a silent auction donation. Calls like these are relatively easy because this group of people already knows your organization and supports your work. If this is an annual silent auction event, the call is even easier, because the person you are calling will be aware that you are having a silent auction. Calls to this group would generally go something like this: *“Hi Jim, this is Marti from St. Paul’s Church. How are you? I’m great, thanks. Listen, we’re getting ready for our big annual silent auction, and you’re such a great supporter of our Church, I wanted to get your help. Would you be willing to donate an item for us to auction off? You would? Great! Thank you! Do you think your company or any of your friends might be willing to donate an item as well?”* Or, if this is the first time you are having the event… *“Good morning Beth, this is George from the Child Advocacy Center, how are you? This year, we’ve decided to hold a fun silent auction event at the Holiday Inn, with all proceeds benefiting the kids who come to our center. Our goal is to raise $5,000 through the event, which will help us serve an additional 100 kids. Would you be willing to donate an item for us to auction off?”* Some of the people you call will have a great item. Others will need your help to think through a list of items they could donate. Still, others won’t have an item but will be willing to ask others to donate to you. The key with these calls is to make as many of them as you can… the more people you call and talk to, the more items you will have for your auction. **THEME / CATERING / DECOR**  It's best to get this topic out of the way early so that you and your team can focus on the rest of the event (auction, registrations, etc.).  Some things to consider: - Your theme will dictate your decorations and can impact the venue you rent.  Pick this first.  For example, planning to have a Kentucky Derby theme where you watch the race? Make sure your venue is equipped for that. - Your theme will drive your catering choices.  Having a formal plated dinner? Make sure both your venue and your caterer (and your budget) can support it.  Going for the Speakeasy theme where you have a false facade that resembles something else at the entrance?  Again, your venue and caterer must support it. - Your venue may restrict which caterers you use.  Keep that in mind when selecting your theme and managing your budget. - For the decor, how “far” do you want to take it?  We have seen nautical themes that had real props (water, life rings, captains hats, horns), derby themes with amazing centerpieces and horse decor, down to un-galas with a casual BBQ style decor that was not fancy and not expensive. It's up to you. You have a venue to find and secure, a theme to establish, a caterer to pick, auction items to get, and no time to wait.  Your team is energized and they still like each other!   Once you are ready to move onto the next step, read the article ["Creating a Successful Event Timeline"](https://1745458.hs-sites.com/knowledge/creating-a-successful-event-timeline?hsLang=en) --- # Quick Tips & Planning Guide for Auction Managers URL: https://help.handbid.com/quick-tips-for-auction-managers/ It's time to get started. With the help of this guide, you are sure to be off to a great start on organizing and running your auction event**.**  ### **Put in the Effort** I am sure you have often heard - your results are directly related to your efforts. The same is true with an auction.  If you want great auction items, then you need to make the effort to get them.  If you want an amazing party, then you will need to make the effort to organize one.  If you want people to come to your event, then you will need to not only INVITE them, you will need to remind them to register. If you want to raise a lot of money, then you will need to have multiple ways for people to spend or give. ### **How Much Detail is Enough?** Do you care what the centerpieces look like? Will the photos on your site/app be crisp or blurry?  Are you the one who wants the lines cut straight, tablecloths ironed and flowers to match your theme? The amount of detail around the event is entirely up to you. Make sure your team/committee is on board with your expectations, otherwise you may find yourself re-doing other people’s work or fixing last-minute “flaws”. ### **Anticipate the Unexpected** For your auction/event, we aren’t talking only about technology.  Instead, we are talking about the many things that *could* go wrong at your event.  In fact, in our experience, most of these “irregularities” have nothing to do with technology. This could include something your caterer forgot, your guests being assigned to the wrong table, names being misspelled, volunteers arriving late (or not at all), or items missing in your mobile bidding software that are on display. While not all “issues” at an event are preventable, you can minimize many of them through preparation and employing an experienced and professional staff to run your auction/event. ### Planning Guide: Kick-off Review PDF Please take some time to review the attached document to help with planning your event and Handbid auction.  The old expression from Ben Franklin still holds:  "If you fail to plan, you are planning to fail!" We have put this document together to help you start your planning.  While everything may not apply to your particular situation, it's a good idea to check the steps to make sure you have a plan in place for all the elements of your event and auction and most importantly ensure that all of your staff and volunteers are on the same page.  Many of the subjects covered here are expanded upon in other articles in the Knowledge Base, but we put this together if you want to print it out and use as a guide. Feel free to download and print it out and go through with your auction team! Or, check out our handy Auction Manager Checklist: [Click here!](https://1745458.hs-sites.com/knowledge/auction-manager-checklist?hsLang=en) - [Handbid-KickOffMeeting.pdf](https://ucarecdn.com/a842a6e9-f965-4ccb-ad75-59722b8aa0a1/)(2 MB) --- # Two Factor Authentication (2FA) URL: https://help.handbid.com/two-factor-authentication-tfa/ ### What is Two Factor Authentication?  Two-factor authentication (2FA), sometimes referred to as two-step verification or dual-factor authentication, is a security process in which users provide two different authentication factors to verify themselves. Handbid has implemented this to increase security and make you and your bidders safer in the online auction world. Handbid is the first major mobile bidding company to implement 2FA without any 3rd party tools.   ### **So now that we know what 2FA is, how does it work in Handbid?**  Organizations can now enable 2-factor authentication on their accounts, **requiring** all of their managers to use the Handbid iPhone or Android app as a second factor in authenticating their login to the Handbid manager.  When enabled, managers will be required to log in to the Handbid app, register their device for authentication, and then use the app to acknowledge any manager login authentication attempts.  First, verify that you are the one attempting to log in.  Next, anytime a new login attempt is made, you will use your mobile device to approve or deny those requests.  ![verify login](https://ucarecdn.com/fe10ce27-4a0f-4c00-b0ba-d44e99374c3c/) --- # Add Silent and Live Auction Items URL: https://help.handbid.com/instructions-video-adding-silent-and-live-auction-items/ 1. [Help Center](/) 2. [Items](/items/) 3. [Silent and Live Auction Items](/items/#silent-and-live-auction-items) ## You can't have an auction without auction items! Here, you will learn how to add auction items (live or silent) to Handbid. **Video:** 
      **Instructions:** 1. To add an item to your auction, go to your auction dashboard. 2. Select the Add Item icon at the top of the screen ![Auction name and toolbar](https://ucarecdn.com/4fd0c2ad-5aa1-412e-a1c4-4087b565bd72/) 3. Select the gavel icon for Auction items in order to begin. ![item type](https://ucarecdn.com/867214cc-54b6-41b4-953a-2c940455809c/) 4. Fill out the appropriate information in the create new item form. Please note ***RED boxes are required fields.*** #### **ITEM INFO Tab Settings:** - **Item Name** - The item name is what bidders are going to use to recognize an item. Make your item name descriptive, unique and not too long (max length is 54 characters). If you have two identical items, use something such as a number or letter in the name to distinguish between the two. - **Item Code** - Item code is a unique value that you assign to each item. This can be a combination of letters and numbers and is used to help you organize your physical items. (if you use the item upload template, an item code is required. Duplicate item codes will override your item names - pay attention!) - **Auction Type** - This can be a silent auction item with one winner and bids placed by bidders on the mobile app, iPads or the web.  Or, you can designate it as a live auction item which will be visible to bidders, but they will not be able to bid on the item. If you make it a live auction item, you (as the auction manager) will have to place winning bids through the backend system. - **Market Value** - The estimated dollar value of the item. It is important that you provide estimated values on items for tax purposes.  The value is shown on the receipt as Fair Market Value.  There is a lot of debate about how to properly set market values on items. We will provide you with guidance and advice only. Ultimately it is up to you to determine how you want to communicate Fair Market Value to bidders. If you want to hide the value, there is also an option for that.  This will be discussed later. - **Starting Price** -The starting bid price for the item. Please only put in a positive integer here, no $ symbols or numbers with decimals. For a live auction item this price is less important (because you will enter the winning bid at the end). Enter in the price you feel the bidding should end at not start at. This will give the bidders some sense of value for the item. Even though this will not be bid on by the app, you still need the price - if you are unsure set the price to $1. - **Bid Increment** - The dollar value of each incremental bid on the item.  If you leave this blank the system will default to $1. (All Live auction items have a bid increment of $1). Please only put in a positive integer here, no $ symbols or numbers with decimals. [Want to read more about Bid Increments? Check out our blog on it.](https://blog.handbid.com/blog/fair-market-value-and-setting-silent-auction-starting-bids-and-bid-increments?hsLang=en)  - **Reserve price** - This is a HIDDEN amount the bidder cannot see. This is the minimum amount the auction item would sell for. - **Buy Now Price** - This allows you to establish a set price a bidder can buy an item for instead of bidding.  If someone purchases an item for the Buy Now Price the item will be displayed as **SOLD OUT** in the auction.  NOTE: If you have a Buy Now price on an item, the bidder cannot bid or place a max bid above the Buy Now price.  Once bidding gets to the Buy Now price the item will automatically be sold. This must be left blank for a live auction item.  - **Show Value** \- If this box is checked the Fair Market value will be displayed in the app and on the website.  Even if this box is NOT checked, the market value will be displayed on the winning bidders invoice as Fair Market Value.  When would you want to hide the value?  If you have an item that has a low fair market value (class project or parking space), you can put that low value in here, but then hide it from bidders so that they are encouraged to pay a higher price for it. - **Item Category** - Each item is assigned to a user-defined category. All items must be placed in a category to show up in the Handbid iPad app, iPhone and Android app. You can create categories by selecting the **"+ add"** link next to the category title. - **Status** - This will default to pending regardless of what you set here for new items. This is to prevent items from being pushed to the mobile app until you are ready. if your auction is not yet open, you don't need to do anything here. However, if your auction is already open you will need to come back in and change this to "open" once you create your item. **You can safely ignore the other item status options in the list!** - **Tax Against** \- This option will allow you to calculate tax at an item level based on either the market value or the winning bid. We recommend you consult with a tax advisor prior to setting any tax levels on items. - **Tax Rate -** This is the tax rate (as a percentage) that you want to set on the item. we recommend you consult with a tax advisor prior to setting any tax levels on items. > **Note:** *If you applied tax using the premium amount in the auction setting you do NOT need to add tax to each item.*  - **Is Hidden -** If this box is checked your item will be hidden from bidders.  You cannot hide an item with bids or purchases on it.  You may want to hide an item when you don't have all of the components or perhaps the donor has not confirmed they will provide it. You can set up the item and hide it so potential bidders will not see it. When you are ready to show it to bidders, simply un-check this box.  > #### NOTE: Important Information > > When you are done editing this tab, click on the "DESCRIPTION TAB" to go to the next set of information. You DO NOT have to hit create or update on every screen. Just once after you have completed creating or updating all your item information is enough. #### DESCRIPTION Tab Settings: ![item description tab](https://ucarecdn.com/4bcc506b-c773-4cd5-aa53-fa6653519a84/) - **Description** - Enter your description here. We have provided enough space (8,000 characters), please use as much as you need to get all the details written, but don't feel obligated to take up the entire space.  You can now format the item description. This includes basic formatting (**bold,** *italics,* underscore,) and more advanced formatting like spacing, bullets, and the ability to hyperlink.   - **Display Sheet Description** - This is what will display when you generate display sheets. This will allow for 400 characters and will print on the 8x10, 5x7, 1/2 page folded sheet, or coaster sized display sheets. - **Fine Print** - This area allows you to provide any additional information, restrictions or criteria related to the item, such as expiration dates, must be 21 or older to purchase, blackout dates, etc.  - **Redemption Instructions** - Here you can put in specific information that will ONLY appear on the winner's invoice. This could be information about how to redeem the item, door codes to enter a vacation home, phone numbers on who to contact, etc. This information is private and only relevant to the winner.  - **Custom Notes Label** \- This is an area where you have the ability to create your own custom title. - **Custom Notes** \- This going to be the body that will correlate with your custom title.  #### DONOR INFO Tab Settings: ![item donor info tab](https://ucarecdn.com/37baad4b-86d4-4b71-bc35-3fb171187f9c/) - **Donor Name** - The name of the person or organization that donated the item. We provide this information so the auction manager can track it and the donor can be recognized.  - **Donor Contact** - Use this space to enter in the donor contact name, phone, or address.  This information is NOT displayed to the bidders and is used by the auction manager only.  - **Display Sheet Donor Name** - What the Donor of an item would be shown as on a display sheet - Hit the **CREATE** **OR UPDATE** button at the bottom of the page to add the item - **Retrieval instructions** - These are options to track how the auction can receive the donated item. - **Donation Type** \- This is where you (or the donor) can enter the type of item. A physical item, a certificate, or both.  - **Item Status** - This is for the auction manager to track the status of the item. The status can be pending, received, waiting on donor, waiting on pickup, or canceled/lost.  - **Pickup Instructions** - This area can be used to add any special instructions for the item. These instructions are only seen in Handbid Manager.  Your bidders will not see these instructions. --- # Add/Remove Image from Existing Item URL: https://help.handbid.com/add-remove-image-from-existing-item/ #### **1.    ADD AN IMAGE** Once your items have been created, either using the auction manager or the item upload template, you will want to make sure each item has an image. Below are the steps to add images: 1. Select an item  2. Select the MEDIA tab in the edit item window 3. Select the blue **Choose an Image** button 4. Your image must be 800x600 pixels (very important for best viewing on app) 5. Select your image by dragging and dropping your image in the window or by selecting an image directly from your desktop, camera, Facebook, Google drive, Dropbox, Instagram, Fickr, etc 6. Select the **Update** button to save your image.  **![Media tab embed code](https://ucarecdn.com/9873be54-193e-4406-b760-d80d53e02522/)** #### **2.    REMOVE AN IMAGE** 1. In the left-hand menu in your Auction Dashboard, click the **Items** dropdown, select ALL, then click on the item in the item list. 2. Once you click on the item and the detail window appears, click on the **Media** tab.  3. To remove an image, click on the image thumbnail. When you click the thumbnail a pop-up window will appear. This is where you can either set that image as the primary image or remove the image (see image below). 4. Click the **Remove** button.  ![remove or make image primary](https://ucarecdn.com/0ed0fb21-ddf0-45e4-9ab1-3a18d2e6f8a1/) --- # Adding an Item After the Auction is Open URL: https://help.handbid.com/adding-an-item-after-the-auction-is-open/ If you have to add an item to your auction ***after***  it opens,  Handbid will initially place the item in a **pending** status. We do this to make sure that your item is not accidentally bid on before you are ready to open it. Since Handbid is a real-time system, adding an item and changing the item status to OPEN, will make it available to bidders on the app and online. See the image below to see how to change the item status.                  ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/f7ecf531-030d-4e0a-9e62-a052c892e8f7/) --- # Assigning Item Codes URL: https://help.handbid.com/assigning-item-codes/ The purpose of Item Codes in Handbid is to allow you, the Auction Manager, to organize your physical items for check-out.  Item Codes can be any combination of letters and numbers and there are a variety of ways to assign codes - how you assign them is based on what makes the most sense to your checkout team.  If you already have a method that works for you, great, just enter your existing item code into the Handbid system. Please note, if you are using the **Item Upload Template** to load your items, you *must* have item codes preassigned and they must be unique.  ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/afde522f-5776-44d2-a7a7-08646b2b2989/) **If you don't already have an item code naming system, here are a few different methods to consider:** 1. Any item which *only* includes a certificate starts with 100. Baskets start with 200. Items which include a certificate *and* a basket start at 300. Large or oversized items start with 400. 2. Make each category start with a different 3 digit number.  For example, Dining starts with 100, Entertainment starts with 200, Home starts with 300, etc. 3. You can number your items any way you wish, but add a "c" the end if the item is a certificate.  This can help your staff at checkout know where to find the item.  For example, if the item is a gift certificate to a restaurant and your restaurant category is the 200s.  Number this item 201c. **NOTE:  It is important that your auction volunteers (especially check-out runners) are familiar with your coding system so they can easily find the items they are looking for during check-out. This is the *primary* reason for coding your items.** --- # Bulk Upload Images via Zip File URL: https://help.handbid.com/image-import-feature/ ### Article Index:  *To skip ahead click on a link below* 1. [Zip File Requirements](/image-import-feature/#zip-file) 2. [How to Upload Zip File](/image-import-feature/#upload-zip-file)  3. [Email Notifications / Error Handling](/image-import-feature/#email-notifications) ### **Zip File Requirements** **Prior to uploading images via a zip file, please make sure you have manually [Added your Items](/instructions-video-adding-silent-and-live-auction-items/) or [Imported your Items into Handbid](/importing-items-into-handbid/).**  **Please review the following requirments prior to creating your zip file.**  - **Archive Format**: The archive must be a .zip file containing images. - **Image Formats Supported**: .png, .jpg, .jpeg, .avif, .webp - **Naming Convention**: Images must be named using the format \[item\_code\].\[extension\]. If multiple images for the same item are being uploaded, an additional suffix can be used, such as - or \_ followed by any string, which serves as a unique identifier or "iterator". - **File Size**: Each image file must not exceed 2MB. - **Directory Check**: Item images must be in the root directory of the zip file (not in a sub folder).  If a sub directory is found, an error is recorded, and any images in the sub directories are ignored.  ### **How to Upload Zip File** Prior to uploading a zip file, please make sure your archive file follows the [Zip File Requirements.](/image-import-feature/#zip-file) 1. Navigation to the Items -> Import option on the left navigation. ![](https://ucarecdn.com/c4dd7b45-779a-49c1-b06f-e490c4a8c276/) 2. Click the "Choose a File" under the **Import Images** section and select from Zip File to upload.  If the "**Replace existing images**" checkbox is checked, any files with the same name will be replaced. If you do not wish to replace existing images you will need to uncheck this box.  ![Screenshot 2024-11-26 at 2.57.31 PM](https://ucarecdn.com/1e7ff4c6-9302-4a0d-9435-1840f5f4f397/) 3. Once uploaded, we will attempt to read the archive file.  If the file is successfully read, a success message is displayed, and the images will be processed in the background and an email will be sent to you once the processing is complete.  *NOTE:  The file is processed in the background, so you do not need to stay on this screen.* ![Screenshot 2024-11-26 at 3.01.34 PM](https://ucarecdn.com/7d712fd8-15d0-479d-a694-ef77de6eaf6e/) If we were unable to read the file, you will receive an error message, and the process will be terminated.  You will need to fix the file and re upload the file.  ![Screenshot 2024-11-26 at 2.58.52 PM](https://ucarecdn.com/538b6193-4598-43be-be88-977d51f8e67e/) This success message indicated the upload succeeded.  There could still be errors while processing your images.  You will be notified of the errors via email.  ### **Email Notifications / Error Handling** After the file is processed an email will be sent summarizing the results: You can have partial uploads.  The images that succeed will be added to your items and you will be sent an email with information on the images that failed.  #### Example email format and error messages.  Your image upload job to Handbid for the XYZ Auction is complete with the following results: "#123.png" - Successful "#123-1.png" - Successful "#123-2.png" - Successful: File successfully replaced "somedir" - Failed: Directories are not supported. Please set your images in the archive's root directory. "#321.txt" - Failed: Unsupported file type. "#321.png" - Failed: Could not match file name with any item code. "\_\_MACOSX" - Failed: Directories are not supported. Please set your images in the archive's root directory. "#555.png" - Maximum image size is 2 MB. **"xxxx.zip" -**  Could not open zip file, please check if the file is not corrupted and is not password protected. --- # Buy it Now Price URL: https://help.handbid.com/how-to-set-a-buy-now-price-and-best-practices/ Offering a **Buy Now** price for an item allows a bidder to have the option to purchase an item they *really* want to take home, instead of dealing with a bidding war and the possibility of losing out on the item. A **Buy Now** item should be considered the "stopping price" on an item, meaning that once that item is sold, it is no longer available in your auction and stops all bidding on that item throughout the duration of your auction. Though offering a **Buy Now** price can be a great opportunity for guests who do not wish to engage in bidding, there are some important things to consider before you set a **Buy Now** price for any of your items. However, determining the **Buy Now** prices or deciding which items to use **Buy Now** on can be difficult.  Below are some guidelines for you to consider: - For items that have a clear retail value, a good rule of thumb is to set the **Buy Now** price at least 150% of the retail value.  This means a $50 restaurant gift certificate would have a **Buy Now** price of $75. However, if you think the item will be popular with your audience, set the **Buy Now** prices at 200% of the retail value.  In this case, the $50 gift certificate would have a **Buy Now** price of $100.   - *We suggest this method because, if you were to offer this item at 100% of the retail price, there is a chance you could lose out on funds. Typically bidding on desirable items will significantly surpass the actual Fair Market Value (FMV) of the item, so if you set the Buy Now price to 150% - 200% of the FMV, then it will offset any funds you might have lost out on.* - For items that don't have a clear retail value, such as autographed merchandise or artwork, it might not make sense to have a **Buy Now** price.  If these items are popular with your audience they can often go for more money due to competition and uniqueness.   > **NOTE: The app will not let a user bid above the BUY NOW price. If the user bids at the buy now price, the system will record the purchase and put it on their invoice.** > > **If you think bidding will exceed the buy now price, you should raise this price prior to that happening.**  ### How to Set a Buy Now Price on Items 1. In the left-hand menu of your Auction Dashboard, click on ITEMS > ALL. 2. Search and click on the item you need to edit or click on the items dropdown at the top of your window to create a new item. 3. In the ITEM INFO tab, you will enter your **Buy Now Price** in the field (see below). 4. Once you've finished, be sure to click the blue **UPDATE** button at the bottom of the window. ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/afde522f-5776-44d2-a7a7-08646b2b2989/) --- # Considerations When Setting a Fair Market Value URL: https://help.handbid.com/considerations-when-setting-a-fair-market-value/ The fair market value of an item is a required field for items entered into the Handbid system. We require it because declaring a Fair Market Value is necessary to determine any possible tax deductions that may be due to the winning bidder. The following information is provided as a general overview for tax considerations for charity auctions held within the United States.  Most countries are similar, but please consult the tax authority in your respective country to determine how charity auctions are handled. For the US, please refer to the Internal Revenue Service document at the bottom of the article for more details.  #### Tax Considerations One of the most common misconception bidders have about charitable auctions is that, any payment they make for items purchased constitutes a charitable contribution to the sponsoring charity. In fact, in the United States, a charitable contribution results only if the amount paid for the item exceeds its fair market value. The fact that the item was donated to the charity does not change the result. The buyers have entered into a *quid pro quo* transaction in which they received value for the payment they made. A *quid pro quo* transaction is not a gift. As a general rule, where a transaction involving *a payment is in the form of a purchase of an item of value*, the presumption arises that no gift has been made for charitable contribution purposes, *the presumption being that the payment in such case is the purchase price*. *In showing that a gift has been made, an essential element is proof that the portion of the payment claimed as a gift represents the excess of the total amount paid over the value of the consideration received therefore*. This may be established by evidence that the payment exceeds the fair market value of the privileges or other benefits received by the amount claimed to have been paid as a gift. It seems clear, then, that only to the extent the amount paid exceeds the fair market value of an auction item will the successful bidder be entitled to a charitable contribution deduction. The US Internal Revenue Service addressed this in the following document: [Revenue Ruling 67-246](http://www.irs.gov/pub/irs-tege/rr_67_246.pdf) [NEED MORE? Read our blog on Priceless as Value!](https://blog.handbid.com/blog/silent-auctions-priceless-fair-market-value?hsLang=en) --- # Copy Items from a Previous Auction URL: https://help.handbid.com/copy-items-from-a-previous-auction/ Warning: Do not keep two tabs of your manager site open in your browser. Even though you are in different auctions or campaigns adding these items back will break if you have two tabs of manager open. Make sure when you are copying the items you only have one instance of Handbid manager open.  **There are two different ways to copy items from a previous auction into a current auction.** If you have items that you want to copy from a previous auction into your next auction, there is a simple bulk edit button that will easily do this for you.  Below are the steps on how to do this. 1. Log in using your Auction Manager credentials. 2. In your Organization dashboard, click on Auctions, then find the previous auction from which you wish to copy items. 3. On the lefthand side of your screen, click Items- All. 4. Click the squares next to the items that you want to copy over. 5. Click on the Bulk Actions button on the upper right hand side of the screen. 6. Choose Edit Items- Copy to Auction and Select which auction you want to place the copied items.   7. Click Edit and those items will be copied. NOTE: When you copy items this way, they will be added as "No Category" and their title will include (copy).  Please edit these in the new auction. ![all items](https://ucarecdn.com/9d93113d-7218-4f6d-bb4c-7cf2d28ac702/) ![Bulk Actions- Copy items to Auction](https://ucarecdn.com/9864315b-f042-4bf7-a2c2-4f68122cda24/) If you have items that you want to copy from a previous auction into your next  auction, there is a simple export/import trick you can perform to accomplish that. Below are the overall steps followed by a detailed video on how the process works. 1. Log in using your Auction Manager credentials. 2. In your Organization dashboard, click on Auctions, then find the previous auction from which you wish to copy items. 3. Export those items using the detail export view (just above item item list). ![all items](https://ucarecdn.com/9d93113d-7218-4f6d-bb4c-7cf2d28ac702/) 4. Edit the spreadsheet and remove any items that you do not want to copy over.  5. Make any other adjustments in the spreadsheet to Category names, item codes, descriptions, donors, etc.  6. Go to the new auction and import that spreadsheet (follow our [Item Import instructions](/importing-items-into-handbid/)).  You can click on "Auto Match" headers as Handbid will read the export template properly and pull in last year's data including images. #### Instructional Video:
      --- # Edit, Duplicate or Delete an Item URL: https://help.handbid.com/edit-duplicate-or-delete-an-item/ #### **Editing an Item** 1. Find the item you want to edit in the listing of auction items.  2\. Click on the item name link 3\. An item details window will appear From here you can edit your Item Info, Description, Photos, and Donor Info.   Remember to hit the **UPDATE** button at the bottom of the details window. **Please note that if you edit an item, you will need to generate a new QR code.  The old one will no longer work.** #### **Duplicating an Item** 1\.  Select the item you want to duplicate from the list of items in the auction manager. Wait for the item edit window to appear. 2\.  Select the three dots button from the top right side of your screen and select "Copy item"                                ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/f7ecf531-030d-4e0a-9e62-a052c892e8f7/) 3\.  A new item will be created with (copy) in the name and you will be returned to the list of items in the auction.  The new item will also not be in a category.  You must put it in a category in order for it to be visible.   4\.  Select the new item to open the edit window and update the information.  Note that if you duplicated this item in an open auction, the status will be set to "pending". You must manually change the item status to "open" to allow people to bid on it. 5\.  Save when you have completed editing the item #### **Deleting an Item** 1\.  Select the item you want to delete from the list in the auction manager and allow the item edit window to open. 2\.  Select the trash can button in the top right or select the 3 dots then select the trash can icon.                        ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/f7ecf531-030d-4e0a-9e62-a052c892e8f7/) 3\.  You will be prompted to confirm the removal by selecting "**Remove Item**".  Once you select "Remove item", the item will be removed from the auction. ### **Frequently Asked Questions:** 1. **What if the item has bids or purchases on it? **If the item has bids, you will not be able to remove it.  In order to remove it, you will need to first delete all of the bids on the item. 2. **What if I want to find a specific item quickly? **If you want to filter the list of items in the auction manager, you can simply use the filters at the top of the item list.  You can also search for the item using the item number or item name. --- # Handbid Item Pro Tips URL: https://help.handbid.com/handbid-item-pro-tips/ ### Why can’t I see my items? 1. Is the item in a category?  1. All of your items will need to be in a category to be viewable on the app or the event website. 2. Is the item marked hidden?  1. If the checkbox “Is Hidden” is checked. The item will not be viewable on the app and the event website. 3. Is your auction in a preview or open status? 1. You will not be able to see your items if the auctions is in a setup or presale status. ### Why can’t I bid on or purchase my items? 1. Is the item in an “open” status ? 1. When you create an item in Handbid the status will always default to a pending status.  2. When you open your auction, Handbid will automatically change the status of all of your items from pending to an open status. 3. If you add an item after opening your auction you will need to manually change the status of that item from pending to open. 1. The only time that an item status does not update from a pending status to an open status, when opening the auction, is if the item is marked hidden. 4. If you set your auction item up as a live auction item and you are not able to bid on it through the app or the website, you will need to change this item to a silent auction item. 1. Live auction items in Handbid are designed to be sold in a room, at an in-person event, by a professional live auctioneer. 2. If you are trying to bid on live auction items online, you will need to set these items up as silent auction items in Handbid. 3. For a virtual event, you are treating live auction items like they are silent auction items. 1. For more information on running an online live auction/virtual live auction this please review our [Virtual Live Auction Item Article.](/can-people-bid-remotely-in-a-live-auction/) ### Can I change an auction item to a for sale item? 1. For Sale items and Appeal items in Handbid are interchangeable item types. Since these items share the same item creation form, these items can be switched between the two item types. 2. This is the same for live auction items and silent auction items. They are interchangeable between the two types so if you decide to move one item between live or silent auction categories, this is a change that can be easily made. 1. The default bid increment on a live auction item will always be $1. This is because live auction bids will be manually entered into the system once the winner is determined. Keep this in mind if you switch an item type to or from the live auction category. 3. If you are deciding between having an item in the auction portion or having it as a for sale item at a set price, you may want to consider waiting to add the item until you have finalized this decision. These item types are not interchangeable and you will end up having to delete the item and adding it again. --- # How to Add and Remove A For Sale Item URL: https://help.handbid.com/instructions-video-add-for-sale-item/ A For Sale item is any item that has a fixed purchase price.    A "For Sale" item can be anything such as: Drink Tickets, Drawings, Wine Pull,  Merchandise, Games or a Shipping Fee. See the below video for step by step instructions on how to add a For Sale item. **Video: Adding a for-sale item.**
      **INSTRUCTIONS: Adding a "For Sale" Item** To add an item to your auction, go to your account manager. On the icon bar at the top, click on the "Items" icon to get started. From there, you can select "For Sale" to create a For Sale Item.  We have other articles that show you how to set up Tickets or Appeals.  ![for sale item type](https://ucarecdn.com/9510e883-2466-4e92-b0bc-da7d854d2dca/) Once you are in the "**For Sale**" item edit window, you can specify the following: - - **Item Name** - Be descriptive here as much as possible.  If this is a Wine Pull item, call it that!  - **Item Code** - you should use Item Codes to help you organize items for checkout and delivery.  These codes should be simple so that bidders can use them to look up items.  For more information on how to use Item Codes at Checkout, please review our [Rock Star Checkout eBook](https://inb.handbid.com/silent-auction-checkout-ebook?hsLang=en)!  - **Category** - you should add this item to a category so that it is visible in the app and on the website - **Sales Options** - You have the following options: - - **Sell at PreSale** - If you want this item to be available when the event is in presale mode, then select this option. These should only be items that you want your guests to purchase online. - **Sell at Check-in** - If you want to be able to add this item to a user's invoice right when they check-in, then select this option.  One good example is selling Mulligans at a golf tournament when golfers arrive and register. - **Event Only** - Use this if you only want bidders physically present to purchase this. This is good for wine pulls, raffles, games, etc. Watch the video below for more details.
      - - - **Hide Sales** - If you do not want anyone online to see how many have been sold of this item, then you can check this option. - **Value Received -**  If this item has some sort of value given to the purchaser in exchange, then this is considered a Quid Pro Quo contribution.  What is that?  A Quid Pro Quo contribution is a payment a guest makes to a charity partly as a **contribution** and partly for goods or services. For example, if a guest pays you $100 and receives a concert ticket valued at $40, the guest has made a **quid pro quo contribution**.  You as a charity are required by the IRS to disclose the value of the goods and services received (both on Auction items and on For Sale items). This is where you would disclose that value received!  - **Inventory -** Here you can specify if there are a limited number of these items available to purchase. ![for sale item info tab](https://ucarecdn.com/a7a9079b-5cd0-4bfb-9a43-a8a80a36d0cb/) - **Drawing Options -** Select in order to draw a winner from a spreadsheet. Once "is drawing" is checked, an option will appear to enter the amount of entries for the item. This will ensure the spreadsheet populates with all chances to win. Once you are ready to create a report, you will need to select which items you want to populate the spreadsheet then you can choose to randomize a winner. - To pull the report to generate your list of purchases, go to Reporting- Items- Drawing Purchasers.   - Click Add Filter- Items- Is (Choose the items that are indicated in your drawing)- Apply Filter. - Now you will have a list of all of the purchasers. #### Here is a video that demonstrates how to remove an item from an invoice:
      #### **Changing an Item Type** Did you mean to create an appeal when you created your For Sale item? No worries, you can switch that type on the Edit item window (see screenshot above).  Just change the Item Type to "Appeal".   > **NOTE:** *You can **not** change a TICKET to a For Sale Item or vice versa. So, if you created a For Sale item and then decided you want it to be an entrance ticket, you will need to create a new Ticket item and delete the one you created. You also cannot change a For Sale item to an Auction item.  If you meant to create an auction item, you will need to delete the For Sale item and add a new Auction item.* --- # How to add or edit items on iPhone URL: https://help.handbid.com/how-to-add-or-edit-items-on-iphone/ [How to give auction managers permission to add items](/how-to-add-or-edit-items-on-iphone/#grantper) [How to create the item](/how-to-add-or-edit-items-on-iphone/#addi) [How to edit your item](/how-to-add-or-edit-items-on-iphone/#edit) By enabling “Items management” from the Manager tool, a manager can allow another manager to add and edit auction, appeals, and forSale items.  No longer does a manager need to drag around a laptop or iPad.  Instead, managers can use the iPhone app to add, edit, hide, and open items, and to add or change photos. This feature is also coming to Android.  We are in the process of improving the Android app and once that is done, we will enable this feature on Android (so hang tight!) ### How to grant managers permission to add items from iPhone Using your auction dashboard, click **People > Bidders** and search for your auction manager you wish to give permission to add items. *They must be in your staff tab* located in your organization settings in order to have this setting enabled on their bidder profile. If you are not familiar with how to add a bidder, check out this article for more information: [Create or Add a Bidder](/how-to-create-or-add-bidder/). To see how you can add staff, view [this article](/add-additional-auction-managers-to-your-account/).  Click on their name to open their profile, and click the **"Admin Rights"** checkbox to grant their permissions. ![Bidder Permissions for someone who is also a manager](https://ucarecdn.com/8266d880-d79a-42a3-b789-19087e1c4aac/) Have your auction manager log in to your auction on their iPhone.  At the bottom of the auction dashboard, you'll see a link that says "Admin"  If that link does not appear, have your staff/volunteer refresh their app (pull down on the screen) and confirm they logged into the app using the same account you granted permissions to. To check this, have them go to their profile in the app and confirm the email addresses match!  ![iPhone App with Manager Admin Capabilities](https://ucarecdn.com/f83a1259-0247-4ca1-937b-c25a2f224759/) ### Add an item from iPhone At the bottom of the auction dashboard, you'll see a link that says "Admin"  If that link does not appear, have your staff/volunteer refresh their app (pull down on the screen) and confirm they logged into the app using the same account you granted permissions to. To check this, have them go to their profile in the app and confirm the email addresses match! ![Screenshot 2023-08-03 at 10.04.30 AM](https://ucarecdn.com/893f3597-312a-47bf-a53d-d2773f4d1ff6/) ### **Pick which item type you'd like to add** ![Screenshot 2023-08-03 at 10.04.41 AM](https://ucarecdn.com/9b589282-9470-44db-8fb4-11d0fabea9c8/) ### How to edit your item information Fill out the item information such as description, name, starting bid, etc.  ### You can add images directly from your camera or camera gallery.  ### ![Screenshot 2023-08-03 at 10.06.41 AM](https://ucarecdn.com/a7352b27-b7df-471a-a2e0-00ff9b7d4692/) --- # How to Change an Item Type: Silent to Live URL: https://help.handbid.com/moving-an-auction-item-from-the-silent-auction-to-the-live-auction/ In some situations, it can beneficial to move an item from a Silent Auction item to a Live Auction item. Though Handbid allows for this change to take place,  we caution you that you should communicate this move with all bidders, especially those who may be actively bidding on the item(s) being moved. Here are some steps and considerations. This can get tricky, so please make sure that you really want to change this item over to live from silent before going through this process.  ***CAUTION:** To do this conversion, your auction must be open during the Live or you must change the status of the item to pending before you close your auction. If you close the silent auction and the item is open and has a bid on it, it will be a marked as SOLD to the highest bidder and this will not work how you intend. Notify all bidders on an item with your intentions of switching the item types.*  Notify all bidders currently bidding on the item that this item will be moved to the live auction at some point. Inform them that starting bid will be the highest current bid from the silent, but max bids will be honored.   In this scenario using a broadcast message will be one of the best ways to notify your bidder of the item change you can also send a direct message to whoever has the highest bid or a max bid on the item.  [How to Send a Broadcast Message](/how-to-send-a-broadcast-message-and-suggested-messages/)   [How to Send a Message to an Individual Bidder](/how-to-send-a-message-to-an-individual-bidder/) **CONFIRM THE PRICE WHERE YOU WILL START THE LIVE BIDDING** In addition, if an item has a higher max bid on it, you would need to honor that as you start bidding on the item.   For example, if an item was currently at $1,000 with a bid increment of $100 with a max bid set at $1,500 in the silent auction, you would start the item at $1,000 (the current high bid).  If the current max bid holder ($1,500) was in the room, you would need to confirm that they continued to bid. If they are not present, then you would need to bid on their behalf up to their max bid price.   **CONVERT THE ITEM TO A LIVE AUCTION ITEM** Before you start the bidding in the Live auction on the item, you need to convert the item to a LIVE AUCTION item. To change the item status, click on the item to edit it, and change its status. Then hit "UPDATE" to update its new status. ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/f7ecf531-030d-4e0a-9e62-a052c892e8f7/) Once you hit update, you may want to confirm on a phone that the item has changed its status to live.  You can pull/refresh the auction on the app if you don't see the status updated to LIVE.  **ENTERING IN THE FINAL BID** Any item that is a live auction item will be marked as sold as soon as a final bid is put on it.  To place a bid on the live item, follow the instructions here in the knowledge base on how that process works (click on the hammer icon at the top of the item detail, enter in the Paddle ID and the final bid price and place the bid).   Once the bid has been placed, the item will be marked "SOLD" and added to the winner's invoice. If you don't convert the item to a LIVE auction item, the item will not be marked as sold until the auction closes. This would allow people to continue to bid on the item after the live auction, which is not likely what you want to do. --- # How to Change Your Auction Status URL: https://help.handbid.com/how-to-change-your-auction-status/ The status of your auction determines who can see your auction and who can bid in your auction.  You will use the buttons at the top of the auction manager to change the status of your auction. The current auction status will be displayed in the upper right corner of the auction manager.  Each auction status has its own color signifier.  ### Article Index:  *To skip ahead click on a link below* 1. [Auction Status Indicator](/how-to-change-your-auction-status/#auction-status-indicator) 2. [Auction Status Overview](/how-to-change-your-auction-status/#auction-status-overview) 3. [How to Open an Auction](/how-to-change-your-auction-status/#how-to-open-an-auction) 4. [How to Close an Auction](/how-to-change-your-auction-status/#how-to-close-an-auction) ### Auction Status Indicator - - **SETUP** = Light Blue - **PRESALE** = Pink - **PREVIEW** = Orange - **OPEN** = Green - **CLOSED** = Grey ![Auction name and toolbar](https://ucarecdn.com/1c1a12a2-b790-454b-9952-a6d9504b4585/) ### Auction Status Overview                                    1. **Open the auction** *will allow bidders to start bidding on items. Please note that your auction does not automatically open. You **WILL** need to do this manually by selecting the **OPEN** from the drop down in the auction dashboard.*  2. **Pause the auction** *will temporarily stop the ability for anyone to bid, donate or make purchases in your auction.  All of your auction items are still visible, but bidders are unable to place a bid, donate or make a purchase while your auction is in pause mode.*  3. **Hide the auction (Set Up Mode)** *keeps the auction hidden from users in the app and on the website.  When you are first setting up your auction, this is the status you will want to use.*   4. **Open Ticket Sales (Presale)** *allows you to sell tickets to your auction or publish information about your auction without revealing any of the items. Use this setting if you wish to sell tickets or if you want to send out a link to your auction page to encourage pre-registering. Once your auction is in presale mode, the auction will show up online at events.handbid.com and users can view your auction description and location. Your auction will also show up in the app, but your auction items will not be visible.*  *Note: "For Sale" items will show up online and in the app when your auction is in presale status if they are marked as "available for presale" .*  5. **Preview the auction (bidding not allowed)** *will display your auction items just as they will be displayed when your auction is open, however, bidders will not be able to place bids. Your auction will be visible on the Handbid app, Handbid iPad App and the events site (web browser). This is a great way to review your auction before opening for bidding and make sure everything is displaying as you wish and that you do not need to make any changes to descriptions or bid increments. This is also a great way to review your item images for accuracy. You can still sell tickets when your auction is in preview mode.*            6. **Close** *will close the auction for bidding. We strongly recommend setting a timer to close your auction[.](/closing-your-auction/)*  > *NOTE: ***We recommend closing your auction using the auction CLOSE TIMER so that bidders are given a warning message and a visual countdown timer before the auction closes**.**  The start and end time in your "EVENT" tab of your settings will NOT automatically open or close your auction. You must select to close the auction with the event end date when you manually OPEN the auction.   ### How to Open an Auction One of the most rewarding parts of all the hard work from putting together your auction is finally launching your auction! You may have even considered opening your auction before your event to allow for Pre-bidding.  [Learn more about the advantages of pre-bidding!](https://blog.handbid.com/blog/5-things-that-can-improve-your-silent-auction-35-pre-bidding/?hsLang=en) #### Manually Open Your Auction 1. In your Auction Dashboard, click on the **auction status drop down** in the tool bar. 2. Once the dropdown opens, you can change the status to open by clicking on "**Open the Auction**" option. This will open up all items for bidding.  3. Once you select the "**Open the Auction**", the auction will change to open and the auction status indicator will change to green and update to "OPEN". Any item that was in a pending status will automatically be changed to "OPEN" and your guests will be able to start bidding. ![Auction name and toolbar](https://ucarecdn.com/1c1a12a2-b790-454b-9952-a6d9504b4585/) #### Schedule Your Auction to Open Handbid now supports your ability to schedule your auction to open.  This feature provides:  - Flexible Timer Settings: You can set your auction to open at a specific time, such as November 20th at 10 AM, or after a chosen duration, like 30 minutes or 5 hours from the moment you configure it. - Countdown Visibility: Once set, the timer will be visible to all end users across the platform, ensuring that everyone can see how much time is left before the auction opens. - Real-Time Updates: The countdown will automatically update in real-time, so potential bidders will know exactly when the auction will go live, building anticipation and allowing them to prepare. #### How to Schedule Auction to Open 1. In your Auction Dashboard, click on the **auction status drop down** in the tool bar. 2. Once the dropdown opens, you can schedule the auctionto open by clicking on "**Schedule Auction to open**" option. **![image-png-Nov-20-2024-06-36-06-0711-PM](https://ucarecdn.com/9aba0a6c-56aa-4c4f-9853-3ec2dedb23ee/)** 3. Once you select the "**Schedule Auction to open**", a dropdown opens, you select which "**Open**" method you prefer.  1. Close Open by Timer *allows you to set a specific date / time for your auction to automatically open ('Open At'), or you can set a specific number of minutes for the auction to 'open in' (ex. you want the auction to open in 10 minutes).* ![image-png-Nov-20-2024-06-34-46-6745-PM](https://ucarecdn.com/33c044ac-76b6-49f2-ae1a-599c7af558d4/) > ***NOTE:** If you're not seeing items appear on the auction site, please make sure all your items are in a category. Items that are not placed in a category will **not** appear on the site for bidding.* > ***If you add items to the auction after it's OPEN,*** *they will need to be manually changed from "PENDING" to "OPEN" status before guests can bid on them.* ### [How to Close an Auction](/closing-your-auction/) There are a few strategies organizations use to begin closing their auction. Handbid has the functionality to allow you to close by category, on a timer, all at once, or even by individual item(s).
      When you select to OPEN your auction, an option will appear to select to close your auction by the end time in your event settings, or you can select to set the auction to close later. ![automatically close auction](https://ucarecdn.com/57a980c8-4b8b-4029-9386-9191b15e5962/) 1. In your Auction Dashboard, click on the **auction status drop down** in the tool bar.![auction statuss](https://ucarecdn.com/7fd3ffc0-5ccb-4e08-9198-746c67ed12c7/) 2. Once the dropdown opens, you select which "**Close**" method you prefer: 1. Close Auction by Timer *allows you to set a specific date / time for your auction to automatically close ('close at'), or you can set a specific number of minutes for the auction to 'close in' (ex. you want the auction to close in 10 minutes). ![close auction in minhour](https://ucarecdn.com/a0966334-bd61-4978-82ca-e8385d6758b4/)![close auction at datetime](https://ucarecdn.com/31abd80c-48cb-40a2-846e-5012f7f7c8f5/)* 2. Close a single category in the Auction *allows you to choose a set time for each category to close (ex. you wish to do a "rolling" close with each category closing at different times). ![close by category](https://ucarecdn.com/920396be-7964-4501-b319-b3b5d1443e61/)* 3. Close auction right now *will close the auction immediately without warning.*  **OUR RECOMMENDATION:  CLOSE AUCTION BY TIMER** When you opt to close the auction by timer, this will give your bidders some notice that the event is closing.   As soon as the timer is set,  Handbid will pop up an alert to your guests that the auction is set to close and will display a countdown timer on their App or Web page. --- # How to Close an Auction, an Item or a Category URL: https://help.handbid.com/closing-your-auction/ Organizations can use several strategies to start closing an auction. You can close by category, on a timer, all at once, or by individual item(s). This article will outline the steps for each method. * * * ### Article Index: 1. [Overview](/closing-your-auction/#overview) 2. [Close Auction by Timer](/closing-your-auction/#close-by-timer) 1. [Cancel Timer](/closing-your-auction/#cancel-timer) 3. [Close Entire Auction Immediately](/closing-your-auction/#close-entire-auction) 1. [Auction Close Process](/closing-your-auction/#auction-close-process) 2. [Ramifications of Closing Auction](/closing-your-auction/#ramifications) 4. [Close by Category](/closing-your-auction/#close-by-category) 5. [Close Individual Item(s)](/closing-your-auction/#close-individual-items) * * * ### Overview When you are ready to close your auction or to schedule it to close, you can do so through the shortcut menu.  - Schedule the auction to close when you open the auction. When you open the auction a pop up will appear that will provide the option to set a timer now or set a timer later. - Close auction by Timer - BEST PRACTICE (schedule it to close in the future) - Close Auction NOW - (this will close it immediately) - Close Category (close a specific category)  ![Change Auction Status](https://ucarecdn.com/e93d4115-f29a-4e0d-9b13-b55491a27f44/) **PLEASE NOTE!** **Your auction will not automatically close at the time and date specified in your event settings. To ensure that it closes at a specific time, you must schedule a closing timer. You can set this up either when you open the auction or at a later time.** ### Close Auction By Timer **OUR RECOMMENDATION:  CLOSE AUCTION BY TIMER** When you choose to close the auction using a timer, you give your bidders advance notice that the event is coming to a close. Once the timer is activated, Handbid will display an alert to your guests, notifying them of the upcoming auction closure, along with a countdown timer visible on both their App and Web page. **Video:** 
      **Instructions:** You can choose to set the auction closing timer based on the event's end time when you first open the auction, or you can decide to set a closing time for your auction later on. Once you select to open your auction, a pop-up will appear with these two choices. ![automatically close auction](https://ucarecdn.com/57a980c8-4b8b-4029-9386-9191b15e5962/) If you choose to close your auction automatically, a timer will begin counting down from the moment you open it until the auction ends. To set a different closing time for your auction later, select "No, I will set a close time on my auction later." Once you are ready to close your auction, go to the shortcut menu and select "Close Auction by Timer" ![Change Auction Status](https://ucarecdn.com/e93d4115-f29a-4e0d-9b13-b55491a27f44/) ![close auction in minhour](https://ucarecdn.com/a0966334-bd61-4978-82ca-e8385d6758b4/) ![close auction at datetime](https://ucarecdn.com/31abd80c-48cb-40a2-846e-5012f7f7c8f5/) You can set a timer to close your auction in either a specific number of hours or minutes (using the left side) or at a particular time and date (using the right side).  If you want your auction to close in 15 minutes, simply enter "15" in the minutes box on the left and click the "SET TIMER" button.  If you prefer for your auction to close later in the week, for example, on Friday night at 9 PM, click the calendar icon on the right side and select your desired time and date. > **Note:** *the date and time you select will be based on your auction's timezone.*  When you have the time and date set, click the "START TIMER" button. Handbid will then confirm the timer and ask you if you want to "Keep Timer". If the timer is set, a timer indicator will appear in the top right corner of the manager dashboard.                                      ![Manager timer](https://ucarecdn.com/f808747c-09bd-442a-9697-c89bb6ecda92/) #### Canceling a Timer We do not recommend canceling a timer as a general practice (it annoys your bidders), but if you must, you can. Simply click "CANCEL TIMER" in the auction status tab in the toolbar. Handbid will not notify your bidders when the timer is canceled. We recommend that you do so and explain why if necessary. ### Close the Entire Auction Immediately It is generally not the best approach (as no bidders are warned), but you can close your auction immediately by clicking "Close Auction Right Now".  Handbid will pop up a confirmation box and ask you to type the word CLOSE in there to close it.  ![close auction now lightbox](https://ucarecdn.com/54fb06c5-9a80-4403-9fd2-4cc864847142/) #### The Auction Close Process When you close your auction, whether by setting a timer or doing so immediately, Handbid initiates the auction closing process. This process systematically reviews each category to identify any open items that have received bids. These items are then marked as SOLD and added to the winners' invoices. You will see the notifications tab updates as the items are processed. After the auction closes, Handbid performs a quick audit to ensure accuracy and verify that all invoices are correct. Once this audit is complete, if you are a manager, you will receive an alert notifying you that the results are finalized. Once you see the "AUDIT Complete" message, you can start processing invoices and/or running a checkout.                ![auction close notification](https://ucarecdn.com/7603a17d-0d98-456d-b1b1-4b8f04921ea1/) #### Ramifications of Closing Your Auction Once your auction is closed, any items that had bids will be marked as SOLD to the winning bidder and included in that bidder's invoice. Please note that this action cannot be undone easily; it requires a significant amount of manual work on your part and can lead to a great deal of frustration for your bidders, who may feel confused, upset, or both. ### Close Auction by a Category To close a category in the auction, select "Close a single category in the auction" in the Shortcut menu. The **Close Auction by Category** modal will appear. In this modal, you can select a category and then type CLOSE in the box below to close it.                           ![close auction by category](https://ucarecdn.com/d5e7b1e1-2700-49df-8e52-767f959499f7/) ### Close Category by timer The category manager allows you to set a timer to close each category.  Category timers can be set, provided there are no items within that category with a timer already set. ![category manager](https://ucarecdn.com/f46ad305-a7e8-4697-a6fa-c5c1652ddd89/) ### **Close Individual Item(s)** To close a single item, click on it in the Handbid Manager to open the edit window. From there, you can change the item's status to "SOLD." When you do this, the item will be marked as sold and put on the winning bidder's invoice.  **NOTE: There will be no warning to bidders that the item is closing - you should do that through a broadcast message, giving them ample notice to get their bids in.**                                   ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/f7ecf531-030d-4e0a-9e62-a052c892e8f7/) > **NOTE:** *Once an item is marked as sold, a purchase will be added to the winner's invoice.  This action can be reversed if you wish to make the item available again. To do this, you will need to remove the winning bid for that item, which will allow the item to be re-opened with the previous bidder recognized as the winner.* ### Close item(s) by timer Auction Managers can set a timer for individual items by clicking on the clock icon in the item toolbar. Please note that item timers cannot be scheduled to close after a category that is already set to close. You can specify either the exact date and time for the item to close or the duration in hours and minutes until it closes.  ![Item info tab show value](https://ucarecdn.com/2da79df3-b592-4454-b316-4727135e4e90/) ![item timer](https://ucarecdn.com/a9d53432-90c3-4489-832b-6cf06bc9b9a0/) --- # How to Create an Auction & Update Auction Settings URL: https://help.handbid.com/how-to-create-an-auction-update-auction-settings/ Before you launch your auction, the first thing you will need to do is to create your auction site. If you are new to Handbid, this article will walk you through the process. If you are well seasoned at this, you can consider copying a previous auction as a starting point. Copying a previous auction will save you some configuration time. ### Real Auction vs. Test Auction Handbid allows managers to create *one* test auction in their account.  If you have not already done this, you will see an option to **Create Test Auction** in your menu. ### What is a Test Auction? A test auction gives you the opportunity to play around to get a feel for how Handbid works and troubleshoot your auction. It allows you to create 5 items to simulate an auction (change auction status, place bids, make donations, close the auction, etc.). It will operate exactly like a normal auction except you only get 5 items to set up on a  test site. If you want to perform a dry run, consider using your test auction to troubleshoot, especially when testing a Live Stream for a virtual event. **Note:** *your Test Auction will have the word TEST in front of its name so bidders will understand it is not a real auction.* ### How do I Create a Test Auction? To create a test auction, just click **AUCTIONS** on the left of your screen and then **+Create Test Auction** button. If you do not see this option, please contact us at [service@handbid.com.](mailto:service@handbid.com) ![Create Test Auction](https://ucarecdn.com/37e2592b-5096-4d69-8217-f28d9ad55de8/) ### Creating a New Auction You can create a new auction by clicking on the **CREATE AUCTION** button.  This will pull up the **Create Auction** form.  This form is segmented into a series of tabs. It's best to go through each of these tabs in order to set up your auction. Once you've completed this, hit the SUBMIT button.   ![Create Auction](https://ucarecdn.com/06449e37-79b7-4eff-89b9-7f579a989f44/) ### Auction Settings Tabs The following tabs make up the Auction Settings form: - **Info** - This consists of your basic auction information (Name, URL, status, custom terms etc.) - **Team** \- Managing your team members and their permissions - **Goals** - This is where you can set your fundraising goals for your auction. - **Event** - Event-related info goes here (start and end times, location, attire, description) - **Images** - Your auction images (logo, banner) as well as your Handbid TV images - **Financial** - Financial settings (enable credit card purchases, require a card on file, premiums) - **Donations** - Allows you to set recurring donation settings (monthly, quarterly, annually) and to change the amounts that people can choose to donate - **Bidders** - Bidding restrictions are set here - **Templates** - Your welcome message, receipt message, etc. - **Sponsors** - This is where you can upload sponsor logos to recognize sponsors ###  Let's go through each of these Auction Settings and explain them #### 1.  Info The info tab will have your primary auction information in it. This will be your - **Auction Name**:  Make it 54 characters or less and cannot be changed once it is created. It will determine what your auction URL will be (e.g. if you call your auction "My Cool Test Auction" then your URL will be [https://events.handbid.com/auctions/my\_cool\_test\_auction](https://events.handbid.com/auctions/my_cool_test_auction)). If you want to change that later, you can change the name, but the URL will be the same. - **Event Status:** You can change later - leave it as Setup for now. - **Placement Label:** Handbid will provide placement information to your guests on the dashboard in the app or the Website and for you on the Guest List.  Placement is a generic term for "where is this person going to be sitting or participating at our event." If this is a sit-down Gala, this could be "Table" so that you could tell John Smith that he is at Table 12.  At a golf tournament, this could be "Cart" so you could tell John Smith that he is in Cart 18.  You can make this whatever you want (ie: Section, Group, Table, Cart, Team, etc.), or you can leave this section blank if you don't need to track placement. - **Item Sort Method:** By default the sort method is by name, but if you want your items to sort by Item Code instead, you can change it here. - **Auction URL:** Generated automatically when you create your auction. - **Auction Keyword / Short URL:** We can add this later - we need an auction to connect it to first! - **Manager PIN for iPad:** You should set a 5-digit code here so that you can enter the manager section of the iPad app. - **Facebook Pixel ID:**  If you have a Facebook Pixel and want to use that for your events website, you can enter it here. Facebook Pixel is a way to track what happens when people click on an ad post you create on Facebook. - **Enable Ticket Sales: I**f you plan to sell tickets, you will need this enabled. - **Hide Register on Website:** This will REMOVE the "Register" option on your Event Site and force users to "Purchase a Ticket" in order to register. - **Auction Message:** A little message that appears under the auction status. - **Custom terms:** You can set custom terms users have to agree to before registering. ![auction info tab](https://ucarecdn.com/dc3f2a24-efbf-46e2-94e5-a36743ee107b/) *When you are done, click on TEAMS to go to the next tab.* #### 2\. TEAMS Don't take on the entire load yourself! Use TEAMS to invite other staff members or volunteers to help along the way by giving them certain permissions or access to Handbid. ![Teams Tab](https://ucarecdn.com/f50029c4-96a8-4878-aa82-a6ebc70eef1e/)*When you are done, click on GOALS to go to the next tab.* #### 3\. GOALS We love Goals. After all, if you don't know where you are going, how do you know if you get there? Goal setting also drives all of the thermometers in Handbid, so be thoughtful about what you put here. A few rules of thumb on goal setting: 1. It is rare that your silent auction will do MORE than the total fair market value of your silent auction items.  So if the total value of your items is $5,000, it would be tough to get $10,000.  Not impossible, but tough. 2. Just because you did $10,000 last year doesn't mean you will do the same this year. You may do $5k or you may do $20k. It will all depend on your items, number of bidders, timeframes, etc.  Our suggestion? Set a goal of 80% of your FMV and try to blow that number away (that would be a good performance). Set goals for each area that you want to track: Silent, Live, Purchases (wine pulls, raffles, etc.), Appeal (donations), and Tickets (admission).  If you are not offering any items in a certain section (e.g. no Live auction), then just leave it $0. **Goal Silent**\- This is your silent auction goal.  Please keep in mind that if you are doing a virtual/online-only auction and have live items categorized as silent, they will also fall into this goal. **Goal Live**\-During an in-person event where you have a live auctioneer auctioning off live items, this will be your goal amount for Live Auction items.   **Goal Purchase**\- This is your goal for For Sale items.  These are items that are not bid upon and have a set price. **Goal Appeal**\- This is your direct donation goal.  Please note that if you are not a 501(c)(3), donations will not be enabled in your auction and you will not utilize this goal box. **Goal Ticket**\- If you have purchased ticketing and enabled ticket sales in your auction/ fundraiser/ event, this will be your ticket goal. ![Goals tab](https://ucarecdn.com/ca154e23-c1fb-41b9-98e2-883b68cf4125/) *When you are done, click on EVENT to go to the next tab.* #### 4.  Event This is where you will put in your event information.  This includes start times and end times (for information purposes only), event description, and auction images. Note, this is NOT an auction start or end time. This is the start and end time for your event! Your auction could open before this and it could end after. These start and end times will NOT trigger your auction to automatically open/close at the time you elect.  See below for each of the fields you can enter. ![Event tab (auction,p2p,campaign)](https://ucarecdn.com/d38c8db9-2835-45f1-b80a-633757a71e90/) **Event Location** Handbid tries to make this easy by using Google Places to look up the event venue (you can enter it yourself if you prefer). For example, if your event is at the Westin Denver Downtown, you can simply type that in and let Google find it. Once you select the venue, Google will populate the address, the vanity address (a location most people will understand), the timezone, and the country. If Google is unable to find your venue, you will need to input information manually, including the time zone (which is a required field). **Virtual/Online Only Event -** If you're unable to host an in-person event and have decided to go virtual, you will select this checkbox. Once you select this checkbox, the fields listed below will disappear. **QR Code -** Once the auction is created, a QR code will appear under the event tab. If the user has the app downloaded, the QR code will direct the user to the event in the app. If a user does not have the app downloaded, the QR code will direct the user to the event site on the web browser on their phone (chrome, safari, etc.). **Time Zone** - Select the time zone for your auction location.  The list of time zones will be based on the country and state (province) you specify for your event.  If your time zone does not populate, set your address (Street, City, State/Province, Postal Code, Country), save the auction settings then come back to see if the list updates with your time zone. Once the address and time zone is set, a map for your venue will be displayed on the Handbid website. **Vanity Address** - Display or Venue name of where your event will take place. (Example: Westin Denver Downtown) **Description -** This provides your audience with detailed information about your event. Note: the editing tool in the description field uses basic formatting (Bold, Italics, Underline).  **Attire -** This is where you will share the appropriate or required attire for your event. For example Cocktail, Casual, Business Casual, Black tie, etc. **Event Images -** These images will appear *below* the description on your event home page. *Then tap on IMAGES to continue.*  #### 5\. Images Here you will set your Auction Logo, Auction Social Media Image, Auction Banner, Auction Donation Ticket, and your Handbid TV settings. **![Images Tab](https://ucarecdn.com/ff33c7ab-4f59-492a-b4b0-fa1f3dc96526/)![hbtv images tab](https://ucarecdn.com/f0e0d970-8989-4b49-b97f-8fb3b6c400f2/)** **Auction Logo** – This auction logo will appear in the upper left on the Event Site. This image should be a square format with the maximum recommended size of 600 pixels wide by 600 pixels tall. **Auction Social Media Image -** This image will display when you share the auction across any social media platforms. This image should be 1200 pixels wil by 628 pixels tall. **Auction Banner** - This image will get displayed at the top of your auction page on the [events.handbid.com](http://events.handbid.com/) website. This image should be 1140 pixels wide by 280 pixels tall.  *See the example image below.* ![Event Site with Registers button](https://ucarecdn.com/b078ef1e-afbd-4700-bd59-3c07c0628dba/) *You can come back and edit or add your logo and banner at a later time. We have plenty of [articles](/kb-search-results/) on how to edit your banner and logo, so it may be best to visit these later.* **Auction Donation Ticket -** This image will display on your Ticketing page, Sponsorship page, and Donation page.  This image should be 800 pixels wide by 600 pixels tall. **Handbid TV** \- Handbid TV is Handbid's live dashboard and offers several different live visuals *(Live-Ticker, Direct Donation Thermometer, Silent Auction Goals, Top Grossing Auction Items, Top Items by Bid Activity, Puzzle, Top Grossing Sale Items, Handbid TV Home)*.  If you plan to use this, you may find that your logo might not look perfect on the Handbid TV screens.  This is the place where you can change it. For more information on how you can use Handbid TV at your event [click here.](/handbid-tv-your-live-scoreboard-instructions-video/) Moreover, you can customize the background colors on Handbid TV using Hex values or using a Color Picker. *Done with images?  Tap the FINANCIAL tab and let's move on.* #### 6.  Financial This is the section where you will set your payment settings. ![Financial tab (auction, p2p, campaign) ](https://ucarecdn.com/87642d65-e5ce-4a61-9655-f69176fa19b7/) **Enable Credit Card Processing through Handbid** - We offer this service as a convenience. However, we charge a 3.5% transaction fee in addition to $.30 transaction fee on all funds processed using this system. If you do not check this box, users will NOT be able to pay from their phones or website! By checking this box, users will be able to add credit card (CC) information to their account and will have the option to make a payment directly from their invoice (within the app).  You will also be able to charge stored credit cards within the Auction Manager.  Here are some things to consider about our CC system. - You must enable this if you want to require users to add a card on file to bid. - **Credit cards are NOT automatically charged**.  Even if someone has a card on file, they can choose to pay with the card they have on file, add a different credit card, or pay by cash or check. **Require Credit Card** - If this box is checked, bidders will be prompted to enter a credit card before they are allowed to place a bid or purchase an item.  *(NOTE: E**nable Credit Card must be checked to use this option).*  ***Spending Threshold**  **Field**\- If you require a card to bid, you can set a threshold here that represents when the requirement kicks in.  For example, if you put 100 here, then Handbid will allow a bidder to bid up to $100 before it prompts the user for a credit card.* If this field is left blank, then the threshold is assumed to be 0.  In this case, bidders will have to enter a credit card before they are allowed to place ANY bid.  *(PLEASE NOTE: Enable Credit Card Support and Require Credit Card must both be checked to use this option).*  **Require User Enter Address to Pay** *\-* If this box is checked, bidders will be prompted to enter their home address before they are allowed to pay.  **Auction Premium** - This is a percentage that will be added to each applicable item's final selling price on the users invoice. Once a premium has been added to an invoice, you will NOT be able to remove it.  **Currency** - The default setting is US Dollar (USD) if you're outside of the US, you can change it to the appropriate currency.  If you change this setting, your CC transactions will also change to the currency you have selected. #### Processing Transaction in a Foreign Currency Note, if you do not have your own processor account connected (e.g. your own Stripe account), then your transactions will be settled into Handbid's account in USD. If your auction is in a foreign currency, you will then incur foreign transaction fees! To avoid these fees, we *highly* recommend our customers running auctions in foreign currencies to set up their own merchant accounts. Also note, you can not change the currency in an open auction. You will need to change the auction setting back into setup status to change it. **Prompt Purchaser to Cover CC Fees** \- Checking this box will display a pop-up box when a bidder goes to pay their invoice. The window will ask them to pay the credit card fees on their invoice. They can choose rather to check the box to cover the fees or to not check the box and NOT cover the fees.  If they do not cover the fees, the organization will cover the credit card fees. **Enable this by default?** - Enabling by default will automatically check the 'Pay Credit Card Fees' checkbox in the pop-up window when a bidder goes to pay. In other words, the bidder will have to unchceck the 'Pay Credit Card Fees' checkbox in order to avoid absorbing the cost of the fees. If they don't uncheck it, it will default to them paying their balance plus the credit card fees.  *Once you have your Financial settings done, click on the DONATIONS tab to continue* #### 8\. Donations Using your EIN number, Handbid will be able to identify if your organization is a registered charity. If your organization is not a registered charity, Handbid will not allow the collection of donations.  ![donations tab (auction, p2p, campaign)](https://ucarecdn.com/26704903-f027-4eff-b95d-e1eea15a3344/) **Enable Donation Page -** This turns on another page on the event site and allows you to set up to 6 levels of your choice, as well as offer a blank "custom" field.  **Allow Pledged Donations** \- This will allow your bidders to add a donation to their invoices without having a credit card on file. When you conduct an ask and direct bidders to make donations through the app, they can add donations quickly without adding a credit card until they pay their invoice. **Set a Minimum Donation Amount** - If you do not wish to allow donations below a certain amount, enter the specific amount in the minimum donation amount field provided. **Allow Recurring Donations -** If you decide you want to allow recurring donations on a schedule, select this checkbox. When you select the checkbox, you will be provided with additional settings for this function - **Monthly, Quarterly, Annually Checkbox** - You can select one or all of these checkboxes to allow your donors to schedule their contributions. - **Default Frequency -** This is the frequency type that will be auto-selected when a donor elects to opt-in for recurring donations. - **Max Allowed Donation -** You will have the option to select how long your donor's contributions will continue to occur (12 months, 24 months, 36 months, or No expiration). Please keep in mind the duration of your contract with Handbid when selecting this option. Once your contract with Handbid has expired, all future contributions past that date will not process. - **Donation Description** - This will appear on the donation page of the event site.  See below: ![donate p2p](https://ucarecdn.com/48891f72-271f-49e4-bf63-425ed940a553/) *Click the BIDDERS tab to proceed* #### 8\. Bidders Here you can set restrictions on who and how people can bid (really not our favorite idea).  But if you need to restrict bidding to only those you authorize or if you want to limit what people can spend, this is the place to do it! ![bidders tab](https://ucarecdn.com/315ea13b-e1ee-4b24-9f8a-03cdcf6410fb/) ****Bidder Language****  ****Bidding Restrictions:**** - **Only registered bidders can watch Live Stream -** Limit viewing of the Livestream to those that are registered bidders in your auction/event. - **Require Ticket to view Livestream -** Limit viewers of the Livestream to those bidders that also purchased tickets. Remember, guests that purchase tickets are automatically registered as bidders.  - **Enable Per Bidder Spending Limits** - If you turn this on, then you can set a spending limit on a particular bidder. When would you want to do this?  Rarely - but there are a few examples: - School auctions where the parents want the kids to be able to bid up to a specific amount. - Bidders with credit issues or past payment issues.  If you have a bidder you want to BAN from your auctions, the best way to do that is to check this box and give the bidder a spending limit of $1. You will add the spending threshold in the individual bidder profile. - ****Require Ticket Purchase to Bid -**** Allow ticket purchasers ONLY to bid in your auction.  ****Automatically "authorize" bidders that are on the:**** ****Only Checked in (authorized) bidder can bid -**** This feature gives you more control over who can bid in your auction. Want to limit bidding to local bidders only? Want to only allow specific bidders to participate? You can control this by requiring that they be checked in to bid. You can also automatically check in bidders on the Invite List or the Guest List. - - Invite List- This will automatically "authorize" bidders to bid who are already on the invite list. - Guest List- This will automatically "authorize" bidders to bid who are on the guest list. **Bidder Question** **Ask bidders a Yes/No question -** Do you want to know how many of your bidders are physically at your event? Ask them! "Are you bidding from the arena tonight?" They will be prompted with this question so you can tally your OnSite-vs-remote bidders. Remember when you check the box for this, you need to populate the question box to the left.  You can also ask them any Yes/ No question or two answer question.  For example: Are you picking up your items in San Angelo or Midland? **Bidder Alert** **Alert bidders when auction is open -** When you open your auction, this checkbox allows Handbid to automatically alert your guests to notify them to start bidding! **Allow bidders to donate items -** To save yourself some time, allow your donors to come directly to your site to donate items and fill out item information. **Bidder Paddles** **Manually assign paddle numbers -** Instead of going in and adding paddles individually, let Handbid do the cumbersome work for you! Select this checkbox to auto-assign the paddle number and set the starting paddle number. You can also choose to manually assign paddle numbers. [Click here for more information on how to manually assign paddle numbers.](/how-to-manually-assign-paddle-numbers/)  **Auto assign paddles at or above -** If you are manually assigning paddles, you will want to choose a number **OVER** the number of guests that you are expecting. If you are auto-assigning paddles, you will want to choose the number that your paddles will start at. *Ok, on to the TEMPLATES tab* #### 9\. Templates This is where you can draft your auction/event messages for Auction Receipt Message,  Welcome Message, Shipping and Redemption Instructions, and Donation Description, Keyword Response (for Text-2-Give), and more. **![Templates tab (auction, p2p, campagin) ](https://ucarecdn.com/a5f659b5-ea68-4909-a9d0-dff24cb5086d/)Default Thank You -** This message is emailed to your guest after they make any direct donation through the donate tab.  Below is an example Default Thank You note : > *Hi \[Insert Token\], thank you for your continued support to \[Insert Token\].*  > > *We appreciate  your generosity. If you have any questions regarding this donation please contact Bob Smith at 555-555-5555 or bsmith@emailaddress.com* **Receipt / Invoice Message -** This is the message that will print on the bottom of every receipt. We HIGHLY recommend you include contact information for picking up auction items, a thank you for supporting your organization, and tax information, if applicable. You can use the list of "tokens"  on the right to personalize your message (tokens will trigger the site to auto-populate certain pieces of information. ex: First Name, Last Name, etc.). Below an example receipt note: > *Thank you {bidder} for your participation in the {auction} Auction!  Our {org} could not function without your generous support. This receipt/invoice will serve as an official statement for items purchased at this event.  We are a 501c3, so some portion of your total may be tax deductible.  Please consult with a tax advisor to determine the amount (if any) you may be able to deduct. If you have additional questions about the auction or your items, please contact Bob Smith at 555-555-5555 or bmith*[](mailto:clay@emailaddress.com)*.* **Welcome Message -** Your welcome message will show up when your bidders register in your auction. Below is an example text. > *{bidder} -* > > *Welcome to the {org} {auction}! We appreciate your support and participation.* > > *We have Auction Volunteers who can help you place or track bids throughout the evening.* > > *We hope you find something you like in our Auction. Funds raised will support our programs and activities throughout the year. Feel free to contact us if you have questions!* > >  *The Cause Team, email@nonprofit.org* **Shipping / Redemption instructions -** This is a custom message that will be sent to the auction winners. We recommend including the auction manager's contact information in case shipping needs to be arranged as well as noting that shipping fees will be assessed on auction items that need to be shipped. Also, let your bidders know where and when check-out is. **Live Auction Message -** This message populates on every one of your live auction items.   ![Live Auction Item Message Image](https://ucarecdn.com/7c84b647-faa8-4d38-b966-e5a347f6af40/) **Item Donation Thank You Note -** This message will be emailed to any donor who donates an item to your auction.   *\[Insert Token\] - Bidder name* *Thank you for your item donation to the \[Insert Token\]! Your generosity helps us to put together an incredible auction for our guests. If you have any questions you can contact \[Insert Token\] at \[Insert Token\].* *Please keep this email for your records.* *Gracious thanks,* *\[Insert Token\] - Organization Name* *\[Insert Token\] - Organization EIN* **Keyword Response Message -** This template is the response message that is sent when someone texts the keyword using Text-2-Give feature. You can learn more about Text-2-Give in [this article.](/text-2-give/) *Ok, almost done, just ONE more tab - SPONSORS!* #### 10.  Sponsors This is the tab where you can recognize your sponsors. Handbid has 5 types of sponsor sections: [Mobile Splash](https://1745458.hs-sites.com/knowledge/mobile-app-sponsor-page-adding-sponsor-image?hsLang=en) (which is where you can highlight a key sponsor for your event), an Event Banner Sponsor, a Title Sponsor, Live Stream Sponsor and [Web Sponsors](https://1745458.hs-sites.com/knowledge/adding-sponsors-to-your-events-webpage?hsLang=en) If you have this information ready, you can add it now. Adding a Mobile Sponsor:  [How to add a mobile sponsor](https://1745458.hs-sites.com/knowledge/mobile-app-sponsor-page-adding-sponsor-image?hsLang=en) Adding Web Sponsors: [Instructions on how to add web sponsors here](https://1745458.hs-sites.com/knowledge/adding-sponsors-to-your-events-webpage?hsLang=en) ![Sponsor tab (auction, p2p, campaign)](https://ucarecdn.com/6b105733-cdca-41bc-ba77-59b1ed5b5672/) #### Title sponsors  You can now highlight a Title sponsor for your event! Fill out your Title sponsor info. We will use the Makkai Group as our example.  This is how it will appear on the user site.  ![Title sponsor](https://ucarecdn.com/a9dfa42e-e1a6-4534-9ccc-915579c5ee0d/) --- # How to Donate an Item To an Auction URL: https://help.handbid.com/how-to-donate-an-item-to-an-auction/ First, you must have 'Allow bidders to donate items' enabled. This setting is found in [Auction Settings](/how-to-create-an-auction-update-auction-settings/) > **BIDDERS** tab. ![bidders tab](https://ucarecdn.com/315ea13b-e1ee-4b24-9f8a-03cdcf6410fb/) The donor of the item must register as a bidder for the event in order to donate an item. On the event site, the box below will populate on the **OVERVIEW** landing page, below the Event Details. ![donate an item](https://ucarecdn.com/2b736652-a1d3-4d70-baa5-d08d90f5e4f4/) Click **DONATE ITEM** to complete the donation form. All fields are required! PART 1: Donor Information. Here, you can provide who is donating the item, a business name (if applicable), a first and last name, and contact information. ![item donor info 1](https://ucarecdn.com/a411c5d7-8937-4c3d-af26-2805cf976044/) PART 2: Item Details. List the item name, item description, pictures, terms and restrictions (if applicable), and the FMV (fair market value). The more information in this field you can provide the more likely the auction manager will accept this item into their auction.  ![item donor info 2](https://ucarecdn.com/00d69b22-603d-4a4f-b9be-16f1916959c0/) PART 3: Delivery Instructions. This is where you will let the auction manager know how they will receive the item.  ![item donor info 3](https://ucarecdn.com/37272b7d-9f4d-4f7f-988f-bc515fa8afcf/) Once complete, click **SUBMIT** to send the item donation details to the auction manager. --- # How to Duplicate an Event URL: https://help.handbid.com/how-to-duplicate-a-previous-auction/ Please note: You can ***NOT***  duplicate a test auction.  You can now duplicate auctions in any status (preview, presale, setup, open, closed, and reconciled). Your items will ***NOT***  be copied into your duplicate auction. To learn how to copy items read [this article](/copy-items-from-a-previous-auction/).  **The settings that will get copied over are as follows:**  - **Contacts** - This is where you will specify your contacts for auction-related questions. - **Info** - This consists of your basic auction information (auction name, auction URLs, status, etc.) - **Goals** -This is where you set your goals for your event. If the goal changes you may want to update this in Handbid as well.  - **Event** - Event-related info goes here (start and end times {please note, these do not open or close your auction, they are a scheduled time}, location, attire, description).  - **Images** - Your auction images (logo, banner) as well as your Handbid TV images.  - **Financial** - Financial settings (enable credit card purchases, require a card on file, premiums).  - **Donations** - This allows you to set recurring donation settings (monthly, quarterly, annually), your donation page, and other donation settings. - **Bidders** - Bidding restrictions and other settings like setting paddle numbers are set here. - **Sponsors** - This is where you can upload sponsor logos to recognize sponsors. To copy an auction you will first need to login into your organization's dashboard. To learn how to do this, read [this article](/login-to-your-organization-account-on-handbid/). From there click on the auction you wish to duplicate.  Now go back to your organization dashboard and find the auction you wish to duplicate and select the DUPLICATE button.  You will be prompted to name your new auction.  **Your new auction name must be under 64 characters and must only contain letters, numbers, and spaces.** ![Duplicate Auction](https://ucarecdn.com/474df55e-ebb4-49f2-8d33-2015e5d44586/) ![Copy Auction](https://ucarecdn.com/c8494ac3-a627-41ee-b0a7-c0cdf3629bea/) - Include Event Templates - selecting this will copy any messages you have created in your templates tab. - Include Event Theme Settings - selecting this will copy any theme settings you have created.  - Include Broadcast Templates - selecting this will copy any broadcast message templates you have saved. ### How to copy a reconciled event You can copy the settings of an event that has already been reconciled. Go to your organization dashboard and make sure that the OLD AUCTIONS box is checked to show any hidden events. From there you can follow the same steps as above to copy the reconciled auctions/events.  ![Auction dashboard](https://ucarecdn.com/e018017b-f973-43af-8e28-ddcf29e836da/) --- # How to Feature an Item URL: https://help.handbid.com/how-to-feature-an-item/ If there are highly desired items or high-ticketed items in your catalog that you want to boost exposure for, you can use the **Featured Items** tool to showcase those items on both your ITEMS page and at the bottom of auction homepage.  ### How to Mark an Item "Featured": When editing or creating an item you will notice the "Featured" checkbox. Mark the checkbox to display the item as a "Featured Item" on the auction homepage.  > **NOTE:**  *if your item is not displaying after you've selected it to be a featured item, it is most likely because the item is not in a category. Be sure that all items are in a category in order for them to appear on the auction website. Also, items will not display if you auction status is in "Setup" mode* #### Step-by-Step: 1. In your Auction Dashboard, use the left-hand menu to search and click on the item you want to feature.         2. When you click on the item, the settings window will open.  3. In the ITEM INFO tab, scroll down until you see the "Featured" checkbox. 4. Click into the checkbox, ensure the item is in a category (if not, be sure to create or add it to a category), then click the green Create button. 5. After you've updated, be sure to double check your work by previewing your auction website. Featured items will appear at the bottom of the auction homepage, as seen below.      ![featured items](https://ucarecdn.com/6cfeba39-326a-4567-81de-a964b7b12f5f/) --- # How to Filter, Export and Bulk Edit Items URL: https://help.handbid.com/item-list-filters-in-the-auction-manager/ To **FILTER** items in your Items list go to Items > All Items. Then click "Add Filter" You can filter by: - **Item Status:** Whether the item is Pending, Open, Sold or Closing. - **Item Type:** Silent, Live, For Sale, Puzzle, Ticket or Appeal - **Item Condition:** Hidden, Had Bids, Has No Bids, Missing Photo or Timer Set Through **BULK ACTIONS** you can Edit Items and Generate Display Sheets. ![All items with bulk actions and export](https://ucarecdn.com/1c674ba4-26cd-436c-b6fa-c22ecbd34aec/) **Edit Items** - To bulk edit items first click "Bulk Actions" then select "Edit Items". ![bulk edit item](https://ucarecdn.com/c5526753-5a07-46e5-ab5a-a13b0bbb6cb7/) - - Assign to a Category  - Set Item Status (open or pending) - Lower Starting Bid by 10%. 25% or 50% - Fire Sale  - Hide or unHide - Featured or unFeatured  - Show or Hide Value  - Delete items **GENERATE DISPLAY SHEETS** through Bulk Actions - You can choose to print all of your display sheets or check off select items to print display sheets. You can also print display sheets in 4 different sizes.  ![Sizing and item selection display sheets](https://ucarecdn.com/45df12bf-8b83-4ebd-96d3-dec74c1b72a6/) **EXPORT ITEMS** \- You can export the list of items based on the Current Selection, Current View and All Items.  **Pro Tip:** To export all item QR codes, check the box to 'Include All Fields.' Once the file has been downloaded, clicking on the URL or pasting it into a browser will load or download the QR code image. *NOTE: doing this does increase the time the export will take.*  ![export items](https://ucarecdn.com/5d0e2d68-0b19-4bd5-909f-56139e3e3c01/) Please Note: For more detailed REPORTS on items please go to Reporting > Items. Click here to read an in depth article on the [Handbid Reporting System](/overview-of-handbids-reporting-system/). --- # How to Hide an Item URL: https://help.handbid.com/how-to-hide-an-item/ Below are instructions on how to hide an auction item or a for sale item.  This functionality might be used if you have entered an auction item into the system but you do not want people to bid on the item yet or you might not have all of the details entered for this item. When an item is hidden, it will not be visible in the Handbid app or on the website. Click on the "**Is Hidden**" box to hide the item. #### A few things to note about hiding items: 1. If you've gone live with your auction and an item has bids on it, you will not be able to hide the item. 2. To hide an item with bids on it you will have to: 1. Remove it from a category (items that aren't in categories will not appear on the site) 2. Remove all the bids from an item, then use the IsHidden checkbox to hide **(not recommended)**. If you choose to remove bids, be sure to remove bids starting at the bottom.  #### How to Hide an Item 1. You can also use the bulk editing tool to hide an item or multiple items at a time. The bulk edit tool is the paper-pencil icon at the top of the **ITEMS** page in the Auction dashboard.                                          ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/f7ecf531-030d-4e0a-9e62-a052c892e8f7/) 2. Click on the "**Is Hidden**" box to hide an item.        **NOTE:**  You must unhide the item before you can place a bid on that item! --- # How to hide purchases from the bidder dashboard URL: https://help.handbid.com/how-to-hide-purchases-from-the-bidder-dashboard/ What is the bidder dashboard and why might an auction manager want to hide purchases from it? The bidder dashboard is the first screen on the app you would see as a bidder. It shows your total spent (or would be spending if you win an item), totals of items you are winning, totals of items you are losing,  and purchases. Purchases are referring to items that don't get bid on like for-sale items, buy it now on items, donations, and tickets. Now, why would an auction manager want to hide the purchase total from the user dashboard? The main reason for this would be that the auction manager doesn't want to display the amount of money a user has donated or purchased prior to an event.  ### How to enable "Hide From Purchases"  To prevent item totals to be seen on this dashboard you would do this when creating or editing an item. In the "ITEM INFO" tab of the item settings, you can select "Hide From Purchases"  Please note: By selecting this box it will not apply to every item. It will only apply to the current item. If one item is marked as "Hide From Purchases" and one item is not, the item without this setting will still reflect in the bidder dashboard.  ![create new item ticket info tab](https://ucarecdn.com/f056ca9f-9af3-473d-96cc-50342a47cb29/) --- # How to Set a MaxBid URL: https://help.handbid.com/how-to-set-a-maxbid/ [Skip to content](/how-to-set-a-maxbid/#main-content) English [Get Support](/kb-tickets/new/) - [Default HubSpot Blog](https://blog.handbid.com/blog) - [Default HubSpot Blog](https://blog.handbid.com/blog) - English - [Get Support](/kb-tickets/new/) - [Go to handbid.com](/how-to-set-a-maxbid/) [Go to handbid.com](/how-to-set-a-maxbid/) Welcome to the Handbid Knowledge Base! - There are no suggestions because the search field is empty. 1. [Help Center](/) 2. [Help Your Supporters](/help-your-supporters/) 3. [Bidder Help During the Auction or Event](/help-your-supporters/#bidder-help-during-the-auction-or-event) ## This article provides an instructional video on how to set a max bid on an auction item.
      --- # How to Show a Video on an Item URL: https://help.handbid.com/how-to-show-a-video-on-an-item-in-handbid/ As they say, a photo is worth a thousand words. However, we can argue that a video is worth a million words? Sometimes a video is the best way to describe an item that you want your guests or donors to bid on. In order to show a video in Handbid, you need to embed it by following these steps: 1. Upload the video to either YouTube or Vimeo.  (For safety and legality reasons, we only accept videos from these platforms).  2. Once you get the video uploaded, you need to go to the video page and click on the "share" icon: ![share](https://ucarecdn.com/10a8166b-1ba0-4593-ac7c-623ce4e11a12/) 3. This will pull up a Share modal, click on **Embed** and then copy the Embed code.  ![embed code](https://ucarecdn.com/72a38f4e-fe9f-4c69-90e0-91bb75621bd7/) 4. Once you have the Embed code copied to your clipboard go back to Handbid and pull up the item you wish to upload the video to. 5. In Handbid, you can begin [editing the item.](/edit-duplicate-or-delete-an-item/)  Once the item editor opens, click on the MEDIA tab and paste the code into the **Video Embed Code** field and save. ![Media tab embed code](https://ucarecdn.com/9873be54-193e-4406-b760-d80d53e02522/) 6.     Now a video icon will show up in the item on the App or, if you're on a computer, it will appear next to the item's description on your event site. ![video on item](https://ucarecdn.com/ccb65108-d4f9-4f00-9aa3-deb684e874fe/) --- # How to Show the Fair Market Value on an Item URL: https://help.handbid.com/how-to-show-the-fair-market-value-on-an-item/ In Handbid by default, your silent and live auction items will not display the Fair Market Value. In order to show the value of these items, you must check the "**Show Value**" checkbox when creating or updating an item.                                  ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/afde522f-5776-44d2-a7a7-08646b2b2989/) If you need to show multiple items' value you can bulk edit your items to show the value. This will allow you to edit multiple items at once. [Click here](https://1745458.hs-sites.com/knowledge/how-to-bulk-edit-items?hsLang=en) to review our article on bulk editing. --- # How to Sort Auction Items by Name or Code URL: https://help.handbid.com/sort-order-for-auction-items/ All items (Silent, Live, For Sale, Ticket, Appeals) within Handbid are first placed within a Category.  If an item is not in a Category it will not show up in the Handbid App or online at handbid.com.   [Learn more about how to Organize Categories.](https://1745458.hs-sites.com/knowledge/organizing-item-categories?hsLang=en)  Within each category, you have the option to sort your items by Name (Alphabetical Order) or by item Code. The Sort order applies to your entire auction and cannot be different for each category.   #### To change your sort order:  ![Auction name and toolbar](https://ucarecdn.com/4fd0c2ad-5aa1-412e-a1c4-4087b565bd72/) 1. Select Auction Setting Icon 2. Select the Info Table 3. Change the item sort method dropdown select 4. Update your auction settings.                        ![auction info tab](https://ucarecdn.com/dc3f2a24-efbf-46e2-94e5-a36743ee107b/) ***NOTE:  You can add blank spaces in the front of your item names or item codes to force items to be displayed first within a category.*** --- # How to use Extended Bidding in Your Auction URL: https://help.handbid.com/how-to-use-extended-bidding/ NOTE: This feature is not automatically available in Handbid Manager and is available by request only. To request access to the Extended Bidding feature please email service@handbid.com. #### What is extended bidding? Extended bidding is designed to combat the "sniping" strategy, where bidders wait until the last second to place a bid in hopes of winning without giving others a chance to respond. When enabled, extended bidding automatically extends the closing time for items that receive bids during a specified period (final minutes) before the scheduled close.  Handbid’s Extended Bidding feature allows auction managers to enable extended bidding and set a closing threshold in minutes. If bids are placed within the last few minutes before an auction or item closes, the closing time is extended by the same threshold period. ### Enabling Extended Bidding The first step to using the extended bidding feature for your auction is to enable it in the auction settings.  1. Go to **Auction Settings ⚙️** 2. Click on the **Bidders** tab 3. Go to **Extended Bidding**, and check box to **Enable Extended Bidding** 4. Select the **Extended Bidding Threshold in Minutes** from the dropdown list — a bid placed during this specified time before the scheduled close will extend the closing time for this same specified time 5. Click the **Update** button ![bidders tab](https://ucarecdn.com/97717d2b-1d25-447c-a6e7-6456406d73bf/) ### How Extended Bidding Works with an Auction Timer When the auction timer expires, if any items had bids placed during the extended bidding threshold period, the auction status will change to Extended, allowing continued bidding on those items.  - In the Handbid Manager, click on **Extended Items** under Items in the menu on the left to view all items with extended time. ### How Extended Bidding Works with Category Timers When a category timer expires, the category closes, and items with bids placed during the extended bidding threshold period move to an Extended category, allowing continued bidding on those items. - In the Handbid Manager, click on **Extended Items** under Items in the menu on the left to view all items with extended time. ### How Extended Bidding Works with Item Timers When an item's timer expires, if a bid was placed during the extended bidding threshold period, the item status will change to Extended, and a new timer will be set equal to the extended bidding threshold, allowing continued bidding. - In the Handbid Manager, click on **Extended Items** under Items in the menu on the left to view all items with extended time. ### **Please note that if you don't want extended bidding enabled on a specific item, you will want to turn it off in the item.** **![Item Info Tab with Extended Bidding Enabled](https://ucarecdn.com/1ae0b511-7c39-438d-b64d-556545edf30f/)** --- # How to Use the Bulk Edit Tool URL: https://help.handbid.com/how-to-use-the-bulk-edit-tool/ We understand that changes happen, so we developed a tool to help you manage those changes.  In Handbid, you have to ability to edit multiple items and guests at one time with just a couple clicks. This article will walk you through, step-by-step, on how to make these bulk changes. **Article Index: To skip to a specific section, click on the titles below.** 1. [Edit Items](/how-to-use-the-bulk-edit-tool/#bulk-edit-items) 2. [Edit Invitees](/how-to-use-the-bulk-edit-tool/#Bulk-edit-invitees) 3. [Edit Guests](/how-to-use-the-bulk-edit-tool/#bulk-edit-guests) * * * ####  **How to Bulk Edit Items:** 1. In your Auction (or Event) Dashboard, click on the **ITEMS** tab. Then, by using the items dropdown, you can filter by all items, the item type, or an individual category. 2. Then, select the checkbox next to the items that you want to edit. 3. You will then select the "bulk actions". ![bulk generate display sheets](https://ucarecdn.com/ee9f1f8f-703f-41c9-99c8-968d256c36ae/) 4. Then select edit items, and the checkbox that correlates with the change you want to make. "**Assign to Category**", "**Set Item Status**", and "**Lowering Starting Bid**" all have an additional drop-down menu.                                                   ![bulk edit item](https://ucarecdn.com/c5526753-5a07-46e5-ab5a-a13b0bbb6cb7/) - **Edit the category:**  Select the items you want to edit. Select the checkbox next to the category then select the category from the drop-down menu. To save your changes, click the "Edit" button. - **Edit the status:** Select the items you want to edit. Select the checkbox next to "Set Item Status". Then select the status that you want to update the item to. (e.g. Open or Pending) To save your changes, click the "Edit" button. - **Edit the starting bid of an item:** Select the items you want to edit. Select the checkbox next to "Lower Starting Bid". Then select the percentage that you want to lower your items by. (e.g. 10%, 25%, or 50%) To save your changes, click the "Edit" button. *Note: If you select an item that has a bid on it this option will not appear.* - **For all other options:** you will select the checkbox of what you want to edit. There is no additional drop-down menu to select from. - **FireSale** \- Selecting Firesale will update the buy it now price to the starting bid. This is a feature used when re-opening your auction to sell unsold items. - **Hide** \- Selecting Hide will hide items from your guests view in your auction. Note: Items with bids on them cannot be hidden. For more information on hiding an item [click here.](https://1745458.hs-sites.com/knowledge/how-to-hide-an-item?hsLang=en) - **UnHide** - Selecting UnHide will display your hidden items. It will "UnHide" items that are marked "Is Hidden". - **Featured** - Selecting Featured will feature the selected items.  For more information on this [click here.](https://1745458.hs-sites.com/knowledge/marking-an-item-featured?hsLang=en) - **UnFeatured** - Selecting UnFeatured will uncheck the "Featured" checkbox. The item will no longer be a Featured item. - **Show Value** - Selecting Show Value will display the Fair Market Value of an auction item. - **Hide Value** - Selecting Hide Value will uncheck the Show Value checkbox. In other words, it will not display the Fair Market Value. - **Delete these items** - Selecting delete these items will remove the selected items from your auction. When deleting items from your auction you will need to type "Delete these items" in order to confirm the request.                                                  ![bulk delete items](https://ucarecdn.com/a0e19274-ae31-4cdb-ae7a-3a4f5775e045/) ####         How to Bulk Edit Invitees 1. In the left-hand menu of the Auction Dashboard click on PEOPLE > GUESTS, then Invite List. 2. Once the Invite List window loads, you can click on the checkboxes next to invitees' names 3. In the top menu of the window, click on the paper and pencil icon (the bulk edit tool) to open up bulk editing options.  ** Options include:** **Assign to Sponsor**\- If you need to add a guest to a sponsor's name (i.e.: Bob Smith, Bank of America, etc) **Enter a New Sponsor Name-** If you need to add them to a new sponsor **Assign to Tables** - if you need to move a group of guests to a certain table **Enter a New Table-** If you need to add a new table to the list **Assign a Status** - Use this option if you need to identify a guest as a VIP, Staff, Volunteer, etc                                            ![Bulk Edit Invitees](https://ucarecdn.com/819d5670-b507-45dd-a8f3-cec58209999f/) #### ![team (1)](https://ucarecdn.com/e7aecfc3-5b6c-4e9e-9665-4027e382f392/)How to Bulk Edit Guests 1. In the left-hand menu of the Auction Dashboard, click on PEOPLE > GUESTS, then click on Guest List. 2. Then, select the checkboxes next to the names of the guests you wish to bulk edit.  3. Once you've selected your guests, click on the Bulk Actions button to open up the bulk editing options window and select "Edit Guests".  ![Bulk actions guest list](https://ucarecdn.com/9379fb23-e604-421b-8fe8-be098a13966e/) 4. Once the window opens you will have three options: **\- Assign placement** - if you need to move a group of guests to a certain table **\- Set Status** - Use this option if you need to identify a guest as a VIP, Staff, Volunteer, etc **\- Set Sponsor** - If you need to add a guest to a sponsors name (Bob Smith, Bank of America, etc) *NOTE: After you've made all your changes, be sure to click the purple EDIT button to save.*                                                ![bulk edit guests](https://ucarecdn.com/dd9f4af5-b0eb-4e20-b87e-99bf70770270/) --- # Identifying Item Types URL: https://help.handbid.com/identifying-item-types/ Deciding on items for your auction is important. Many decisions need to be made when putting together an item catalog for your event. Since your items are a key fundraising component it is important to take a little time to make the right decision for you and your organization, regarding items in your auction.   **A few questions only you or your committee can answer:** 1. Who are you selling to? 2. If your auction is an annual event, what did well or poorly last year? 3. The type of event you are planning and how many items will the venue hold? 4. What is the number of item to guest ratio? Try not to overwhelm your guests with too many choices, thereby creating more supply than demand.  Remember even if you have 300 people (including couples that typically bid together), it may not be a wise decision to also have 300 items. 5. How unique is the item? Experiences are great sellers. The rare items often do well. For example, the front row seat at a school graduation is often a hot seller! ### Item Types As you plan your items and auction, it is helpful to stay organized. It is important to know what items are available for bidding or purchase so you can plan effectively. **AUCTION ITEMS:** There are two types of auction items: Silent and Live - **Silent Auction Items** - These items will have a starting bid amount, bid increment, and usually a fair market value. These items can only have **ONE** winner. - *For detailed instructions: [Adding a Silent Auction Item](/adding-silent-or-live-auction-items-instructions-video/)*  - **Live Auction Items** - This is an item that you want bidders to be able to view and look at, however they will not be able to place a bid on it using the Handbid system.  These items are typically sold in the room with the assistance of an emcee or Live Auctioneer.   - *For detailed instructions: [Adding a Live Auction Item](/adding-silent-or-live-auction-items-instructions-video/)* **FOR SALE ITEMS** For sale items are anything you are going to sell for a set price.  Handbid has several different types of For Sale items. For detailed instructions: [Adding a "For Sale" Item](/instructions-video-add-for-sale-item/) - **For Sale (Unlimited Quantity)** - These are items that you are selling for a set price and will sell as many of these items as you can. For example, a drink ticket.  - **For Sale (Limited Quantity)** - These are items with a set price that have a limited quantity and are for sale at your event. For example, t-shirts, jars of honey, wine walls, etc. - **Appeal -** This is a direct donation item that can be sold using a paddle raise during your event or by bidders purchasing it on their mobile devices.   - **Shipping Fees** - You can add a set price for shipping items to bidders who win something but are not at your event.  It is good practice to let people know in the description or fine print that a shipping fee will apply if they are not present.  Check out our blog post on [That Big Item](https://blog.handbid.com/blog/big-item-silent-auction-vs-live-auction/?hsLang=en) --- # Importing Items into Handbid URL: https://help.handbid.com/importing-items-into-handbid/ We understand that importing items can be a cumbersome task, especially when you're receiving a lot of item donations. Because of that, Handbid offers an Import Items feature which will help to take a little extra work off your hands. The Import Items feature allows you to use a templated spreadsheet to add item information and bulk upload directly into your Handbid site. You can also upload items individually if that's the method you prefer. Check out the instructions below to learn the different ways to upload items to Handbid. * * * ### Article Index *To skip ahead, click on the section title below.* 1. [Item Import Spreadsheet Instructions](/importing-items-into-handbid/#item-import-spreadsheet) 2. [Bulk Upload Images via Zip File](/importing-items-into-handbid/#bulk-upload-images) 3. [Spreadsheet Category Breakdown](/importing-items-into-handbid/#spreadsheet-category-breakdown) * * * ### Item Import Spreadsheet Instructions: 1. From your Auction Dashboard, in the left-hand menu, click on ITEMS. Once the item options dropdown appears, scroll down and click IMPORT. 2. From here you can download our [Item Import spreadsheet (CSV file)](https://ucarecdn.com/6d0fdad2-6f04-436e-9b68-a84e5b8ba7ce/)to use as a template.  3. If you have multiple people adding auction items to your spreadsheet consider creating a Google Doc with your entire team so that you can collaborate. This helps ensure version control. Once complete, save your file as a .csv file (you cannot upload an excel file). 4. In your auction Select Items->Import from the left navigation menu. 5. Select **Choose a File** and select your CSV file.  Select **Add** to add your file. 6. MATCH your spreadsheet column headers to our import fields. If you have used the template from Handbid, you can select the **AUTO MATCH** to link the headers to the columns for you automatically. If you did not use the template, or modified the template (column order), drag and drop the headers to the columns in your spreadsheet. (All column headers in PINK are required). 1. Select the **VALIDATE** button to confirm you do not have any errors in your upload. If you have any errors you can mouse over the column to see the error. Once the appropriate changes(s) have been made, **Resave and Reload your .csv file.** Repeat Step 7 with the column headers. 2. When your upload does not have any errors you can select the **IMPORT** button to import your items.  3. NOTE- If the upload is taking more than 2-4 minutes, it means that there are significant errors and your spreadsheet will not load.  At this point, it is better to refresh and re-evaluate your spreadsheet.  If you need additional help, please contact us at [service@handbid.com](mailto:service@handbid.com). ![Matching header items](https://ucarecdn.com/2f4263f3-5854-4788-813d-af216bd0d25c/) View how to [Bulk Upload your Images via Zip File](/image-import-feature/).  Spreadsheet Category Breakdown and Meaning: **WARNING:** When completing your spreadsheet, do not include special characters, such as decimals, dollar signs, ampersand ("&") or any other special characters. These will trigger an error and the import will not be completed until the error(s) are resolved.  **ITEM CODE:** A Code is used so you can use it to identify your item. You can make your item codes anything you want (letters or numbers), but once you set this and import, you do not want to change it. Handbid will use this column as a key for future uploads. What does that mean? It means that if you upload an item with code 100 and then do another upload with code 100, Handbid will match on the code and update (overwrite) what is already in the system for item code 100. Item codes are required in the item upload spreadsheet.  Get more information on [manually assigning item codes.](/assigning-item-codes/) **NAME:** The auction name should be short and descriptive so your bidders understand what the item is.  If you have more than one of the same item we recommend adding a (1), (2), or (a), (b) to the name so they are not exactly the same.  Item Names have to be less than 54 characters. Please note: There are limitations on how long it can be so it will fit on a mobile screen. **ITEM TYPE:** This is the type of item. You can only to use the types Silent, Live, ForSale, Ticket, or Appeal. Any other value here will give you an error. **CATEGORY:** Each item must be put into a category as everything in the Handbid App is organized by category.  If you leave this field blank, Handbid will not assign a category to the item. However, ONLY items in categories appear to end-users. So if you do want it to show up on your site, create a category and assign it to an item. As a best practice, make sure that you spell the category names correctly when adding it to an item, though categories will start to appear as you type, if you type a category name with a typo, it will create a new category with that typo. For example, if one row has "Dining Out" and another row has "Dineing Out", Handbid will create two separate categories! **DESCRIPTION:** This is the field to input a description of your item. Please be careful with pasting from the web or word processors, as sometimes text editors add hidden characters. When in doubt, make sure your description is plain text in UTF-8 format. If you are not sure, use Google Sheets. It supports only UTF-8. (Max 8,000 characters).  Please do not use bullet points. **DISPLAY SHEET DESCRIPTION:** This field will allow you to have a condensed, or shortened, version of the item description. This description is what will be printed on your [custom display sheets.](/creating-display-sheets-/-display-cards-/-displays-table-cards/) (Max 400 characters). **DONOR:** If populated, this information will be listed on the Apps and Event Site for the item it's associated to.  **STARTING PRICE, BID INCREMENT:** These values are required for Silent & Live Auction items. If your item is a live or silent auction item, you will need to populate these fields with a value. For Silent Auction items, the starting price will be the minimum bid when you open the auction. The minimum starting price must be at least $1. Bid increment refers to the minimum amount by which a bid can be raised during an auction. For example, if the current bid is $100, the bid increment may be set at $10, which means the next bid must be at least $110. For Live Auction items, the starting price and bid increment will be set and controlled by the auctioneer. As a best practice, we recommend keeping the starting price & bid increment at $1 for Live Auction items. This will allow the most flexibility when [entering live auction item winners](/instruction-video-enter-live-auction-winners/) into Handbid during (or after) the live auction.  **FAIR MARKET VALUE:** Fair market value (FMV) is an item's estimated value if it were sold today in the current market. This field is required if the item of type LIVE or SILENT and cannot be **Priceless**.  This field does not accept letters as value therefore, typing the word **"**Priceless" will not be accepted. If you wish to identify an item as priceless, you will need to enter the FMV in conjunction with checking the "Show value as Priceless" checkbox when you edit an item.  Note that, you can hide this value from your bidders in the bidding interface, however, it will show up on the winning bidder's receipt for tax purposes. **BUY NOW PRICE:** This field is required for **ForSale, Ticket**, and **Appeal** items. You can have a BUY NOW Price for Silent Auction items if you'd like, however, it is not required for Auction Items. For auction items, the bids will not be able to exceed the BUY NOW price, therefore, we recommend setting the price at 200% of the Fair Market Value. Auction items will sell at the BUY NOW price and will be added to the winning bidder's invoice. Live Auction items cannot have a BUY NOW price. **ITEM COST:** For items that have a cost to the organization associated to them, you can enter that cost here. Handbid will deduct the cost from the total revenue when calculating net revenue in the thermometer on the left-hand side of the auction dashboard. This value is not displayed to bidders. Examples of items that might have a cost associated with them are consignment items, or items that were purchased by the organization with organization funds.  **VALUE RECEIVED:** For ForSale, Ticket, or Appeal items, this is equivalent to the Fair Market Value (FMV). This is the value returned to the donor in exchange for their purchase/donation. This is displayed on the receipt for tax services and is the dollar amount of the services they received for purchasing this item.  If this item is a direct donation you can enter 0 as the value received.  If you are selling a $100 ticket and the meal costs the organization $25 the value received should be $25. **RESERVE PRICE:** The reserve price is the minimum price you are willing to accept from a bidder. This price is not disclosed to the bidder. If the reserve price is not met by the time the auction closes, the item will revert back to a pending status. The item will not be sold, and will not be added to an invoice since there will be no winner. Bidders placing bids under the reserve price will be notified they are the highest bidder, the reserve has not been met and to bid higher.  **NOTABLES (Fine Print):** Notables will appear in the fine print on an item. This is where item restrictions or expiration dates are typically entered. This information gets displayed in the Handbid apps and online for each item. The notables and will appear to users under the "Fine Print" column on an item.  **REDEMPTION INSTRUCTIONS:** Redemption instructions are displayed at the item level on the invoice for the WINNING BIDDER only.  This information is not displayed to the public - only on the invoice to the winning bidder. **SHOW VALUE TO BIDDERS:** This value can be YES or NO.  If 'Yes' the Fair Market Value will be displayed.  If 'NO' then no value is displayed for the item. **AVAILABLE FOR PRESALE:** This value can be YES or NO and is only used for ForSale, APPEAL, and TICKET items.  **DO NOT USE FOR SILENT AUTION ITEMS**. If YES the item will be available for purchase when the auction is in PRESALE mode.  **IS AVAILABLE CHECKIN:** This value can be YES or NO and is only used for ForSale, APPEAL, and TICKET items. **DO NOT USE FOR SILENT AUTION ITEMS.** If YES, the item will be available to sell during the guest checkin process. When purchased during the checkin process, the item(s) will be added to the bidder's invoice once complete.  **HAS INVENTORY/INVENTORY TOTAL:** This value can be YES or NO and is only used for ForSale and TICKET items. **DO NOT USE FOR SILENT AUTION ITEMS.** If this value is YES you need to enter an **INVENTORY TOTAL** as the available quantity. If NO, inventory total will be left blank. **TICKET QUANTITY:** This value is only used for TICKET items. **DO NOT USE FOR SILENT AUTION ITEMS.** This is the number of guests the ticket admits.  **IS HIDDEN:** This value can be YES or NO and is used to allow you to hide items that you do not want to be visible on the front end. An example of when you would hide an item, is if you had "secret" or "surprise" item that you wish to release (open) at a later time. Other examples include, items that you are still waiting to confirm details, or perhaps an live item that you have the option to sell more than once, but you don't want to advertise that information.  **IMAGE URL:** You can upload photos with a URL that can be reached by the **web**. This field will accept web URL's from websites that are not password protected.   **NOTE:** Dropbox & Google Drive image URL's will not work in the upload spreadsheet. Image URL's from a public website are required.  Images can also add photos directly in the auction manager *after* your items are uploaded. Learn more about adding/removing images here: [Add/Remove Image from Existing Item.](/add/-remove-image-from-existing-item/) Item Photos should be 800 pixels wide and 600 pixels tall - Landscape oriented. - please check out our article on optimizing photos:  [Optimizing Photos for Mobile Devices](/instructions-video-resizing-optimizing-item-photos/)[](/hc/en-us/articles/205776766-Optimizing-Photos-for-Handbid-Mobile-Apps/) **SOLICITOR:** This field should be populated with the email address of contact that is already in your organization. The solicitor is the person that asked for and/or received the item donation on the organization's behalf.  **SHOW VALUE AS PRICELESS:** This is a Yes/No field. YES, will set show value as Priceless on the item. NO, will leave the value as FMV.  NOTE: If this is marked NO and you want the FMV to be visible to bidders, then 'SHOW VALUE TO BIDDERS' must also be marked YES. --- # Item Categories URL: https://help.handbid.com/organizing-item-categories/ From the Auction Manager, there are two ways to access and manage your categories: when adding a new item and from the main auction dashboard.   #### **When Adding a New Item** Click the up/down arrow in the 'Select Category' box, you will see the **Categories** already created either manually or via upload. 1. Select an existing category from the drop-down menu if your category does not show, or you can use this form to add a new one by clicking add. 2. Then **add** your desired category.                                        ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/afde522f-5776-44d2-a7a7-08646b2b2989/) #### **When In Auction Dashboard** 1\.  Select the items icon at the top of the auction manager 2\. Select Manage Categories  ![Auction name and toolbar](https://ucarecdn.com/4fd0c2ad-5aa1-412e-a1c4-4087b565bd72/) 2\.  To change the order in which your categories show up in the app, select the sorting icon from the categories window. Drag the categories to the order you want them to appear.  Your order is automatically saved. Select **CLOSE** when you are done.  ![manage categories](https://ucarecdn.com/c7501401-7eb4-4b01-8a36-2c9203640063/)      ![category sort](https://ucarecdn.com/8315a1e0-b460-4c02-8c71-5c4ea5f29b53/) 3\. To delete a category click on the trash can to the right of the category name (*NOTE: Please ensure you have moved any items to a new category before deleting.* ) 4\. Click on a category title to edit its name.                                  ![category manager](https://ucarecdn.com/f46ad305-a7e8-4697-a6fa-c5c1652ddd89/) --- # Marking an Item "Priceless" URL: https://help.handbid.com/marking-an-item-priceless/ Items in Handbid can be marked "Priceless". The Fair Market Value (FMV) will still be  required however, instead of displaying the FMV as $0 or not displaying a value at all, you can display the value as "Priceless". Also, keep in mind that setting an item's value to priceless, even for display purposes will not replace the FMV printed on the user's final invoice. **Here is how you can show the item as Priceless:** When creating or editing an item, check off both the "Show Value" and "Show Value as priceless" checkboxes to display the value on that item as "priceless". ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/e1d48eef-770a-406a-a2bc-0c084aeea36c/) Here is how it will display on the WebSite: ![item marked as priceless](https://ucarecdn.com/c6f74444-31db-4cf8-96b4-2a4a34d67699/) --- # Previewing Your Auction URL: https://help.handbid.com/previewing-your-auction/ When you are ready to invite people to your auction to buy tickets, register, or preview items prior to the auction opening, you will need to change your auction status. For more information on how to change your auction status, click the link:  [Auction Status Settings](/how-to-change-your-auction-status/). ### How to Set your Auction to Preview Mode 1. Go to your auction manager. On the top toolbar, click on the **status** dropdown on the farthest right. 2. Choose **Preview the Auction** (bidding not allowed).  3. When you select **Preview**, the auction status will change to "Preview" (orange).  IF THIS INDICATOR DID NOT CHANGE TO ORANGE/PREVIEW, please refresh your browser window to confirm that the change took place.  In preview mode, bidders can see items including starting price and details. They will NOT be able to bid on items.                                ![Auction name and toolbar](https://ucarecdn.com/1c1a12a2-b790-454b-9952-a6d9504b4585/) ### How to View your Auction in Preview 1. To view your auction on the website, go to the menu at the top right of your screen and select "**Auction Website**".   This will open up a new tab in your browser and display your auction website.                       2. This is how an item appears when in preview mode in both the website and apps.  ** Website View:**                               ![Item, preview status](https://ucarecdn.com/fe4a25fe-c0a4-448f-b925-6ce37c8e55d2/) **Handbid App View:**                               ![app item preview](https://ucarecdn.com/529a8130-42ec-431e-8d9f-5a24465c5315/) --- # Reserve Bidding URL: https://help.handbid.com/reserve-bidding-in-handbid/ First of all, what is reserve bidding? Reserve bidding is a term referring to a hidden minimum price that the seller is willing to accept for an item. For example, if I am bidding on an item with a reserve price of $50 and I bid (and win) at $25 I will not win since the seller of the item is not willing to sell the item for less than $50.  #### For the Auction Managers  When creating an item you will see a field labeled reserve price. This is the hidden price or hidden minimum that the seller will sell the item(s) at. The bidder will not be able to see or access this. The reserve price is not a required field to create an item. You can also import items and fill out the reserve field. For more about importing items into Handbid please reference [this article](/importing-items-into-handbid/).  ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/afde522f-5776-44d2-a7a7-08646b2b2989/) #### For the bidders  Now that we know what reserve bidding is in Handbid, how does it work? For the bidder, there are some important notes revolving around bidding on items with a minimum. \- If a bidder bids and it is below the reserve price, they will be notified that they have the winning bid (but it is under the reserve) and will be asked to bid higher. ![item view in app](https://ucarecdn.com/a744660e-eb57-4bee-b1d9-b7216cdc79a7/)![under reserve lightbox](https://ucarecdn.com/298cc967-2865-478a-9101-a84a5ba96537/) \- A bidder can “outbid” themselves as much as they want below the reserve price.  When you reach the reserve you may no longer outbid yourself.  \- If a bidder sets a maxbid and that maxbid was below the reserve price, then the current price will be set at that maxbid.  **This is important!** If an item is at $50, a reserve price is at $100 and a bidder sets a maxbid at $75.  Handbid will place a bid for that user at $75 **NOT** at $50! To learn about max bidding you may use [this article](/how-to-set-a-maxbid/). --- # Resizing & Optimizing Item Photos URL: https://help.handbid.com/instructions-video-resizing-optimizing-item-photos/ Before we dive deep into image processing, here are a few videos you may find helpful on how to format images.  If you prefer to watch videos, we suggest you start here.  If you have more questions, dive into the details below. * * * ### Article Index: 1. Video: Resize Image through Computer 2. Video: Resize Images through Microsoft PowerPoint 3. Step-by-Step Instructions #### Video: Resize Image through Computer
      #### Video: Resize Images through Microsoft PowerPoint *Here is another trick if resizing tools are not your thing. The following video shows you how to use MS Powerpoint as a resizing tool.*
      ### Step-by-Step Instructions: Image Processing Details We are often asked how to improve the appearance of photos on the mobile app.  Without proper preparation, your photo may appear grainy or cut-off. **DIMENSIONS** Here are some ways to ensure your photos appear correctly: - All layouts in Handbid (web and mobile app) are a **landscape** format. - Upload photos should have a dimension of 800w x 600h at 72dpi.  This will allow most of the image information to appear on the item detail page.   - If you have a portrait oriented photo, you may need to display this on a solid background that is 800w x 600h in dimension.   - Please upload images in either a PNG or JPG/JPEG format.  These will render the best on the mobile app and on the web.  - If you upload a photo that is a portrait dimension (like 200w x 600h), **Handbid will zoom in on the image so that it fits**.  The result of this will be an image that is zoomed in and cut off.  If this is a portrait of a person, you will likely have their head and body cut off.  To fix this, create more area around the image so that the part that you want to see is centered.   ![](https://ucarecdn.com/258cfb9b-84c1-4091-9d72-63804ab0482a/)  ![](https://ucarecdn.com/065586a0-a1e3-4b14-a61c-6fc1697268eb/) **PHOTO QUALITY **Proper lighting and camera quality are important factors to making your images look good.  Here are some tips on how to improve your image appearance: - Make sure you are taking photos with proper lighting (not just the flash). This is especially true if you are using a smartphone camera.  While they advertise adequate pixels, the sensors in these cameras have very small apertures and do not handle low light conditions well.  The flash tends to wash out the photo and low-light (no-flash) tends to look grainy.  - Finding stock photography on the internet, provided you have rights to use it, is often a good bet.  Use Google image search to find these photos.  Again, please confirm you have rights to use the photo in your auction. - Image manipulation software (Photoshop, Photoshop Elements, iPhoto, etc.) can help you improve the quality of your photos (exposure, color, etc.) prior to uploading into Handbid. --- # Resizing Auction Item Images URL: https://help.handbid.com/video-resizing-auction-images/ **NEED TO FIX YOUR IMAGES?** Here is a video tutorial on how to resize images to best fit in the mobile app. This tutorial uses a handy tool available on the Mac Apple Store. Even if you have a Windows machine, the video should give you good tips on how to best manipulate your images to fit.  Still need help doing this after watching the video? We have a service we offer to fix and reinstall your images for you.  Please inquire with your support rep if you are interested in learning more about that.
      --- # Selling Unsold Items via Fire Sale or Second Chance Auction URL: https://help.handbid.com/selling-unsold-items-online-or-second-chance-auction/ If you have items that did not sell during your auction and want to host a Fire Sale or Second Chance auction, Handbid allows you to reopen your auction to sell the remaining unsold items.   If you are going to do this, you must complete your second chance auction within **30 DAYS** of closing your original auction.  **NOTE:** Before you reopen your auction, make sure it has closed completely and all of your items have been sold!  The initial close process can take several minutes and is not complete until you get a message in the Auction Manager stating **"Your auction results are complete!".** Remember, reopening your auction before all invoices are generated will result in sold items not being marked sold out once you open the second chance auction! ### **Re-opening Your Auction**  1. [Create a new category](https://1745458.hs-sites.com/knowledge/organizing-item-categories?hsLang=en) for your unsold items, such as "**Fire Sale**." Moving all of your unsold items to a new category will help bidders easily find them.    2. Please m[ove this category to the top of the list](/organizing-item-categories/) so that it will appear first in the Handbid app.  3. [Hide any unsold items](/how-to-hide-an-item/) you do NOT want to be available when you reopen the auction. Please keep in mind that if an item has bids, you will need to remove it from a category in order to hide it.  You cannot hide an item that has bids or has sold.   4. [Hide any for-sale items](/how-to-hide-an-item/) you do NOT want to be available when you reopen your auction. Please keep in mind that if an item has bids, you will need to remove it from a category in order to hide it.  You cannot hide an item that has bids or has sold.   5. Modify the event end date in the Event tab of your Auction settings so bidders know the end date of your second chance auction! 6. Click "Open the Auction" in the auction status menu on your auction's dashboard 7. Be sure to promote to all of your previous guests that you have reopened the auction for items that were previously unsold.  ### **Create a Fire Sale with Unsold Items** We have found that auction items that don't sell during your initial auction are usually because they did not appeal to your bidders or the price was too high. For these reasons, we usually recommend that you modify the price of your items and open them up to a wider audience.  One way to do that is through a Fire Sale. In this process, you would lower the starting bid of the item(s) by a percentage and then set a Buy Now price at the same amount as the starting bid. This would effectively sell the item to the first person who bids on it in the Fire Sale.  #### **To set up a Fire Sale, follow these steps:** 1.    Find the items that you want to add to the FireSale.  Select them in a list and click on the "**Bulk Edit**" icon to bring up the Bulk Editor:                                         ![all items](https://ucarecdn.com/9d93113d-7218-4f6d-bb4c-7cf2d28ac702/) 2.    Add the items to a new category (we recommend this to make them easier to find).  Click edit to save and allow Handbid to make the updates.  Once done, the editor will close.                                                     ![bulk edit item](https://ucarecdn.com/c5526753-5a07-46e5-ab5a-a13b0bbb6cb7/) 3.    Next go back into the editor with the same items and this time select "**Lower Starting Bid**".  Now select a percentage by which you want to reduce the starting bids.  You certainly do not need to do it this way.  You could edit these items individually and set the starting bid price to whatever you want.  You also don't have to change the starting bid prices, but we recommend that you do for a Fire Sale.  When done, click Edit again and let the editor do its thing.    4.    Now go back into the editor and this time select "**Fire Sale**".  This will effectively set a buyNow price equal to the starting bid price.  Click on Edit to complete this step.  5.    The final step is to open the auction.  Since these items were never sold, you don't have to open them manually. They should already be in an open status.  If you do need to change any of them, you can click on them to [edit their status](https://1745458.hs-sites.com/knowledge/adding-an-auction-item-after-the-auction-is-open?hsLang=en) or use the [bulk editor](https://1745458.hs-sites.com/knowledge/how-to-bulk-edit-items?hsLang=en) again to change them. --- # Show Purchase History on For Sale Items URL: https://help.handbid.com/show-purchase-history-on-for-sale-items/ To enable this setting on your for sale or appeal items, select the item and then check the "Show Purchasers Names" You may be wondering why this is beneficial. Some examples of how you would use this feature would be a sign-up party. You can see other people who have purchased the for sale item. This might make it more fun to attend the party! #### To Enable purchaser names you will: - Be sure you're in the AUCTION DASHBOARD. - Then click on the ITEMS tab in the left-hand menu, then click ALL or the category the item is in. - Once you search and click on the item, the Item Settings window will appear.  - In your item settings, click on the "**Show Purchaser Names**" checkbox. - Click the green UPDATE button to save. #### Viewing Purchase History: You can see item purchasers under the PURCHASES tab within the item on both the app and the event website. Please note, when you elect to show purchaser names, the site **will only display 8 of the most recent purchases.** ![for sale purchases tab](https://ucarecdn.com/01c9fa23-2f99-4241-9052-abfa81065e85/) #### EXAMPLE: Once you have enabled this setting on an item, you can see the names of the purchasers unless they are using an alias on the Purchases tab within the item. Below is an example of how it will look on the event website. ![bid history](https://ucarecdn.com/91a9910e-98e2-46ab-b22d-7efcca317739/) --- # Tracking Item Solicitors Information URL: https://help.handbid.com/tracking-item-solicitors-information/ #### **How to Attach a Solicitor** To attach a solicitor, simply go to your Auction Dashboard, then click on the ITEMS dropdown in the left-hand menu. Once you find and select the item, click on the DONOR INFO tab and select a solicitor from your contact list. ![item donor info tab](https://ucarecdn.com/37baad4b-86d4-4b71-bc35-3fb171187f9c/) #### **Where do these contacts come from?** This list contains anyone who has either been uploaded by you, or has bid in one of your previous auctions.  You can manage your contact list from the organization dashboard in the auction manager.   To get to your contacts list,  click on the MAIN DASHBOARD in the left-hand menu, then select Contacts > Contact List. If you want to track how each solicitor did in the auction for reporting purposes (or even for contest purposes), then attach a solicitor to each item. --- # Assigning Guest Placement for your Event URL: https://help.handbid.com/assigning-guest-placement-for-your-event/ Events have different ways of organizing guests.  The most common way is seating at a Table. However, golf tournaments often want to track guests based on their Cart assignment, Bowling events in a "lane", and concerts in a "Section".   In order to accommodate all of those scenarios, Handbid treats placement as a generic term.  However, you as the auction / event host can apply a label to your placement (e.g. Table, Golf Cart or Bowling Lane).  When you set a Label to the Placement, it will appear wherever the "placement" value is used.  When you assign a placement label it will update the placement column in your guest list so you can easily see the correlating placement label when checking a guest.   > **For example:** in the guest list, the column will now read "Table" if you set the placement label to "Table" To set the placement label, go to your event settings > INFO tab. There you will find the placement label setting. ![auction info tab](https://ucarecdn.com/dc3f2a24-efbf-46e2-94e5-a36743ee107b/) Then, you need to assign your guests to their placement.  This is quick and easy to do! 1. Select the squares next to the people who should sit at the same table. 2. Click Bulk Actions- Edit Guests 3. Assign your guest to their table/ bay/ cart by clicking the square next to that choice and putting their assigned table in the open response box.  NOTE- you can use numbers or letters here.  There is no restriction. 4. Click Edit and go back to your guest list. ![guest list page](https://ucarecdn.com/92cd88fc-9f19-4784-bee2-7d39755d77e0/) --- # Bidder Name Displayed Instead of Paddle Number URL: https://help.handbid.com/bidder-name-displayed-instead-of-paddle-number/ Handbid allows bidders to enter in a Display Name (alias) that will show in place of their paddle number.  A bidder has to manually add this, so this is not something that they can do by mistake.                                                      ![Profile settings](https://ucarecdn.com/1f349540-988c-4225-a0ab-782553aca501/) In addition, managers can also add in a display name for a bidder or edit their Display Name from their bidder profile in the auction manager.  User Aliases are a gamification technique used to drive more friendly competition and bidding behavior.  We recommend you let the bidders keep their display names unless you strongly feel otherwise. In those cases, you can remove their display name from the Auction Manager.                                           ![bidder primary info tab](https://ucarecdn.com/7153e05b-f573-4233-a0a5-ad6ca23aea88/) --- # Bidder Self Registration URL: https://help.handbid.com/bidder-self-registration/ Although this article addresses bidder self-registration rather than a [classic guest list check-in](/check-in/), we understand that some guests may struggle with self-registration and need help. Don't worry. You can [add bidders to the Handbid Manager](/video-adding-a-bidder-to-your-auction/) and send them a unique login link. We recommend setting up a "solutions station" to help register bidders at your event!  This may seem chaotic and perhaps you may be concerned it will limit auction revenue potential.  After all, you aren't registering every guest as a bidder!  However, in some cases, this approach may make the most sense for your event.  Why?  Consider these circumstances: - **You don't have enough staff or time to manage an efficient check-in.**  If you have 600 people coming and don't have at least 8-9 staff to check them all in, then you will create a massive line and frustrate your guests right when they arrive!  If that is a concern, consider letting your guests register themselves.  (note, if you are doing an in-room paddle raise and need everyone to have a bidder card in their hands, then you will need to conduct a full check-in.  So find those check-in volunteers!) - **You are not doing a paddle raise and the auction is not a central part of your event**.  So the auction is there, but it is not something you expect every guest to participate in.  If that is the case, then consider letting those that want to bid register and those who don't can head right in to the event and mingle. To conduct a self-registration, you must ensure the guests have adequate instructions on how to bid in your auction.  In addition, you can make things even easier for yourself by having your guests register before your event!  Read below on how to make that happen: ### Getting Guests to Pre-Register Getting bidders to register early makes the entire registration process seamless and less stressful. Below are some ways to make that happen: - **NOTIFY** bidders before your event that you will be using mobile bidding! This can usually be accomplished by email. One way to do that is to use the Handbid invite system. Import or load in a list of invitees, edit the invitation email and shoot off an invitation with a registration link for your guests.  You can read about how to do that here:   [Import Guests into your Invite List](https://1745458.hs-sites.com/knowledge/how-to-import-an-invite-list?hsLang=en) [](https://1745458.hs-sites.com/knowledge/how-to-edit-and-send-an-email-invite?hsLang=en) - **ENCOURAGE** bidders to download the app and Register **BEFORE THEY ARRIVE**.  Perhaps even consider offering an incentive to do so.  This incentive could be as simple as "skip the line when you arrive" or "pass Go, collect $200 by registering in advance". Ok, maybe you don't offer them $200, but a drink ticket may just do the trick!  - **OPEN** your auction for pre-bidding and get people signed up and excited about your auction before they arrive at your event.  People are less likely to register if there is nothing to see. So give them something to see, like auction items! Better yet, let them start bidding on them days in advance.  That will (a) get them used to Handbid and how to bid and (b) generate revenue for you before your event even starts!   - **ASSIST** your bidders with pre-signup by offering a help desk where you can create accounts and get people signed up before your event. (This works great for schools to offer assistance while families are at the school for a different purpose such as drop off, pickup, book fair, etc.) - **Post** the **QR** code to your auction around your event venue.  You can find your event QR code by going to your settings gear wheel- events tab and downloading it there.   Send your guests a link to view this short video on downloading and using the [Handbid Mobile App](https://vimeo.com/328476081). ### Some Considerations on Self-Registration - You may want to include a section telling people what to do if they don't have an iPhone or Android.  We have some [instructions on that here](/handbid-bidder-instructions-handouts/) in the Knowledge base. - Afraid your guests won't (or don't know how to use an App?).  No problem, your bidders can also bid on the web from home or from their smartphone.  The registration link you send will direct them to our web-based bidding site: [https://events.handbid.com](https://events.handbid.com/) and they can start bidding from there. - We have tutorial videos that show people how to get started with the iPhone/Android app. These may be useful for your bidders.   - If your auction is not in preview, pre-sale or open modes, then it will NOT be found in the auction list. Be sure to have the auction visible before sending out any pre-registration instructions. Not sure how to change the status of your auction? [This article](/how-to-change-your-auction-status/) will show you how to do that. - We mentioned this above, but it's worth mentioning again.  You may want to offer an incentive to get people to sign up early. Some ideas of incentives that we have seen work are: - - Give everyone who has the app installed an Opportunity Drawing ticket or a free drink ticket - One school offered up $2 Starbucks cards (enough for a large coffee) for anyone that showed up in the carpool lane and showed the auction team they had the app on their phone - Have a VIP early checkin line for those that show up with the app already installed The following email example can be sent out to your guests ahead of time to let them know your auction is now mobile and that here is how they can get in the game! > *Hello \[NAME\],We are excited to tell you that our auction has gone mobile this year! \[AUCTION NAME\] will be using Handbid, a mobile silent auction platform that allows you to bid from your smartphone.*   > > *Save time at check-in by getting setup and start bidding before you arrive!* > > - ***STEP 1:  DOWNLOAD THE HANDBID APP***  > > *If you have an iPhone or Android, you can download the Handbid app from the Apple [iTunes App Store](https://itunes.apple.com/us/app/handbid/id433831139?mt=8) or the [Google Play store](https://play.google.com/store/apps/details?id=com.handbid.android).*  > > *Please note we strongly recommend you “accept notifications from this app” when you open it and join an auction. This will allow you to get push notifications for “Outbid” messages during the event.* > > ***STEP 2:  REGISTER*** > > *Next, create an account. From the app home screen, tap on “GET STARTED” button and complete the information (please use your cell phone number - this is important as this is the number your notifications will be sent to). Tap NEXT* > > *Handbid will text you a 5 digit code.  Enter this code to login.*  > > *Once you are logged in, select \[AUCTION NAME\] from the list of auctions and START BIDDING!* > > ***STEP 3:  START BIDDING*** > > *Whether you are bidding online or in the Handbid app, here are some easy tips to help:* > > - ***MAX BID:**  This is the maximum amount you are willing to spend for an item and the Handbid system will automatically bid for you until you reach your max.  Set a max bid and enjoy your evening!* > - ***NOTIFICATIONS:** If you have downloaded the Handbid app and accepted push notifications, you will be notified when you are outbid on an item.  If you don’t accept push notifications, you will receive text messages from Handbid.* > - ***DASHBOARD**: Monitor what you are currently winning and losing on the dashboard screen in your app or online.*  > > ***No smartphone? No problem**.*  > > *You will be able to access the auction through a web browser at URL: **\[Auction Short URL here\]** or we will also have iPad's available at the event to get you signed up and bidding!* > --- # Create a Custom Status on a Ticket - VIP, General, etc. URL: https://help.handbid.com/creating-custom-status-on-a-ticket/ Handbid allows you to change ticket statuses. There are two default ticket statuses but you can add as many as you like to your event.  These statuses can be used to segment users based on the ticket they purchase (e.g. Runner, Spectator, etc.)  To create a custom status, simply: - Click the "**+Add**" option  - Then click, "**Select Guests status**" window in the manager.  - Then type in the custom status you wish to add and save If you already created a custom status on another ticket, you can use it on this ticket by selecting it in the dropdown. The status will show up in the guest list next to any purchaser or guest associated with a purchase of this ticket.   ![create new item ticket ticket options tab](https://ucarecdn.com/603e7397-3eec-4047-92e0-0815a1833f5a/) --- # Create an Admission Ticket URL: https://help.handbid.com/create-admission-ticket/ *The Handbid Ticketing System allows you to sell event tickets (admission) for your auction/event. Once a ticket is created the "Buy Tickets" button and tab will appear on the event site. (The default label is "Buy Tickets" and can be customized with* [*Theme Editor*](/digital-seen/)*)*  **CREATE AN INDIVIDUAL TICKET**  **Video:** 
      **Instructions:** 1. Select "Items" then "create new item" in the toolbar . 2. Select "Ticket" and click the green **CREATE SELECTED ITEM** button.  3. Complete the **ITEM INFO** tab. ![create new item ticket info tab](https://ucarecdn.com/f056ca9f-9af3-473d-96cc-50342a47cb29/) 1. 1. **Item Name -** Keep this as short as possible.  54 characters or less is recommended. Example: "Individual Ticket". 2. **Item Code -** This is how you will identify the item {ticket} in your reporting. 3. **Item Type -** This will not change. 4. Select Category - Selecting a category is not required for tickets however, if you would like to track category performance, you can separate your tickets into different categories. This works well when selling tickets versus sponsorships.  5. **Price -** Ticket price. 6. **Status -** This will always be pending when you create an item. When your auction opens, this will be changed to open. For tickets to appear in PRESALE or PREVIEW mode: after the ticket is created go back in to the ticket and change to "open".  7. **Value Received -** This is the value received in exchange for the ticket.  This is an example of the value of what your guests are receiving. For example, if you sell a ticket that includes dinner and the value of dinner is $50, then you would put $50 here. 8. **Hide Item -** item will not appear to the end user. 9. **Hide from Purchases -** item will not appear on purchasers invoice. 10. **Featured** - will appear as a featured item on the event site.  **Popular** - will appear as a popular item on Handbid's main event search site: [events.handbid.com](https://events.handbid.com/)  11. **Backend Only -**  The purpose of backend only is to create a ticket that can be added to an invoice that will not appear to the end user. 12. **Sales Options**  1. **Sell at Presale -** This will be available for purchase when the auction is in pre-sale mode. RECOMMENDED for ticket sales prior to an event.  2. **Sell at Check-in -** This will be available for agents to add to a customer at registration. 3. **Event Only -** You would use this feature if you want to sell event tickets at the event from a volunteer. The user cannot add their own ticket to their invoice.  4. **Hide Sales -** If you do not want to show the total sold or quantity remaining of a ticket, select this. 5. **Show Purchasers Names -** Use this option if you want to show the purchasers name rather than paddle number on the event site. 13. **Inventory -** You can limit the inventory of the ticket by entering and inventory amount. The system will not allow more tickets to be sold than are available. 2. Complete **DESCRIPTION** tab. 1. **Description and Fine Print** will appear to the End User. 2. **Display Sheet Description** - not typically used for Tickets. 3. Redemption Instructions - These instructions will print on the purchaser's invoice that is emailed. 3. Complete **TICKET OPTIONS** tab. 1. ![create new item ticket ticket options tab](https://ucarecdn.com/603e7397-3eec-4047-92e0-0815a1833f5a/)Sale Start and End - Please put in when the tickets will go on sale and when sales will end.  Note that the auction will still need to be in either Presale/Preview (with the presale option selected) or open for these tickets to be purchased. 2. Limit per Transaction - How many of these tickets can someone buy at once?  The default is unlimited.  3. Admits People per Ticket - How many people does this ticket admit? For an individual ticket it would be "1". ***This is important because the number admitted is what will populate the guest list. If you do not put a number in here, the name will not appear on the guest list.***  4. **Select Guest Status -** This is a required field. You can select from the default of General or VIP or create a custom status by clicking "add".  5. **Ticket Instructions -** Enter what you would like the guest to know about the ticket.  6. **Payment Terms -** Do you want the purchaser to be able to pay later for the ticket? If so, select "Allow Purchasers to Pay Later". **PLEASE NOTE:** This will move this ticket under the "Sponsorships" button and tab on the event site. We suggest to only use this option for Sponsorships.  7. Discount Codes - Create as many discount codes as you need for people to use to adjust the ticket price. There are two types of discounts: Amount (a whole number that will be subtracted from the ticket price.  {e.g. Amt Discount with a value of 20 would deduct $20 from the price of a ticket}) and % discount (e.g. 50% off to give someone half price). The code should be a text code that you give to the purchaser to use (like a coupon code). 8. **Surcharge** - Do you want to charge a handling fee or another surcharge? You can either apply an amount Surcharge (e.g. $2 per ticket) or a % surcharge (10% on top of the ticket price). **Please note that the surcharge is different than credit card fees.  Don't put 3.5% to try to cover your fees.**   9. **Custom Questions** - Custom questions allows you to ask up to 3 questions and attach them to a ticket. Each question can be answered in one of two ways: multiple choice or open-ended. Answers can be seen in the guest list view, filtered, and exported.  [Click here for more information on custom questions.](/custom-questions/) #### Next, upload your Media (Photos/Video)and you're all set! Remember that your auction will need to be in PRESALE, PREVIEW or OPEN status to sell tickets. We recommend PRESALE - your guests can purchase tickets and donate but cannot see your items. Be sure you mark "sell at presale" to view tickets in presale mode.  ### Want to help your supporters purchase tickets? Consider sending this video which is found [in this article](/bidder-instructions-to-purchase-tickets/): 
      --- # Create an Admission Ticket That Admits Multiple Guests URL: https://help.handbid.com/how-to-create-a-ticket-that-admits-multiple-guests/ Tickets that admit multiple guests could be table purchases, sponsorships, golf carts etc... You can indicate how many guests are admitted under this ticket. The ticket purchaser will be listed on the guest list at the purchaser and ALSO the Sponsor since they are "sponsoring" the other guests on their guest list. They will also be encouraged to enter their guest information and to complete their individual guest list through the desktop or the app.  The Steps to create a ticket that admits multiple guests are very similar to creating an individual ticket. The DIFFERENCE is in how many people are admitted per ticket under TICKET OPTIONS and how it is reflected on the Guest List.  **Instructions:**  1. Select "Items" then "create new item". 2. Select "Ticket" and click the green **CREATE SELECTED ITEM** button.  3. Complete the **ITEM INFO** tab. ![create new item ticket info tab](https://ucarecdn.com/f056ca9f-9af3-473d-96cc-50342a47cb29/) 1. 1. **Item Name -** Keep this as short as possible.  54 characters or less is recommended. Example: "Individual Ticket" 2. **Item Code -** This is how you will identify the item {ticket} in your reporting. 3. **Item Type -** This will not change 4. Select Category - Selecting a category is not required for tickets however, if you would like to track category performance, you can separate your tickets into different categories. This works well when selling tickets versus sponsorships.  5. **Price -** Ticket price. 6. **Status -** This will always be pending when you create an item. When your auction opens, this will be changed to open. For tickets to appear in PRESALE or PREVIEW mode: after the ticket is created go back in to the ticket and change to "open".  7. **Value Received -** This is the value received in exchange for the ticket.  This is an example of a Quid Pro Quo contribution. For example, if you sell a ticket that includes dinner and the value of dinner is $50, then you would put $50 here. 8. **Hide Item -** item will not appear to the end user 9. **Hide from Purchases -** item will not appear on purchasers invoice  10. **Featured** - will appear as a featured item on the event site  **Popular** - will appear as a popular item on Handbid's main event search site: [events.handbid.com](https://events.handbid.com/)  11. **Backend Only -**  The purpose of backend only is to create a ticket that can be added to an invoice that will not appear to the end user. 12. **Sales Options**  1. **Sell at Presale -** This will be available to purchase when the auction is in pre-sale mode. RECOMMENDED for ticket sales prior to an event.  2. **Sell at Check-in -** This will be available for agents to add to a customer at registration. 3. **Event Only -** You would use this feature if you want to sell event tickets at the event from a volunteer. The user cannot add their own ticket to their invoice.  4. **Hide Sales -** If you do not want to show the total sold or quantity remaining of a ticket, select this. 5. **Show Purchasers Names -** Use this option if you want to show the purchasers name rather than paddle number on the event site. 13. **Inventory -** You can limit the inventory of the ticket by entering and inventory amount. The system will not allow more tickets to be sold than are available. 2. Complete **DESCRIPTION** tab. 1. **Description and Fine Print** will appear to the End User  2. **Display Sheet Description** - not typically used for Tickets  3. Redemption Instructions - These instructions will print on the purchaser's invoice that is emailed. 3. Complete **TICKET OPTIONS** tab. 1. ![create new item ticket ticket options tab](https://ucarecdn.com/603e7397-3eec-4047-92e0-0815a1833f5a/)**Sale Start and End** - Please put in when the tickets will go on sale and when that will end.  Note that the auction will still need to be in either Presale/Preview (with the presale option selected) or open for these tickets to be purchased. 2. **Limit per Transaction** - How many of these tickets can someone buy at once?  The default is unlimited.  3. **Admits People per Ticket** - How many people does this ticket admit? For a ticket with multiple guests enter the total number the ticket admits. For instance, the ticket is for a table of 10 - enter "10". This will give the ticket purchaser a guest slot along with 9 other guest slots. ***This is important because the number admitted is what will populate the guest list. If you do not put a number in here, the name will not appear on the guest list.***  4. **Select Guest Status -** This is a required field. You can select from the default of General or VIP or create a custom status by clicking "add".  5. **Ticket Instructions -** Enter what you would like the guest to know about the ticket.  6. **Payment Terms -** Do you want the purchaser to be able to pay later for the ticket? If so, select "Allow Purchasers to Pay Later". **PLEASE NOTE:** This will move this ticket under the "Sponsorships" button and tab on the event site. We suggest to only use this option for Sponsorships.  7. **Discount Codes** \- Create as many discount codes as you need for people to use to adjust the ticket price. There are two types of discounts: Amount (a whole number that will be subtracted from the ticket price.  {e.g. Amt Discount with a value of 20 would deduct $20 from the price of a ticket}) and % discount (e.g. 50% off to give someone half price). The code should be a text code that you give to the purchaser to use (like a coupon code). 8. **Surcharge** - Do you want to charge a handling fee or another surcharge? You can either apply an amount Surcharge (e.g. $2 per ticket) or a % surcharge (10% on top of the ticket price). #### Next, upload your Media (Photos/Video)and you're all set! Remember that your auction will need to be in PRESALE, PREVIEW or OPEN status to sell tickets. We recommend PRESALE - your guests can purchase tickets and donate but cannot see your items. Be sure you mark "sell at presale" to view tickets in presale mode.  #### Want to help your supporters purchase tickets? Consider sending this video which is found [in this article](/bidder-instructions-to-purchase-tickets/): 
      --- # Desktop Guest List Check-In URL: https://help.handbid.com/check-in-guests-and-register-bidders-from-the-guest-list/ ### Article Index: 1. [Getting Setup](/check-in-guests-and-register-bidders-from-the-guest-list/#getting-setup) 2. [Check-in a Guest on a desktop](/check-in-guests-and-register-bidders-from-the-guest-list/#video) 3. [Registering a Party from the Guest List (multiple guests)](/check-in-guests-and-register-bidders-from-the-guest-list/#register-a-party) 4. [Printable volunteer instructions PDF](/check-in-guests-and-register-bidders-from-the-guest-list/#register-individual-guest) * * * ### Getting Setup The guest list is a powerful tool that will not only allow you to register guests, it will also track who is in attendance and who is not.  Before we get started, there are a few principles related to the guest list that we want to make sure are clear: #### **1.    Load every possible guest into the list.** The guest list is meant to be a comprehensive list of who is coming to your event.  What that means is that every possible seat at a table should be listed in your guest list.  If you have a sponsor who purchased a table of 8 and only gave you 6 names, you would still want to add in 2 additional slots for them in the guest list.  So that list may look like this when you create it: ![guest list page](https://ucarecdn.com/6d6150f4-5895-46ff-8088-4eafae674643/) #### **2\. Not everyone is going to bid!**   Most couples would prefer to bid together, so be sure and anticipate this during registration.   When you check-in a couple, ask which one of them will be the bidder of the group and register that one person (and not both of them).  ### Check-in from a desktop:  **Instructions:**  From the guest list find the person you wish to register. You can filter the guest by the sponsor or the table. You can also search for them by name by typing into the search box at the top.  **When you search for the name, you can search by first name or last name.  DO NOT type in both**. Once you find the guest, click on their name.  In the screenshot below, the list has been filtered by the sponsor.  From this list, you can see all guests registered under that sponsor.  There is one that has been loaded as a generic "guest" for this sponsor. This is the one we will edit.                              ![guest list page](https://ucarecdn.com/6d6150f4-5895-46ff-8088-4eafae674643/) Next, click on the square next to the guest's name.  You will then click on the "Check-In" button to check them in and register them as a bidder.  If they are going to be a bidder, click on the bidder box next to their name. ![Guest List Bidder Registration](https://ucarecdn.com/23535d3c-b727-4343-956d-55f1cff04f37/) On the next screen, you can confirm their information, make sure the "Country Code" is right for their cell phone, and then hit the "Register" button to assign a Paddle ID to the guest and add them to the auction.                                ![register new bidder](https://ucarecdn.com/54f872ef-d728-458b-a7ac-0837bb15f9b6/) ### Registering a Party from the Guest List (multiple guests) The most common way to use the guest list for checkin is to checkin a party that arrives.  To do this, you would follow these steps: 1. Ask the group if they are all arriving together as a party.  For couples, this may be more obvious; but, for larger groups, you may have to qualify your question a bit.  Questions like "are you all at the same table or with the same group" are ways to identify a group that may want to register together.  You certainly don't have to check in large parties and some may prefer to split up to other checkin lines.  Either way is fine! 2. If you are checking in a big party (more than a couple) you may want to look them up by their sponsor (assuming they are coming together). Then you can select them all in the list and start the checkin process.  3. Once you have your list, you can select their names and start the checkin process.                     ![guest list page](https://ucarecdn.com/6d6150f4-5895-46ff-8088-4eafae674643/) 4. After you have selected the guests, click the Check-in & Register button to begin the check-in process. ![check in multiple guests](https://ucarecdn.com/bc69957c-001b-4fac-a5e1-fe0874964fa1/)                          5. As you go through the list, you will have the option to "Register" them as a bidder or just check them in.  To register them as a bidder, you simply click on the box in the "BIDDER" column. ![Guest List Bidder Registration](https://ucarecdn.com/23535d3c-b727-4343-956d-55f1cff04f37/)                   ![register new bidder](https://ucarecdn.com/54f872ef-d728-458b-a7ac-0837bb15f9b6/) 6. When registering as a bidder, you will need to capture the user's email address and phone number.  Once you have registered the bidder, the next screen will display the Bidder's Paddle Number.  You will need to tell the bidder this number if they are bidding from iPads; and/or you will need to hand the bidder a card with this number on it if you intend to do a paddle raise appeal or a live auction. ![bidder registered confirmation](https://ucarecdn.com/8db19835-bb9b-4546-b150-ed9e53e71d6b/) On this same screen, you can capture a credit card from the bidder to put on their account. Simply click on the "credit cards" tab next to purchases. Once you are done with each guest, the system will close out and you can check in the next party.                                                               ![Add cc](https://ucarecdn.com/6dfcfb31-4774-4974-ac78-1b9e27cc5016/) You can also add a purchase from the bidder check in screen.  ### **Printable Volunteer Instructions** Click [HERE](https://ucarecdn.com/102c7e80-76df-4ff7-b6c8-bb449d91a53b/) for a PDF of volunteer instructions you can print. --- # Enable Ticket Sales URL: https://help.handbid.com/enabling-handbid-ticketing-registration/ 1. [Help Center](/) 2. [Tickets and Sponsorships](/tickets-and-sponsorships/) 3. [Create Tickets](/tickets-and-sponsorships/#create-tickets) ## Learn how to enable ticket sales before setting up your tickets. *Ticketing must be included in your contract to enable ticket sales. If you have purchased ticketing for your Handbid event and you are not seeing the Enable Ticket Sales option email us at [service@handbid.com.](mailto:service@handbid.com)* ### Enable Ticket Sales 1. In the Auction Dashboard, click on your settings gear icon to open up your settings window. 2. Click on the **EVENT** tab #### ![Event tab (auction,p2p,campaign)](https://ucarecdn.com/fec874ae-53f8-4428-ad78-ba8c7da1d5df/) 3. Select the "**Enable Ticket Sales**" box.   4. Click the purple **UPDATE** button. --- # Event Homepage Sponsors URL: https://help.handbid.com/adding-sponsors-to-your-events-webpage/ Event Homepage Sponsors appear only on the **Event Site on the desktop** as well as the [Handbid TV Auction Activity Slide.](/video-handbid-tv/) The sponsors will show up after every 7-8 items that are displayed. On the Event Site, you can display clickable images (logos) that correlate with a URL. You can also view how many clicks are generated through your event site to the Sponsor's URL.  ![homepage sponsors](https://ucarecdn.com/d0f0b4bc-c5e9-41bf-bcd1-4993177ec020/) To set up Homepage Sponsors 1. Go to you Auction Settings by clicking the settings gearwheel ![Auction name and toolbar](https://ucarecdn.com/1c1a12a2-b790-454b-9952-a6d9504b4585/) . 2. Click on **SPONSORS** 3. Under **EVENT HOMEPAGE SPONSORS** select the green plus sign ![](https://ucarecdn.com/199a906e-9598-462b-a9fb-544ca69323ac/). ![Homepage sponsor backend](https://ucarecdn.com/68b15dab-dd93-4235-9d50-f0fedc736df4/) 1\. Enter the name for your Event HomePage Sponsor.  2\. Enter the URL associated with the sponsor. This will route a user to this URL if they click on the sponsor image. 3\. The sort order will allow you to customize the order of Event HomePage Sponsors. Otherwise, the Sponsors will appear in the order in which they are entered. 4\. Upload an image file for your Event home Page Sponsors. JPEG or PNG files will work. Make sure the image is 180 pixels wide by 150 pixels tall. 5\. Select the plus sign to add additional Sponsors. 6\. When adding or updating Sponsors do not forget to select the **GREEN UPDATE BUTTON** to save your changes. You can add as many Homepage Sponsors as you would like. Keep clicking the "plus" sign to add more.  The text above the Event Homepage Sponsors will default to "Thank you to Our Sponsors" unless customized in the [Theme Editor](/customize-your-event-site/). --- # Event Sponsorship Opportunities in Handbid URL: https://help.handbid.com/event-sponsorship-opportunities-in-handbid/ [Skip to content](/event-sponsorship-opportunities-in-handbid/#main-content) English [Get Support](/kb-tickets/new/) - [Default HubSpot Blog](https://blog.handbid.com/blog) - [Default HubSpot Blog](https://blog.handbid.com/blog) - English - [Get Support](/kb-tickets/new/) - [Go to handbid.com](/event-sponsorship-opportunities-in-handbid/) [Go to handbid.com](/event-sponsorship-opportunities-in-handbid/) Welcome to the Handbid Knowledge Base! - There are no suggestions because the search field is empty. 1. [Help Center](/) 2. [Event Settings](/event-settings/) 3. [Settings - Sponsors (Event Sponsors)](/event-settings/#settings-sponsors-event-sponsors) ## Use Handbid to highlight event sponsors! Use this PDF to show potential sponsors where they can be highlighted in Handbid!  **[DOWNLOAD THE PDF](https://ucarecdn.com/96d4d949-4f6a-457d-83c8-fe56c1efc4b3/)** ![](https://ucarecdn.com/fca21ea7-c9e9-4450-8c1e-6ca0b7f11e35/) ![](https://ucarecdn.com/784ac469-e32e-4a79-993e-664ef21e0d9f/) --- # Event Title Sponsor URL: https://help.handbid.com/adding-a-title-event-sponsor-to-the/ The Event Title Sponsor will appear on the main page of the **desktop event site** above the Event Homepage Sponsors. You can customize the title (with Theme Editor), image, and the text to the right of the image.  ![Title sponsor](https://ucarecdn.com/a9dfa42e-e1a6-4534-9ccc-915579c5ee0d/) To set up an Event Title Sponsor 1. From the auction dashboard, select the auction settings gearwheel  next to the auction name. ![Auction name and toolbar](https://ucarecdn.com/1c1a12a2-b790-454b-9952-a6d9504b4585/) 2. Select the "Sponsors" tab and got to TITLE SPONSOR 1. Customize the Title Sponsor Text that appears underneath the Title Sponsor Image on the event site.  ![Sponsor tab (auction, p2p, campaign)](https://ucarecdn.com/5a62154b-14ac-4ff3-a132-95934ada129f/) 2. Add an Event Title Sponsor Image (parameters are 800x600).  3. The Event Title Sponsor header will default to "Brought to you by". To customize the Event Title Sponsor header [Theme Editor](/digital-seen-handbook/) must be enabled. Go to - Menu Labels - Title Sponsor (as seen above, we customized the text with "Awesome Sponsor").   3. Click UPDATE to save the image. --- # FAQ: Check-in URL: https://help.handbid.com/faq-for-the-check-in-process/ #### **Q:     How many guests will I need to check in on the day of my event?**  **A:**     This is a question that we ponder a lot, but it does play a critical role in eliminating a "bottle-neck" at check-in. We like to recommend that you have around 1 person for every 50 guests. Simple math on this would be 200 guests-4 people running check-in, 300 guests - 6 people running check-in...etc. It's also important to note that guest arrival time plays a big role. If your guests all show up at in a rush at a set time, you may want more people running check-in. On the contrary, if your guests tend to check-in slowly over the period of a few hours, you may need fewer people behind laptops at your check-in station.  In the event that your check-in line does start to get long, make sure you have at least a couple of volunteers trained on how to create accounts and check bidders in on our iPad app. This can help reduce the size of your line a great deal.   Be sure to designate one volunteer as a Line Marshal to help move guests through the line as quickly as possible. The Line Marshal can also remind guests to start downloading the app while they wait.   #### **Q:     Where is my auction check-in located?**  **A:**     For this, we typically see one of two setups: 1- your auction check-in is right next to your main check-in OR 2- your auction check-in is in the area of your venue where auction items are displayed.  While either one of these can work, we find that it is much more effective to capture all guests and ensure that they have a bidder account created/paddle number assigned at one time in your main check-in area. Think about it this way: if you used an external ticket system (like EventBrite), you'll probably have to check your guests in and verify they've paid. You might have a program to give them, perhaps drink tickets that they pre-bought, etc. If you set up your auction check-in at the same location, you can direct guests to the people responsible for Handbid check-in, to ensure that they are checked into your mobile auction. That way, you eliminate the possibility of "missing" folks that may just walk away after you hand them their program.  ***Main Takeaway:** make your check-in station a one-stop-shop!*  #### **Q:      What if my volunteers aren't very tech savvy?** **A:**    I can't tell you how many times we show up to events, and the auction manager swears that they have a group of great volunteers to help run the auction check-in process. In reality, half the time volunteers are using computers they are unfamiliar with, don't know the login info for, don't know the wifi login info, and/or aren't that comfortable using a computer...especially in what can be a fast-paced check-in environment.  That being said: these are all things you need to consider when thinking of having the right people AND the right technology in place to run a successful check-in. Make sure of the following: - *Are there enough laptops for all of my volunteers?* - *Do my volunteers have the login info for the computer?* - *Do all my volunteers have the WiFi login info if it's password protected? (we recommend putting your laptops and iPads on a secure/locked network, if possible)*  - *Are my volunteers reliable and tech savvy, and have they been properly trained on how to check bidders in on the Handbid Auction Manager?*  If you ensure the bullets above are covered, you will be sure to have better success at check-in. #### **Q:     Did I ask guests to download the app ahead of time, or do should I expect most of my guests to download the app the day of my event?** **A:**    This is another critical question, as it can totally change the look, feel, and flow of the check-in process. Let me walk you through two scenarios:  1. You've sent out an email ahead of time to registered guests, informed them your auction will be mobile, and provided them with instructions on how to download the app, create an account, and select your auction from the list. When guests finish at the primary check-in station, they will be directed to the Handbid check-in and your volunteers will ask: *"Hello! Have you downloaded the Handbid app for the silent auction and to make donations?"* If you are proactive (as well as your guests), you will either see people hold up their phone with the app open, or they will tell you they've downloaded it. If check-in is slow, you may have time to answer questions. If a line forms, we suggest moving on to get folks registered and paddle numbers assigned.  2. You've decided to go with Handbid to run your auction, but you didn't send out a pre-event email or other correspondence explaining this, and providing instructions on how to download the app. You plan to create bidder accounts/check guests in to your auction at the event, have them download the app on-site, and learn on the fly. This can work, but if you can't tell already, scenario number 1 sounds a lot nicer.  Either way, there are things you can do at your event to help those people who haven't yet downloaded the app or know nothing about Handbid (or mobile bidding, in general)...Follow these key pointers to help your day-of crowd: - *Create and print out index card sized (and very basic) instructions on how to download the Handbid app \[Insert Link to 1,2,3 Handbid File\]. Doing this is much quicker than having a long-winded conversation with guests. Let them do it on their own, and ask questions later.*  - *Create informational signs (similar to the index cards above) and place these signs around your auction area* - *Have a program? You can put info on how to download and use Handbid right in your program.* - *Designate a couple volunteers as "phone helpers." These people should be familiar with the app, and have the primary job of assisting people with questions on downloading and using the Handbid app.* - *If you encounter people reluctant about technology, get them their paddle number and instruct them to find an iPad helper and place their bids through our Handbid iPad App.*  #### **Q:     Are we using the Handbid credit card processor? If so, should we require guests to enter a credit card?**  A:     This piece is crucial, but there are multiple scenarios here where doing different things make sense. I think the more-obvious piece of info around the Handbid credit card processor is USE IT! It will make your life easier, provide your guests with a better and "cooler" experience, as well as streamline and mitigate lines at checkout. Here are some things to consider: - *If you elect to use an external processor, what is your method for tracking and accepting payments? Keep in mind each guest will have to line up and pay individually, as opposed to paying through the app, iPads, or Handbid Auction Manager.* - *If you aren't requiring a credit card, but have enabled our processor, have you instructed people ahead of time on how to enter their card info? If not, you can use card swipers or enter card info manually at check-in if a guest wishes to place a card on file (reminding them this will help make checkout a breeze if they win items can often nudge people to provide their credit card).*  - *If you are requiring a credit card (this is truly the best and most-streamlined option), how do you plan to handle the occasional person not willing to put their card info in?*  Whatever the case may be, it's important to remind your guests that Handbid DOES NOT store credit card info, in full. What we store is an "authorization token" between Handbid and our merchant card processor, Stripe. We'll only ever see the last 4 digits of a credit card, and with the ability to pay on the app, most guests will pay invoices themselves. **Q:     We are conducting a Live Auction, should we provide guests with their paddle number?**  **A:**     Handbid recognizes that many organizations have a live auction component. This can be anything from a few high ticket items sold off by a fast-talking auctioneer, to a wine pull, desert dash, heads or tails...and everything in between. Whatever the case may be, your guests will need a paddle number. Good news- Handbid assigns a paddle number to every guest you check in as a bidder to your auction. This 3-digit number, which is assigned sequentially up from the number 100, 101, 102, and so-on, is the number that will be linked to their account for paddle raises, as well as event-only items you have (a wine cork pull, etc). So, my question to you is, how are you providing guests with their paddle number? We have some suggestions, but we have seen it all:  - *back of the program*  - *name tags* - *index card* - *actual paddles* - *pre-printed numbers*  - *back of Handbid login instructions* The most-important takeaway from this is that Handbid assigns a paddle as bidders are checked into your auction. Make sure that the paddle number assigned by Handbid matches the paddle number you give them. --- # FAQ: Event Sponsors vs. Guest Sponsors vs. Sponsorships URL: https://help.handbid.com/faq-sponsors/ ### What is an Event Sponsor? An Event Sponsor is an organization, corporation, foundation, family or individual that is sponsoring your event monetarily and you want them to be recongized through handbid. There are 5 ways to promote Event Sponsors:  1. [Mobile Splash Event Sponsor](/mobile-app-sponsor-page-adding-sponsor-image/)  1. **Can I put more than one sponsor in the Mobile Splash?** You can only have 1 image appear here. If you have more than one sponsor, you could combine their logos into a single image. 2. **How can I sell this Sponsor space?** We created [this presentation](https://ucarecdn.com/9b5832c2-ae6c-41e2-903d-a9da91eb3f3b/) for you to show a Sponsor interested in the Mobile Splash Event Sponsor opportunity.  2. [Event Title Sponsor](/adding-a-title-event-sponsor-to-the/) 3. [Event Sponsor Banner](/event-sponsor-banner/) 4. [Live Stream Event Sponsor](/live-stream-sponsor/)  5. [Event Homepage Sponsor](/adding-sponsors-to-your-events-webpage/) 1. **How many HomePage Sponsors can I add?** Unlimited! Just keep clicking the plus button! 2. **What if I want to change the order of the HomePage Sponsors?** Yes, you can change the order the Sponsors are listed. [Visit this article](https://app.hubspot.com/knowledge/1745458/edit/20562837495) for directions on how to change the order of the HomePage Sponsors. 3. **Can I differentiate sponsors based on levels?** We recommend creating a custom template with a banner such as "Platinum Sponsor" at the top then sorting your Sponsors accordingly. View the example below, which was created in Powerpoint . [Click here to learn how to edit images in Powerpoint](/resize-photos-using-powerpoint/) ### What is a Guest Sponsor? A Guest Sponsor is anyone who purchases a ticket in Handbid. This can be an individual ticket holder, a purchaser of multiple tickets OR a purchaser of a ticket with more than one guest slot.  On the Guest List a Guest Sponsor will be listed as the Sponsor as well as the Purchaser unless edited by the Auction Manager. [Click here](/how-to-add-event-sponsors-guest-information/) more details on Guest Sponsors and how to edit their guest list.  ### What is a Sponsorship? Sponsorships in Handbid are tickets that include multiple entrances to the event and may also include a donation element. For instance, a corporation/individual would like to purchase a Sponsorship that includes 20 sales eats/entrances/slots for the event and a donation amount. The corporation/individual may not choose to pay through a personal credit card, but rather through a business check, foundation check, donor-advised funds etc... the corporation can then invite their own guests and manage their own guest list. We call these "Pay Later" tickets in Handbid. [Click here](/how-to-set-up-paylater-tickets-for-your-sponsors/) for more details on Sponsorships in Handbid. --- # FAQ: Guest List URL: https://help.handbid.com/guest-list-frequently-asked-questions/ The Guest List is one of the top area's of Handbid that generates the most questions.  This is largely due to the fact that people are not often sure whether they should use the feature or not.  This FAQ will cover our most common guest list questions. However, if you don't see the answer to your question here, do not hesitate to reach out to Handbid support. We are happy to help!  ### What is the difference between the Guest List and the Bidder List? The guest list represents a list of people that are coming to your event.  The bidder list is a list of people bidding in your auction. It is not unusual for these lists to be different!  Therein lies the confusion for some.  When can that happen?   ### A person is in the guest list and not in the bidder list.  This will occur when a guest comes to your event but chooses not to bid or receive a bidder number.  Perhaps their spouse is already setup to bid or they simply have decided not to (we don't get into whether or not you will make them, just the scenario that they are not registered).  #### ***Shouldn't every guest become a bidder?*** Not necessarily.  As we mentioned before, some guests come as couples and want to bid under one account.  In other circumstances, some guests simply don't want a paddle number.  Certainly you can require that to happen, but not everyone does - so there can be situations where a guest is not in your bidder list!  ### A person is in the bidder list but not in the guest list, why? #### *External Bidders* Perhaps you are allowing remote bidders or external bidders (from the Internet) to bid in your auction.  They may not be attending your event in person, but they are bidding on items. In those cases, you will have a bidder in your auction that is not in your guest list.   If you don't want that to occur, then you will need to put in a [check-in restriction](/require-bidder-check-in/restrict-bidding/) that will prevent non-checked in bidders from bidding in your auction.  #### *Self Registered Guests* It is possible that one of your guests has registered themselves for your auction using an email address that is different than the one in the guest list. While Handbid does its best to match up bidders to guests when they do this, sometimes it can't accurately determine if they are the same.  So what happens in that case is that Fred Flintstone is a bidder in your bidder list with email [fred@frednwilma.com](mailto:fred@frednwilma.com) and Paddle 102 and a guest in your guest list with email [fred@slateco.com.](mailto:fred@slateco.com)  It is easy enough to detect this and match them up (either before your event or at checkin).  We show you how to do that here in this article: [How to link bidder accounts on the guest list](/how-to-link-bidder-accounts-on-the-guest-list/) ### Can I just create Guests as Couples? Uh.. maybe? But why? It defeats the purpose of the guest list. The guest list is designed to give you a list of everyone coming.  Every slot in the guest list should represent a "seat" occupied at your event.  Couples typically occupy 2 seats and not one.  So it would make more sense to generate 2 slots for a couple in the guest list.   Only one of them needs to register (and that is typically what happens). ### Can I add custom registration data to my guests list? Yes you can! Using our custom forms, you are able to attach a custom registration form to your ticket and collect that data from guests who purchase them.  You can even import that data from an external source. --- # Guest List Overview URL: https://help.handbid.com/guest-list-overview/ The Handbid Guest List allows you to manage all of the guests that you expect to attend your event. If you do plan to track attendance, the guest list is a powerful and simple tool that will allow you to do that.  Using the guest list will [streamline your event registration,](/first-decide-the-best-source-of-contacts-for-checkin/) users can pre-populate their own data, and your staff can check-in guests from the [auction manager](/checking-in-guests-and-registering-bidders-from-the-guest-list/), from [iPads](/checking-in-guests-and-registering-bidders-from-the-ipad-app/) or even from [cell phones](/checking-in-guests-from-iphones/)! If you are not having a check-in, you may want to consider simply registering bidders and not using the guest list.  ### Overview You can now export different views from your guest list. These views include current view, current selection, all guests, and custom data from forms.  ![guest list page](https://ucarecdn.com/6d6150f4-5895-46ff-8088-4eafae674643/) You can now filter and sort your guests in several customizable ways.  This includes, but is not limited to, filtering by a sponsor, ticket purchaser,  ticket status, custom question asked or answered, guest status, and more!  ![guest list w filter](https://ucarecdn.com/6ac1f057-a559-41ba-ae6a-9a7c7881dadb/) ### How to use the Guest List By default, the guest list is integrated through Handbid ticketing. When tickets are sold, the guest list will open slots based on how many people the ticket admits to the event.   However, you are also able to [import your guests](/how-to-import-a-guest-list/) if you have decided to use a different ticketing system. Managing your guests has never been easier. You can bulk edit tables or sponsors. You can check in your guests directly from the guest list and register them as bidders as well.  To access the guest list from the auction dashboard select People, Guests, then select Guest List.  ![Invite list](https://ucarecdn.com/e0fe3f23-8230-44c9-8db4-df3bfe59c9c4/) ### Have more questions about the Guest List Feature? If you have more questions, we encourage you to search our [Knowledge Base](/) for Guest List articles or start with our [frequently asked Guest List Questions](/guest-list-frequently-asked-questions/) article. --- # Guest Sponsors and their Guest List URL: https://help.handbid.com/how-to-add-event-sponsors-guest-information/ A Guest Sponsor is anyone who purchases a ticket in Handbid. This can be an individual ticket holder, a purchaser of multiple tickets OR a purchaser of a ticket with more than one guest slot.  On the Guest List a Guest Sponsor will be listed as the Sponsor as well as the Purchaser unless edited by the Auction Manager. In the example below, Mattyr Istesting purchased a Golf Foursome where he is listed as both the Sponsor and the Purchaser. This makes Mattyr the "Sponsor" of the other guests listed under him on the Guest List. ![guest list](https://ucarecdn.com/841ba7fe-49c3-498c-b252-0a271799300a/) The Sponsor can be edited by an Auction Manager to reflect a company name, however, the purchaser will continue to show as Mattyr Istesting. To change a Guest List Sponsor name on the Guest List, see this article on [How to Bulk Edit Guests](/how-to-bulk-edit-guests/). --- # How a Ticket Purchaser Can Manage Their Guests URL: https://help.handbid.com/how-to-manage-my-guests-as-a-ticket-purchaser/ ### After the ticket purchase A Sponsor in Handbid is any ticket purchaser that purchases more than one ticket or a ticket with more than one guest slot. We recommend encouraging your Sponsors to manage their own guest list.  When logged into Handbid, if there is incomplete guest information, Handbid will prompt - "Who's Coming?" You can view your tickets at that time, or skip.  To return to your list of tickets and guest information, click on the 'TICKET' icon in the upper right of the event page (must be logged in): ![Profile cart ticket favorites ](https://ucarecdn.com/cf72111a-21db-46dd-bd48-05ce8f157be1/) A list of your tickets purchased and any associated guests will be visible.  If you do not see your guests listed, please contact your auction manager to inquire about your purchase.  This is your guest list. You can edit your guests at any time as long as they have not already registered as a bidder through the invite you shared with them.  **1.** Click the 'edit' icon to the left of the guest slot. Here you can add a name, email, phone number, and any custom question, if applicable. **2.** Once your guest information is complete, you are able to print your ticket (print icon to the right of the guest slot).  **3.** Send an email invite to your guest (requires name and email address). This invitation will include your name (purchaser / sponsor) and the event details.  ![my tickets](https://ucarecdn.com/d17b87bf-3f4e-4ceb-aa89-d74d01fbccff/) When you are done, refresh the page, and you should see your edits updated.  Adding an email address will allow you to send an invite to your guest to get registered.  Adding in a mobile phone number will further complete their setup and speed up check in at the event!  ### Adding guests from the back end Warning: If you add a ticket purchaser's guests from the backend, they will not be sent an invitation like they would from the user side.   To edit guest information on the guest list from the back end follow the steps in this article.  [How to edit guest slots on the guest list](/how-to-edit-a-guests-name-and-information/) --- # How Tickets Populate the Guest List URL: https://help.handbid.com/how-tickets-create-guest-list-slots/ When a ticket is purchased, depending on how many guests it admits, it will create guest slots on your guest list. Popular tickets sold through Handbid are [Individual Tickets](/instructions-video-add-a-ticket-to-your-auction/) and [Tickets that Admit Multiple Guests](/how-to-create-a-ticket-that-admits-multiple-guests/). #### Here's an example of how guest slots work: Mattyr Istesting purchases a golf foursome.  His ticket purchase will open up 4 guest slots in the guest list, one of which is Mattyr because he is the **Purchaser** (always the first slot). Therefore, only 3 open guest slots remain.   **Mattyr will be listed as the Guest Sponsor** ([you can transfer Mattyr's ticket](/transferring-a-ticket-to-another-person/)) and all of his guest slots will be tied to his ticket purchase. You can also change the name of the Guest Sponsor. For instance in the example below, we changed the Guest Sponsor to "Super Great Company". This can be done individually through each [Guest Profile](/how-to-edit-a-guests-name-and-information/) OR through the [Bulk Edit Guest List](/how-to-bulk-edit-guests/) tool.  ![guest list](https://ucarecdn.com/841ba7fe-49c3-498c-b252-0a271799300a/) At check-in, you can search the Guest List by Purchaser, Sponsor or Guest Name.  You can also use the filter tool to see groups of guests.  ### **![guest list w filter](https://ucarecdn.com/78916cfb-fb57-4965-b44c-b59ecf1bd52c/)** #### **So how do you manage guest slots?** Good question. Your ticket purchasers have the ability to add their guests upon ticket purchase or to update their guest slots from the desktop or app. You, as the auction manager, can [Edit a Guest's Profile,](/how-to-edit-a-guests-name-and-information/) however, you will not be able to send guests their tickets or email them a registration link. Only a [Guest Sponsor](/how-to-add-event-sponsors-guest-information/) can do this.  [Here is a video to help your supporters Purchase Tickets and Manage their Guest List](/bidder-instructions-to-purchase-tickets/)
      --- # How to "Un-Checkin" a Guest URL: https://help.handbid.com/un-check-in-a-guest/ 1. [Help Center](/) 2. [Check-in](/check-in/) 3. [Desktop Guest List Check-in](/check-in/#desktop-guest-list-check-in) ## This article provides simple steps for how to uncheck-in a guest. If you accidentally (or even if you intentionally) checked in a guest and need to undo that. You can "uncheck-in" a guest in the Auction manager. Simply go to the guest list by clicking into the Left Menu > People > Guests > Guest List 1. Find the guest or guests that you want to "un-check-in".  2. Click the check box next to each of their names 3. Tap the "Un-Check-in" icon at the top of the screen 4. Confirm that you want to do this by clicking on "CONFIRM" in the confirmation screen                       ![guest list page](https://ucarecdn.com/6d6150f4-5895-46ff-8088-4eafae674643/) --- # How to Bulk Edit Guests URL: https://help.handbid.com/how-to-bulk-edit-guests/ Bulk editing guests will allow you to assign a table, set status, and set a sponsor for multiple guests at once. You will first need to create a view that contains the guests you wish to edit. This is done by setting the filters at the top (1, 2, 3 below) or typing into the search box.  Once a list of guests is returned based on your filters or search, you will then select those guests (or all guests if you click on the checkbox shown in option 4 below). ![guest filter](https://ucarecdn.com/d4908c74-aef6-4775-84c0-13904ddfebbb/) 1\. The Sponsor filter will filter your guest list by sponsor. 2\. The Table filter is going to filter guests by their placement (table) assignment. 3\. This Guest is filter filters based on whether the guest is a bidder, has a certain ticket, has a card on file, has an email address, has a phone number, or has a pre-assigned paddle. 4\. The Guest status filter sorts on guest status. 5\. The Guest Check in filter sorts on whether or not the guest is checked in. 6\. The Ticket is filter sorts on what ticket thee guest has. If you would like to edit any of these guests, you will click on the box next to the guest and you will click on Bulk Actions.  ![guest list page](https://ucarecdn.com/92cd88fc-9f19-4784-bee2-7d39755d77e0/) Then, you will see the following image: ![bulk edit guests](https://ucarecdn.com/845669a3-f826-48b7-ab0f-65a8cec2af92/) --- # How to Check-out a Guest URL: https://help.handbid.com/how-to-check-out-a-guest/ [Skip to content](/how-to-check-out-a-guest/#main-content) English [Get Support](/kb-tickets/new/) - [Default HubSpot Blog](https://blog.handbid.com/blog) - [Default HubSpot Blog](https://blog.handbid.com/blog) - English - [Get Support](/kb-tickets/new/) - [Go to handbid.com](/how-to-check-out-a-guest/) [Go to handbid.com](/how-to-check-out-a-guest/) Welcome to the Handbid Knowledge Base! - There are no suggestions because the search field is empty. 1. [Help Center](/) 2. [Check-Out](/check-out/) ## This article provides an informational video on how to handle check-out at your event.
      --- # How to Create a Sponsorship Ticket URL: https://help.handbid.com/how-to-set-up-paylater-tickets-for-your-sponsors/ **What is a Sponsorship?** Sponsorships in Handbid are tickets that include multiple entrances to the event and may also include a donation element. For instance, a corporation/individual would like to purchase a Sponsorship that includes 20 seats/entrances/slots for the event and a donation amount. The corporation/individual may choose not to pay through a personal credit card, but rather through a business check, foundation check, donor-advised funds etc... the corporation can then invite their own guests and manage their own guest list. We call these "Pay Later" tickets in Handbid.  Creating "Pay Later" tickets will create an additional button and tab called "Sponsorships" on your event page. If you plan to have all of your Sponsorships sold by credit card - Do not enable the "Pay Later" feature. Simply create your Sponsorships as Tickets.  ![Event Site with Registers button](https://ucarecdn.com/b078ef1e-afbd-4700-bd59-3c07c0628dba/) Please note: You can customize the Buttons and Labels in Handbid through [Theme Editor](/customize-your-event-site/). For example in the above image, "Buy Ticket for Football!" has been customized. The standard default text would say "Buy Tickets".  Here is how to set up a Sponsorship ticket in Handbid. 1.  [Create a ticket](/video-ticketing-how-to-add/create/) or edit a current ticket 2. Click the **TICKET OPTIONS** tab 3. ![create new item ticket ticket options tab](https://ucarecdn.com/603e7397-3eec-4047-92e0-0815a1833f5a/)Go to **PAYMENT TERMS**, and check the box to **ALLOW PURCHASERS TO PAY LATER**. 4. Add **PAYMENT INSTRUCTIONS**. Enter how you would like the user to pay for the tickets. Suggested text:*"Thank you for your support of {organization}. Tickets have been added to your invoice and guest slots have been created on our guest list. Your invoice will be marked as paid once we receive your payment and you will receive a receipt via the email address provided. Please make checks payable to {insert}. For assistance please email {name} at {email address}".*  5. Once the payment is received - [Pay the Invoice and Send a Receipt](/how-to-close-an-auction-and-pay-invoices/#Pay-Invoice-through-Auction-Manager) ### Help your Supporters Purchase Sponsorships Consider sending this [step by step video](/how-to-purchase-tickets-and/) to those purchasing Sponsorships or "Pay Later" tickets. This video explains the ticket purchase, how to manage their guest list and how to find their tickets on the desktop event site and the app.
      --- # How to Delete a Guest URL: https://help.handbid.com/how-to-delete-a-guest/
        To remove a guest from your guest list you will first need to search for them. You can use the search box, or sort by sponsor, or table, to find the guest you want to delete. Once you have found the guest, simply check the box next to their name and select the remove guest icon in the Bulk Actions dropdown. ![remove guest](https://ucarecdn.com/86fa523a-13ff-42b2-819c-35e3d363ba1f/) Once you select the remove bidder button you will be brought to this screen. Click on the Remove button to confirm the delete.  Once the guest is removed it will not show up anymore in your guest list.  ![remove guests lightbox](https://ucarecdn.com/508f8554-116e-4bea-b738-7394892a388b/) ### Limitations on Removing Guests It is important to know that you cannot delete a guest who has purchased a ticket or is tied to a ticket slot. You can edit the guest on the ticket but you cannot remove the guest. --- # How to Find and Print My Tickets? URL: https://help.handbid.com/how-do-i-find-and-print-my-tickets/ If you purchased tickets and want to confirm the number purchased and also print them or email them to others, you can find your tickets either in the Handbid App or online at events.handbid.com ### Finding your tickets on Handbid Events WebSite Login to your account at events.handbid.com (login is in the top right corner).  Once logged in, click on the "ticket" icon and then you will be taken to your purchased tickets. ![overview page event site](https://ucarecdn.com/c5e62bde-0921-4df7-a661-55b58a81646d/) ![my tickets](https://ucarecdn.com/d17b87bf-3f4e-4ceb-aa89-d74d01fbccff/) To print your ticket, click on the "Printer Icon" next to your ticket To email your ticket, click on the "Ticket" icon next to your ticket To send an invite that includes a link to register, click on the email icon next to your ticket.  You would not normally send an invite to yourself (your own ticket), but once you update one of your guest slots (if you have one) and include an email, this is a great way to invite your guest to get setup as a bidder in Handbid.  ### Editing my Guest's Info / Adding a Guest If you have guest slots that need to be completed, these will be colored in PINK.  Just click the pencil icon next to the slot to edit the guest info. ### Finding your tickets on Handbid App The iPhone and Android apps work the same way with regard to tickets.  To find your tickets, login to the app and then find the auction event in your "My Events" list.  Once in the event and on the dashboard, tap the "View / Buy Tickets" (it should show you have at least 1 ticket here if Handbid has a record of your ticket purchase for this Event) ![iphone admin rights](https://ucarecdn.com/97c22637-6d6e-4d6d-97ae-e0014cc3b34d/) Once in the ticket screen, you will see your tickets and can confirm the number is correct.   ![iphone my tickets](https://ucarecdn.com/07291565-938e-4083-bc92-d9b44c341265/) From this screen, you can tap the "right" arrow next to your ticket to view your ticket details and even save it to your phone's wallet (if available) ![iphone ticket](https://ucarecdn.com/82c6924c-9339-4533-bac0-a49b507e6319/) --- # How to Hide the Register Button URL: https://help.handbid.com/how-to-hide-the-register-button/ If you do not want the register button to appear on your website when selling tickets for Handbid you can easily remove it. By going into the auction settings under the info tab you can elect to "**Hide Register on Website**". This will remove the register button from the event's website. Instructions for **Hiding the Register Button on Website**: 1. In your AUCTION DASHBOARD, select the settings gear wheel next to your event name ![Event Settings (Gearwheel) and Profile Dropdown](https://ucarecdn.com/84d11bca-9f48-4d06-8611-b9e08e7db416/) 2. When the settings window appears, click on the EVENT tab. Then, select the "Require Ticket to Register" checkbox to  enable.  Also make sure that the "Hide Register On Website" checkbox in enabled. ![Event tab (auction,p2p,campaign)](https://ucarecdn.com/fec874ae-53f8-4428-ad78-ba8c7da1d5df/) #### EXAMPLES: With and Without Register Button Here is what the auction website looks like **with** the register button. ![Event Site w Tix, Sponsors, Register, Donate, Items](https://ucarecdn.com/be347a79-9d26-40ef-8c8a-944b481b4247/) Here is what the auction website looks like **without** the Register button. ![Event Site without Register Button](https://ucarecdn.com/65e30315-d01f-497a-a4d6-2acba469dda0/) --- # How to Import a Guest List URL: https://help.handbid.com/how-to-import-a-guest-list/ Once you've compiled a list of all your attending guests, and you're ready to import your guest list, then this is the article for you! ### Step 1: #### Prepare your Spreadsheet If you used our template it IS in the right format. It needs to be a CSV file. CSV stands for "comma-separated value" and represents a basic text file with all of your data in it with the fields (first name, last name, etc.) separated by commas.  If you made a decision at some point to save it as an XLS file (why?),  then you need to save it back to a CSV.  Please do not add or remove columns. ***Pro Tip: Include no special characters including "&". Handbid doesn't like it, and you will trigger an error and not be able to upload your guest list.***  ### Step 2: #### Import the Spreadsheet  To import your guest list into Handbid from the Auction Manager, go to: - **People tab** and select guests under the guests select guests import. - **You will see the [SAMPLE FILE/TEMPLATE](https://ucarecdn.com/f33564e8-430b-4587-98cd-ccaab5ce6274/)**, and the choose a file button. - **You will use the sample file as a template to enter all your guest list data** first, and then upload it into Handbid. You can drag and drop the file to upload or you can upload by clicking the select a file button.                                   ![import invitees](https://ucarecdn.com/2aa69bb0-deb9-42af-80a0-0e1808ac7b70/) Once the spreadsheet loads, you will see a sample of it just below the Headers.  The header boxes represent the fields in the Handbid database that need to be matched to your spreadsheet. If you use our template (and did not modify it), then there is a shortcut you can use that will match the headers for you called "auto-match". Auto-match is a link in the sentence just below "MATCH HEADERS".  Clicking that will map the Handbid fields to the columns in your spreadsheet, saving you a ton of work.  If some of them didn't match (or if you did not use our template), you will need to drag and drop the boxes down on to your columns in the sheet below to match them.  The red (pink) boxes are required. Once the headers are matched, click the "**Validate**" button to have Handbid check your work.                         ![Guest Import Match Headers](https://ucarecdn.com/6baf0880-5703-4f1c-bcd5-b9c458f0a431/) Once you have validated your spreadsheet you will be presented with the total, Errors, Warnings, and Skipped sections. - **Errors and Warnings** will display a description of the issue. Click on the Errors / Warnings buttons on the right to see where Handbid found issues.  - **Warnings** can be ignored (but should be reviewed). - **Errors** either must be fixed or **Skipped**.  You can skip them by checking the skip box on the right-hand side.  ![guest import validation](https://ucarecdn.com/74847126-ee42-4e05-adca-2705104ac0f8/) ### Guest List Upload Options When your spreadsheet is ready to upload (no more errors!), click on the **Import** button to start the process.  Once you do this, Handbid will present you with a confirmation dialog window where you have two options you must decide upon.  1. **Do you want to undelete any previously deleted guests?**  If Handbid finds a deleted guest with the same email address as another account, it will "undelete" that guest instead of adding them into the system again.  2. **Do you want to assign paddles on import?**  This is where you can "pre-assign" paddles upon import.  This isn't the recommended option, but for those that want to assign upon uploading, this is where you will allow your guests to have a paddle number reserved for them.  Once these paddles are assigned, they can't be "unassigned". However, you can swap paddles around if you need to. Once you make your selections on the upload options, you are ready to import. Hit the import button and the system will start the process!                                      ![ready to upload guest list](https://ucarecdn.com/29786be2-7bbf-40dd-adf3-7fac4b0ad644/) --- # How to Link and Unlink a Guest Account URL: https://help.handbid.com/how-to-link-and-unlink-a-guest-account/ In Handbid when a user or guest registers as a bidder, they receive a paddle number. Handbid differentiates bidder accounts by the email address used to create the account. Using a different email address when registering a user can result in multiple bidder accounts or multiple paddle numbers. In this scenario, you can unlink a bidder account and reregister a new one or link an existing account.
      #### How to unlink a bidder: So if we have a bidder named Shadow R and he is registered with an email at check in, and he did not click on the login link on his mobile device. Let's say he downloaded the Handbid app and registered under a different email address. We can unlink Shadow's bidder account that is set up on the guest list, and link the one he established on his mobile device. To do this, you unlink the guest (shown below) and then update the guest slot with the same email address he registered with on his phone.                                          ![guest profile](https://ucarecdn.com/90ce0b7a-94cd-4296-b126-f1891fb14280/) #### How to link a bidder: If Wilma Flintstone arrives at check-in, but she has already downloaded the Handbid app and registered, we can link her bidder profile to her name on the guest list. When you select "register as bidder" you need to register her with the same email she used to register herself. This will display "Another Bidder Found" and gives you the option to link the bidder. Go ahead and click the purple Link button, and the guest list will match the bidder profile.                                           ![user exists](https://ucarecdn.com/f3da8ae8-2206-4508-9681-b900bb220084/) --- # How to Link Bidder Accounts on the Guest List URL: https://help.handbid.com/how-to-link-bidder-accounts-on-the-guest-list/
      Handbid is always going to link or identify a bidder or guest by their email address. If there are registered bidders that don't match up on your guest list, you can link the bidder account by updating the email for the guest. You can update information on a guest account by clicking on the guest's name, then enter the email that the bidder registered with in the email address field on their profile.  Handbid also links bidders by their phone number. If you register a bidder with the same phone number that is associated with another bidder it will identify that user and ask if they want to link that account. When the account is linked it is going to use the email address the phone number was already associated with. This functionality will help you at check-in so you are not registering a bidder twice.  Here are some ways that will help you ensure you are doing your best job linking bidders on your guest list. If you are importing a guest list and have a list of bidders who have already registered. Update the email address on the guest list from the ones that are on the bidder list prior to importing. This will auto-populate your guest list with all of the registered bidders upon importing your guest list. If you are missing email addresses when importing your guest list you can always pull emails from the contact list. The contact list is on the main dashboard and is like a database of all of your users. Anyone who registered as a bidder in your past Handbid events will show up here and they are most likely going to want to register with the same email address they used last year. This will increase the chance of linking the bidder to the guest list when the bidder self-registers and speeding up your check-in as you now have more data on file. --- # How to Purchase a Ticket on Behalf of a Bidder URL: https://help.handbid.com/how-to-purchase-a-ticket-on-behalf-of-a-bidder/ We recommend bidders purchase their own tickets through the Events website or Mobile apps.  See related articles: - [How to Purchase Tickets and Manage Your Guest List (pay later option)](/how-to-purchase-tickets-and/) - [How to Purchase Tickets and Manage Your Guest List (credit card only)](/bidder-instructions-to-purchase-tickets/) However, there are instances where a guest will ask for your assistance with purchasing a ticket or sponsorship where you'll need to add a ticket purchase through the back end. In these cases, you are able to purchase a ticket on behalf of a guest via the Auction Dashboard. ### **Purchasing Ticket in Auction Manager** 1. Select the ticket icon on the auction dashboard. Then select **Purchase a Ticket** menu option.                      ![Screenshot 2024-11-25 at 12.55.53 PM](https://ucarecdn.com/5e25ec5b-bb23-49cc-870b-38beda31e0da/)  2. You can purchase a ticket for an existing Bidder or add a new bidder to purchase a ticket for.  1. For an existing bidder, choose the bidder from the **Choose Bidder** dropbox list.  ![Screenshot 2024-11-25 at 12.56.10 PM](https://ucarecdn.com/54b922de-7ef1-4069-ab0e-cc974af56722/) 2. For a new bidder, select the **Add Bidder** button.  Enter the new bidder's first name, last name, email address, phone number and select **Register**.  This will register the new bidder and add them as ticket purchaser.  3. Choose a ticket from the **Choose Ticket** dropdown list.  *NOTE:  If you do not see your ticket in the dropdown list, make sure the ticket is OPEN and the ticket sell through date is in the future.*  ![Screenshot 2024-11-25 at 1.47.45 PM](https://ucarecdn.com/b24ada96-101f-4bcf-9acf-26c57343735e/) 4. **Sponsor** \- by default the Sponsor for the ticket will be the ticket purchaser's name.  You can edit this by entering a Sponsor name in the Sponsor box.  5. **Ticket Quantity** - Use the "+/-" buttons to increase or decrease the ticket quantity you wish to purchase.  6. **Discount Code** - If you wish to apply a discount code, select the code from the Apply Discount Code dropdown and select Apply button.   7. By default, the ticket purchaser will be added to the Guest List.  If the ticket admits more than 1 person, the purchaser will occupy the first guest slot, and the remaining guest slots will have a "Guest" placeholder for the purchaser to edit.  If the purchaser is NOT attending and does not wish to be added to the guest list check the "**Purchaser not attending**" checkbox.  This will generate a "Guest" placeholder slot on the guest list that the purchaser can edit.  8. Select the "**Buy Ticket**" button 9. Purchase options include **Pay Now** or **Pay Later** 1. For **Pay Now**, you must select an existing credit card from the list or add a new credit card to complete the ticket purchase.  ![Screenshot 2024-11-25 at 12.58.02 PM](https://ucarecdn.com/5f66b3ac-b635-4684-98a0-4bd0ed3fd828/) 2. For **Pay Later,** you have the option to Add to Invoice without processing a payment.  You will want to use this option for all offline payments such as Check, Cash, etc.  ![Screenshot 2024-11-25 at 12.58.11 PM](https://ucarecdn.com/8daf8899-9b66-44f0-a81a-c385800b4f85/) 10. Your tickets are now purchases, and guest slots have been added to the guest list.  Learn how to [Manage Guest List as a Ticket Purchaser](/how-to-manage-my-guests-as-a-ticket-purchaser/) --- # How to Purchase Tickets and Manage Your Guest List (credit card only) URL: https://help.handbid.com/bidder-instructions-to-purchase-tickets/ ## Learn how to purchase tickets with a credit card, manage your guests and find your tickets later.
      --- # How to Purchase Tickets and Manage Your Guest List (pay later option) URL: https://help.handbid.com/how-to-purchase-tickets-and/ ## Learn how to purchase tickets and pay later (with cash, check, donor advised funds etc...), manage your guests and find your tickets.
      --- # How to Register for an Event URL: https://help.handbid.com/how-to-register-as-a-bidder-and-why-its-important/ Purchasing tickets creates an account in Handbid and also registers you for the Event, so you do not need to register again! To learn how to purchase tickets, [click here](/bidder-instructions-to-purchase-tickets/).  ### How to register from the event site (Video):
      ### How to register to an event from the Handbid app (Video)
      --- # How to Require a Bidder to Check-In to Bid URL: https://help.handbid.com/how-to-require-a-bidder-to-check-in-to-bid/ If you would like to restrict bidding in your auction either to people you know or who are attending your event, you can do that by requiring Bidder Check-in.  To enable this setting go to the '**Bidders**' tab in the auction settings and check the box **'Only checked-in (authorized) bidder can bid'.**                             ![bidders tab](https://ucarecdn.com/315ea13b-e1ee-4b24-9f8a-03cdcf6410fb/) **YOU MUST MANUALLY CHECK-IN ALL BIDDERS** before they will be authorized/able to bid in your auction.  You can accomplish this as part of the registration/account check-in process by clicking the **'Check In'** box or add a bidder by going through the check-in process.  #### **Check-in process:** 1.   Select the bidder icon. 2.   Search for you users through the contact list or manually enter each bidder's first name, last name, email and cellphone number.                            ![register new bidder](https://ucarecdn.com/54f872ef-d728-458b-a7ac-0837bb15f9b6/) 3.    After you register the user, you will check-in the user. You can also add a credit card from the view below.                                 ![bidder registered confirmation](https://ucarecdn.com/8db19835-bb9b-4546-b150-ed9e53e71d6b/) #### Manually adding bidders: If you are having an online-only event or opening your auction for pre-bidding you can check a bidder in by clicking on their name to open the bidder detail and checking the **'Is Checked In'** box.                         ![bidder primary info tab](https://ucarecdn.com/7153e05b-f573-4233-a0a5-ad6ca23aea88/) You can see if your bidder is checked in by reviewing the bidder list and the "Checked In" column.  You can also filter this list by which bidders are checked in.    ![guest list page](https://ucarecdn.com/6d6150f4-5895-46ff-8088-4eafae674643/) **WHAT ARE THE PROS AND CONS OF REQUIRING BIDDER CHECKIN?** If you want to restrict bidding in your auction to only those that you approve or that show up at your physical event, then you can use this feature to do so.  The PRO of doing this is that you have control over who can and cannot bid in your auction. **What are the cons?**  This is a difficult option to manage if you have remote bidders.  Remote bidders can not check themselves in, so you will need to MANUALLY DO THIS ON YOUR OWN. If you are worried about unknown bidders possibly bidding in your auction, you may want to check the "require credit card" box option on your auction (under the financial tab) to safeguard an unknown bidder from winning an item and not paying for it. --- # Invite List URL: https://help.handbid.com/invite-list-overview/ To navigate to the Invite List from the Auction Dashboard left side menu - go to **People > Guests > Invite List**  ![Invite list](https://ucarecdn.com/e0fe3f23-8230-44c9-8db4-df3bfe59c9c4/) 1. [Invite List Overview](/invite-list-overview/#Overview) 2. [Add Invitees to the Invite List](/invite-list-overview/#importinvitees) 1. [Import Invitees in Bulk from a Spreadsheet](/invite-list-overview/#inviteebulk) 2. [Add Invitees Individually](/invite-list-overview/#inviteesindividually) 3. [Invite Multiple Guests from Previous Events](/invite-list-overview/#invitemultipleguests) 3. [Edit the Invite List](/invite-list-overview/#editinvitelist)  1. [Filter the Invite List](/invite-list-overview/#filterinvitelist) 2. [Bulk Edit Invitees](/invite-list-overview/#bulkeditinvitees) 3. [Edit Individual Invitees](/invite-list-overview/#editindividual) 4. [Email and Text Invites](/invite-list-overview/#emailandtextinvites) 1. [How to Edit and Send an Email Invite](/invite-list-overview/#editandsendemail) 2. [How to Edit and Send a Text Invite](/invite-list-overview/#editandsenttextinvite)  #### Invite List Overview  The Invite List is a working list of people you want to invite to your event through emails and texts sent through Handbid. You can track how many invites are sent and how many clicks and registrations result from the invite.  You can import a list from a spreadsheet or invite guests that have participated in previous events through your organization. When you create the email invitation it will include a get started button which will act as a login link if the email has been registered before. If the email has never been registered for Handbid it will take them to the registration screen. Essentially what that means is that invitees who click on that link will automatically be registered or set up to easily register as a bidder in your auction. If that same email is on your guest list the paddle will populate green and the guest will be registered as a bidder. Using the invite list to encourage and streamline preregistration will help ensure you have all the correct data and your guest can simply be checked in upon arrival to your event. #### Import Invitees into the Invite List **Import Invitees in Bulk from a Spreadsheet** To import an invite list go to **People > Guests > Invitee Import**. It is important to use the sample file which you can pull from the invitee import page by clicking on "Sample File".  ![import invitees](https://ucarecdn.com/2aa69bb0-deb9-42af-80a0-0e1808ac7b70/) Even though you may not use some of the columns, please do not delete any columns, Handbid matches the headers (columns) upon importing, and if some are missing it will NOT import and you'll receive an error.  The upload file is in a CSV format, so it's important that you keep the file in that format. If the file is in a CSV format with all of the original columns you will not have any issues. **This is what the sample file looks like:** The required fields are the first name and the last name. You will want to enter an email address or phone number so you can send an email invite or text message invite. **Important Note: Do NOT include duplicate email addresses.  These will combine the people who have the same email address into one individual.** ![](https://ucarecdn.com/d6e7ccc8-3946-4b8c-aac7-b5020d891651/) After you've completed the import file, and are ready to import it to Handbid, go to: 1. In the left-hand menu of the Auction Dashboard, click on PEOPLE 2. Then click on **Guests** and select **Invitee Import** 3. Select the purple "**Choose a file**" button.  ![import invitees](https://ucarecdn.com/2aa69bb0-deb9-42af-80a0-0e1808ac7b70/) 4. The file upload window will appear and you can either drag and drop the file or click Choose a Local File to search for it from your desktop or saved folder. 5. Once you upload the file you will be brought to this page. Any fields that are in red are required. We recommend clicking on the blue **Auto-Match** link under the '**Match Headers**' description (it's small, but its there) ![importees match headings ](https://ucarecdn.com/6a522237-45ed-4bf7-9cdc-c15c5fbe9b30/) 6. After you auto-match the headers, click the **VALIDATE** button. 7. After validating your spreadsheet it will tell you whether you have any errors that need to be corrected. An example of an error would be if you are missing a required field (e.g. First Name or Last Name), a duplicate email address (email addresses are the unique identifier for a Handbid account which means you can't use the same email for multiple users). 8. Once you have validated the spreadsheet and corrected any errors you may have received, you can import your invitees by clicking the purple IMPORT button. You will see a progress bar display when importing your invite list. Make sure you keep the browser open until the import is complete. ![import validated invitees](https://ucarecdn.com/e0a5377c-c461-4d71-abb3-307cbca5fdd2/) **Add Invitees Individually**  To add an individual to the invite list, select "Add Invitees". ![add new invitee](https://ucarecdn.com/b3dc3e81-e950-4d6f-912f-4ae4c14a100b/) A dropdown will appear - choose "Add Invitee" and complete the information in the pop-up. **Invite Multiple Guests from Previous Events** Generate a list of guests to invite to your event based on their activity (bids, purchases, attendance). Click "Add Invites" and choose "Add Invitees from Contacts". Select "add additional criteria" ![add multiple invitees](https://ucarecdn.com/832882dd-9b09-4dda-955c-85c8eef7ed3a/) Choose a criteria **If you wish to populate several criteria, Handbid allows you to choose multiple fields and the auctions that correlate. You can choose** **multiple criteri****a by clicking the "+".**  ***In the example: we chose to add guests that bid in all of our previous events for a total of 94 guests to add to the Invite List.*** #### Edit the Invite List Once you have added invitees to the Invite List you can edit the list through Filters and Bulk Actions **Filter the Invite List** The Invite List can be filtered by Status, Sponsor and Response. ![add new invitee](https://ucarecdn.com/b3dc3e81-e950-4d6f-912f-4ae4c14a100b/) Status - You can sort by the Status you create - default in Handbid is General and VIP, however, you can add as many "statuses" as you prefer.  Sponsor - Will sort by the Sponsor Response - Will sort by Invited, Clicked, User and Registered **Bulk Edit Invitees**  From the Invite List select the invitees you would like to edit, click "Bulk Actions" and select "Edit Invitees". To delete an Invitee, check the box next to their name and choose "Remove Invitees". Please note: when bulk removing invitees, you will be asked to confirm the action as this cannot be undone.  ![bulk edit invitees](https://ucarecdn.com/4ac3aac6-65d9-4ae9-8c05-41d09475b65a/) You can Assign to a Sponsor, Assign to a Table and Assign a Status  ![bulk edit invitees lightbox](https://ucarecdn.com/0f805f7d-1b30-406c-8013-3b26f4271072/) **Edit Individual Invitees**  To edit an invitee, click their name and edit the fields in the pop up and click "update". #### Email and Text Invites **How to Edit and Send an Email Invite** When you have either imported or added a contact to your Handbid invite list you have the ability to send out an invite email to your invitees. Sending an invite through Handbid will help to streamline the registration and communication process for your guests.  To send email invites, you first need to get to the Invite List in your Auction Settings. To do so, go to the "**People**" dropdown in the left-hand menu, **Guests** > **Invite List**.                                      ![import invitees](https://ucarecdn.com/2aa69bb0-deb9-42af-80a0-0e1808ac7b70/) In the Invite List, you can craft and send your own email invite to your guests or donors. First, you will want to create your message. With your message, you can direct or instruct your invitees to your auction. Whether they have yet to purchase tickets and you are directing them to register and purchase tickets. Or they have already purchased tickets outside of Handbid you are directing them to register and view your Handbid auction prior to your event. In the invite list, you will want to select "Edit Messages". This is how you can edit your invite email.    ![invite list toolbar](https://ucarecdn.com/6a8a5610-5b6c-4cc7-ab64-41ee89906bfd/) This will open up a dialogue box where you can add an image and use tokens, such as "first name","event name", "event url", to create your email invitation.                                     ![edit email invite](https://ucarecdn.com/7cd1a821-ffb9-4f98-9b76-1129649046c6/) To send the email, check the boxes next to the names on the invite list or the "select all" box at the top - click the green "Send Invite" button and choose to Invite via Email. When a user selects the "**Get Started**" button or the auction URL from the email invite. All of the information you have on the invitee will transfer over to the registration form (e.g. first name, last name, email, phone number). This will make it easy and convenient for your invitees to register. **How to Edit and Send a Text Invite** Sending a text invite is similar to sending an email invite. The major difference is the limited formatting and characters in a text. Follow the same steps, and select "Edit Messages" and "Edit Invitation Text Message". A pop up will appear. *Please note: Texts are limited to 168 characters so use your words wisely!*  ![edit text invite](https://ucarecdn.com/121108aa-81ed-43b1-a3a4-86f7fe1b3786/) When you are ready to send, click the purple "Send Invite" box and choose to "Invite via Message". --- # Invitee vs Guest vs Bidder URL: https://help.handbid.com/invitee-vs-guest-vs-bidder/ We have tools to manage your invite list, guest list and bidder list. These lists live in the “People” dropdown in the hamburger menu of your Auction Dashboard. All lists operate independently of each other.  [Guests:](/understanding-the-difference-between-contacts-guests-and-bidders/) A guest is someone that plans to attend your event. A guest will only become a bidder once they register for your auction. A guest can also become a contact if they provide you with their email.  [Invite List](/invite-list-overview/): Handbid can send customized invitations to all of your supporters. If you have a CRM with a list of names, emails, and information, you can upload that list through our Invitee Import tool. Use our invite tools to create custom messages via email or text to invite them to register.  [Guest List:](/guest-list-overview/) Guests are added to your Guest List in two different ways:  1) They are manually entered, either individually or through the Guest Import  2) They have purchased a ticket. Guest slots will be created based on the number each ticket admits, i.e., if a ticket admits 6, then the purchaser is added to the guest list, along with 5 additional guest slots to enter in guest information. [Bidders:](/instructions-video-create-or-add-bidder/) These are people who have registered for your auction and, as such, have a paddle number assigned to them. Depending on your bidding restrictions, they will be able to bid on and purchase items within your auction. A bidder does not have to be on the guest list.  ![Funnel](https://ucarecdn.com/d36e9dcd-4eb5-4425-abb7-ad06a32bbb75/) --- # Live Stream Event Sponsor URL: https://help.handbid.com/live-stream-sponsor/ ## This article will detail how to add a Live Stream Event Sponsor. This image will show up under the live stream on the app and the website when no items are being promoted. **The Live Stream Event Sponsor will appear when no items are being promoted:** ### ![Screen Shot 2023-06-20 at 1.01.31 PM](https://ucarecdn.com/ae6cfd3a-e39b-49b4-8e12-1bd4e783429d/) **OR - when a Livestream has not been started** **![](https://ucarecdn.com/bf93b78c-c0be-40d9-a30b-2212fb4c9fc5/)** **To set up a Live Stream Event Sponsor** 1. Select the auction settings gear wheel next to your auction name ![Auction name and toolbar](https://ucarecdn.com/1c1a12a2-b790-454b-9952-a6d9504b4585/) .![Sponsor tab (auction, p2p, campaign)](https://ucarecdn.com/6b105733-cdca-41bc-ba77-59b1ed5b5672/) 2. Navigate to the Sponsors tab. 3. Go to Live Stream Sponsor. 1. Customize the Live Stream Sponsor text. This text will show above the image. 4. Add the Live Stream Sponsor image. This is an 800x600 image. 5. Click UPDATE to save. --- # Mobile Splash Event Sponsor URL: https://help.handbid.com/mobile-app-sponsor-page-adding-sponsor-image/ Highlight an Event Sponsor **in the app** on a customized splash page that will get viewed and acknowledged by the target audience. Every bidder must view this image when they enter the auction and they can not get past this screen without hitting the "let's get bidding" button. We estimate this image will be viewed 6-7 times per bidder!  In addition, your sponsor will be advertising to a more affluent population who will appreciate the fact that this sponsor is supporting your cause. [This presentation shows potential Mobile App Event Sponsors why to invest in this opportunity.](https://ucarecdn.com/96d4d949-4f6a-457d-83c8-fe56c1efc4b3/)                                                                       ![Mobile Splash](https://ucarecdn.com/5dbffc25-252b-48db-b410-5416d83a0b62/) **How to Add and Event Sponsor to the App through the Mobile Splash** 1. Go to your Auction Settings by clicking the settings gear wheel . 2. Click on the **SPONSORS** \- **MOBILE SPLASH** 3. Customize the SPLASH PAGE TEXT. Please note the default text is "Proudly Sponsored By".  Ideas: "Thank you to our Silent Auction Sponsor", "Thank you to our Platinum Sponsor", "Thank you for supporting kids with autism" etc...  4. Upload an image 800x600. 5. Click **UPDATE** to save. ![Sponsor tab (auction, p2p, campaign)](https://ucarecdn.com/5a62154b-14ac-4ff3-a132-95934ada129f/) To view the image - download the Handbid app and navigate to your auction. You can also scan the QR code. The Mobile Splash will appear, and you will need to click "let's get bidding" to view the auction. --- # Paddle Numbers URL: https://help.handbid.com/paddle-numbers/ [What is a paddle number?](/paddle-numbers/#whatispaddlenumber) [How to assign a paddle number](/paddle-numbers/#assignpaddlenumbers) [How to swap paddle numbers](/paddle-numbers/#swappaddles) #### What is a Paddle Number? A paddle/bidder number is assigned either automatically or manually when a guest completes registration.   Please note: When a person purchases a ticket to your event, they will automatically be registered as a bidder with a paddle number.  From the end-user perspective, a bidder can locate their paddle number in Handbid. An email is also sent to them as well as a text message (if a mobile number is given). On the website: Top right in the auction site by your auction stats or on the register tab: ![EU-A-paddlenumbers](https://ucarecdn.com/ac6ac0b3-33db-41f6-9175-fc73e0f23e47/) On the Handbid App: On the Dashboard screen on the righthand side: ![Screen Shot 2022-02-25 at 10.06.30 AM](https://ucarecdn.com/dedfaf52-1e36-42eb-8d7a-e2abc47975e6/) Paddle numbers also appear on the bidder list and guest list (if they are a registered bidder).  ![](https://ucarecdn.com/73ab6478-502f-4a12-b633-ac68236bc907/)![](https://ucarecdn.com/f41f320e-a72c-47a1-9db3-05e776683a17/) #### How to Assign Paddle Numbers  Paddle numbers are either automatically assigned by the software beginning with 100 or can be manually assigned.  #### Manually Assign Paddle Numbers  If you prefer to manually assign paddle numbers, you can do this by changing the auto-assign value in your auction manager settings. This option will also allow you to manually assign paddle numbers to those that are already registered bidders. The key is to have your paddle numbers begin at a number that will not affect the physical numbers that you are assigning and handing out at your check-in. You can find this setting in the BIDDER tab of your auction settings. This will allow you to start the paddle number assignment at any increment you like, e.g. numbers starting at 1000 instead of 100.  1. **First, select the number where the auto-assign will begin.** The key is to have your paddle numbers auto-assign starting at a number that will not affect the physical numbers that you are assigning and handing out at your check-in. For example, if you are planning on having 400 people at the event and you want to manually assign them paddle numbers as they arrive, set your "**auto-assign paddles at or above**" 1000. This way you have reserved paddle numbers 100 through 999 to manually assign at check-in. When your bidders arrive at check-in, you will assign them a new paddle number based on the paddles available at the event.                              ![QA](https://ucarecdn.com/2d68f43c-66ba-4a52-9c38-db32b8d38746/) 2. **Once you have enabled "Manually assign paddle numbers"** in your auction and changed the auto-assign value to 1000, your bidders will get assigned a paddle number starting at 1000 and you will be able to assign and re-assign any paddle number between 100 and 999 to your bidders at your check-in station. Once you have this enabled in your auction you will be able to assign the paddle number of your choice to your bidders either through the guest list or by adding a bidder in Manager. ![Screen Shot 2020-04-06 at 10.20.57 PM](https://ucarecdn.com/5705f1c4-0833-4792-bb32-2e51988e9a01/) #### How to Swap Paddle Numbers  There may be times that you want to change the paddle number for a current bidder, here are some quick steps to swap a paddle number from the bidder profile  From the left side menu click People - Bidders. Search for the bidder. Click on the Bidder's name from the Bidder list and click the 3 dots on the top right menu. You can choose "Swap Paddle number" there. ![bidder primary info tab](https://ucarecdn.com/ad6a2dca-1c8f-4185-9a53-816a0c8ccf79/) You can swap the selected bidder's paddle with another bidder's paddle. For this option, you will select from the drop and choose the bidder you are wanting to swap with.  Or - if you are simply reassigning the current bidder a new paddle number that has not already been assigned, you will enter the new paddle number in the box. [Manually assign paddle numbers](/paddle-numbers/#assignpaddlenumbers) must be selected in settings.  ![unnamed-3](https://ucarecdn.com/60d9602c-0699-423c-bba2-bf84abda0d70/) --- # Plan Out Your Registration & Check-in Area URL: https://help.handbid.com/third-plan-out-your-registration-check-in-area/ ### Planning a Proper Check-in Are you checking in or registering people for your event/auction as they arrive on site? If so, you need to ensure this process is seamless and moves along as quickly as possible.  Here are some things to consider: - How many check-in stations do you need? - What equipment is necessary?  - What are the roles needed at check-in?  - What is the ideal check-in staff person like? - How should my check-in area be organized?  ### How Many Check-in Stations are Needed? The number of stations you need will largely depend on: - The number of guests coming to your event.  - Your event timeline (e.g. how long is your ideal check-in time?). - The size of your check-in area. - Your budget. - Your process. ### Let's Break it Down! #### Number of guests attending A skilled agent can check in about 1 person per minute or about 1 check-in agent per 50-70 guests. Of course, this varies based on what you're asking the agent to do.  But as a starting point, count on registration taking about one minute per person/couple. As stated above, we always recommend a minimum of three check-in stations, more depending on the size of your event. The time it takes to register a guest can be impacted by a number of factors: - Are you collecting additional information? (address, etc.) - Are you collecting a credit card? - Are you assigning or giving them a table number? - Is the person already registered on your guest list? - Does the person already have the Handbid app installed? If you have an event with 350 people, it is our estimate you will register somewhere between 150-200 people (assuming some come check in couples and bid together). Three check-in stations would be able to handle 50-70 people each and it would take about 50-70 minutes to get everyone registered.  Do you want to make check-in go faster? Require less information, get people registered in advance, or add more check-in stations.   If you need a simpler formula, here is one we often use:  Have 2 stations for every 100 persons you expect to check-in. Expecting 600 people to attend?  You need 12 people doing check-in. ### How your budget impacts your check in staff So you may be thinking, there is NO WAY I can assemble the team I need to conduct a good check-in at my event.  Therefore, you ask your mobile bidding company to staff the entire check-in.  If you can afford it, this may appear to be a necessity and not a luxury.  Let us suggest instead, that if you feel you need help, hire 1-2 highly experienced experts from Handbid and allow them to turn your untrained volunteers into a solid check-in team! We've done it before, so we know it can be done.  Besides, many mobile bidding companies (not us) simply use [temp staffing agencies](https://www.jitjatjo.com/index) to staff their events anyways. Why not just cut them out and hire those people yourself? ### How Your Process Affects Check-in Staff What information you gather and what you give your guests can impact check-in time.  If you have agents collecting addresses and kids' birthdays, or if you have your guests manually completing registration cards - expect your check-in time to take a while!  **One of the most time-consuming components at check-in is name tags.** Name tags tend to require extra volunteers, extra time, and increases confusion. If there are last-minute guest list changes, if someone's name was not printed, or if there's a guest who needs a new one because they replaced another guest or had a misspelled name - yikes! If you must have them, consider either having the guests write their own names or have the name tag station set up in a separate area from check-in. Our suggestion? Keep things simple at check-in. ### How Your Timeline Affects Check-in Staff If people are expected to be sitting for dinner at 7 pm and your registration starts at 6, then it will leave you with a short window of one hour to complete check-in.  Our suggestion is, if you have 400 guests (sponsor groups and couples included) to check-in and you have 60 minutes to do it, perhaps decide which pieces of information can be collected at a later time. Perhaps only collect cellphone numbers and emails so guests can still bid, and then collect credit cards at  check-out. Or you can even send out a Broadcast Message to remind guests to add a credit card to their profile. ### What Equipment is Necessary? For most situations, we recommend laptops/Chromebooks/Surface tablets.  Many agents like having a full keyboard and a mouse when doing check-in, and laptops will afford them that luxury.  You can run check-in from iPads, which can be a really slick way to do it, however, make sure your agents are comfortable using an iPad/tablet before you toss one in their hands!  Here is an article on [How to Run Check-in from iPads](/checking-in-guests-and-registering-bidders-from-the-ipad-app/).   Want to speed up the process of adding cards?  Consider using a credit card reader on either the iPads (you rent those from Handbid) or from your laptops (you can buy these yourself).  ### What Roles are Needed at Check-in? Not all volunteers are alike. The types of staff you put at registration can make or break your check-in process.  We recommend the following roles:  - Check-in Agent - Paddle Card Distributer - Seating Escalation Person - Greeter/Crowd Control ### Selecting your Check-in Staff Consider these traits when selecting your check in staff: - **Should be skilled in technology**.  This means they can navigate around a computer or iPad, use a mouse, and most importantly, TYPE! If you see one of your volunteers hunting and pecking around the keyboard or iPad, it's usually best to swap them out soon! (Let them hand out paddle numbers or greet guests instead!) - **Should be personable and friendly to your guests**.  Remember, this is likely the first person who greets your guests other than a greeter (if applicable) and who will make the first impression of your organization's event.  Make sure this person is friendly and makes guests feel comfortable and welcomed! - **Should be presentable**.  We will let you decide what this means. Usually, this isn't an issue, but if you feel it could be, we recommend requiring a dress code for volunteers. It's always nice to keep everyone uniform and identifiable. Of course, you can decide what works best for you! - **Should be free from too much noise**.  Say what? Sorry, we couldn't hear your name over the 5-piece band that set up next to check-in!   Make sure your staff can hear because they have a lot of questions to ask and some critical data to enter.  Keep in mind that when it's nearly impossible to hear at check-in, it not only impacts your volunteers, but it impacts your guests and their experience! ### Selecting your Greeter This is an important role and is often not staffed at most events. You need one. Well, we think you do.  The job of the Greeter is to keep the line moving, greet your guests, explain to them what is about to happen (they will be giving the agents their information and also most likely a credit card to put on file) and they should direct people in line to the next available check-in station.  Here are some important qualifications of your line Greeters: - They should be polite and friendly, but they also need to have a bit of a taskmaster approach, to keep the line moving.  So make sure you have people who can politely do that.  What are examples of what they should say? Here's an example: *"Sir, Susan can help you right over there get all checked in, have a great night." and "welcome to the Grand Gala, hope you all are doing great tonight. We are going to get you checked in here in just a second.  We are doing mobile bidding tonight, so make sure your phones are ready and charged up!  One of the team up front will get you registered if you want to bid and will ask you for a credit card to put on file to help you zip out of here quickly at the end of the night. While you wait, feel free to download the Handbid app to your phone if you have not done so already."* Sound like a lot? Well then print that out on a small card and hand that out to guests when they arrive.  - What else? Line Marshalls **SHOULD NOT** know everyone. This is not a good job for your social butterflies or "huggers."   This is not a good time to catch up with the guests when they arrive and find out about their kids.  The line needs to move.  Leave the huggers and social butterflies for the "bid helper" jobs in the auction area. If you have a large event, you may want to consider splitting the Line Marshall and greeter roles.  In fact, you may opt for 2-3 greeters (or more) that can work the line while the line marshall stands up near the front of the line and directs people to a check-in station.  ### Bidder Card/Paddle Number Distributer Anyone can do this provided they can hear and they can pass out cards.  Believe it or not, certain people LOVE this job. Don't deny them the opportunity!   This person's job is to stand behind the check-in agents, see which bidder numbers are being registered, and hand that agent the correct bidder card that matches the paddle number in Handbid.  Once registration picks up, this goes really fast and the bidder card retrievers (if you have more than one) start to get a rhythm going on where cards need to go.  Believe it or not, this process flows well.  What skills do they need? Good enough hearing to hear the agent ask for the appropriate card. ### Guest List Escalation Person If Linda Jones is not happy where she is sitting *(if your name is Linda Jones, sorry! We just made up that name for the sake of this example... please don't be offended!*), it is not ideal to have the check in agent deal with that.  There are a few key reasons why: - The agent likely is not familiar enough with the guest list to even know why Linda is not at the table she wants to be at. - The agent really needs to check in more people and these issues can take quite a bit of time to sort out.  So we recommend that someone who knows the guest list should sit in the check-in area with a laptop and the power (authority) to make adjustments to the guest list to accommodate guests with seating issues (or just guests with issues in general).   ### Setting up your Check-in Area It is one thing to have 600 people attend and plan for 9 check-in agents. It is another thing to put them in an area where 600 people and 9 agents can not fit!  You would think that never happens but it does! Here are some things to consider when setting up your check-in area: - **Use a big enough room** that can hold at least 25% or more of your guests.  Make sure there is ample space to allow people to get in the door and get in line. Waiting outside for check-in may be uncomfortable if the weather is not suitable for long (or even short) periods of waiting.  - **Do not put your check-in area right at the top or the bottom of an escalator**.  We will let you picture in your head what happens when you do that.  - Make sure your check-in area is **well lit** and has **WIFI access** for your stations (**and power**) - Limit the extraneous noise in this area.  That means no bands or entertainment.  Just drinks (yes highly scientific studies show that giving a guest a drink when they arrive has shown to diffuse check-in stress by 90%). - Check-in works best if your **check-in volunteers are standing**. This makes it easier to have a conversation with your guests without them having to lean over. This can be easily accommodated by using "high top" cocktail tables, easily rented at any event location.  Want to read more? See our attached [ZEN and the Art of Check-in EBook](https://inb.handbid.com/silent-auction-zen-check-in-ebook?hsLang=en). ### Final Best Practices to Consider about Check-in  1. If your biggest fear is a line, lines happen, but they don't always have to be flowing out of the door. If you have 600 people coming and all of them show up at once, you will inevitably have a line, just remember to keep things moving. This is a great example of why it can be helpful to have a greeter and strong check-in agents. To help alleviate any frustration of a line, consider offering a drink to those when they arrive to diffuse their line waiting stress. Often times guests are very understanding that there are lines. It's an event, they happen! 2. Give your check-in staff water and mints.  They will be speaking to a lot of people and their mouths will get dry. Not to mention, they will be in close proximity to people's faces and it's always nice to have nice minty breath!  3. Our list of Don'ts - DO NOT put paddle cards on tables. It often does not save time. If that card number is not tied to a registered bidder in Handbid, you will have a difficult time figuring out how to get that bidder registered and paid up at the end of the night (and for weeks to come). Especially if you conduct a paddle raise that requires volunteers to use an audit sheet/donation recorders. 1. - DO NOT segment your check-in area by last name (unless you go through the pain of making sure the segments are all even). We have never seen this work well. Guests often will not realize that and go to any line available, often creating more confusion and frustration for your guests and check-in agents.  - DO NOT allow guests to arrive with auction items and hand them to your check-in staff. Have a process for getting these and putting them into Handbid so that it does not involve your check-in team taking responsibility for that item. ### Need More Info? 1. Download our [Zen Checkin eBook](https://inb.handbid.com/silent-auction-zen-check-in-ebook?hsLang=en)   2. Review our Webinar on [Guest List Checkin](https://inb.handbid.com/guest-checkin-webinar?hsLang=en) 3. Review our MasterClass Series on the [Dreaded Checkin](https://blog.handbid.com/webinars/the-dreaded-check-in-doesnt-have-to-be-dreaded?hsLang=en) --- # Sample Auction Check-in Script URL: https://help.handbid.com/sample-auction-check-in-script/ This script is for a Guest List Check In only. Volunteers should use an economy of words and assume the guest wants to be a bidder. Keep it simple!  **GUEST IS A BIDDER (indicated with a green paddle number on the guest list)** “Welcome! May I have your last name please?” “Thank you” {Look up guest} Proceed below based on wether they are a Bidder or Non-Bidder **BIDDER -** Did you download the Handbid App? Yes - "Great, you are good to go!" No - "Let me send you a login link", "download the app first, then click the link I will send you" “Here is your {paddle number, program, table etc}” “Have a great time! If you have any questions, there are volunteers to help in the silent auction area or come back and see us!” **NOT A BIDDER**  “I am going to send you a login link for the silent auction”  “Download the Handbid App first, then click the link I will send you”  {Complete guest data - first name, last name, email and cell} “Here is your {paddle number, program, table etc}” “Have a great time! If you have any questions, there are volunteers to help in the silent auction area or come back and see us!” [CLICK HERE](https://ucarecdn.com/07689a23-be3b-4418-933c-1c8189bef41c/) for a printable PDF --- # The Handbid Ticketing System URL: https://help.handbid.com/the-handbid-ticketing-system/ The Handbid ticketing system is fully integrated into your Handbid event and is a great way to capture early registration information about your guests. If you plan to sell tickets to your event, this is a great feature to add as it offers you several key advantages. ### Advantages of selling tickets through Handbid #### **1.  Users are already pre-registered for your event.**  Users who purchase tickets through Handbid will be pre-registered for your event, including the auction. Each purchaser's profile will be assigned a paddle number (which you can change later) and will collect their name, email, cell phone, and credit card information. #### **2.  Guests that purchase more than 1 ticket or a ticket that includes more than one slot can manage their own guest list.** Users who purchase more than one ticket, or a ticket type that admits 2 or more guests (e.g. a couples ticket or Table for 6, etc.), or a Sponsorship; the system will generate the appropriate number of guest slots and add it to your guest list. You, as the Auction Manager, or the user who purchased the ticket [can edit these slots](/how-to-edit-my-guest-list-as-a-ticket-purchaser-web/) and update guest information.  To learn more about how the guest list works, please review our [Guest List Overview article](/guest-list-overview/). #### 3.  Guest Check-in is much simpler Users who purchase tickets through Handbid will have access to their tickets within their mobile device.  When they attend your event, they can present their digital ticket to the check-in volunteer and have it quickly scanned on the iPad.  When a ticket is scanned, it will pull up their guest information and allow the volunteer to check them into the event with a few button taps.  Ticket scanning is available using our [iPad check-in](/checking-in-guests-and-registering-bidders-from-the-ipad-app/) or [Mobile check-in ,](/checking-in-guests-from-iphones/) which are included in your Handbid ticketing package.  #### 4.  You can collect custom data from your guests on Handbid Handbid allows you to add [custom questions](/adding-custom-questions-data-to-your-registration-forms/) so you can collect registration information from your guests. Guests will be prompted to fill out this information after completing their ticket purchase.  If a user purchases a sponsorship or a ticket that admits 2 or more guests, the purchaser can elect to add this information on behalf of all of their guests or, allow the guests to add it on their own.  ### How do I get started with Ticketing? To enable ticketing on your event, first make sure your event package includes ticketing.   Then, view this article on [How to Create Event Tickets](/enabling-handbid-ticketing/registration/). --- # Tips for a Smooth Check-in and Registration Process URL: https://help.handbid.com/tips-for-a-smooth-check-in-and-registration-process/ You have choices to prepare your guests for mobile bidding and accomplishing registration and check-in either prior to or at your event. At your event, you can personally check everyone in as they walk through the door or, you can encourage a 'Self-Checkin' environment where guests create an account and download the Handbid app on their own.  We have designed Handbid to be "easy to get" and "easy to use" for this purpose.  #### **Here are some thought questions to consider as you plan for the check-in and registration process for your event:** - How long is my window for check-in? (e.g. are 400 people showing up in a 30-minute timeframe?) - How many volunteers or staff will you have doing check-in?  - Registration/check-in - Greeters (also help to manage crowd control) - Bidding Helpers - Live Auction & Appeal spotters - Check-out  - How have you organized your check-in area? If a line forms, is there sufficient room to handle the volume of guests? - **Handbid assigns Paddle IDs.**  Factor this into your process.  If you have pre-printed bid cards you will want to have a few volunteers who are designated to pull them and hand them out to bidders. Or, you can stack piles of bid cards next to each check-in volunteer to assign the paddle and handoff to guests. - What information are you collecting at check-in? Do you have paper tickets or a list that needs to be checked for admission? Are credit cards required? - What are you handing out at registrations? Are you handing out pledge cards, a program, bidder numbers, drink tickets? - It's highly recommended to upload your guest list prior to the event, if possible. This will help to ease data entry at check-in.  See more on Guest Lists [HERE](/guest-list-overview/) - Is everyone required to check in or only those interested in bidding? - Have you implemented pre-bidding? #### **Here are a few tips to consider when maintaining a quick and smooth process:**  - Though it's always considerate to greet your guests and donors if you're able, try to avoid “chit chat” at registration, this tends to create a separate crowd as people join together to greet each other.  Save that for later, there will be plenty of time! - Minimize data collection by importing your guest list with as much information as possible, ask your guests to pre-register and, **ensure your check-in staff/volunteers can type efficiently**. - Please make sure your check-in volunteers stay through the entire check-in time. - Encourage pre-bidding. This helps people to get set up in advance and familiar with the platform. This will reduce questions at check-in and keep bidders excited for your event. - Ask volunteers to encourage guests to download the Handbid App while they wait in line. As mentioned in previous articles, the most important factor here is planning and anticipation of concerns.  Have a process identified and ensure the proper training of your check-in staff. It is of utmost importance for check-in staff to be able to type, make eye contact, and be friendly with your guests. Handbid has many resources you can use to streamline check-in.  See the following section for many detailed documents & articles on your check-in process. For More information: [Check-in and Registration](/checking-in-guests-and-registering-bidders-from-the-guest-list/) --- # Transferring a Ticket to Another Person URL: https://help.handbid.com/transferring-a-ticket-to-another-person/ When someone purchases a ticket, they will be the holder of the ticket, registered as a bidder in the auction, and entered into the guest list by their name.   If you want to change the name of a guest, in some cases you can just edit their name and change it.  However, there are two circumstances where that is not so simple.  1. **If the guest was the purchaser of the ticket**.  If the guest bought the ticket, they can't have their name changed. Instead, you will need to transfer the ticket (which this article covers).  2. **If the guest didn't buy the ticket but is already a bidder**. If the guest is already a bidder, you will first need to "UNLINK" them before you can change the slot.  For ticket purchasers, if you want to assign the ticket to another person, you will need to transfer it to them. To do that, you need to follow these steps: 1. Find the Guest in the Guest list who owns the ticket. They should have a green number next to their name that represents their Paddle Number. Remember, only ticket purchasers can transfer a ticket. ![guest list page](https://ucarecdn.com/92cd88fc-9f19-4784-bee2-7d39755d77e0/) 2. Click on the guest to bring up the Guest Editor.  If you have found the ticket purchaser, a TRANSFER button will be visible in the editor.  Click this button to transfer the ticket to another person. ![Editing guest profile with transfer button](https://ucarecdn.com/a6addfb4-18f1-4ada-ac00-b7d634cec168/) 3. Complete the TRANSFER TICKET form to enter in the new guest information. ![transfer ticket](https://ucarecdn.com/2f3d471e-ac6b-4687-b29c-f420c68851a8/) **Here is a video to demonstrate how to transfer a ticket to another person:**
      --- # Understanding the Difference Between Contacts, Guests and Bidders URL: https://help.handbid.com/understanding-the-difference-between-contacts-guests-and-bidders/ The Guest List allows you to have a list of "people" associated with an event that are not necessarily bidders.  These guests represent people you expect to attend the event.  ### But how does that relate to Contacts?  Didn't we import contacts in the past to represent the people who may attend?  In short, yes.  But contacts are global (span the entire org and all auctions), so it didn't make sense to keep it that way.  Instead, you need to import a list of people that have event-specific information tied to them (table assignment, sponsor, a ticket purchased, etc.)  That information does not belong in a global contacts list.   ### So what are contacts for? Good question.  Contacts represent a list of people who have associated themselves with your organization.  Consider this list a global list of past and current bidders, past and current donors, etc.  Eventually, you may want to sync this data with your CRM (donor management system).   ### Can you explain the relationship between bidders, guests, and contacts? Sure, in short, a bidder is someone who bids in your auction.  They also have a global Handbid account.  Bidders can be linked to guests (but don't have to be linked if you are not using the guest list). Bidders are also linked to contacts in your org (that will happen if they are a bidder).   A guest is someone attending your event.  A guest can BECOME a bidder if they want to register as a bidder.  A guest can also BECOME a contact if they provide you with an email address. To best explain, the relationship between the three, we have created this video:
      --- # Video & Instructions: How to Add a Guest URL: https://help.handbid.com/how-to-add-a-guest/
        To add a guest to your guest list, select "add guest". ![guest list page](https://ucarecdn.com/6d6150f4-5895-46ff-8088-4eafae674643/) When you click the "Add Guest" icon, a blank guest form will open.  From here, you can enter guest information in the fields provided. Note: First Name and Last Name are required when adding a guest. If you do not add a sponsor it will default to your organization. ![add new guest](https://ucarecdn.com/36bb962a-460e-4e46-9a06-28f5df3f3e20/) You can also enter a guest by pulling them from your contact list. To select a guest from your contacts list, search the guest's last name, email, or phone number using the search field above the name field. --- # Video & Instructions: How to Move Guests to the Invite List URL: https://help.handbid.com/how-to-move-guests-to-the-invite-list/ Using the guest list you can easily move guests into the invite list by using the "**Add Guests to the Invite List**" button.  Check out our tutorial video and instructions below!
        In your auction dashboard, go to **People > Guests > Guest List**. Simply select the guests you want to add to the invite list by using the checkbox either beside their name, or you can select the top checkbox which will select all of the guests in the current view. Once you've selected your guests, click the "**Add Guests to the Invite List**" button. ![guest list page](https://ucarecdn.com/6d6150f4-5895-46ff-8088-4eafae674643/) After you click the "**Add Guests to Invite List**" button, you will see this message window. To confirm, click the INVITE button to send a text/email invite to the guests that have been selected. Note: If a guest does *not* have a phone number or email they will not be able to be moved to the invite list.  ![Add guests to invite list](https://ucarecdn.com/5d92e653-8644-4a2f-9473-cb5d91d9c5e2/) --- # Handbid Bidder Instructions (Handouts) URL: https://help.handbid.com/handbid-bidder-instructions-handouts/ There are 2 types of bidder instructions, one with a login link sent at check-in/registration and also without a login link (before the event or an event with no check-in). **3-Step Bidder Instructions with Login Link sent at Check-In (2-Sided)**  These instructions should be used if you are doing a Handbid Guest List Check-In and will be sending Login Links to your guests.  [3x5 Get Started in 3 Steps with Login Link Bidder Handouts](https://ucarecdn.com/9191725c-777d-415a-9235-ab86ebae6582/) ![Screen Shot 2023-06-09 at 4.16.54 PM](https://ucarecdn.com/6c4756a8-052a-4445-809c-e99673cd16e1/) [3x5 Bidding Tips Bidder Handouts](https://ucarecdn.com/137870b9-1ffb-4603-b19e-dee2c9ae16e5/) ![Screen Shot 2023-06-09 at 4.24.35 PM](https://ucarecdn.com/5ba0f2cd-eecf-4c80-8c1c-12b6b5d4425a/) **3-Step Bidder Instructions With Login Link (2-Sided)** These instructions should be used if you are doing a Handbid Guest List Check-In and will be sending Login Links to your guests [8x10 Get Started in 3 Steps Flyer with Login Link Sent at Checkin](https://ucarecdn.com/5e00f7b6-1b6a-4c68-b3b2-e1a6d9e0e634/) ![Bidder Instructions 8x10 with link](https://ucarecdn.com/12bd5960-355e-453f-9c58-db00be74ace0/) **3-Step Bidder Instructions Without Login Link (2-Sided)** These instructions can be used to teach your bidders how to download the app and search for your event. The flyer is a great resource to send your bidders BEFORE the event to download the app and bid without a login link.  [8x10 Get Started in 3 Steps Flyer with No Login Link](https://ucarecdn.com/a470a4b7-6018-4789-8085-79f4b763aae8/) ![Screen Shot 2023-06-09 at 3.53.38 PM](https://ucarecdn.com/d79da999-adc5-4881-b693-b6e960fd896d/) [8x10 Bidder Tips Flyer](https://ucarecdn.com/a7925d6c-da05-48e6-b761-abc21d21e437/) ![Screen Shot 2023-06-09 at 3.53.54 PM](https://ucarecdn.com/63ea8a57-cd8d-4bd9-aec7-30aab0e55263/) [3x5 Get Started in 3 Steps Bidder Handouts with No Login Link](https://ucarecdn.com/d88d6877-d162-4b61-8afd-ebb15d9f049f/) ![Screen Shot 2023-06-09 at 3.58.21 PM](https://ucarecdn.com/829fd36a-b535-4ab3-8bd3-3c431fa2fb21/) [3x5 Bidding Tips Bidder Handouts](https://ucarecdn.com/137870b9-1ffb-4603-b19e-dee2c9ae16e5/) ![Screen Shot 2023-06-09 at 4.24.35 PM](https://ucarecdn.com/5ba0f2cd-eecf-4c80-8c1c-12b6b5d4425a/) [Bidder Instructions Tent Card No Login Link Front](https://ucarecdn.com/70696a25-6a43-419b-a10e-c0f82d6e6b5f/) Print on an 8x10 and fold in half to create a 5x7 tent card for display. ![Screen Shot 2023-06-09 at 4.45.54 PM](https://ucarecdn.com/8a067747-df6d-454d-aeef-3d70ee9a50b4/) [Bidder Instructions Tent Card Back](https://ucarecdn.com/87f37768-a3b7-4793-97ef-9ba843c5f514/)  ![Screen Shot 2023-06-09 at 4.47.06 PM](https://ucarecdn.com/ad0c36be-6284-448e-b74b-763e1f5fdbe8/) --- # How to Bid Without a Smartphone URL: https://help.handbid.com/how-to-bid-without-a-smartphone/ If you are sending out instructions in advance of the event, you can let those know who may come with an unsupported phone (Blackberry, Windows Phone, Flip Phone) or without a phone, that you will have bidding stations available.  In most of our messaging, we tend to say something like this: > " **NO SMARTPHONE? NO PROBLEM!**  > > If you do not have an iPhone or Android phone, you can still bid in this auction!  We will have iPad bidding stations available at the event and volunteers ready to help you place a bid.  Once you arrive, be sure to check-in and get a bid number so that you can use on the iPads. " --- # How to Conduct a Live Auction - Virtually! URL: https://help.handbid.com/can-people-bid-remotely-in-a-live-auction/ In Handbid, a traditional Live Auction signifies bidding that is happening in a physical place with an auctioneer managing the bidding process.  Typically, an auctioneer will announce the starting and current bid and solicit bids from bidders in the room who raise their paddle or hand to acknowledge a bid. With that said, if you are hosting a virtual event and want remote bidders to participate, we have a few best practices for achieving a virtual Live Auction.  ### Bid in a live auction... virtually!  The recommended way to conduct a virtual live auction.  #### 1\. Utilizing the new Live auction item functionality.  You can now use built-in live auction functionality to have users bid in your live auction remotely. You will first want to go to your Live Stream settings by clicking the beacon icon. Then you will want to select "Promote Item".  ![Auction name and toolbar](https://ucarecdn.com/4fd0c2ad-5aa1-412e-a1c4-4087b565bd72/) ![livestream go live or promote](https://ucarecdn.com/50af2fb4-d155-4e09-8e96-b4bc50303e1f/) When you get into the screen to promote an item click the dropdown and select the live auction item you'd like to promote.  This will both promote the item on the live stream and open the item to mobile bidding.  ![livestream items donations quantities polls](https://ucarecdn.com/d03a907a-0a5b-4c69-9c89-5713bcd01d0d/) Remember only 1 item (or donation block) can be promoted at one time. All other live auction items will need to be promoted when you wish for them to be the live auction item open for bidding.  ### Use the "silent item to live item" method  Secondary methods you should consider if you want to solicit bids for a live auction item prior to the live auction part of your event. This will show you how to get bids before (and after) your live in-person auction. This will allow you to drive the price up leading to your live auction. #### 1\. Keep the item as a silent auction item You can just keep the item as a silent auction item in Handbid.  This will allow bidding from anywhere.  Silent auction items do not need to be promoted during the Livestream to enable the bidding function. This will allow for your silent auction items to be opened and bid on prior to the live stream with the ability to be featured, bid on, and sold during your live auction.  However, you will want one of your auction managers to log into Handbid with a dummy account (e.g. "In Room Bidder").  Also, you may want to set the dummy user's displayName to "in-room bidder" so your other bidders know they are being outbid in the room.  If someone in the room outbids the in-room bidder, your auction manager needs to raise their paddle to notify the auctioneer. if the in-room Bidder wins, you just need to complete the sale, mark the item sold, and then you can transfer that purchase over to the actual winner. To do that, you will get the winner's information, then delete the winning bid from the in-room bidder and replace it with the winning bidder's final bid.  When you sell the item, you should mark the item as sold to prevent further bidding on the silent auction item. #### 2.   Utilize Live Streaming  Once you change your Live Auction items to Silent Auction, you can use the Live Streaming feature to go live and broadcast the Live Auction. This is a great tool for your auctioneer to use (along with coordination, planning, and rehearsal) to conduct a virtual/remote live auction. Handbid also allows you to feature items below the Live Streaming video as well. This is a great opportunity to feature the specific item that is being auctioned off. Guests will be able to simply enter their bid amount and place their bid without navigating off of the live stream page! #### 3.   Transfer the Item back to a Live Auction Item from Silent There is an article that explains how to do this here:  [2\. Transfer the item to a live auction item from silent](/moving-an-auction-item-from-the-silent-auction-to-the-live-auction/) You would encourage your bidders to set their final max bids prior to the live auction and then you would notify the auctioneer of the current highest online Max Bid. Keep in mind that someone in the room may be holding that max bid.  You should not simply start the item at this max bid, but instead will want to start the item just above the current bid from the silent.  If no one counter bids, the current price or if the bidding does not get up to the Max Bid online, then you will simply need to have the auctioneer sell the item below that highest online Max Bid. --- # How to Create or Add Bidder URL: https://help.handbid.com/how-to-create-or-add-bidder/ The following information will show you how to create a bidder account using the  Auction Manager. Warning: Do **NOT** preregister all of your bidders. Login credentials such as a password will not be received by the bidder and they will be unable to get into Handbid. Your users will need to **register themselves** in order to log in to their Handbid account with their own credentials.   ### **INSTRUCTIONS: Creating a Bidder Account** 1. To add a bidder in the auction manager, click the "Bidders" icon at the top of the auction dashboard.   ![main auction dashboard](https://ucarecdn.com/d4b430c0-cf7e-4144-91b1-f153e9fe328e/) 2. From here, you can search for an existing bidder in the Contact Search Window. This includes your contact list, invite list, or guest list.  You can search for bidders associated with your organization by first name, last name or email address.                                       ![search contacts for bidder](https://ucarecdn.com/be49431f-a1f5-421d-a3b5-e7272dc4301e/) A bidder is associated with your organization if they have bid in ANY of your auctions or if they have been added to your organization as a **CONTACT** on the main dashboard. If you want to search for a bidder that already has a Handbid account, but is not in your organization's contact list you will need to enter their exact email address on the left side under "**Contact Search**".  If the search results return the bidder you are looking for, you can select the radio button next to their name and their information will populate on the right side of the screen.  You may edit any of the information on the registration window *except* for the email and then select **REGISTER**.  If the search results *do not* return a bidder you can select the "**Register**" tab, add new bidder information and select **REGISTER**.  If you opt to register a new bidder, instead of searching for an existing contact, you can click the register tab, which will provide this screen. Make sure to fill out the red boxes and hit "Register" ![register new bidder](https://ucarecdn.com/54f872ef-d728-458b-a7ac-0837bb15f9b6/) The next screen will assign the bidder a paddle number to use in your auction.  You can also enter additional information about the bidder, add a credit card, or add for sale items that are available for check-in (under purchases).  Once you have added everything for the bidder, select the "check-in" button to complete.  This will text the bidder a welcome email with their paddle number and a link to login into the app.  ![bidder registered confirmation](https://ucarecdn.com/8db19835-bb9b-4546-b150-ed9e53e71d6b/) Handbid Best Practice: Enable your users to register themselves for a more seamless check-in process. You can learn more about self-registration  [HERE](/bidder-self-registration/) --- # How to Edit Bidder Information URL: https://help.handbid.com/how-to-edit-bidder-information/ To edit bidder information,  go to **People > Bidders** on the left navigation of the auction dashboard. A list of all bidders will appear. ![Auction left side menu](https://ucarecdn.com/073c94cb-efd7-4c5b-b6ba-ab8c374ab3b6/) 1. Enter the bidder name or email into the search bar at top of the screen and select **GO** 2. Click the bidder name from the list 3. The bidder detail window will appear as a popup. From here you can: - - Select **PRIMARY INFO** to edit information for a bidder such as; name, alias, sponsor, notes, placement, party size as well as enabling Administration Rights.  - Select **ADDRESS** to edit or add addresses. A user can have multiple addresses, such as Work, Home, and Billing. One of the addresses must be designated as the Primary address. The Primary address is also the Shipping address which is also the address that will be pulled into reports.  - Select **DEVICES** to view the type of device a bidder has registered with (iPhone/Android).  You can also change how the users receive messages from Handbid on that tab (Push/SMS).  - Select **BIDS or PURCHASES** to view or delete bids and purchases for a bidder. - Select **CREDIT CARDS** to view current credit cards on file or add a new credit card.   - Select **FAVORITES** to view the items that the bidder selected as a favorite. - Remember to **UPDATE** when you are finished. NOTE: For security purposes, an Auction Manager does not have the ability to change a user's email address. For additional assistance please email our Service Team at service@handbid.com. ![bidder primary info tab](https://ucarecdn.com/7153e05b-f573-4233-a0a5-ad6ca23aea88/) At the top of the bidder pop-up, you can view if they are checked in, has a card on file, and see how many total bids they placed in the auction as well as total purchases. You can also see how many total items they have purchased.  From the labels at the top of the bidder window, you can - Place a bid  - Make a purchase - Send a message *only* to this bidder using the notification preferences that the bidder has set (Push or SMS) - Send a login link to this bidder's cell phone. - Swap Paddle Number - click the 3 dot icon to swap a paddle with another guest OR if [manually assigning paddle numbers](/how-to-manually-assign-paddle-numbers/) is selected in your settings - you can enter a custom paddle.  - Remove this bidder from the auction. Click the 3 dot icon and select "remove bidder"(*NOTE: This will not delete their account it will remove them from this auction.)* --- # How to Find and Add an Existing Bidder to My Auction URL: https://help.handbid.com/how-to-find-an-existing-bidder-and-add-them-to-my-auction/ Sometimes a bidder will tell you that they have already registered for Handbid.  If they are not showing up in your auction,  it still may be possible they are registered within the Handbid system.  In some cases, a person will create a Handbid account but then when asked to register for your auction, they say "Browse". That will not add them to the bidder list but it will allow them to look at the items.  In those cases they will not become a bidder until they bid or purchase something or they go back and register for the auction.  If they wish to be registered, you can also add them from the Auction Manager.  To add them, start by clicking on the "Add Bidder" icon on your auction tool bar. ![main auction dashboard](https://ucarecdn.com/d4b430c0-cf7e-4144-91b1-f153e9fe328e/) This will pull up the "Add Bidder" dialog.  Normally you would search by last name, sponsor, etc. to look up data in your guest list or contacts. However, if you type in an email address in the search box (have the user tell you which email they registered under), you can search the entire Handbid user database for this person.  If they have a Handbid account under that email, it will appear.  You can then select this person to add them to your auction and assign them a Paddle Number. ![search contact for bidder with contact](https://ucarecdn.com/2fb77a86-7dc5-48c2-acf3-34fdd0f033ff/) --- # How to Lock Remote Bidding URL: https://help.handbid.com/how-to-lock-remote-bidding/ This feature can be used for multiple reasons and these reasons can differ from live and silent auction items. For example for silent auction items, you may still want to display an item on the auction site but do not want to accept bids for the item. For a live auction item, during your live-streamed event, you may want to prevent bids from being accepted online while you place an in-room bid (floor bid). This feature is not needed for a normal Live Auction.   ### Enabling the  "Lock Remote Bidding" feature While creating or editing your live or silent auction item in the "ITEM INFO" tab you can choose to lock your remote bidding.  ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/afde522f-5776-44d2-a7a7-08646b2b2989/) Both live AND silent auction items will display the message "Online bidding currently disabled for this item" if this option is selected. If you do not select "Lock Remote Bidding" on a *live auction item* and the item is NOT promoted you can customize this message.  To learn more about how to customize this message you can read [this article](/live-auction-image-function/) or [this article](/customize-message-templates/).  ![lock remote bidding silent](https://ucarecdn.com/52e7f8bc-f982-489f-8508-950e4f2a911a/) ![lock remote bidding live](https://ucarecdn.com/b0a0e24c-f55e-4645-a6ac-65249bc6bb13/) --- # How to Place a Bid for a Guest on the Desktop URL: https://help.handbid.com/how-to-place-a-bid-in-the-auction-manager/ Handbid allows you to place a bid on behalf of a bidder. You can get to the Bid window from multiple places within the auction manager.   1. Select the gavel icon "Bid/Buy" at the top of the auction dashboard.                                ![main auction dashboard](https://ucarecdn.com/d4b430c0-cf7e-4144-91b1-f153e9fe328e/) 2. You will need to select both the bidder and choose the item to place the bid.                               ![place bid](https://ucarecdn.com/d2c32485-4bed-44ec-a1aa-8e8ddeedf062/) 3. Select the item you want to bid on from the items listing on the left-hand side of the dashboard.                         ![Auction left side menu](https://ucarecdn.com/073c94cb-efd7-4c5b-b6ba-ab8c374ab3b6/) 4. Select the "gavel" icon from the detail window (see below). The item will be selected for you, but you will need to select the bidder.                                   ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/f7ecf531-030d-4e0a-9e62-a052c892e8f7/) 5. Select the bidder you want to bid for from People > Bidders listing from the left menu bar. Select the bidder you want to place a bid for.            6. Click the gavel icon to place the bid. The bidder will be selected you will need to select the item.                                           ![bidder primary info tab](https://ucarecdn.com/7153e05b-f573-4233-a0a5-ad6ca23aea88/) 7. Once you are in any BID window you can place a BID, MAX BID, or BUY IT NOW!   - To place a max bid, use the **\-/+** buttons to determine your max bid price. Select the **MAX BID** button to submit your bid. **Note: The Handbid system will place a current leading bid for the item. It will continue bidding on behalf of the bidder in the determined bid increments for the item against competitive bids up to the max bid value.** - To place a regular bid, use the **\-/+** buttons to determine your bid price. Select the **BID** button to submit. --- # How to Remove Bids from an Item URL: https://help.handbid.com/how-remove-bids-from-an-item/ Sometimes, guests make an accidental bid or realize they placed a bid on the wrong item. In any case, you can remove bids from items. This article will overview the parameters for removing bids from an item.  Removing bids from the top down will notify the next highest bidder that they are now winning the item. If you remove bids from the bottom until you reach the top, this will ensure that none of your bidders are notified when you remove the bids from the item.  #### **If you need to remove all bids from an item in your auction:** 1. In the Auction Dashboard, go to **ITEMS > ALL.** Then search for the item from which you need to remove bids. 2. Click on the item name to open up the item settings window 3. Click on the **BIDS** tab and begin ![Item bid history](https://ucarecdn.com/b1a10d00-b595-433e-b0a4-1b5fae811d62/) ![remove bid lightbox](https://ucarecdn.com/95f7070c-8817-4565-b916-69fe172fc6a0/) ![bid history with removed bid](https://ucarecdn.com/fc63b318-a5da-4499-85fc-5310c6ce0a02/) 4. To remove the bid, select the trash can icon on the right-hand side. Start at the bottom removing bids to the top so the last bid you remove is the green "Winning Bid". 5. Once you have removed all the bids on the item it is very important that you **do not** select the green "Update" button because it will mark the item sold. After you remove all the bids, you can either keep the item open, remove the item or hide it from your auction depending on how you want to handle the item.
      --- # How to Send a Bidder Login Link URL: https://help.handbid.com/how-to-send-a-bidder-login-link/ The bidder will receive a text message with a login link when they create a Handbid account or when they become a bidder at check-in.  On occasion, a bidder may have deleted the text with the login link that Handbid sent them. To resend a text with the login link, simply go to the **People > Bidder** section on the left navigation of the auction dashboard. 1. Type the bidder name or email into the search bar. 2. Click on the bidder's name. 3. A bidder details window will appear. Click the **Login Link** icon located at the top of the details window. A new text will be sent to the bidder's phone with the login link. ![bidder primary info tab](https://ucarecdn.com/7153e05b-f573-4233-a0a5-ad6ca23aea88/) **Here is a video to demonstrate how to send a bidder login link:**
      --- # How to Send a Broadcast Message to Your Bidders URL: https://help.handbid.com/how-to-send-a-broadcast-message-and-suggested-messages/ ### How to Send a Broadcast Message The Send Broadcast Message" feature allows you to send push or SMS (text) notification messages to all of your bidders. Select the **"Messages"**  icon  -> Send Broadcast Message at the top of the auction dashboard.  Create your message , select a recipient group from the drop-down menu above the message window, then click **"Broadcast a message".** This will send a message to all of the registered bidders in your auction.  These messages are only sent to current registered Bidders, not your Guest List or Invite List.
      First, consider writing out your messages before the event day so you can ensure consistent messaging. A good communication strategy can improve your auction results. Once you've put together a communication plan, you can begin sending out broadcast messages at specific times you've planned for. ### Features of Broadcast Messages The broadcast managing tool allows you to be more direct with your users, feature items, write templates, and select specific user groups that you would like to receive the message. ![send broadcast message](https://ucarecdn.com/c5bb078b-3360-41b3-9049-5615140e58ee/) 1. If you are looking to send your messages to a specific group of bidders, you can utilize the box tagged “Who do you want to send the broadcast to?” Choose one from the five list options: “All Bidders”, “Bidders with no bids”, “Bidders with unpaid invoices”, "All users with an invoice" and "All ticket purchasers" 2. You can now draft your messages in advance. Under the broadcast message box, you will see a button tagged “Save Template.” Once you save your template, you can select it when you are ready to use it by using the “Select Template” box.  3. When you open the broadcast management tool, choose between Bidder tokens, Event tokens, and Organization tokens to personalize your messages to your bidders. 4. Promote items in the broadcast message tool by selecting the item that you want to be paired with your message. When a bidder clicks the broadcast message, it will direct them to the promoted item. 5. Populate a broadcast message from a saved template. You will have the ability to edit the message before you send it. You can create your message in the 'Insert Broadcast Message here' window. Broadcast messages are limited to 285 characters. Once you finish creating your message, click the  "Broadcast a message" button to send it. ### Allow Managers to send broadcast messages to a filtered list of bidders (ex - 'Bidders with an unpaid invoice',  'All ticket purchasers', etc) ![](https://ucarecdn.com/3d149970-b391-41fe-bbd5-bb712998dbb0/) ### Send broadcast messages to selected bidders.  You can now send a broadcast message to only selected bidders from your bidder list.  Navigation to your bidder list and check the box to the left of the bidders you wish to send a message to.  The select "Send Broadcast"  from the Bulk Actions menu. This will open the Broadcast message window.  ![All\_Bidders\_TEST\_\_\_Awesome\_Knowledge\_Base\_Auction\_\_\_Handbid\_Inc\_](https://ucarecdn.com/89ab7ec4-d3bb-4e35-9007-1faba2f10d28/) ### Editing or removing saved templates By clicking the "Templates" tab within the broadcast message menu, you can edit or remove any saved templates. ![broadcast templates](https://ucarecdn.com/2658e71c-3f16-47ee-bad9-30f92bbafcf5/) ### Copying your saved templates to a new auction or campaign  When you duplicate your auctions/events, you will be given the option to “Include Broadcast Templates.” This allows you to carry over old templates that you would like to continue using in your next auction/event.  ![copy auction options](https://ucarecdn.com/513a268e-37e6-44fe-9511-fd35a8e0292a/) ### Sending broadcast messages from the iPhone app You must first go into a bidder profile to enable admin rights to send a broadcast message. If you are an Auction Manager, you may already be a bidder. If you are not a bidder, [this is how](/how-to-create-or-add-bidder/) you can add yourself as a bidder in your event. You then need to edit this bidder to enable the Admin Rights to send broadcast messages.  **Check the Event Broadcast box and press the green SAVE button to update the bidder.**  ![bidder primary info tab](https://ucarecdn.com/7153e05b-f573-4233-a0a5-ad6ca23aea88/) When you log into your event on the mobile app, swipe right to access the Dashboard page. You will see a bright blue admin button at the bottom of this Dashboard page. Once clicked, you will be presented with a menu that has all the checked admin boxes from the bidder profile.  ![iphone admin rights](https://ucarecdn.com/97c22637-6d6e-4d6d-97ae-e0014cc3b34d/)         ![iphone select admin tool](https://ucarecdn.com/dad78617-c13b-47f8-aa96-883e387d1093/)       Select "Send Broadcast," and then, using filters, you can choose who receives the broadcast message. Then, you can send your message! Below are some best practices for sending broadcast messages.  ![iphone choose bidders for broadcast](https://ucarecdn.com/c5123db7-5794-4d0e-ab08-1bdad1f8c9e9/)         ![iphone write and send broadcast message](https://ucarecdn.com/84590627-ed82-4673-9e65-49d031becfa5/) ### Suggested Broadcast Messages We often get asked about suggested ways to engage bidders throughout your auction using the broadcast message tool.  Many of you want to know "what should I say" and "when should I say it?" Well, it is hard to give you specific times to say things as every event timeline is different.  However, here are some general guidelines to use and some examples that we often do during events: #### General Broadcast Message Guidelines 1. Keep them relatively short! People skim the messages. They don't "read." 2. The majority of your guests will be seeing these messages on their smartphones. Consider how you want to receive text messages on your phone.  3. Do not overwhelm your bidders with broadcast messages, as they may begin to ignore or mute them. 4. Include a CTA (call to action). Give them some info, but then INSTRUCT them to do something. For example, “Check out this great vacation opportunity.” Select the item you are referring to from the ‘SELECT ITEM TO PROMOTE’ section of the broadcast message tool. #### Timeline of Messages and Examples Here are some suggested messages during various times of your event. **Pre-Event**  We recommend opening your Silent Auction early and encouraging bidding activity prior to the event date. Here are some ideas of messages to send your bidders leading up to the event: - *The {insert organization token} Silent Auction is now OPEN for bidding! Open the Handbid App and swipe to view XX categories and over XX items.*  - *New items are being added daily to the {insert organization token} Silent Auction. Check out the XX item we added TODAY! (PROMOTE ITEM)* - *The LIVE AUCTION items are now available to preview!* - *Only 2 more days until the {insert event name token}. Check out this cool new item we added today! (PROMOTE ITEM)* - *Do you think you can place the most bids in the {insert organization name} Silent Auction? A special prize will be awarded to the winner with the MOST bids on the night of our event! TRUST US, you will WANT this prize!*  **Day of Event** **Prior to the start of** **Check-In** **(before guests arrive)** If you opened your auction early or have registered bidders, then consider sending these messages out several hours PRIOR to registration start: - *We are looking forward to seeing you TONIGHT at the {insert token}. Check-in starts at 6 pm. Please be sure to charge up your phone before you arrive!* - *Check-in for {insert token} starts tonight at 6 pm. Bypass the line by having Handbid set up on your phone and a credit card on file before you arrive!*  - *On your way to the event? Parking is available in lot XX next to the venue.  Be sure to have the Handbid app installed and your phone charged!* - *We look forward to seeing you TONIGHT at XX event. Your paddle number is {insert token}, and your table number is {insert token}. Please stop by to check in when you arrive to pick up your {paddle number, program, etc.}.* **During the event**  Most of your guests are here. They are mingling at the bar or looking at items. Either way, you need to get them engaged in your auction and remind them that there are items to bid on!  - *Welcome to {insert token}!  Have you purchased a {drawing ticket, Heads or Tails, Wine Wall etc}? It’s your chance to win {example: a bottle of wine valued at $100 for only $25} {Increase your chances at winning the trip for 4 by purchasing more Heads or Tails tickets}* - *Silent Auction Pro-Tip! Set a MAX BID and allow Handbid to bid on your behalf. Simply set it and forget it!*  - *Tired of scrolling to find the item you love? Mark an item as a favorite. Then search the FAVORITES category to quickly navigate to the item.*  - *Swipe left to view the NO BIDS category. We just dropped the starting price by XX. It’s your chance to help the {kids, animals, organization} by getting the bids started on these great items!*  - *We have 'X' lonely items left in our NO BIDS category!  They don't want to come home with us tonight, they want to go home with you!  Your office needs this new popcorn machine! (PROMOTE ITEM)* - *JUST ADDED! {add information about the item} (PROMOTE ITEM)* - *SORT BY BIDDERS WITH NO BIDS for targeted messaging - Something not catching your eye in the Silent Auction? Consider making a donation to {organization}. Swipe left to the {name of category} category, choose a giving level and add it to your invoice to pay at the end of the night. Every amount counts and matters to our cause!* - *Dinner will begin at 7pm. Your table number is {insert token}.* - *A (John Elway signed helmet) with NO BIDS? Come on Broncos fans! This event is in Denver, not Boston.  Show some team pride and bid on this already. (PROMOTE ITEM)* - *Can you believe it? A week in Cabo in a 1 Bedroom is going for $700? Jump on that! (PROMOTE ITEM)* **After setting the timer** After the timer is set (provided you have 15-20 minutes and did not set a 2-minute timer), you can send out some additional tips on how to bid toward the end. - *The auction countdown timer is set! Be sure to set MaxBids on those items you really want to win, don't lose out!* - *Auction will close in 'XX' minutes.  Be sure to set your MaxBids so you don't miss out on those last-minute bids!* - *2 Minutes left in the auction. Bid, bid, bid!*  **After the timer ends and the auction is closing** Once the auction closes the audit is complete (please note, this can take a few minutes depending on how many items/categories are closing and your internet connection), it’s a good idea to continue messaging to help direct the guests on what comes next. Here are a few examples: - *That's a wrap! The auction is closed and invoices are finalized. Any items you won have moved from 'WINNING' to 'PURCHASED' on your Handbid dashboard. Tap the menu to view your receipt and pay from your phone.* - *Wow, what a great auction! We really appreciate your support. To expedite your check out, please review your invoice and pay from your phone. Show us your PAID invoice on the phone at check out and we will gather your items for you to take home.*  - *Thank you for a successful auction! Checkout starts at XX pm in the YYY (location).  Be sure to pay your invoice on your phone and pick up your items before you leave. Travel safe and thank you for your support!* **Post Event**  - *Thank you for attending the {insert token event name}. With your help, we raised over* *$XXXX**. Travel safe tonight and thank you for supporting the {insert organization token} mission to {example: end prostate cancer}!* --- # How to Send a Message to an Individual Bidder URL: https://help.handbid.com/how-to-send-a-message-to-an-individual-bidder/ Handbid allows you to send a message or notification to an individual bidder (this will go out to one specific bidder as opposed to your entire bidder list). To do this, go to the left navigation of the auction dashboard and click, **People > Bidder.** 1. Type the bidder name or email into the search bar. 2. Click on the bidder's name. 3. A bidder details window will appear. Click the **Message** icon on the top of the bidder details window. ![bidder primary info tab](https://ucarecdn.com/7153e05b-f573-4233-a0a5-ad6ca23aea88/) 4\. Type the message you wish to send in the window and hit SEND. ![send message to bidder](https://ucarecdn.com/67b3ad3d-6d00-4ddf-b4c1-084c3973c800/) 5\. The message will be sent as a push notification if the bidder has accepted push notification or as a text message if they have not accepted push notifications. --- # Organizational Contacts URL: https://help.handbid.com/managing-contacts-in-handbid/ Handbid allows you to manage a growing list of contacts.  These contacts represent a global list of people who have attended your events, bid in your auctions, made donations, purchased items, etc.  Every time someone registers as a bidder, Handbid will create a contact record for them. This contact ID will be stored until either you, the Handbid Service Team, or the contact owner (the bidder / donor) removes it.  #### **The contact list will be useful for you for these reasons:** 1. Contacts represent a global list of people who have interacted with your events.  2. Contacts are a great repository from which you can invite past attendees or bidders to participate in your next event. 3. Contact is the record type that Handbid can sync to your CRM.  We are continuing to add more and more CRMs to our list of live sync, so be sure to ask our Service Team about that ([service@handbid.com](mailto:service@handbid.com)). Otherwise, you can import contacts from your CRM into Handbid or export your Handbid contacts to your CRM using CSV files.  Please note that a contact MUST have an email address so that we can identify the person and track their activities across all of your events.  We connect this contact record to a Handbid user account for that specific purpose.  Also, if you are looking for a place to upload names to speed up event registration, this is likely not the place to do it.  It would be better to import those names into your invite list or guest list. Both of those lists will accept missing emails or incomplete information. --- # Removing a Bidder From Auction URL: https://help.handbid.com/removing-a-bidder-from-auction/ Sometimes people will join your auction when they are just browsing auctions on the website or in the app. Bidders will be added to your auction if they choose to bid or if they select the REGISTER button online from your auction page or purchase a ticket.  If you believe someone has incorrectly joined your auction you can remove them by:  1. From the Auction Dashboard, Select PEOPLE > Bidders 2. Click on the Bidder Name you wish to remove 3. When the bidder profile window appears, click on the 3 dots, and then click on the red garbage can icon to remove the bidder. **IMPORTANT THINGS TO NOTE:** - Removing a bidder from your auction does not remove their bidder account.  It only removes them from getting information on your auction. - If they have a purchase or bid on your auction you cannot remove them. - Once a bidder is removed you cannot reuse their paddle number. ![Bidder Permissions for someone who is also a manager](https://ucarecdn.com/8266d880-d79a-42a3-b789-19087e1c4aac/) --- # Viewing Bid History URL: https://help.handbid.com/viewing-bid-history/ During your auction, you can view bid history for a given item and see what max bids have been placed on an item.  To view this information: 1. Select an auction item from the list of items within the auction dashboard 2. On the item detail window select the BIDS tab and view bid history.   Here you can view your bid history for the item including date/time, bidder's name and the bid amount.  You can also delete bids from this tab. As the auction manager, you should never share this confidential information with other bidders. ![bids tab](https://ucarecdn.com/a9f4267f-9cc5-41f0-adb9-c03970f0891a/) **NOTE:** We do NOT recommend you delete bids during your auction as it becomes very confusing to the bidder who thought they were losing an item and are now winning the item. If you must delete a bid you can select the DELETE button to the far right.  We recommend that you consult with the previous winner before deleting a bid. --- # Allow Bidders to Pledge Donations URL: https://help.handbid.com/allow-bidders-to-pledge-donations/ Pledge donations allow bidders to make a donation without charging their credit card on file. If you do not have this setting enabled, your bidders will be required to add and charge a credit card in order to make a donation. Allowing bidders to pledge their donations can be beneficial in a couple of different ways. Here are a couple of reasons why you would want to allow this. 1. *If you are encouraging bidders to place donations through the app, they can easily add a donation to their invoice without having a card on file. This makes it faster for donors to quickly make a donation without getting discouraged by taking extra time to add credit card details.* 2.  *If you are encouraging donors to place donations through Handbid, but are processing payments outside of Handbid, this would be a great option to house your financial reports.* To enable this feature, you will need to go to your auction setting gear wheel and then the FINANCIAL tab. In the "**DONATIONS**" tab, you will see the "**Allow Pledged Donations**" checkbox under the donation block. Make sure that the checkbox is checked if you want to enable this setting. Whenever you make changes in the auction manager you will need to select the green update button. ![donations tab (auction, p2p, campaign)](https://ucarecdn.com/26704903-f027-4eff-b95d-e1eea15a3344/) **What will your guests see?** When this setting is enabled your bidders will see the option to make their donation as a pledge. ![Payment step](https://ucarecdn.com/e87226ab-11b0-4bbb-8086-b0d0ba2ce903/) If the donor chooses to PLEDGE they will get a message letting them know their donation is complete.  ![donation complete](https://ucarecdn.com/1f227290-0b42-4fbf-9481-47dc855a1c10/) Their card will NOT be charged! The donation will be added to their invoice, which can be viewed through their shopping cart (upper right-hand corner).  ![Profile cart ticket favorites ](https://ucarecdn.com/cf72111a-21db-46dd-bd48-05ce8f157be1/) --- # Assigning a Fundraiser to a Team URL: https://help.handbid.com/assigning-a-fundraiser-to-a-team/ Fundraisers have the option of joining teams when they create or edit their page.  However, managers can also assign fundraisers to teams individually or in bulk. ### Assigning a single fundraising page to a team A simple way to add a fundraiser to a team is to find the fundraising page in the manager and click on its name in the main window to edit its details.  Once the editor appears, you can select a team from a list of available teams and click **UPDATE** in the bottom right to save this change.                                             ![assign page to team](https://ucarecdn.com/5715a729-cd3c-4ce4-8b8a-274cc7fd18c7/) ### Assigning pages to a team in bulk If you have a number of pages to add to a single team, it is probably better to do this as one bulk edit.   First, find the pages in your list that you wish to assign to a page and select them each by clicking on the checkbox next to each page name:                                       ![Bulk assign page to team](https://ucarecdn.com/9e59b32b-3620-4d56-9ff8-d06155a168de/) Once you have your pages selected, click on the **Bulk Edit** button (paper-pencil icon) just above the list to bring up the bulk editor.  In the bulk editor, select "Assign to Team" and then select the team you want the pages to below to and hit **EDIT** to complete.                                                 ![edit pages in bulk](https://ucarecdn.com/3bcb0c3e-a46d-4e7b-90f6-00b941ed07d3/) --- # Conducting a Dessert Dash Using Handbid URL: https://help.handbid.com/conducting-a-dessert-dash-using-handbid/ A popular game that some charities run at galas is a Dessert Dash.  Basically, in a dessert dash, each person at a table (individual or couple) bids an amount for "dessert".   These bids are then accumulated and totaled for the entire table.  Then an auction MC or announcer will announce the winning table (based on the highest combined total bids for the table).  Then that table will select a dessert from the table and partake!  #### **So how would you do this in Handbid?**  First, you will need a system to collect bids for the dessert. While you could do this in Handbid, it's not designed to allow you to easily tabulate total bids based on a user's table. For now, you should create bid cards for their dessert that include their Paddle Number and their Table Number.  Have one of your staff members collect the cards and total them by table to determine the winners and the order in which they should select their desserts.   Assuming now you need to enter the individual bids in Handbid.  Here is how we suggest you do that: 1. Create a Dessert Dash Item as a For Sale Item with a price of $1 (or $5 if you intend to force people to bid in $5 increments) 2. Either Hide the Item or DO NOT put it in a category. Either way, the item will not show up on the mobile devices. 3. On the back end, record a purchase of this item for every bidder.  In the purchase window, use the quantity button to indicate the total for each bidder. 4. This will then show up on their invoice. #### **Could I do this in the apps?** You could expose this Dessert Dash item and have people purchase it at any amount they want to represent their bid. If you go this route, you will need to export the purchases list and determine on your own (usually in a spreadsheet) what the winning totals were per table.  If you have hundreds of guests, this could save you a bit of time to do it this way, provided you know which table each bidder was sitting at (not everyone enters that information in Handbid, so it may not be available there). --- # Create a Peer-to-Peer Event URL: https://help.handbid.com/start-here-creating-a-peer-to-peer-fundraiser-on-handbid/ 1. Article Index: *To skip ahead, click a section title below.* 1. [Peer-to-Peer Fundraising Setup Instructions/settings](/start-here-creating-a-peer-to-peer-fundraiser-on-handbid/#setup-instructions) 2. [Info Tab](/start-here-creating-a-peer-to-peer-fundraiser-on-handbid/#info) 3. [Team Tab](/start-here-creating-a-peer-to-peer-fundraiser-on-handbid/#TeamTab) 4. [Goals Tab](/start-here-creating-a-peer-to-peer-fundraiser-on-handbid/#goals) 5. [Event Info Tab](/start-here-creating-a-peer-to-peer-fundraiser-on-handbid/#event-info) 6. [Images/ Tab](/start-here-creating-a-peer-to-peer-fundraiser-on-handbid/#event-images) 7. [Financial Tab](/start-here-creating-a-peer-to-peer-fundraiser-on-handbid/#event-financial) 8.  [Donations Tab](/start-here-creating-a-peer-to-peer-fundraiser-on-handbid/#donations-tab) 9. [Fundraisers Tab](/start-here-creating-a-peer-to-peer-fundraiser-on-handbid/#fundraisers) 10. [Sponsors Tab](/start-here-creating-a-peer-to-peer-fundraiser-on-handbid/#sponsors) ### Peer-to-Peer Fundraising Setup Instructions We will cover each of the Settings Gear Wheel tabs in a Peer-to-Peer fundraiser setup below. #### 1.   Info Tab This tab is where you will enter the name of your Peer-to-Peer and overall options.  The key fields on this tab are the Name,  Peer to Peer URL, and status. ![Peer to peer Info Tab](https://ucarecdn.com/f8f0cc39-f6ee-4b21-a38d-d9efd327933f/) - **Fundraiser Name** Give your name some careful consideration as your URL will be built from your name.  **If you, later on, change the name, your URL WILL NOT CHANGE to match it**. This is to preserve any broken links on the site from external systems that have saved your URL (including search engines).   - **Fundraiser URL** When you are creating a new fundraiser, you will not have the option of changing this.  Instead, you will see it populated with some strange characters. Just ignore those as your URL will be created off of your Name.  For example, if you name your event, "Miracle Move a Thon", then your URL will be created as [https://events.handbid.com/fundraisers/miracle-move-a-thon](https://events.handbid.com/fundraisers/miracle-move-a-thon) - **Fundraiser Status** For a new fundraiser, this will default to setup.  Do not change the status on this page.  Instead, change the status on the main fundraiser page. ![Change Auction Status](https://ucarecdn.com/f125a365-1649-4030-af8b-690c5f933552/) **Statuses include the following:** - **SETUP** - This is a construction status. In setup mode, no external person or system can see the fundraiser. Instead, it will only be visible in the manager.  - **PAUSE -** This will pause your auction or fundraiser and will not allow donors to participate until you unpause. - **PREVIEW** - When you are ready to have people preview your site but not yet make donations, then you can put it in this status.  - **PRESALE** - This state will allow you to sell tickets or any other items marked available for pre-sale.  Fundraising pages will not be visible - **OPEN** - When a fundraiser is open, it will be visible and all pages (that are open) can accept donations. - **CLOSED** - When you are ready to end your fundraiser, you can move it to a closed status. This will close all open fundraising pages and disable future donations to pages. - **Placement Label** If your event will have guests and you want to organize them into seating or placement, then you can add a label here for your placement method. For example, if you are hosting a Gala and you will organize your guests into Tables, then put "Table" in for the placement label. However, if you are hosting a golf tournament and your guests will be organized into carts or "groups", then put in "Cart" or "Group" here.  The label is used to notify guests (and you) where someone will be (e.g. Table 12 or Cart 18A). - **Item Sort Method** If you intend to have items in your fundraiser, your guests will see them sorted in Alpha order. If you prefer to sort them by their item codes, then change this option to "Code" #### **2\. Team Tab** *You can select a pre-defined role AND add/remove additional/some of the permissions, if you wish.* The Teams feature allows you to assign roles to your team members.  Each predefined Team role has different levels of governance and permissions so that you can determine who needs access to specific processes and information for your event.  ![Teams Tab](https://ucarecdn.com/6cf8cc88-9eb8-48c9-b9a2-834fc8aa3908/) ![Edit Team Member Permissions](https://ucarecdn.com/6659d84a-8ab7-4479-b044-149c4a01b808/) #### 3.   Goals Tab This tab is where you will enter your Fundraiser's goals.  Goals are important because they drive the thermometers in the manager. In addition, they provide some perspective on your fundraiser's performance. To help you establish a fundraising goal, we have structured the Page goal as a two-step process.  Managers have access to set custom goals or use page goals.                                     ![Screenshot 2025-02-14 at 1.45.49 PM](https://ucarecdn.com/e5c2ac39-a46c-4e6d-8e5e-61e844d424b8/) - **Step 1 - Page Goal** In simple terms, how many pages do you want to have?  Another way to phrase the question is, "how many fundraisers do you want to recruit?"  Perhaps you have a population of 1000 people in your donor management system and want to recruit 10% of them to create a page and raise money for you.  Then you would set a page goal of 100.  Peer-to-peer works when you have people connecting to your fundraiser and creating pages.  The power of your social network reach is amplified with each new fundraiser added.  So recruiting fundraisers is a critical success factor!   - **Step 2 - Page Revenue Goal** For each fundraiser, your next step is to set a target page goal.  This will be the default goal that each fundraiser will have when they create their page (although they can change it).  It is hard for us to recommend a number here. Only you know your fundraisers and your organization, so only you know what is possible.  We do recommend you be reasonable here.  If you were planning to recruit 100 fundraisers and felt that each should be able to raise $500 each, then set $500 as your per-page goal and monitor it.   The product of your page goal and per-page-revenue goal will be your overall fundraiser revenue goal. In this example, our 100 pages each with $500 raised would give us a $50,000 goal.  If you go through this exercise and the result is more than you expected, then you can either leave it or adjust either step.  Likewise, if the product was LESS than you expected, then you need to decide which factor you want to adjust (number of fundraisers or per-page goal).  Our only recommendation here is to make sure you put in something achievable.   - **Ticket and For Sale Item Goals** You can also put in goals for your ticket sales or "forSale" items you add to your fundraiser (e.g. merchandise).   - **Show Goal and Progress** This checkbox will allow you to share (or hide) your event's progress on the Events Site. If you uncheck this box, then your event's thermometers will be hidden.                                                  #### 4.   Event Info Tab This tab is where you will enter your Event information. If your event is purely online, you don't need to set a location, but you will need to set a timezone. You will also want to set Start and End times for your event.                                          ![Event tab (auction,p2p,campaign)](https://ucarecdn.com/d38c8db9-2835-45f1-b80a-633757a71e90/) - **Event Location** If you are hosting an event at a physical location, then you can use this field to enter in that location.  Handbid uses Google Places to look up the location, so its best to try something like "Budweiser Events Center" rather than 5290 Arena Circle, Loveland CO.  If Google finds the "Place", Handbid will populate the "location" with the place's address and then put the name of the place in the vanity address field.   - **Event Time Zone** In addition, Handbid will use the event's location to populate the timezone.   If you do not specify a location, then you will need to separately specify a timezone for your event.  Timezones are based on Country, so if your Organization country or Event country is not specified, this will default to the United States. You can always CREATE your event, and then correct the country setting and update the timezone after your event is created if you noticed this was not correct.  - **Event Start and End Times** All events start at a certain time and end at a planned time. Your fundraisers and donors will want to know when those are.  Specify them here. **These should be entered in military time.  For example, 10:00 PM is 22:00:00.** - **Event Description** You have 8000 characters to write up a detailed description of your event.  You also have some basic formatting abilities here.  Note that special formatting will consume more of your character limit as some hidden formatting characters are added to the text (e.g. **bolded text** will store like Bolded Text (adding in 6 additional characters you won't see) - **Fundraiser Images** You can add up to 3 additional images that will appear on your homepage.  To add these images, click on "Add Image" and select the image you wish to add. #### 5.  Images Tab This tab is where you will add a logo and banner for your event fundraising page.  ![p2p banner](https://ucarecdn.com/c7295adb-a833-4efc-b909-f87a55a84afa/) ![Images Tab](https://ucarecdn.com/99527e74-295b-4136-b3de-a80253d4ea51/) - **Peer to Peer Logo**  Similar to the Handbid auction logo, this is a square logo that will appear on your fundraising page in the upper lefthand corner.  - **Peer to Peer Banner** The event banner is a wide banner on the top of your event page. This banner is a great way to provide some custom branding to your event page.   We have an article for Auctions on how to [make your logo and banner look the best they possibly can](/creating-your-auction-logo-and-auction-banner/), and those instructions apply here as well.  We strongly recommend you read through that article *(click the highlighted text in the previous sentence)* before you create your logo and banner. - **Peer to Peer Social Media Image** The social media image will show on any social media platform where you choose to share your fundraiser. - **Peer to Peer Donation Ticket** The peer to peer donation ticket image will show up on your ticketing page (if you have this associated with your fundraiser), and your donation page.   - **Default Page Photo** The default page photo will show up on any fundraiser's page unless they choose to replace it with their own photo.  #### 6.   Event Financial Tab This tab holds the financial settings for your fundraiser including credit card processing, donation levels, premiums, and fees.                                             ![Peer to peer financial tab](https://ucarecdn.com/4794bf69-6339-42bb-91c8-e54ca3156051/) - **Credit Card Processing & Require a Card** By default, you will want to check "Enable Credit Card Processing through Handbid", even if you intend to set up your own merchant account.  If this option is not checked, then you will not be able to collect donations online through the fundraising system!  For "Require a Card on file", this will not apply to donations and ticket sales, because in those situations, Handbid will process the transaction at the time the user makes it.  Instead, this option will only apply to forSale purchases made on Handbid that would generate an invoice for the user.  - **Default Donation Levels**  Here you can enter in the default options shown to users when making a donation.  Users will always have the option of entering in a custom amount as well.     - **Currency** Select your currency for donations and purchases.  This will be originally set to the default currency for your organization, but you can change it here.  Once a fundraiser has started, this can't be changed, so please make sure it is correct before you open your fundraiser.  - **Prompt Purchaser to Cover Fees & Enable by Default** This setting allows you to prompt a purchaser (in most cases a "donor") to cover the credit card fees associated with the transaction.  Handbid will present the option as a checkbox where the donor can opt-in or opt-out.   "Enable by Default" turns this option into an "opt-out" scenario, meaning the option will be "enabled" for the user and they will have to "un-check" it to opt-out of covering the fees.                 #### 7\. Donations Tab - **Enable Donation Page** This box **MUST** be checked in order to collect donations through your fundraiser - **Allow Pledged Donations** Pledge donations allow bidders to make a donation without charging their credit card on file. If you do not have this setting enabled, your bidders will be required to add and charge a credit card in order to make a donation. - **Set a minimum donation amount** This setting allows you to set the minimum amount a user can donate.  We recommend you consider a minimum that will keep your transaction fees below 10% of the purchase price.  Transaction fees are a higher percentage of a donation at lower levels because the per-transaction fee amount factors in a higher percentage.   For example, if your transaction fees were 3.5% + .30 per transaction, then a $5 donation in US currency would be 48 cents or 9.6% of the transaction amount.  However, if your minimum donation amount was $2, your fees would be 37 cents (19% of the transaction amount).  - **Allow Recurring Donations** A Recurring Donation will charge a credit card at the frequency chosen (monthly, quarterly, annually) . A donor will choose the amount, frequency and how many cycles to repeat the donation from the Event Page. Auction Managers can add and manage recurring donations in Manager. **IN ORDER TO ACCEPT RECURRING DONATIONS, YOUR STRIPE ACCOUNT MUST BE CONNECTED.** - **Donation Description** This will show up on your donation page.  This is a great place to indicate information about what causes are being supported through your fundraiser.  Managers can now disable general donations themselves.   - ![](https://ucarecdn.com/62aaaaa9-87b3-4173-a4c4-aac74702ed3c/) #### 8.   Fundraisers Tab This tab holds the fundraiser permission settings for your event.                             ![Fundraisers tab (p2p only)](https://ucarecdn.com/a71ed837-d1e2-406e-9b6f-c0ac2316cf73/) - **Allowing fundraisers to enter offline donations** An offline donation is a non-credit-card donation that your fundraiser may collect (e.g. cash or check).  In those cases, you can allow fundraisers to enter in offline donations which will create a donation in the system that will be connected to their page. When your fundraiser selects this option, a form will appear where they can enter in their offline donation information. Once they submit this, Handbid will create a donation and attribute it to their page. The donation will be marked as "unpaid" and an invoice with a balance due will appear on the backend.  You should instruct your fundraisers on where/how to send in the offline payments they collected (cash or checks). Once you receive the funds, a manager will need to log in to the backend and pay the invoice.                  ![p2p offline donation button](https://ucarecdn.com/eff21ebc-5d0a-4b3b-ad60-df4dad558cf9/)![p2p offline donation form](https://ucarecdn.com/d8055ba1-48a9-4195-a84d-a03616ac67e2/) - **Allowing donations to immediately update the thermometer** If this option remains disabled, the transaction will not appear on the fundraisers page (and their thermometer will not increase accordingly) until the invoice is paid.  If you would prefer to give the fundraiser credit for the donation, even though the monies have not been collected, then you can enable this option.  - **Auto-approve new fundraising pages and teams** By default, new pages created by fundraisers are put into a "pending" state and are not open to accepting donations. This gives managers the opportunity to review a page and approve it before it goes live.  If you would prefer not to do that and want all newly created pages to be immediately available for donations, then you need to enable this option. - **Allow fundraisers to create teams** This allows your fundraisers to form their own teams instead of you, the event manager, adding them in the backend.   - **Notify event hosts of big donations & big donations threshold** What is a big donation? Well, you will need to tell Handbid that by entering an amount in the "Big Donations Threshold" box.  Anytime a donation comes into Handbid that meets or exceeds that threshold, Handbid will tell you about it (send you a notification).  - **Notifications / Send Weekly Notification** This option will send out a weekly notification to all page owners at the time you specify. This is a good way to send out an update on progress and/or remind fundraisers about upcoming events.  You can modify the weekly notification message in the TEMPLATES tab. - **Privacy** This setting will hide the leaderboard option, the become a fundraiser option, and the fundraiser list.  All pages will need to be created or imported from Handbid Manager. #### 9.   Templates Tab When setting up your event, you will probably spend the most amount of time in this tab, as you need to add in a template for a variety of notifications.  *(Although, we recommend creating your fundraiser first and then coming back in to fully complete your templates)* In this section, we will explain how to create a template and use the tokens on the right as placeholders for event information.                                         ![Templates tab (auction, p2p, campagin) ](https://ucarecdn.com/a5f659b5-ea68-4909-a9d0-dff24cb5086d/) To edit a template, select it from the Template Name select box on the left side.  When you see a label next to the name that says "(!empty)", that just means that this template is currently BLANK.   Please follow [this link](/creating-your-fundraiser-templates/) if you would like more information and details on the peer-to-peer templates. As you change out templates, you will notice that the available tokens on the right will change.  Handbid tries to provide only relevant tokens for the template you are currently editing.  #### **Inserting in Placeholder Tokens** Placeholder tokens are organized into three groups:   - **Donation Tokens**: information about a specific donation.  This includes the donor's information, the fundraising page info, and details on the donation. - **Event Tokens**: information about the event (name, date, primary contact) - **Organization Tokens**: information about the organization that is running the fundraiser (Name and Tax ID) To insert a token, find a location in your text (in the left text box) where you want to insert it, and then click on the token name on the right.  It will insert it in this format For example, if you wanted to create a Default Thank You that said addressed the donor and thanked them for their donation, your template may look something like this: Dear \[\[donationFirstName\]\], Thank you so much for your generous donation of to \[\[donationFundraiserName\]\]'s page. Your donation has now put \[\[donationFundraiserName\]\] at \[\[donationGoal\]\]% of their goal! Your donation will go a long way to helping \[\[organizationName\]\] achieve its goals. We really appreciate it. Also, do not forget,\[\[organizationName\]\] is a registered charity with TaxID: \[\[organizationTaxId\]\]. You will receive a separate email with your receipt that you can share with your accountant. Once you are done editing your templates you can move on.  When creating your fundraiser for the first time, we recommend coming back into this dialog to edit these after your fundraiser has been created. #### 10.   Sponsors Tab You can add sponsor logos to your event home page by adding them here on this tab.                                    ![Peer to peer sponsors tab](https://ucarecdn.com/0f04785a-7af0-4cb7-8741-836740c5b3b0/) To add a sponsor, click the "Plus" icon and complete the following information   - **Sponsor Name** - the name that you want to appear as the Sponsor. - **Sponsor URL** - this will be the web address that Handbid will direct users to when they click on your sponsor's logo.  In most cases, your sponsor will give you this URL.  Be sure to enter it in here accurately as the sponsor may have included some ad-tracking code in it. - **Sort Order -** by default, this will be 1. You can change this number to affect the sorting on the Events page. - **Sponsor Logo -**  Enter in an image that has a 180 x 150 pixel aspect ratio, which is a standard "Small Rectangle" ad size.  When you are done with these tabs, click "**CREATE**" to create your fundraiser.  You can then go into the fundraiser's dashboard to continue editing settings or start creating pages! --- # Create an Appeal Item (Direct Donation) URL: https://help.handbid.com/add-an-appeal-item-direct-donation/ In the Handbid system, donation items are APPEAL items.   To create appeal items, follow the steps below:  1. In the Auction Dashboard, from the shortcut menu, click "Items," select  "Create New Item" and select "Appeal." 2. In the item settings window, enter in: 1. **Item Name:** For instance, "*$100 Donation*" 2. **Item Cost:** Again, that would be $100, or the amount of the level you're creating. 3. **Category:** You will either create an Appeal/Donation type category or add it to an existing Appeal/Donation type category. Items must be in a category in order for them to be visible on the site. If you are running a paddle raise and you do not want your guests to see the appeals ahead of time, please take these items out of a category.  This will allow you to bulk enter the paddle raise without your guests seeing these items.   4. Add an Image. 3\. Click the green CREATE button to finish. If you add appeal items after your auction is open, you will need to return to the items and change them from pending to open for them to be viewable.
      --- # Creating and Managing Fundraiser Teams URL: https://help.handbid.com/creating-and-managing-fundraiser-teams/ A Fundraiser team is a collection of fundraising pages created by your donors (fund-raisers) to raise money for an organization or cause. A Team is made up of individual people who have created their own page and can live in a Team. A page must be created before it's able to be part of a team. **Example:** *Employees of Bank of America will create their individual fundraising page. Each person who creates their fundraising page will select their Bank of America branch as their Team.* Teams are characterized similarly to item categories. Each team will display as its own "category". When end-users make a donation, that donation must be attributed to an individual fund-raiser's page. **Example:** *If you go to Acme Foundation's Fundraiser site, you will click on the team that is associated with the person you are making the donation to. This donation will go toward the overall goal of the Team.*  A team's total amount fundraised is the combination of the amount raised by each of its team members.   Teams can be enabled or disabled by Handbid for your event.  By default, teams are enabled.  If you need them disabled for any reason, please contact Handbid support.  An example of a Team Fundraiser page is below. You will see in the image that the team members are listed at the bottom right.  When a user donates, they will be asked to specify a team member to receive the donation.                                               ![p2p donation page- end user](https://ucarecdn.com/22576086-a5db-402c-8a07-6868778a8d58/) ### Opening the Teams Editor 1. To create or manage a team, click on the Pages & Teams in the toolbar, then select 'Manage Teams' ![p2p manage teams](https://ucarecdn.com/22344c67-3566-4b23-96f5-8182049f7516/) 2. Click 'Create Another Team'  ![p2p edit teams](https://ucarecdn.com/c523ef47-0f52-435c-9029-5ec53a0dd4e0/) Creating a Team ![p2p create new team](https://ucarecdn.com/504d935e-a349-4927-888d-fb643255172c/) #### Team Name Give your team a name. You have a maximum of 32 characters #### Team URL This is the web link that will take users directly to the team page.  Handbid will auto-populate this field, so you don't need to modify it unless you want to. We do recommend you NOT edit this URL unless you are comfortable doing so. Web URLs have very specific requirements and some characters are restricted and cannot be used. ### Status No team will show up until you change the status to OPEN.  You can do that here. ### Leader Each team requires a Leader. Select the person that will be managing the team along the way! This can be the Auction Manager, or perhaps it's a teacher managing a team of student pages. The leader needs to be registered in the fundraiser.  ### Description A team description will show up under the photo or video on the team page.   Photo or Video A team page (similar to a fundraiser's individual page) can have either an image or Video appear.  You can select which one appears in the field that says "Show On Page" To add an image, click on the "Choose an Image" button and select an image to upload to Handbid.  (*Note, if you get an error saying that "Something went wrong", it is possible your network is blocking access to Handbid's image CDN.  Try connecting on a different network and try again*). To add a video, you will need to pull the EMBED code from a video hosted on YouTube or Vimeo.  These are the only two video services Handbid currently supports (for security and legal reasons).  Below is a video that explains how to extract the video embed code from a YouTube video. The video provides an example for a fundraising page, but the process is the same here.  Just paste the embed code into the Video Code field:
      When you are done, click SAVE to save the team information.   **Remember, if you intend to have this team available for others to join, then you need to make sure it is in an OPEN status!** --- # Donations List URL: https://help.handbid.com/donation-list/ The Donations List allows you to view all your donations, edit, print, and delete donations.  To view the Donations List: Go to Donations on the left side menu and select List. ![donations list](https://ucarecdn.com/277b36d3-c691-4619-8b81-5fd1b36d50ce/) You can filter by Donor, Donation, Status (paid or unpaid), Donated On, and Donation Size. You can also add, edit or delete a donation. To edit more than one donation at a time, select Bulk Actions. You can bulk edit to make donations a general donation (for peer-to-peer events only) or to make donations anonymous. --- # Fund a Need/Appeal/Paddle Raise URL: https://help.handbid.com/fund-a-need-appeal-paddle-raise/ ### Create Appeal Items To create appeal items, follow the steps below or [view this video](/add-an-appeal-item-direct-donation/):  1. In the Auction Dashboard, from the shortcut menu, click "Items," select  "Create New Item," and select "Appeal." 2. In the item settings window, enter: 1. **Item Name:** For instance, "*$100 Donation*" 2. **Item Cost:** Again, that would be $100, or the amount of the level you're creating. 3. **Category:** You will either create an Appeal/Donation type category or add it to an existing Appeal/Donation type category. Items must be in a category in order for them to be visible on the site.  4. Add an Image. 3\. Click the green CREATE button to finish. If you add appeal items after your auction has opened, you will need to return to the item and change its status from PENDING to OPEN for them to be visible. ### Conduct a Traditional "in-room" Paddle Raise. A traditional paddle raise is done at a live event where guests have paddles and raise them for different donation amounts. Spotters will scribe the various amounts to be entered into Handbid using the Mass Appeal Tool. [Click here to view an example appeal recording sheet.](https://ucarecdn.com/5cb7ea56-9a45-420f-a233-526f3ca51c2d/) #### Use the Mass Appeal Tool to Enter a Paddle Raise from a Desktop
      1. **Click the** "**Donate**" icon on the Handbid Manager Tool Box menu and select "Enter Mass Appeals". 2. **In the section "Select the Appeal Level,"** choose the donation level (appeal level) to which you want to add the bidder number. 3. **In the section " Choose Bidder,"** use the select window to search for and select the bidder's name or paddle number. 4. **Once the bidder is selected,** the paddle number will populate the box below.  5. **All the bidders selected for the specific donation level** will appear in the center window; bidders with a credit card on file will appear grey, and bidders without a credit card on file will appear red. Duplicate entries will be marked in green.  6. **Before clicking the "Complete" button, remember to check your work to ensure** you selected the correct appeal level and entered the correct paddle numbers for each level.  You can always change the appeal level prior to clicking the "**Complete**" button. 7. **If you need to remove a donation,** scroll to the bidder number and click the "x" to remove it. 8. **After you have entered all** the paddle numbers for this donation level, click the "**Complete"** button, move on to the next level, and follow the same steps.    [](/bid-recording-sheets/) ### **Conduct an Online Appeal** Use Handbid to manage your appeal and have your donors contribute via the Handbid app or mobile browser. Through Handbid TV, you can display a live thermometer of the incoming donations on a screen at your event. To learn more about our Real-Time Leaderboard and Thermometers, [view this article](/handbid-tv-real-time-leaderboard/) on Handbid TV.  1. [Create appeal items](/add-an-appeal-item-direct-donation/) for each donation level that will be part of the appeal.  2. Put all of these levels in a category that can be easily found in your auction (e.g., Paddle Raise, Donations, Support the Families, etc.) 3. Direct your guests to this category when they are ready to make a donation.  4. Have Handbid TV up and running on a projector if you want to show live donations coming in.  When your guests donate, your thermometer will populate, and the donor's name will appear.  5. The donation will be added to the guest's invoice to be paid at the close of the event.  Your guests must be registered users with a paddle number in order to purchase appeal items in the app or mobile browser. --- # Handbid Puzzles for Fundraising URL: https://help.handbid.com/handbid-puzzles/ ### What is the Handbid Puzzle? Think of the Handbid Puzzle as a form of "thermometer" to track your progress toward a goal.   With the Handbid Puzzle, each piece represents a step toward your overall goal.  When the puzzle is complete, the goal has been reached.  To make it interesting, the Handbid Puzzle shows a before and after image.  Before any pieces have been purchased, the Puzzle shows a "before" image.  As pieces are purchased, the "after" image begins to be revealed. The "After" image is fully revealed to your donors when all pieces have been purchased.  An example of a "before" image:                               ![puzzle before picture](https://ucarecdn.com/48611af8-4607-42c9-b3fd-303c80d539a2/) As pieces are purchased, the "before" photo will transform into the "after" photo.                            ![puzzle after picture](https://ucarecdn.com/895111bd-5a71-4f41-9913-792d902f30b2/) #### **To set up a puzzle go to Items - Create New Item - Puzzle.** ### Item Info 1. Name your Puzzle (we suggest you make the name describe your project goal (e.g Build a Well or Cure a Disease)).   2. Set your goal. You will determine the number of pieces you want (rows x. columns) and your Puzzle piece price.  ![item creation puzzle](https://ucarecdn.com/42b7aece-f327-41ac-b60c-72dd11472471/) 3. Complete the remaining fields as you see fit.  - Item Code (any alphanumeric code can work here. This is for your use) - Value Received (if there is a [quid-pro-quo donation)](/estimated-value-tax-considerations-when-setting-fair-market-value/) - Category (for this item to appear on the mobile apps, you must select a category) - Tax Against and Tax Rate - Status (the item will be created in a pending state and will be opened either when you open your auction or when you change this status to OPEN after creating it) ### Description 1. Add a description of your project and the overall purpose and goal.  Be as descriptive as you like. You have an 8,000-character limit. 2. **Fine Print**.  This is where you can put in any disclaimers or technical details about their donation (e.g., all proceeds go to xxx or x% of all contributions will go to pay administrative feeds, etc.) Anything you feel you need to disclose, you can put it here. ![Puzzle description tab](https://ucarecdn.com/161c4647-d041-4323-9e08-cf3e83c87afc/) 3. **Instructions**.  These instructions print on the Puzzle page just above the Puzzle. This is where you can give some brief instructions to the purchaser on what they need to do.  For example: "Purchase a piece below to deliver 1,000 gallons of water to a village in Africa", etc. 4. **Thank You Response**. This custom message will appear to anyone who purchases a Puzzle piece. ### Media Add your BEFORE and AFTER photos and preview how it will look.  ![Puzzle photos tab](https://ucarecdn.com/f022a339-0d26-4890-a25c-6b9e903d2c17/) ### Pieces Once you set up your puzzle, you can change the price of each individual piece. Select the pieces you want, click the "edit pieces" button, type in the new price, and in the pop-up, click update. ![Puzzle Pieces](https://ucarecdn.com/5c9d6047-e60b-48a2-ab34-45fe367e457e/) ### What type of photos looks best?  This is where you need to put in a bit of thought.  It will all depend on the type of Puzzle you create.  If you create a 10w x 8h puzzle, then a landscape-oriented photo (e.g. an 8x10 or 768px x 1024px) will render the best.  Here is a recipe that should get you decent results: - Use photos where the height-to-width ratio is not more than 2.  For example, if you have a photo that is 1200 pixels wide, then make sure it is at least 600 pixels high.  - Photos that are close to a 1:1 ratio (square) will tend to do the best.  Otherwise, stick with common photo format ratios for your best results: 4x6, 5x7, 8x10. - Landscape photos will appear a bit better than portrait (e.g. 5h x 7w will be better than 7h x 5w). - If you have a landscape photo and need to crop it down.  You can use the crop tools inside of the image upload utility to crop your photo. The default (and only) ratio available right now for Puzzles is 4:3, which is the most common landscape format on the internet: 1024x768, 800x600, etc.) Do not get too concerned about what the preview looks like, as that image has to fit into the preview pane when creating your item.  Your photo will be more realistic when you view it on the web.  When you are done adding your BEFORE and AFTER photos (and have completed the data in the other tabs), you can hit "CREATE" to create the puzzle.  Be Patient! If you create a puzzle with a lot of pieces, it can take a minute or two for the puzzle to be created (Handbid is creating each puzzle piece).  Once the puzzle is created, the window will close and the puzzle will appear in your item list.  There is also a filter on the left menu just below APPEALS where you can jump to see the Puzzles.  ### My Puzzle is created, so now how do I see it? We bet you are eager to see the puzzle on the web.  The best way to do this is to put your auction in Preview mode (if you are still in setup mode).  Then go to the top-right menu in the manager and click on "Auction Website".   This will open up a new tab and take you to the web landing page for your auction on the Handbid Events site. ![Manager profile options](https://ucarecdn.com/c1bb3250-2253-4a4b-a45c-ea4e7a2551af/)  You will now see a new Puzzle menu option on this page that will take users directly to your Puzzle page.  ![tabs](https://ucarecdn.com/a3c427ce-0d8d-4e8e-ad74-d61bad1ce0ea/) If you have auction items in this event, your Puzzle will also be visible to users from the Browse Items view on the Events site (see below) ![Filter items](https://ucarecdn.com/41332c95-ac51-48fc-94af-1e50602b202d/) --- # How a Fundraiser can Share their Fundraising Page URL: https://help.handbid.com/how-to-share-your-fundraising-page/ If you want to share your fundraising page, you can do one of the following: #### 1.    Copy the URL You can copy the URL from your browser and paste that into any social network or email.           2.     Click on the Social Share Icons On your page is a list of social share icons that you can use to share to various social networks or EMAIL                         ![Fundraisers Page - Social Media Caraousel](https://ucarecdn.com/3cfbfdd6-dd40-49c3-bbe4-831729cb0e0f/) Each of those icons will open up a SHARE dialog where you can share to that network.  Note: you may need to login to that social network in order to complete this process. --- # How to Add an Offline Donation URL: https://help.handbid.com/how-to-enter-an-offline-donation-to-your-auction/ ### Step 1: Create a Bidder  Click “Add Bidder Icon”. Create a fake bidder call “Offline Donations” with a fake email (suggestion: donations@{yourorg}.com See also: [How to Create or Add Bidder (handbid.com)](https://t.sidekickopen84.com/s3t/c/5/f18dQhb0S7lM8fD0_gW2NKxGn2B9nMJN7t5XWPfhMynN4WzxTYQBcsPW56dCmk5CSfwF102?te=W3R5hFj4cm2zwW4cJ2Vx3SYLLsW3QZn4H3C9p-bW3Fbt5S3R3cw7W4fLG3y49KtVKW3JF4_n1Gy6wlF1GyyqHVD0s1&si=8000000001864888&pi=4f76c2c4-8347-49e8-c35f-242391f65199)  Handbid best practice: Encourage and enable your donors to register themselves for your event even if they are not attending and just wish to donate. [Click here](/how-to-register-as-a-bidder-and-why-its-important/) for a step-by-step article on how bidders can register themselves. This will also provide them with a tax-compliant receipt for their donation. ### Step 2: Add the Offline Donation Appeal Item to the Bidder Invoice Click the Donate Dropdown- Add a New Donation ![enter donation](https://ucarecdn.com/02a4ca44-02d9-44ab-a184-8ea46d23d667/) Once these steps are completed, the thermometers and totals will update to reflect the offline donation. You may choose to pay the invoice of the fake bidder offline donation for reconciliation. See also: [Using the Mass Appeal tool (video) (handbid.com)](https://t.sidekickopen84.com/s3t/c/5/f18dQhb0S7lM8fD0_gW2NKxGn2B9nMJN7t5XWPfhMynN4WzxTYQBcsPW56dCmk5CSfwF102?te=W3R5hFj4cm2zwW4cJ2Vx3SYLLsW3QZn4H3C9p-bW3Fbt5S3T1lc2W49S7Gg3T1McGW4kFl2X43myp_W4m7Yvm1GzQhzW3K8JYH3T2-TVW4fdgjM45NnVbW1LCsmY3H7Mv9W49HRJ53JF419F41PGFkW2gZ1&si=8000000001864888&pi=4f76c2c4-8347-49e8-c35f-242391f65199) ### Step 4 : Paying the invoice ![Auction left side menu](https://ucarecdn.com/073c94cb-efd7-4c5b-b6ba-ab8c374ab3b6/) **1\. Go to your Invoices/receipts dropdown on the left side of your manager site.**  **2\. Select either all or unpaid invoices and search for the user to whom you added the donation to their invoice.**  **3\. Click into their name.**  ![invoice](https://ucarecdn.com/ff68cc9f-1491-4e14-b426-15599c8f6675/) **1\. Click Pay Now** **![pay in full invoice](https://ucarecdn.com/daed298b-f393-4325-bcc0-c52116269cca/)** ![select payment method](https://ucarecdn.com/25bc4dec-4f5b-4c85-b994-7a9f4201e9a4/) From there, an option on the right side will mark this invoice as PAID. This will not charge a card on file.  ![paid in full invoice](https://ucarecdn.com/07148756-7638-429c-a4f9-7d1939bb173d/) When you process their payment (via check or cash since this is not a real bidder), the invoice will show paid in full. --- # How to Add an Offline Donation to a Peer-to-Peer URL: https://help.handbid.com/adding-in-offline-donations/ There are two ways to add in an offline donation for a fundraiser.  In most cases, you can allow your fundraisers to enter in their own by enabling "**Allow Fundraisers to Enter in Offline Donations**" in your fundraiser settings.                                      ![Fundraisers tab (p2p only)](https://ucarecdn.com/a71ed837-d1e2-406e-9b6f-c0ac2316cf73/) Once you enable that, they will have an option on their dashboard to enter in their own offline donations.  Otherwise you can enter in offline donations through the manager following these steps: ### Step 1 - Make sure the Donor exists or create one Before you can add an offline donation, we need to make sure a donor record exists that will make the donation.  If the donor exists, you can move on to Step 2.   #### How do you know if a donor exists?  Go to the donors list and search for them (see screenshot below)                         ![search donors](https://ucarecdn.com/e66ced18-db42-4fbf-b9c9-f190d61da821/) #### If the donor does not exist If the donor does not exist, you will need to create them first.  To do so, click on the "**Add Donor**" icon in the tool bar at the top.                              ![add donortool bar p2p](https://ucarecdn.com/944f8dc0-2990-4ec9-a529-e6f95228bd8c/) Once you click on this, an "**Add Donor**" dialog will appear.  Here you can do a few things to find the donor and add them. To do this, you will need at least their **name** and **email address**. 1. You can search the Handbid database for their email and pull them into your fundraiser.  Just type in the email on the left side and click "**Search**". 2. If Handbid finds the user, you can then select them and add them to your Fundraiser 3. You can fill out the form on the right side with the donor's name and email address.  There is no need to add a cell phone number.  Instead, just click "**No Cell Phone**" and that requirement will disappear.                               ![add donor menu](https://ucarecdn.com/c201cb11-527c-4ae9-b20a-526d7a7c10b8/) 4. Click on Register to add them to the fundraiser.  On the next screen you can just click on **CLOSE** to close the window (no need to add a card or check in the donor since they are not attending any event). Once the donor is added, we are ready for Step 2!                                             ![register donor](https://ucarecdn.com/1b3c3067-6630-4096-bc3e-efd2e2867f89/) ### Step 2 - Add the Offline Donation The next step is to add the offline donation.  To do so, click on the Donate Dropdown then choose "Add a new donation" from the tool bar (the icon that is a $).                           ![add donortool bar p2p](https://ucarecdn.com/944f8dc0-2990-4ec9-a529-e6f95228bd8c/) Once you click this, a Donation Modal will appear.  In it, select a donor, a destination page, and enter the amount. You won't have to worry about selecting a payment method yet, you will handle that when the invoice is paid.  If the amount of donation does not match one of the levels on the form, then type the amount into the "**ENTER AN AMOUNT**". Once you have the information loaded, you can click on **ADD OFFLINE**.                                             ![enter donation](https://ucarecdn.com/aaa2d173-20d7-425e-8518-2ab774dc5594/)  If the donation is successfully added, then you should see a confirmation in the "Notifications" window on the dashboard. Now that the donation is there, an unpaid invoice exists in Handbid.  The next step will be to pay that invoice.                                                        ![Donation notification](https://ucarecdn.com/9170a872-d1f7-4cdd-949f-ef2b92c425ac/)  ### Step 3 - Pay the Invoice Go to Invoices / Receipts on the left menu and then to **UNPAID**.  From there, you can find the invoice and process an offline payment. To do that, follow the steps in this article: [Paying Invoices](/how-to-close-an-auction-and-pay-invoices/) --- # How to Create a New Individual Fundraiser, Fundraiser Page & Update Settings URL: https://help.handbid.com/how-to-create-new-fundraiser-fundraising-page-update-settings/ #### ***If you've already created your fundraiser and want to skip ahead to view information on how to set up a Fundraiser Event Page, [click here](/how-to-create-new-fundraiser-fundraising-page-update-settings/#Fundraiser-page-setup)!*** ### **1.   Create a New Fundraiser** To create a new Fundraiser, you can do so by using the Handbid Manager in your Org Hub, select Peer to Peer in your Main Dashboard, then select "**\+ CREATE PEER TO PEER**". When your settings window appears, click through each tab and add/update as much information as you can, then click the green CREATE button. You can also view a breakdown of what each tab and setting option means by clicking [here](/create-auction-or-update-auction-settings/). ![Images Tab](https://ucarecdn.com/99527e74-295b-4136-b3de-a80253d4ea51/) ### 2.   Create a New Fundraiser Page via Handbid Manager (back-end) Once you've created your new Fundraiser, you'll be able to create pages. Click the **PAGES** menu on the left and choose the "**Create new Page**" option. > NOTE: Most of the time, your fund-raisers will create their own page from the Handbid Events Site.  We have a detailed explanation of [how to do that here](/creating-a-fundraising-page-from-the-events-site/).   ![p2p create a page](https://ucarecdn.com/69a4a8cf-36ec-4c7f-a98e-81a2e716cddf/) This will pull up a "**Create New Page**" window where you can enter in the Page's details.  Here is a breakdown of what you need to enter: #### PAGE INFO  On this tab, you will enter in the following: ![p2p create new page](https://ucarecdn.com/64cb7ef3-64c2-457f-964d-0ea2b71490a9/) - - **Page Name** Select a name for the page (32 characters max).  Often times you will put in the fundraiser's name here or some other name that the fundraiser has requested.  - **Team** If you have teams created, you can select one of those here. - **Page URL** As you type the fundraiser name above, this field will auto-generate. In rare circumstances you would want to modify this URL, but please be careful doing so as some characters are not allowed in a web address.  - **Page Owner** Select an owner for the page out of your list of contacts.  If you don't have that person in your contacts, you can click the "Add User" icon just to the right of the Page Owner field and add a new one. - **Page Status** By default this will be "setup" mode which will allow you to create it without it being open. After you create the page, you can go back in and change this value to "open". - **Page Goal** Enter in a value here that either matches your default "per-page" goal from the settings or a goal that you and the fundraiser have agreed upon. #### **DESCRIPTION**  This page will house the fundraiser's story that will appear on the Events site when people visit their page.  You can include the default story text (from the templates) or you can provide a customized story here provided by the fundraiser or your organization. ![p2p create new page description](https://ucarecdn.com/8be168d2-9ffc-4f61-945f-ced335de3f0a/)  #### PHOTOS On this tab, you can specify either an IMAGE or a VIDEO for a page.  For an image, you can upload the image under the "Page Photo" field.  For video, you need to paste in the video embed code in the "Video Code" field and then select "Video" under the "Show on Page" selector up top.   Handbid only supports video from YOuTube and Vimeo at this time in order to prevent your fundraisers from showing unauthorized or inappropriate content.    ![p2p create new page photos](https://ucarecdn.com/7ed8c5c4-6793-4d11-9382-00bcd8550f7c/) Once you are done, click "**CREATE**" to create the page.  You will then need to go back in and open the page (change its status to OPEN).  * * * ### VIDEO INSTRUCTIONS: Creating a Fundraising Page  Here is a video overview of how to create a page.
      * * * ### DETAILED INSTRUCTION: Creating a Fundraising Page ### Step 1: Become a Fundraiser Your fund-raisers will most likely create their own page in your fundraiser site by visiting the Fundraiser Event Site and selecting **"Become a Fundraiser"**.  ![p2p banner](https://ucarecdn.com/c7295adb-a833-4efc-b909-f87a55a84afa/) ### **Step 2: Register** Once they click "**Become a Fundraiser**", Handbid will first ask them to login or register a new account.![register form no custom terms](https://ucarecdn.com/077c9662-3f57-40c5-a6be-97204d806d89/) ### Step 3: Fundraising Page Info Once registered, the user will prompted to "**Create My Page**".  Clicking on that option will bring up the "**Create your Fundraising Page**" wizard that will walk the fund-raiser through all of the steps necessary to create their page.  On the first section, the user will need to complete the following: ![create fundraising page](https://ucarecdn.com/0d600df8-f7e5-4f04-93bd-ac0ebe344f30/) - **Page Goal** *This will default to the page goal set in the Goals tab of the Fundraiser settings (if one exists).  The fundraiser can accept the default goal or modify it.* - **Page Name** *By default, the page name will be populated with the Fundraiser's account name.  This can be changed however.  The name can not be longer than 32 characters.* - **Page URL** *This is based on the Page Name.  The fundraiser can also edit this, but in most cases it is wise to just let Handbid auto-generate the URL.* ### Step 4: Images and Videos On the next screen the user will select whether they wish to show an image or a video on their page.  ![create fundraising page, image and video](https://ucarecdn.com/324addfd-3790-46b5-ab3d-94f096da982a/) - **Adding an Image to the Page** Select "**Image**" in the top dropdown selector and then click on "**Add a Photo**" to upload a photo into Handbid.  - **Adding a Video to the Page** Embedding a video is a bit tricky, as the Video embed code from either Vimeo or YouTube needs to be pasted into the "**Video URL**" box and "**Video**" must be selected at the top (instead of "Image").  To find the embed code, the user needs to find the video they want to use on Vimeo or YouTube, click the "Share icon" and then "Embed" and copy and paste the embed code in this window.  Below is a video showing how this is done on YouTube:
      ### Step 5: **Edit the Fundraising Story** The last screen is where the Fundraising story is added. This story is an explanation of why the fundraiser is raising money for the organization, what the organization means to the fundraiser, and also some information from the organization about the fundraiser and its purpose.  By default, the story will be populated from the "Default Story Template" set in the fundraising settings.  This can be modified by the page owner at any time. ![create fundraiser description](https://ucarecdn.com/71740d10-71a5-4044-b53d-6597c49785ce/) ### Step 6: Complete Your Page When the fundraiser has completed all three of these screens, they will click "**COMPLETE YOUR PAGE**" to save the page.  Handbid will confirm that the page has been created and give them the option of going back to edit it, share it on social media, or view the page on the site. ![team was created](https://ucarecdn.com/aa63fe34-7a49-4c79-ae8b-244fa356a59d/) ### Editing your Fundraising Page > #### **All done, but need to make some changes? No sweat, we've got you covered!** 1. #### Fundraisers can always go back to "Edit" their page by clicking on the "My fundraising pages" option in their dashboard ![my fundraising pages](https://ucarecdn.com/9edebf3f-2701-44fa-a235-a03db18b5a37/) 2. Select the page you wish to edit, if you have multiple. If you only have one, you will only have one to choose from! ![my page](https://ucarecdn.com/3b665d98-e938-4a44-b122-5d213d04f099/) 3. Click EDIT PAGE under your super cool video or photo.  ![my page edit](https://ucarecdn.com/6e43bf0d-ebc2-4c58-8918-fa277f506809/) --- # How to Make a Donation in Handbid URL: https://help.handbid.com/how-to-make-a-donation-in-handbid/ To make a donation through Handbid you will need to go to the DONATE tab shown on the app or the event webpage. You may have clicked on a link to direct you to this page or you were instructed to get set up on the Handbid app. The donate tab will look like this:  ![overview page event site](https://ucarecdn.com/c5e62bde-0921-4df7-a661-55b58a81646d/) You will then see a block of donation options. In this example, you will see the $50, $75, $100, $250, $500, and $10,00 levels. There is also the option to enter a custom amount and make a recurring donation. You may or may not see this as your Auction Manager can adjust this setting. For more on Recurring Donations, [head over to this article](https://blog.handbid.com/blog/handbid-release-notes-2.42?hsLang=en).  ![donation block](https://ucarecdn.com/c01d12eb-5f5f-46cf-9e71-3b04e188be4b/) From there you may enter your information and credit card details. Click continue if these fields look correct. You can also pledge a donation at this step, meaning your donation will not be charged to your credit card but pledged for the future.  ![Payment step](https://ucarecdn.com/e87226ab-11b0-4bbb-8086-b0d0ba2ce903/) The final step is to confirm your donation and process your payment. You can leave a note for the Auction Manager and the Organization. You may or may not be prompted to cover the credit card transition fees for the organization. Choose what you prefer and review your order.     ![review and purchase ](https://ucarecdn.com/3427a8b6-aaf8-4d7f-a177-8b13dd869a29/) Once you press PAY NOW, or in this example, pledge now an invoice will be generated and emailed to you! Thank you for your kind donation. --- # How to Move Donations in a Peer-to-Peer URL: https://help.handbid.com/how-to-move-donations-in-a-peer-to-peer/ **Keep in mind!** This process can only be done in a Peer-to-Peer event in Handbid, not an auction or a campaign.  ### Step 1. Go to Donations > List from the menu on the left  ![p2p create a page](https://ucarecdn.com/69a4a8cf-36ec-4c7f-a98e-81a2e716cddf/) ### Step 2. Select the donor you wish to move > Bulk Actions > Edit Donation ![bulk move donations](https://ucarecdn.com/44e4b6a6-33f3-459f-9a6c-604d7ca14650/) Handbid pro tip: If you select more than one user at a time, you can only make these donations general or anonymous.  ### Step 3.  Select the box you wish to move the donation to.  Side note: if you move a donation to "Assign to Page" you will need to select the page. If "assign to Page" is already selected, you can change the page the donation reflects on.  ![edit donation](https://ucarecdn.com/9649dd57-e750-40ff-be8d-b7e624b2988a/) ### Step 4. finalize the change by selecting "Move Donation" --- # How to Purchase a Puzzle Piece URL: https://help.handbid.com/how-to-purchase-a-puzzle-piece-on-the-auction-manager/ 1. [Help Center](/) 2. [Items](/items/) 3. [Puzzles](/items/#puzzles) ## This article will provide steps for Auction Managers on how to purchase a Puzzle Piece through the Auction Dashboard (back-end) for a guest. If you have created a puzzle in your auction you, as the Auction Manager, have the ability to add a puzzle piece to a bidders invoice from the Auction Dashboard (back-end) 1. First, you will need to select "Bid/Buy".         ![Auction name and toolbar](https://ucarecdn.com/4fd0c2ad-5aa1-412e-a1c4-4087b565bd72/)                       ![purchase puzzle](https://ucarecdn.com/780376d3-3e34-4a33-9d89-39a017e37c8d/) 2. Select "purchase a puzzle piece", then select the bidder. Once you have the correct bidder and the puzzle piece selected, adjust the quantity if it is more than 1. Then, select the "ADD TO INVOICE" button to add the puzzle piece to the bidder's invoice.                                     ![purchase puzzle bidder and quantity](https://ucarecdn.com/93a816f0-f307-436d-a4e1-02d13c61af9b/) --- # Peer-to-Peer Templates URL: https://help.handbid.com/creating-your-fundraiser-templates/ Peer-to-Peer templates set up all of the default notifications and text for your fundraiser.  This article will go through each template and explain where it is used in the system.  To edit the templates, you need to click on the "**Settings**" gear wheel next to your peer to peer name to pull up the settings.                                                         ![Auction name and toolbar](https://ucarecdn.com/1c1a12a2-b790-454b-9952-a6d9504b4585/) Once in the settings window, go to the **TEMPLATES** tab to edit the templates.   Each template is accessed by selecting it in the  "**Template Name**" dropdown menu.   You are able to send out a test email before you send out your actual message.                                       ### ![](https://ucarecdn.com/2e9352ce-5731-480a-8364-98e1db51f72b/) ### Default Thank You The default thank you is the body text for an email sent to a donor immediately after their donation.  This is separate from their receipt, but it is a good way to quickly thank a donor for their support and also inform them that a separate email will come that contains their official receipt.  Here is an example of what a default thank you may include: > Dear \[\[donationFirstName\]\], Thank you so much for your donation to \[\[donationFundraiserName\]\]'s page in our \[\[eventName\]\] fundraiser. > > Your contribution will help us achieve our mission of **\[enter your mission here\]**. > > You will be getting a separate email that will have your official receipt for this donation, please look out for that! If you have any questions or issues, feel free to contact \[\[eventPrimaryContactName\]\] at \[\[eventPrimaryContactEmail\]\]. Thank you again for supporting \[\[organizationName\]\]. ### Donation Notification This is the message that will go to fundraisers notifying them about a donation to their page.    Here is an example of what a donation notification may include: > Hey \[\[donationFundraiserName\]\], \[\[donationFullName\]\] just donated \[\[donationAmount\]\] to your page! > > This now puts you at \[\[donationGoal\]\]% of your goal. Well done! > > Donation Details > > Donation Amount: \[\[donationAmount\]\] > Donor Name: \[\[donationFullName\]\] > Donation Date: \[\[donationDate\]\] ### Large Donation Message This is the notification that will go to the fundraising manager notifying them of a large donation.   Here is an example of what a large donation message may include: > Whoa there! \[\[donationFullName\]\] just made a big donation to \[\[donationFundraiserName\]\]'s page! This now puts \[\[donationFundraiserName\]\] at \[\[donationGoal\]\]% of goal. Donation Details... Donation Amount: \[\[donationAmount\]\] Donation Date: \[\[donationDate\]\] ### Default Story Template This is the default story that will populate for each newly created fundraising page.  While fundraisers can modify this, it is a good idea to create a template that has information you want to make sure they share about the fundraiser, your organization, and its mission! Here is an example of what a default story may include: > Thank you for visiting my fundraising page! > > I am raising money to support \[\[organizationName\]\] in their efforts to \[mission here\]. > > This mission is near and dear to my heart and I truly appreciate your support. > > \[\[organizationName\]\] is a registered charity (TaxID: \[\[organizationTaxId\]\]), so your contribution may be deductible as well! > > Thank you again for your contribution!  ### Receipt / Invoice Message   This template will store the message that will be attached to every invoice/receipt generated in the fundraiser.   The message will appear just below the purchase and payment summary.   Here is an example of what a Receipt / Invoice message may include: > Dear, \[\[donorFirstName\]\]. > > Thank you again for your support for the \[\[eventName\]\] fundraiser. Your contributions will go a long way to helping us achieve our mission. > > This document shall serve as your official receipt for your contributions and purchases. All proceeds go to benefit \[\[organizationName\]\] (TaxID: \[\[organizationTaxId\]\]). Your contributions may be tax deductible depending on your situation. Please consult with a tax advisor. > > If you have any questions regarding the event or your transaction, please contact \[\[eventPrimaryContactName\]\] at \[\[eventPrimaryContactEmail\]\]!  ### New Page Created   This is a confirmation email to the fundraiser that their page was created.  If you are not auto-approving pages, then you will want to inform the user that the page is awaiting a manager's approval.   Here is an example of what a "**New Page Created**" email may include: > Dear \[\[donationFundraiserName}\]\] > > Thank you for creating your fundraising page to support \[\[eventName\]\]! > > Your page is pending approval from the event manager. Once approved, you will be notified and you can then start soliciting donations! In the meantime, please feel free to update the story your page. > > You can access your page here: \[\[donationFundraisingPageUrl\]\] > > If you have any questions, please contact \[\[eventPrimaryContactName\]\] at \[\[eventPrimaryContactEmail\]\]. > > The fundraiser will end on \[\[eventEnd\]\]. > > Good luck! ### New Page Pending This is the message that will be sent to event owners notifying them that a page has been created and is awaiting their approval.   Here is an example of what a "New Page Pending" email may include: > Hi there! > > \[\[donationFundraiserName\]\] just created a new page for \[\[eventName\]\] that is awaiting your approval. > > Here are the page details: > > Page Name: \[\[donationFundraisingPage\]\]  > URL: \[\[donationFundraisingPageUrl\]\] > Fundraiser Name: \[\[donationFundraiserName\]\] > Fundraiser Email: \[\[donationFundraiserEmail\]\] ### Page Approved This is the message that will be sent to page owners notifying them that their page has been approved!  Here is an example of what a "New Page Approved" email may include: > Hi \[\[donationFundraiserName\]\]  > > Great news! Your page has been approved by the \[\[eventName\]\] manager. So, you are all set. > > Our recommendation is that you visit your page here: \[\[donationFundraisingPageUrl\]\] and click on the share icons just above your thermometer to share the page with your social networks! > > If you have any questions, please reach out to \[\[eventPrimaryContactName\]\] at \[\[eventPrimaryContactEmail\]\]. > > We plan to close the fundraiser on \[\[eventEnd\]\]. > > Good luck and THANK YOU again for your support. ### Donor Thank You Note How is this different than the Default Thank You?  Good question! This is the template that will populate the thank you notes sent by your fundraisers.  You may not wish to populate this template if the intention is to have your fundraisers craft a more personalized note.  However, if you want to provide them with a starting point, you can enter that here.  Here is an example of what a default thank you note may include: > Hi \[\[donationFullName\]\]  > > I wanted to personally thank you for your donation to my page. You have helped me achieve my fundraising goal and also contribute to a very special organization. I could not have done it without your support! ### **Keyword Response Message** Please reference [this article](/text-2-give/) to learn all about our Keyword Response Message and Text-2-Give. --- # Polls URL: https://help.handbid.com/polls/ Polls are a fun way to engage with your guests and create a more interactive experience. Maybe you want your guests to vote on the best performer, derby hat, or Teacher of the Year. There are many ways to use polls in Handbid. Get creative!  Real-time answers to your poll questions can be displayed at your event through  [Handbid TV](/handbid-tv-real-time-leaderboard/) or online for registered guests through [Livestream.](/live-streaming-on-handbid/#promoting-items-donations-in-livestream) Polls on [Handbid TV](/handbid-tv-real-time-leaderboard/). ![Handbid TV poll](https://ucarecdn.com/810fd882-0427-497b-9dc3-0b159f667eb1/) Polls on [Livestream](/live-streaming-on-handbid/)! To view polls on a Livestream, a user must be registered!  ![Livestream Polls End User](https://ucarecdn.com/8b0652d9-bbf5-4756-941f-3c094ab619c6/) ### How to Create a Poll To create a poll for your event, go to the Auction Dashboard. On the left side menu, click "Polls" - "All Polls" ![Polls All Polls](https://ucarecdn.com/54d80c30-f67e-4ee5-bc6b-c50511d2dd1b/) Select "Add Poll," and from the pop-up: Add a Poll Code, Poll Question, and up to 5 answers. Set the status to Active if you want to display this poll.  ![Add Poll Pop Up](https://ucarecdn.com/f38bc976-944f-43d7-b2c6-65830cb6992f/) ### Display Your Poll  1\. Go to Livestream from the top menu. 2\. Select "Promote an Item" - "Polls" 3\. Choose a Poll Question from the dropdown menu and click the purple "Promote Polls" button.  Now you will be able to view the promoted poll both on [Handbid TV](/live-streaming-on-handbid/) and [Livestream](/live-streaming-on-handbid/#promoting-items-donations-in-livestream). (To view a poll on the Livestream, a user must be registered!) The process is the same whether you want to display your poll on Handbid TV or Livestream. You do not need to be LIVE on the Livestream for your poll to display.  ### View Poll Results ### Answers Go to Polls - Answers on the left side menu. Answers will display a list of users and their answers to your poll questions. You can filter by poll code, answer, and bidder name and export to a spreadsheet.  ### Summary Report Go to Polls - Polling Summary on the left side menu. The Polling Summary is a report showing each poll's results. This can also be filtered by poll code, answer, and bidder name. --- # Raffles on Handbid URL: https://help.handbid.com/running-raffles-in-a-handbid-event-disallowed/ https://service.handbid.com/instructions-video-add-for-sale-item
      Handbid wants to be a charity's preferred tool to automate its fundraising. In the beginning, that consisted of online auctions and mobile bidding.  Over the years, we have expanded the toolset to include donations, recurring donations, peer-to-peer fundraising, and crowdfunding tools.    Our loyal customers appreciate having a suite of tools at their disposal that they can employ, all from one simple, easy-to-use, do-it-yourself interface.    ***WHY NOT RAFFLES?*** The state-by-state laws governing raffles are extremely complex. Such programs create potential legal risks for our users and us. Proper legal compliance is too difficult to manage via our do-it-yourself platform. We will continue to look into this issue to determine if any alternatives might be possible in the future. Please let us know if you have any comments or questions about it.   **Consider Opportunity Drawings** In Handbid, we can set up opportunity drawings using for-sale items. However, before setting up such a drawing, check with your local and state government rules and regulations and consult an attorney.  If you do want to faciliate drawings through your auction, please check out this article: [How to sell drawing tickets through Handbid](/instructions-video-add-for-sale-item/) Questions, email our service team at service@handbid.com --- # Recurring Donations URL: https://help.handbid.com/how-to-make-recurring-donations/ A Recurring Donation will charge a credit card at the frequency chosen (monthly, quarterly, annually) . A donor will choose the amount, frequency and how many cycles to repeat the donation from the Event Page. Auction Managers can add and manage recurring donations in Manager. To enable Recurring Donations - go to Settings > Donations > Select "allow recurring donations" and select frequency, and max allowed duration.  Your Stripe account must be connected in order to accept recurring donations. #### **![donations tab (auction, p2p, campaign)](https://ucarecdn.com/26704903-f027-4eff-b95d-e1eea15a3344/)** 1. [**Donor Process for Making a Recurring Donation**](/how-to-make-recurring-donations/#donorprocessrecurring) 2. **[Manage a Recurring Donation](/how-to-make-recurring-donations/#managingrecurring)**  3. [**Create a Recurring Donation for a Registered Donor**](/how-to-make-recurring-donations/#enterrecurring) #### **Donor Process for Making a Recurring Donation:** From the Event Page , click the DONATE button or from DONATE at the top of the page. Once clicked, a pop up will appear with a donation block. Choose the donation amount. Check the box to "Make my Donation Recurring" and click "Next".  ![make donation recurring](https://ucarecdn.com/f624ea41-7b38-4c00-be81-2952bb4c7c70/) Choose the frequency. It will highlight in green to confirm the frequency. Click the dropdown bar to select how long to continue the donation. The cycle can toggled on and off by the auction manager.  Choose how many times to repeat the cycle. For example, if you chose 4 cycles and highlighted Monthly in the frequency menu, your card will be charged once a month for 4 months.  Continue with the payment process as highlighted in the [How to Make a Donation in Handbid](/how-to-make-a-donation-in-handbid/) article. Apple Pay or Google Wallet can be used from a smartphone. Press the green COMPLETE button to finalize the recurring donation.  #### Managing Recurring Donations in Manager Once a donor makes a recurring donation from the Event Page, the donation will appear in Manager. Go to the left side menu Donations > Recurring. Select "edit icon" to the right of the donation. ![recurring donations](https://ucarecdn.com/4a8be969-f897-4ac4-b1dd-794992dd96ff/) A pop up will appear to edit the donation. ![edit recurring donation](https://ucarecdn.com/22e9d020-c65a-48fb-a63b-55dbc3a557de/) Click the Payments tab to view the current status, payments made, payments to go, amount collected and total amount remaining.  ![recurring donations payments](https://ucarecdn.com/849a277e-d54d-46ff-8e1c-b1b7cc7952bf/) The top right menu allows you to Activate a Recurring Donation by pressing the play button. To suspend a recurring donation press the pause button. To delete a recurring donation press the trash can icon #### Create a Recurring Donation for a Registered Donor To enter a recurring donation on behalf of a donor, they must first be a registered user in the Event. Go to Donations > Recurring > Select the money symbol with the arrows going counter clockwise.![create recurring donation](https://ucarecdn.com/d0e4ea94-07c3-47c4-8905-838953271c51/) After selecting the "create a recurring donation" icon a pop up will appear. Complete the required fields that are in red. You can also mark the donation as anonymous, cover credit card fee and mark the recurring donation as unlimited. Select the purple "create" button.  ![create recurring donation lightbox](https://ucarecdn.com/685eeca2-56e7-4be4-b803-f3c73fcad353/) --- # Team Roles: Advanced URL: https://help.handbid.com/team-roles-advanced/ By now, you should have already learned the basics of TEAMS and have invited your Team Members to join you in managing your event! If not, please visit [Team Roles: The Basics](/predefined-team-roles-and-team-roles-basics/) to get started.  ### The Team Member Permissions include:  **Create/Edit items** - This allows the team member to add or modify items in the event. Note: By enabling this setting, Handbid will automatically select and grant “Change Item Status” permissions to this team member as well.  **Change Auction Status** - This allows the team member to move an auction into preview, presale, or open status. ***NOTE**: By enabling this setting, Handbid will automatically select and grant “Close Auction” permissions to the team member as well.* **Edit Auction Settings** \- This permission allows the team member to change any of the auction settings. ***NOTE**: By enabling this setting, Handbid will automatically select and grant “Change Auction Status” and “Close Auction” permissions to the team member as well* **Change Item Status** \- This permission allows the team member to move items into open, pending, or sold status. **Edit Auction Settings** - This permission allows the team member to edit and change your auction settings. **Edit/Register Bidders** - This permission allows the team member to register users or edit bidder profile settings.  **Manage guests** - This permission allows the team member to modify the guest list and guest profiles. **View Reports** - This permission allows the team member to pull and view reports from your auction. **Enter Bids/Purchases -** This permission allows the team member to enter bids on an auction item and purchases on a for-sale or appeal item. **Manage Livestream** - This permission allows the team member to modify Livestream settings. **Manage Invites** \- This permission allows the team member to modify the invite list and invite people to the auction.  **Close Auction** - This permission allows the team member to close the auction. **Process Payments** - This permission allows the team member to process payments and settle invoices. **Manage Theme** - This permission allows the team member to modify settings in Theme Editor. **Send Broadcasts** - This permission allows the team member to edit and send broadcast messages.  **Manage Categories**  - This permission allows the team member to edit category settings. **View Statistics** - This permission allows the team member to view the revenue statistics and the Handbid TV goals slide. **Receive Notifications** - This permission allows the team member to be selected to receive event notifications. **Manage Polls** - If polls are allowed on your contract and enabled, this will allow the Team Member to access polls and poll answers and the summary. --- # Team Roles: The Basics & Predefined Roles URL: https://help.handbid.com/predefined-team-roles-and-team-roles-basics/ *In this tab, you can select a pre-defined role AND add/remove permissions.* The Teams feature allows you to assign roles to your team members.  Each predefined Team role has different levels of governance and permissions so that you can determine who needs access to specific processes and information for your event.  ### Step 1: From your event dashboard, open your event settings ![Event Settings (Gearwheel)](https://ucarecdn.com/e4785226-f4e0-46ba-978f-e90ed89d5986/) ### Step 2: Navigate to the TEAMS tab > ![Teams Tab](https://ucarecdn.com/4069506c-f447-45f6-a56d-9e9d762b2423/) ### Step 3: Add or Select a Team Member #### a) Add a new team member, not in your contacts: Click “+ Add New Team Member”, and you will get a popup. Complete all fields with REAL information and then click “Add”.   ![Add Team Member](https://ucarecdn.com/0fab18de-3325-4d79-9e55-eab006200f41/) #### b) Adding an existing contact as a team member: To add a contact that already exists in your organization's contact list, click “Choose from existing bidders instead.” Search for or select the contact you wish to add. Then click add to save them as a team member.  #### c) Select an existing team member: From your Event Settings > TEAMS tab, you can search (search bar) for the Team member with a name, phone number, or email address. Any team members that fit the entered criteria will be displayed. ### Step 4: How to add/edit permissions to a user To edit or add permissions to a user, select the pencil and notepad icon next to the right of the Team Member's name to open their current permissions. Choose a predefined role from the drop down or click the different permissions you wish this team member to have. To save changes, click the “Update” button. NOTE: You can select a pre-defined role AND add/remove additional/some of the permissions. ![Teams Tab](https://ucarecdn.com/f50029c4-96a8-4878-aa82-a6ebc70eef1e/)I![Edit Team Member Permissions](https://ucarecdn.com/d936cd3d-2f4f-4547-bfee-e65881a3cd7b/) ### Predefined Roles To select a predefined role, choose from the dropdown to the right of 'Assigned Roles.' Predefined roles are preset permissions that can be edited at any time.  The Predefined Team roles are: 
      Item ManagerCan manage items and categories; change an item status
      Check In AgentCan manage bidders and guests
      Finance ManagerCan edit auction settings; manage bids/purchases; process payments; view reports and statistics
      Check Out AgentCan change an item status; manage bids/purchases; process payments; send broadcast messages
      Event Night AssistantCan do everything a Manager can do except manage the theme and view reports or statistics
      Guest List ManagerCan manage bidders, guests, invitations, and bids/purchases; process payments
      ### Resend team members invite email To do this, you will need to search for the team member and, next to their name, click the "envelope"  ![Teams Tab](https://ucarecdn.com/f50029c4-96a8-4878-aa82-a6ebc70eef1e/) Remove a team member To remove a team member click the backspace/delete button to the right of the Team Member's name.  You can only assign one predefined role to a team member. To grant additional permissions, please select the role you wish to grant, and then select the additional access the member should have. To learn more about the additional permissions, visit [Team Roles - Advanced Features](/team-roles-advanced/) --- # Adding a Credit Card to Bidder Account URL: https://help.handbid.com/adding-a-credit-card-to-bidder-account/ You, as the **AUCTION** **MANAGER**, can add a credit card to a bidder's account at check-in or after they have been added to your auction.   #### ADD A CREDIT CARD TO BIDDER ACCOUNT AT CHECK-IN:  Once you have registered a bidder, you will be taken to the check-in window.  Here you can select the "Add Credit Card" icon on the right side of the screen. Add the appropriate information in the window and select **ADD CARD.**                              ![bidder registered confirmation](https://ucarecdn.com/8db19835-bb9b-4546-b150-ed9e53e71d6b/) ![Add cc](https://ucarecdn.com/6dfcfb31-4774-4974-ac78-1b9e27cc5016/) #### ADD A CREDIT CARD TO BIDDER ACCOUNT AFTER CHECK-IN: To add a credit card to a bidder's account after check-in, go to the People->Bidder section on the left navigation of the auction dashboard.  1\. Type the bidder name or email into the search bar and select GO. 2\. Click on the bidder name from the listing. 3\. A bidder details window will appear in the popup. Select the PAYMENTS tab. 4\. From here, click "Add Credit Card".  Provide the appropriate information in the pop-up window. 5\. Hit the **Update** button on the bottom of the right window.                           ![bidder payment tab](https://ucarecdn.com/8e90f01b-381b-4384-810d-3b3516e25c8d/) > **NOTE: *BIDDERS CAN ALSO ADD A CREDIT CARD THROUGH THEIR OWN HANDBID ACCOUNT.***  #### ADDING A CARD FROM HANDBID.COM To add a card to their profile on Handbid.com, they need to first login to Handbid.com by clicking on the "LOGIN" button above. If they have not yet created an account, they will need to do that first.  Once you have logged in, they can add a card, by clicking on their name and "Credit Cards" under their account.  ![CC on file](https://ucarecdn.com/a8c14157-e5da-4624-a980-906651d0ce47/) That will reveal their profile menu.  From there, they can click on "update credit card" and click on the "Add Credit Card" button. #### ADDING A CARD FROM THE HANDBID APP To add a card from the app, they will need to first login.  Once they are in an auction, they can get to their profile menu by tapping on the menu button in the top left of the screen.  Once they click on that, they need to tap on the PROFILE option on the menu.  At the top of their profile, they will see a tab called "CREDIT CARD".  From there, they can view their cards on file, tap on the button to add a credit card. --- # Best Practices for Planning Your Check-out Process URL: https://help.handbid.com/planning-your-checkout-process/ To ensure both that your guests have a good check-out experience and your volunteers are prepared, it's important that you put together a check-out logistics plan. Let us help you with that! Once the auction closes, Handbid automates invoices and payments in minutes. This helps to organize your checkout and fulfillment process in order to prevent backup at the checkout line.  Here are some best practices that will speed up checkout and leave your bidders with a positive lasting impression and with a smile on their face: - **Capture credit cards** at registration and encourage guests to enter their credit card information on their profile via their cell phone. Handbid allows you to utilize either of these methods so that the card is on file and the checkout process is seamless. You can also **require** guests to add a credit card in order to bid.  - **Use our integrated credit card system**. We encourage our customers to use our integrated credit card system. We offer this system as a convenience to you and your bidders. The checkout/payment process can slow down if you capture credit card and personal information through another system. If you use our integrated Handbid credit card system, all of that information is stored and ready for payment processing when the invoices are created. If you have your own payment system, you can choose to use that as well. - **Organize your items** so they are easier to retrieve. If you skip this step, you may have a bidder who has verified their invoice and paid but when you send a runner off to collect the items – they can’t be easily found! Here are some fulfillment tips you can use to speed up this process: - - - **Make sure your runners are familiar** with your auction items and your item code naming convention so they can easily locate the items they are looking for. - **PRO TIP:** Number your similar items with similar codes i.e. 100s- Vacations, 200s- Sports Memorabilia, 300s- Food, etc.   - **Have multiple checkout stations** and multiple runners. Checkout volunteers can process the payments within Handbid while the runners are busy collecting the items for the bidder.  By the time you have collected payment from the bidder, the items will be ready.  - **Have a line for bidders who have paid from their phone**. They can show you where they have "Paid In Full" on their phone and you can look at the items they have won, pull them, and let them leave.  - **Have index cards or sticky notes** available at the checkout stations.  These can be used for quick notes so that volunteers can write down item codes and hand it to a runner to collect items while the volunteer is processing the payment. --- # Bidder Payment Instructions URL: https://help.handbid.com/bidder-payment-instructions/ Congrats! You received an email telling you that you have won some items, but you are unsure how to pay. Here are a variety of ways you can pay your invoice: **1.     PAY INVOICE FROM THE MOBILE APP** If you bid on the mobile app, you should be prompted when you re-enter the app that you have an unpaid invoice that you need to view and pay.                                                                         ![iphone unpaid invoice lightbox](https://ucarecdn.com/4b4e2455-8965-44aa-911c-f206a2c178bf/) If you do not see this message, you can still check your invoices.  Select the auction from the Auction List (you can hit BROWSE if it asks you).  Once you are in the auction, tap the **Menu** at the top left (3 horizontal lines). This will reveal a menu on the left where you can select "**invoices.**"                                                                       ![iphone left side menu](https://ucarecdn.com/79de793d-07e8-4166-8685-de3b1c89faaf/) From here, you can select your invoice from the **UNPAID** list and then pay your invoice by either using a card you have on file or adding a card from the invoice screen.                                                                   ![iphone invoice](https://ucarecdn.com/76ea57d6-4a75-4967-89cc-74a6705cd7e8/) Once logged in, you should receive a prompt indicating that you have an **UNPAID** invoice. Click 'View Invoice' to review your purchase history and make your payment online.                                                             ![unpaid invoice lightbox](https://ucarecdn.com/e10f7337-9290-4257-a19b-f0453f2027cc/) If you don't see this message, you can still check for unpaid invoices by clicking the shopping cart. Your Purchase History will appear for you to review & pay, and your profile menu will display on the left.                                                              ![overview page event site](https://ucarecdn.com/c5e62bde-0921-4df7-a661-55b58a81646d/) ![events site purchase history](https://ucarecdn.com/8ee639bc-8f70-4402-8bc4-15dccac21623/) If you have any questions about your invoice or you do not wish to pay your invoice online, you will need to contact your auction manager to arrange payment. --- # Connect Your Handbid Account to Stripe URL: https://help.handbid.com/connect-your-handbid-account-to-stripe/ Stripe is Handbid's integrated payment processor.  You can connect your own Stripe account your organization Handbid Manager.  Setting up your own Stripe account is free and it comes with a 3.5% (3.95% for Amex)+ $0.30  per transaction Credit Card processing fee.  Funds will be transferred directly to you when a payment is processed. Learn more on the [Handbid Payment System and Receiving Funds.](https://1745458.hs-sites.com/knowledge/the-handbid-payment-system-and-receiving-funds?hsLang=en)  Starting January 1, 2024, you must set up and connect your own Stripe account to avoid a $100 per-event processing fee *per event*. If you forgo connecting your own Stripe account, payout will take a minimum of 2-3 weeks to receive your check from the time of your settlement request.  Please set up your Stripe account BEFORE opening up your ticketing.   ** How to Connect Your Handbid Account to Stripe:** From your Handbid Dashboard, select the **Edit Organization Icon** next to your organization name.  ![Edit Org Settings](https://ucarecdn.com/1c0da4ef-da44-47c9-bc0f-35b7b33bd686/) Select the **FINANCIAL** tab and select the '**Connect with Stripe'** button. Note: In this example, Stripe is already connected. If connected to Stripe already, you will see the image below. If not connected, there will be a button that says "CONNECT WITH STRIPE." ![Org Settings - Financial, Stripe Connected](https://ucarecdn.com/d0c7e37e-c4b6-4a9f-b13c-5a9d12ba2b86/) This will redirect you to the Stripe Login page.  Here you can log in to your existing Stripe account by selecting the **Sign in** link or create a new account. (NOTE:  The Stripe user you login as must have admin rights in your Stripe account) ![Screenshot 2023-03-13 at 9.40.14 PM](https://ucarecdn.com/7064e2a4-0667-4f7e-ac64-7a0106b95c03/) Once you have logged in or signed up for a Stripe account you will be directed back to Handbid. Once you're re-directed, you will now see your Stripe account information on the payment tab for your organization. The account owner now has the ability to disconnect the Stripe account from Handbid if they wish. --- # Enabling Credit Card Processing Through Handbid URL: https://help.handbid.com/enabling-credit-card-processing-through-handbid/ Before you can begin to collect funds and accept payments through your Handbid event site, you will need to make sure that your credit card processor is connected and enabled. Follow along in this article to learn how to enable credit card processing through Handbid. 1. **To enable credit card processing** through Handbid, go to the **Auction Settings gearwheel** and select the **FINANCIAL** tab. 2. **Make sure that** "**Enable Credit Card Processing through Handbid"** is selected. If this box is checked, users will be able to add credit card information to their account and make payments. You will also be able to charge a stored credit card within the Auction Manager if there are outstanding balances after your event.   3. **If you made changes** to any of the **FINANCIAL** settings, be sure to click the green **UPDATE** button to save your changes.                                   ![Financial tab (auction, p2p, campaign) ](https://ucarecdn.com/87642d65-e5ce-4a61-9655-f69176fa19b7/) ### Financial Settings Overview - **Require Credit Card** - If this box is checked, bidders will be prompted to enter a CC before they are allowed to place a bid or make a purchase.  Credit cards ***will not*** automatically be charged so users can still pay with cash or check if they have a card on file. *(NOTE: E**nable Credit Card must be checked to use this option)* - **Spending Threshold** - If this field is blank then bidders will have to enter a credit card before they are allowed to place ANY bid.  If you enter a value, bidders will be able to bid without a credit card on file until their total winning bids are greater than the spending threshold. For example, if you set the spending threshold at 100, bidders can bid on items without adding a credit card until total winning bids are greater than $100. *(NOTE: Enable Credit Card Support and Require Credit Card must both be checked to use this option).* - **Prompt Purchaser to Cover CC Fees** - This will display a checkbox asking your bidders if they want to cover the credit card fees associated with their invoice. - **Enable this by default?** - This will check the box to cover credit card fees by default. So instead of opting in to pay the fees, they will opt out / uncheck the box. The checkbox to cover fees will be checked by default. - **Require user to enter an Address to pay** \-When this field is checked, the bidder will be prompted to enter an address prior to paying their invoice. This setting is recommended if you intend to ship items to bidders.  - **Enable Winner Notifications** - When the auction closes, this notifies bidders via text message that they have won an item and provides a URL to their invoice for easy check out. If they did not win an item and donation items are available it will ask bidders if they want to make a donation. - **Auction Premium** - If you choose to enter a percentage here, this will be added to the total invoice amount for ALL bidders. This premium is added to the total amount (including taxes). This cannot be removed, so be sure that you want it turned on if you add it. - **Currency** - select currency for your auction. The default setting is the US Dollar (USD). Always remember to select the **UPDATE** button at the bottom of the page to save your changes. ### Things to Consider Here are some things to consider about our CC system. For more information on this, we recommend checking out: [Pros and Cons of requiring a Credit Card to bid](/what-are-the-pros-and-cons-of-requiring-a-credit-card/). - **You must 'Enable Credit Card Processing'** if you want to require a CC to bid. - **We offer this service as a convenience.** Credit Card transaction fees are 3.5% plus $0.30 per transaction on all funds processed using the Handbid CC system. **IMPORTANT:** *Credit cards are NOT automatically charged when the auction closes. We do this as a means to reduce confusion and disputes.  At auction close, a guest can either pay directly from their phone, or payments can be processed from the Handbid Manager by Auction Managers or Team Members with proper permissions.* --- # Handbid Credit Card Security URL: https://help.handbid.com/handbid-credit-card-security/ You may often hear the words, PCI Compliance, and not really know what it means.  PCI stands for the Payment Card Industry and the compliance part refers to what is called PCI DSS, "Payment Card Industry Data Security Standard."  PCI DSS is a set of industry requirements that govern how a business handles, processes, or stores credit card information.  Since many businesses do this in different ways (online, in person, or through 3rd parties) and process a varying number of transactions, PCI DSS defines various levels and requirements businesses must meet within those levels.    Based on the number of transactions we process, Handbid is required to complete a Self Assessment Questionnaire (SAQ) and implement certain security procedures and policies that comply with the PCI-DSS standard.   In conjunction with our merchant gateway providers, we have completed the appropriate assessments and can provide them to our customers upon request.  In short, we maintain the level of PCI-DSS compliance we are required to maintain. **DOES THE HANDBID PLATFORM STORE CREDIT CARD INFORMATION?** The short answer to this question is "no".  Credit card information is not stored on Handbid servers.  Users in the app or web securely connect directly to our merchant provider to submit their credit card information.  Our merchant provider returns a secure token to our servers which we can use to either charge or refund the user's credit card.  The only other operation we can do on the card is delete the card's token so it can no longer be used.  Under no circumstance does Handbid or its employees have access to the bidder's submitted card information. **WHAT ABOUT AT EVENTS?** If you are collecting credit card information at events and entering that data directly into the Handbid interface, that form is securely connected to our merchant gateway.  Handbid will not process that card information through any of our servers.  However, your staff and volunteers may be handling a guest's credit card and we recommend you implement strict monitoring and procedures around how to properly handle a user's credit card at an event. Under no circumstance is Handbid liable for your team's misuse or mishandling of a bidder's physical credit card at an event.  **HOW DOES PAYMENT WORK?**  We strongly encourage you to set up a merchant account with our gateway provider and connect it to your organizational account in Handbid. This will allow proceeds to pass directly from your auction into your gateway account and eventually your bank account.  We have videos on how to set this up or can provide you information on how to do this if you contact support. --- # How to Test Your Credit Card Processor URL: https://help.handbid.com/how-to-test-your-stripe-connect-portal/ It is very important that you run a test transaction through your Handbid account after connecting a merchant gateway. After you connect your Stripe Connect account, charge one dollar on an invoice to ensure that the gateway is properly set-up and is ready to accept transactions. First, add a bidder to your auction: Select Bidders > Register New Bidder to add a bidder to your auction. ![Auction name and toolbar](https://ucarecdn.com/1c1a12a2-b790-454b-9952-a6d9504b4585/) Once you have filled out the form with all of the required information (first name, last name, email and phone number), you can select the blue register button at the button of the screen. You can always select to not send a login link. ![Register New Bidder](https://ucarecdn.com/cc165704-2ec1-46dc-b047-9efe4d55deb6/) You will now see a bidder number and an area to add a credit card. This is a good place for you to add the credit card since we will have to charge the card in order to test the payment processor. ![Register New Bidder - Add CC](https://ucarecdn.com/04e0f9ed-913a-46fd-a83a-d09ee6696a0e/) You do not have to select the blue check-in button. Once the card is added you can either select the close button or the "X" in the upper right corner to exit the add bidder screen. Now you need to create an item for a dollar. Click on Items and select 'Create New Item'. Select 'For Sale' item. This item will need a name and a price. You can call it "Test Item" and put a price of $1. Select the green "Create" button at the bottom of the form to create the item. Make sure the item is in a "Open" status after creating the item. Go to Items List and select the Test Item. From here, you can change the status to open and update the item. Once the item is in an Open status you can select Bid/Buy > Make a Purchase to add the purchase to your invoice. ![Auction name and toolbar](https://ucarecdn.com/1c1a12a2-b790-454b-9952-a6d9504b4585/) Select the bidder, select the test item, and add the item to your invoice. ![Purchase an Item](https://ucarecdn.com/97132669-127b-4020-a23b-cf7eedbce3ea/) Under "Invoices" > "All" select the invoice from the list. ![Invoices\_Receipts All](https://ucarecdn.com/69a6535e-4b8e-41ec-af73-7b7779e2cc15/) Select the blue 'Pay Now' button, then select 'Pay in Full' ![Open Invoice](https://ucarecdn.com/8dd5fc3b-4cd6-4d55-bcdd-9230116cf7a8/) ![How do you want to Pay?](https://ucarecdn.com/104b3f3e-c36b-4a78-92ff-d19f2f8bb8a5/) ![Pay in Full](https://ucarecdn.com/4cb78a2e-0d87-4604-a55e-80566e47648d/) Select the payment method (defaults to credit card) and select the card you wish to use, or feel free to add a new card.  Finally, click the blue 'Pay $1.00 by Credit Card' to charge the card you have selected. If the transaction does go through you can reach out to us at [service@handbid.com](mailto:service@handbid.com) to refund your test transaction. If the transaction does not go through reach out to us at [service@handbid.com](mailto:service@handbid.com) so we can troubleshoot this issue. --- # Invoices and Receipts URL: https://help.handbid.com/how-to-close-an-auction-and-pay-invoices/ Handbid uses the terms "invoices" & "receipts" interchangeably. Prior to an account being paid, it is an invoice and after payment is made it is a receipt.   Invoice/Receipts are automatically generated as purchases are made by your bidders.  A purchase is any "For Sale item" or "Direct Donation" or "Buy-it-Now" purchase made during an auction or any winning items after the auction closes.  If your bidders have only made donations or purchased items, they can view their invoice and pay it at any time.  When the auction closes, any items that a bidder wins will be marked as sold and converted to a purchase. These will then be added to the same invoice. To see invoices anytime, select the **Invoice/Receipts** tab on the left navigation in the auction manager. **NOTE: If you used the integrated Handbid credit card system, you have 30 days from the day your auction closes to collect funds.** You can record offline transactions collected by your Credit Card System, Cash, Check, etc. longer than 30 days. Consider visiting Reporting>Financial>Invoice Details to view all invoices in a tabular view and to print a spreadsheet of all invoices.    ### Article Index *To skip ahead, click on a section title below:* 1. [Pay Invoice through Auction Manager on the Desktop](/how-to-close-an-auction-and-pay-invoices/#Pay-Invoice-through-Auction-Manager) 1. [Modify Tax Amount on an Item](/how-to-close-an-auction-and-pay-invoices/#modify-tax-amount) 2. [Pay Invoice through Phone (App)](/how-to-close-an-auction-and-pay-invoices/#pay-invoice-through-phone) 3. [Pay Invoice through iPad](/how-to-close-an-auction-and-pay-invoices/#pay-invoice-on-ipad) 4. [Sending and Exporting an Invoice](/how-to-close-an-auction-and-pay-invoices/#send-an-invoice) 1. [Sending Invoices in Bulk](/how-to-close-an-auction-and-pay-invoices/#sendinvoicebulk)  2. [Sending Individual Invoices](/how-to-close-an-auction-and-pay-invoices/#sendiinnvoiceindividual)  #### **Pay Invoice/Receipt through the Auction Manager on the Desktop**
      1. Select the **Invoice/Receipts** tab on the left side menu of the Auction Manager![Auction left side menu](https://ucarecdn.com/073c94cb-efd7-4c5b-b6ba-ab8c374ab3b6/) 2. Select an individual from the list. A pop up will appear with the details of the individual invoice. You can review which items were purchased by item type - Auction, For Sale, Donations, as well as what payments were already processed.                                     ![invoice](https://ucarecdn.com/ff68cc9f-1491-4e14-b426-15599c8f6675/) 3. Click the blue **Pay Now** button 4. Choose to pay the invoice in full or apply a partial payment.                                  To **PAY IN FULL** - select payment method from drop down. You can also add a credit card. Check the box to send a receipt to the user upon payment.  ![pay in full invoice](https://ucarecdn.com/daed298b-f393-4325-bcc0-c52116269cca/) Click the payment method and choose payment method from dropdown. Click the blue pay button.  **Credit Card** (Processes through Handbid's payment processor) **External Payment** (Credit card payments made through external processor: PayPal, Square, etc or any other type of external payment you process OUTSIDE of Handbid) **Amount by Cash** (for all cash payments) **Check** The option to add a check number will appear in the next screen. **Apply a Discount or a Credit** to pay the entire invoice by a discount or credit. ![paid in full invoice](https://ucarecdn.com/07148756-7638-429c-a4f9-7d1939bb173d/) To **MAKE A PARTIAL PAYMENT** enter the payment amount and choose the method of payment. You can also add a credit card and choose whether or not to send a receipt to the user. The total amount due will be updated on the invoice. The partial payment is attached to an item.  You cannot make more than one payment on an item.  If you have multiple items on your invoice, you can apply a partial payment on a specific item. ![partial payment](https://ucarecdn.com/05d4a960-516c-4a91-9517-94f96be4a554/) ![balance due invoice](https://ucarecdn.com/d0987683-f603-44c4-b1ec-4e4327892c0a/) #### **Modify Tax Amount on an Item**  As an auction manager, you can add, remove, or adjust the amount of sales tax added to an item.   1. Open the invoice by selecting **Invoice/Receipts** tab on the left side menu and then select an individual from the list. 2. Select the **"..."** icon to the right of the item you wish to edit tax.  From the popup menu select the Edit Tax option.  ![image-png-Nov-20-2024-05-10-59-5538-PM](https://ucarecdn.com/a1d1c150-c823-46cc-ab61-1d08237f3e41/) 3. This will open the "**Edit Payment Tax**" window, where you can set new tax value to apply to this item and **Update** the value.  > NOTE:  You will enter a dollar amount not a percentage.  ![Screenshot 2024-11-25 at 9.29.25 AM](https://ucarecdn.com/d6341bb6-9dc6-4fc2-9295-2855aa8477da/) #### **Pay Invoice/Receipt on Phone (App)** The Bidder can either **ADD A CREDIT CARD** or if they have a card on file they can choose to **MAKE A PAYMENT** button at the bottom of their Invoice/Receipt.  They can select this button to authorize Handbid to charge their credit card on file. They can also pay via Apple Pay or Google Pay.                 ![iphone left side menu](https://ucarecdn.com/79de793d-07e8-4166-8685-de3b1c89faaf/)       ![iphone invoice](https://ucarecdn.com/76ea57d6-4a75-4967-89cc-74a6705cd7e8/) If you add an item to a bidders invoice/receipt (live auction item, paddle raise, etc.) after the auction has closed, the bidder will receive an updated invoice directly through the app.  They can pay additional charges by selecting the **MAKE A PAYMENT** button again.  ### How to View/Pay an Invoice on an iPad The Handbid iPad app supports the ability to add a bidder's credit card.   Follow these instructions to add a bidder's credit card using the iPad application:  1. Select the **My Bids** icon from the top right corner.      ![ipad add paddle](https://ucarecdn.com/0d2775e5-ec2d-45c0-88a9-8987b4b94beb/) 2. Enter the bidder paddle number and select submit.           3. Click the green **View Invoice** button at the bottom of the screen.                                ![ipad my bids](https://ucarecdn.com/da5c1d2f-bc53-479a-ae5c-7507337843f9/) 4. Select the Invoice and **ADD CREDIT CARD** or **MAKE A PAYMENT**                                            ![ipad invoice](https://ucarecdn.com/6d3c012d-ece3-4f70-848c-c8ed3c21dfb2/)                             ### Sending and Exporting Invoices As the auction manager, you have the ability to email or text an invoice/receipt link to a bidder or if necessary to print an invoice/receipt. Your winning bidders will also be taken to the invoice screen at the end of an auction. You can also export Invoice data to a CSV. **EMAIL, SMS or PRINT Invoices in BULK** 1. Sort and Filter the Invoice List 1. Select ALL, NOT PAID or PAID which will sort your list and bulk-send invoices to only those in the sorted list. If you do not wish to pre-sort the list, choose ALL.  2. You can filter the Invoice List by Name, Credit Card, Bidder Location, Last Transaction, Status and Balance Due.![invoice receipt filter](https://ucarecdn.com/13067222-d90d-421e-88f5-4400f45e4913/) 2. Click SEND INVOICES ![send invoice](https://ucarecdn.com/b5a3b478-7b2e-41b4-a232-7351e7a3b86d/) 3. Choose to send invoices via EMAIL, SMS or PRINT ![email sms or print invoices](https://ucarecdn.com/659554d6-59be-42e9-9bc0-aa442d3f6bac/) 4. You can also EXPORT your invoices in the CURRENT VIEW, CURRENT SELECTION (select certain guests) or ALL INVOICES ![export invoices](https://ucarecdn.com/ef1c898d-3d8c-44a8-b76c-a84c0789cadb/) **Email, Text or Print Individual Invoice/Receipt** 1. Click on the name of the Bidder 2. In the pop up window, select SEND/PRINT Invoice![invoice](https://ucarecdn.com/ff68cc9f-1491-4e14-b426-15599c8f6675/) 3. Select how you would like to send the invoice - Print, Send as SMS, or Send as Email ![email sms or print invoices](https://ucarecdn.com/5bb3b38a-99c1-458a-afc3-f54ebef7ff97/) --- # Moving an Item (won or sold) to a different invoice URL: https://help.handbid.com/transferring/ Once an item has been sold, an Auction Manager can assign a different bidder as the winner. The item has to be in sold status for this to work. Why would anyone want to do this? A few scenarios: - Managers are entering in “floor bids” during a live auction and using a “floor bidder” or "proxy bidder" account to do it.  Once the item closes, they must assign the item to the winner. - Someone wins an item but wants “someone else” to pay for it.  (We always recommend that the person becoming the “winner” agrees) There are 2 ways to move an item to a different invoice. From the Item Screen or from a Bidder's Invoice.  ### Moving an Item from the Item Screen: ![Screenshot 2023-08-03 at 3.01.51 PM](https://ucarecdn.com/6a03ff1e-6cf6-4abb-aaa4-21f9c09e76b6/) In this case, edit the item and click the “change winner” icon on the toolbar.  From there, select a new winner for the item and click “Transfer”. ![Screenshot 2023-08-03 at 3.02.33 PM](https://ucarecdn.com/b5d18da3-2253-43cd-864c-d1efca34c9be/) Once the transfer occurs, the item purchase will be moved from the original winner to the newly selected one.   *CAUTION: If the original winner has already paid for the item, they will be left with an “overpayment” amount for the final selling price.  Therefore, we recommend you transfer winners* ***BEFORE*** *you process any payments.*  ### Moving an Item from one Invoice to Another Go to Invoices and Select the Bidder. Check the box next to the item you want to move. Select "move to another invoice" from the top right.  Choose the Bidder to move the item to.  Confirm the item and bidder. The item will appear on the other Bidder's Invoice.  If you move an item from an invoice already paid, a credit will appear on the Bidder's invoice. If a credit card refund is needed, please reach out to service@handbid.com. --- # Organizing a Successful Check-out URL: https://help.handbid.com/organizing-a-successful-checkout/ To organize a successful checkout, there are several factors to consider: #### **1.     Are my items organized and coded for easy retrieval?**  We've been to many events where checkout was chaotic, no one knew where items were...is there a certificate that goes with it? What table is it on? We have come up with a coding system that is simple, yet effective:  - For physical items (baskets, jewelry) we recommend coding these items in the 100s - For items that are less tangible (certificate for a zip line tour, or a hotel voucher), we recommend coding these items in the 200s - For items that are a combination of the two (a sports package that includes a ball cap, t-shirt, etc...but also has a certificate with redemption instructions for tickets), we recommend coding these items in the 300s When you organize things this way, you and your runners will know if your item does or doesn't have a certificate (or another paper item you'd keep in a file folder at the checkout table), OR- if the item has both elements.  #### **2.    Do my runners know where the items are?** Organize an effective coding system and make sure your runners understand that system. Creating an overview map of your auction area can be quite helpful to your runners.  **3.     How will your bidders get their items home?** Consider the following: **Q:      Do I have large items that guests may not be able to fit in their cars?**  **A:**      If you have larger items- such as a grill, furniture, etc., you'll need to have a way to ensure winners of these items can get them home. If they don't have a car- will you deliver? Do you require the winner to arrange their own transportation? Chances are, the event venue will not let you store items, so plan this logistic accordingly.  **Q:      Did I open my event up to remote bidders? If so, how will I be getting them their items if they win?**  **A:**      If you opened your event up to remote bidders and they win item(s), you'll need to have a plan in place to get them their items. Will you be shipping things? If not, where will you arrange for pickup (i.e., bring items to your school, your office, etc.) NOTE: You can always put instructions in the "notables/fine print" category of an item description. A notable for a large item might be "local bidders only, item will not be shipped." Or- "winner must arrange transport from the venue to their home." It is important to consider your items, your bidders, and how they will get things home.  **Q:      How far is parking from my items, and do I have people to help take items to guests cars?**  **A:**     This last bit about parking all depends on your venue. Let's say you have an older couple, and they won 3 items in your auction. All physical items, and all a bit bulky. The parking lot for your venue is a decent ways away. You may need event volunteers in place who will be able to help guests take items to their cars. **These are all important things to consider when planning your checkout. The end-goal is a smooth and successful event leaving your guests with a great impression.** --- # Passing on Fees to the Bidder, Donor or Purchaser URL: https://help.handbid.com/passing-on-fees-to-purchasers/ To enable this feature, from your auction settings, go to the **FINANCIAL** tab.  From there, you can click the option "Prompt Purchaser to Cover CC Fees".   This feature exists for Peer to Peer fundraisers, Events, and Auctions.   ![Financial tab (auction, p2p, campaign) ](https://ucarecdn.com/87642d65-e5ce-4a61-9655-f69176fa19b7/) When you enable this feature, it will prompt the user at checkout if they want to cover the CC fees.  The user will need to opt-in (click the checkbox to add the fee) to cover the fees and their total will be updated.   **Please Note:** You must have 'Enable Credit Card Processing through Handbid' checked to allow this feature.  ### Allowing users to Opt-Out Want to add the CC fee automatically and allow users to opt-out instead (e.g. disable the option to cover the fees)?  Simply check **Enable this by default?** box! When enabled, CC fees will be will added to the bidder's invoice with an option to 'opt-out' or deselect the statement "I would like to cover the transaction fees so 100% of my donations goes to Acme Foundation." This option also exists within the Handbid mobile apps as well as in the auction manager at checkout.  ![cover fees](https://ucarecdn.com/953be2cb-2416-4a5d-9ba9-c8c6fdb1a956/) --- # Payments Have Been Disabled Error URL: https://help.handbid.com/the-app-says-payments-have-been-disabled-what-does-that-mean/ Your bidders will not be able to pay their invoice if you have not enabled credit card payments through Handbid. If you want to allow bidders to pay from their phones, iPads, or the web, you will need to enable this in your Auction Settings. You can find this setting in the **FINANCIAL** tab of your auction settings, click the link to view our article on this process: [Enable Credit Card Payments](https://1745458.hs-sites.com/knowledge/enabling-credit-card-processing-through-handbid?hsLang=en)  ![Financial tab (auction, p2p, campaign) ](https://ucarecdn.com/ffdc25fe-554b-411a-972c-0789f88c3222/) Warning: You will need to enable credit card processing through Handbid even if you are connected to Handbid with your own Stripe account. --- # Pros and Cons of Requiring a Credit Card URL: https://help.handbid.com/what-are-the-pros-and-cons-of-requiring-a-credit-card/ Depending on your guests and the type of event you're hosting, it may be a great idea to require credit cards for a seamless check-in and check-out process. However, in some cases it may make or break the guest experience. In any case, Handbid allows you to have full control over requirements set on the site for your guests. See our list of Pros and Cons as well as some other settings that might be helpful for you and your guests. ### Pros and Cons of Requiring Credit Cards - **PROS** to requiring a credit card to bid: - This will significantly simplify checkout and payment as bidders can be remote or leave the event early and you can still process their payment.  - This ensures you don't lose out on funds because you cannot track down bidders/guests to pay for their item(s). - **CONS** to requiring a credit card: - There are some people who will not provide a credit card in advance.  In addition, you may have some people who attend your event and do not participate in the silent auction, but end up raising their paddle for an appeal.  In order to process that appeal in Handbid, you would need their card.  Usually, these people are happy to provide their card at the end, but certainly not in advance. - Your bidders will not be able to bid at all at an event if they don't have a smartphone and have not put a card on file at registration. If you require a card, then make sure you have people up near the bidding area that can get a card on file for those iPad bidders who did not provide one at registration. - You could dissuade bidding if you require a card upfront before people are ready to start bidding in your auction.   Our general recommendation is that you require a credit card to bid if you expect to have remote bidders and want to avoid having to chase people down after the auction to pay.   ### Require Credit Card or Set a Threshold You have the option of requiring each bidder to have a credit card on file in order to bid. You also have the ability to set a spending threshold. If a bidder attempts to go above this threshold, a credit card will be required to continue bidding. Both of these options are discussed below: - **Require Credit Card to Bid**.  If this is enabled on your auction dashboard (in Settings/Financial), then every bidder who attempts to bid on an item will have to have a credit card on file before the bid will be processed. - **Require a Card above a Threshold**.  You have the option of setting a spending threshold.  Above this amount, the bidder must have a credit card on file before any more bids will be accepted.  For example, if you set a threshold of 25, then a bidder must have a credit card on file before they can bid above $25 on any item (bid or max bid). --- # Settlement, Reconciliation and Receiving Funds URL: https://help.handbid.com/the-handbid-payment-system-and-receiving-funds/ The details of our payment system are included in the contract you signed with Handbid.   ### Here is an Overview of our Process Handbid uses STRIPE as our third-party credit card processor. You can set up your own Stripe account and [connect your account to Handbid](https://1745458.hs-sites.com/knowledge/connect-your-handbid-account-to-stripe?hsLang=en)  (**THIS IS THE PREFERRED METHOD)** or you can have the funds processed by Handbid's Stripe account and then distributed to you once your event is over and has been reconciled (NOTE: It will take a min of 2-3 weeks from when you are done collecting your funds to get your funds with this option!) #### **How to Setup your own Stripe Account (Recommended)** If you choose to set up your own Stripe account, funds will be transferred directly to your Stripe account.  You can then manage your bank account and payouts within your Stripe account.  You can set up your Stripe account to deposit into your bank account once the transaction has been settled (3-5 business days). The payout options include: daily, weekly, monthly, or manually. Connecting your own Stripe account is the quickest way to get your funds and is **recommended** by Handbid.   **NOTE:**  You **must set up & connect** your Stripe account **prior to processing transactions** and going live with your event! We cannot go back and transfer transactions to your Stripe account! #### **Using Handbid's Stripe Account** When you process a payment from a winning bidder with the Handbid's Stripe account, the collected funds are transferred directly to Handbid's Stripe account and held in a holding account.  Handbid will ONLY send you 1 payment once all of your transactions have been charged and cleared credit card processing.  Please allow a minimum of 2-3 weeks from when you ask for your event to be reconciled to receive your funds.  Funds will be paid out from BILL in either a paper check format, or ACH payment from BIL. Once your auction closes, you will need to process all credit card transactions before Handbid will reconcile your auction and release your collected funds. When you are done collecting your funds, you must email us at service@handbid.com to let us know you are ready to settle your auction!  If you are using Handbid to sell tickets, we recommend you set up your own STRIPE account and use STRIPE CONNECT so that you can collect the ticket sales before the event.   **IMPORTANT:  You will have 30 DAYS from when your auction closes to collect funds using the integrated Handbid Credit Card System.** You can record offline transactions collected by your Credit Card System, Cash, Check, etc longer than 30 days. Collecting money in a timely manner avoids confusion from your bidders and credit card disputes.  ### **Auction Settlement Process**  When you have determined that you've finished collecting funds through Handbid's credit card system (i.e.: any unpaid invoices will be handled directly by you using an external credit card, cash, or check), you need to notify us by emailing **service@handbid.com** noting that you are ready to settle your auction.  Once we receive this notification, we will send you a settlement report to review and sign. The report will contain:  - Revenue summary, auction fees/payments summary, and collections summary (See example settlement report below).   - **We will deduct any unpaid auction fees and credit card fees** from the amount collected and the bottom line is the final payment in most cases to be sent to you. (If your fees exceed the amount collected by Handbid the Payment Due will be negative and this will be the amount you owe Handbid). We will send you an email with a link to electronically sign this report.   - **Once the report has been signed** and all funds have cleared our payment processor, we will process your payment.  Your payment can be processed as a paper check or e-payment. Either payment option usually takes between 10-15 business days from when the check was processed until you receive the funds.  If you would like to receive an electronic payment, please let us know and we will send you an invite from **bill.com** to set up your organization to receive an electronic payment directly to your bank.   - **If your auction closed** **over 30 DAYS** ago and you still have unpaid invoices, we will notify you that the Handbid payment processing functionality will be disabled soon and a settlement report will be sent to you. You will still be able to record payments via external credit card, cash, check, etc., at this time.   #### **Important Information Regarding Receiving Payments from Handbid** - **At the end of your auction**, your objective needs to be reconciling (finalizing) all unpaid invoices.  We will not send a settlement report to you until you have notified us that you have no more money to collect through Handbid credit card system. Once your settlement report has been sent, the Handbid Credit Card system will be disabled for your auction.   - **We DO NOT auto-charge credit cards.**  The reason for this is that it reduces the number of disputes and issues related to payments.  We need you to confirm with bidders what their winning totals and purchases are prior to charging cards. Or, have bidders pay directly from their phones.   - **If your bidders have simply made a purchase or donation** and you have no items to deliver to them, you are welcome to charge their cards directly. Again - this is not automatic so you will need to process their charge in the auction manager or have them process the charge on their phone.  - **It is often wise to wait a week or so** after the event and confirm everyone has received an invoice and paid, prior to notifying us that your auction is complete.  I am sure you are eager to get your funds transferred, but we tend to find adjustments to invoices are necessary in the week following an auction.  Reconciliation is much smoother and easier if we get through those adjustments first before we generate final reports and transfer funds.   - **If you need to process a refund after we have sent funds to you**, you will either need to refund the bidder directly or we will invoice you and once we receive payment on the invoice we can refund the bidders credit card. --- # Stripe Terminals / Tap to Pay Support URL: https://help.handbid.com/stripe-terminals/ Handbid has integrated **Stripe Terminals** and **Tap to Pay** into its check-in process, allowing you to securely capture your guest credit cards from iPhone, Android, iPad, or auction manager. This integration provides: 1. **Improved Event Experience**: For in person events, managers can now capture credit cards at check-in from iPhone and Android using Tap to Pay (no equipment required), or iPad and auction manager on a laptop using supported Stripe Readers.  2. **Security**: Stripe terminals and tap to pay is PCI-compliant, ensuring secure capture of credit card data.  This reduces the risk of fraud and keeps payment data protected. 3. **Ease of Setup and Use**: Stripe terminals and Tap to pay are easy to set up and can be used at any event location, making them perfect your next in person event.  As of November 24, 2024, Handbid no longer support USB card swipers in the Handbid Manager. To ensure the highest level of protection for our users and their payment data, we've transitioned to using Stripe terminals, which offer more secure, PCI-compliant transactions. ### Article Index:  *To skip ahead click on a link below* 1. [Enable Stripe Terminals for your Organization](/stripe-terminals/#enable-terminals) 2. [Connect Tap to Pay / Stripe Terminals for Mobile Device (iPhone / Android)](/stripe-terminals/#tap-to-pay-mobile) 3. [Add Credit Card Using Stripe Terminals on Mobile Device (iPhone / Android)](/stripe-terminals/#add-creditcard-mobile) 4. [Connecting Stripe Terminal to Handbid iPad App](/stripe-terminals/#stripe-terminals-ipad) 5. [Using Stripe Terminal for Guest Check in on Ipad](/stripe-terminals/#ipad-checkin) 6. [Stripe Terminals for Auction Manager](/stripe-terminals/#stripe-terminals-auction-manager) 7. [Issues with Tap to Pay Credit Cards](/stripe-terminals/#issues-tap-to-pay) 8. [Supported Stripe Terminal & Where to Purchase](/stripe-terminals/#supported-stripe-terminals) ### Enable Stripe Terminals for your Organization Before using any Stripe Terminals, including Pay to Pay, an auction manager must enable Terminal for the organization.   1. Navigate to the Financial Tab in the [Organization](/edit-your-organizational-settings/) settings and select the "**Use Stripe Terminals**" button ![Screenshot 2024-11-25 at 1.28.33 PM](https://ucarecdn.com/e5cdeea1-ff10-4fb8-9080-d480b2e08994/) 2. Check the "**Agree to Stripe Terminal Terms and Conditions**" checkbox, and select the **Enable** button  ![Screenshot 2024-11-25 at 1.28.46 PM](https://ucarecdn.com/68e26c20-f506-44bf-9e0a-9231e241b963/) *NOTE:  To enable Stripe Terminals, you must have an organization address.  Navigate to the Contact Info tab in the Organization settings to add an address if you do not have one setup.*  ![Screenshot 2024-11-25 at 1.29.20 PM](https://ucarecdn.com/728f8cf6-dafe-4749-a305-d78033b44ae2/) 3. You have now enabled Stripe Terminals for your Organization and can start using them in iPhone app, Android app, iPad app, and Auction Manager.  ![Screenshot 2024-11-25 at 2.21.55 PM](https://ucarecdn.com/0b0263bc-88f9-4061-b32f-eb2a42b9e363/) ### Connect Tap to Pay / Stripe Terminals on Mobile Device (iPhone / Android) You must have Bluetooth and location services enabled on your mobile device to use Stripe Terminals.  [Tap to Pay](https://dashboard.stripe.com/terminal/shop/tap_to_pay) is a built-in feature for iPhones (11 and up) and Android devices. It allows you to capture credit cards for your guests directly on your device without the need for an external payment terminal.  With Tap to Pay, your device becomes the payment terminal. Instead of using an external card reader, your iPhone or Android device can capture credit cards directly by simply tapping the customer's card or mobile wallet on your device. The [Stripe M2 Reader](https://dashboard.stripe.com/terminal/shop/thsku_JokaJ6KpLMlDID) is also supported with Handbid's mobile devices (iPhone & Android) and iPad app.  me NOTE: Before using Tap to Pay / Stripe Terminals or Check-in Admin feature on a mobile device (iPhone or Android), an auction manager must [Enable Mobile Device Check-In](/enable-iphone-check-in/) for the bidder.   #### **Configuring Tap to Pay / Stripe Terminals on Mobile Device (iPhone / Android)** 1. Bidder with Mobile Device Check-In permission will navigation to the Event Dashboard on their mobile device.  Here they will have access to **Admin Tools** modal. ![IMG\_9111](https://ucarecdn.com/0cb16e5f-a09d-4540-9339-74704880391d/). 2. From the Admin Tools, select **Reader Setup** option![IMG\_9112](https://ucarecdn.com/fc994719-4754-48de-8ff8-578e6e231e8e/) 3. Handbid supports **Tap to Pay** (no equipment required) and **Stripe M2 Reader**.    1. To connect to Tap to Pay for iPhones, select **Connect** link below Tap to Pay icon.  For Android devices, select **NFC**. 2. To connect to Stripe M2 Reader, select **Connect terminal via Bluetooth** link below Stripe icon.  ![IMG\_9113](https://ucarecdn.com/88094d38-0b6e-4b42-b70e-c6e934285fd7/) 4. Once a connection option is selected, you will see **Connecting** messages while we attempt to connect your selected device.  *NOTE:  The first time you connected on an iPhone you will be prompted to Agree to iPhone Tap to Pay Terms and Conditions.*  ![IMG\_9114](https://ucarecdn.com/dacf0e28-8e17-4f71-8e80-54354ee40bc1/) 5. Once you are successfully connected, your will receive a connection successful screen.   ![IMG\_9118](https://ucarecdn.com/a52ae8eb-98df-476d-9e3a-50a597495b36/) NOTE:  If you leave the event you will need to reconnect your Stripe Terminal when you return to the event. ### **Add Credit Card Using Stripe Terminals on Mobile Device (iPhone / Android)** 1. Please review [Mobile Device Check-In](/iphone-checkin/) for information on how to check in a guest using your mobile device.  2. During the check in process, you can add a credit card to the bidder's profile.  On the add credit card screen you can select **Add Card** button to add a card using the connected Stripe Terminal device.  If you do not have a Stripe Terminal connected you will be able to enter the card manually.  ![IMG\_9120](https://ucarecdn.com/327d613b-37b4-4eef-933d-3ddfa8d55e53/) 3. You will then be prompted to touch the terminal with the card you wish to add to the bidder's profile.   *NOTE:  You will need test your phone to see the best place to tap the card.  For some phone you might have to tap on the back of the phone.*  ![IMG\_9122](https://ucarecdn.com/cf5fc153-fa9c-48bf-9336-a60b4ffb2a45/) 4. Once the card if added, you will return to the bidder profile and you will see the card on file.   \[ADD IMAGE\] NOTE: [Not all cards are compatible with Tap to Pay.](/stripe-terminals/#issues-tap-to-pay) If you are having issues getting a card to tap you can enter in manually.  ### Connecting Stripe Terminal to Handbid iPad App NOTE: Before using Stripe Terminals on an iPad, the auction manager must have [Enable Stripe Terminals for your Organization](/stripe-terminals/#enable-terminals).  1. Navigation to the iPad Manager Dashboard 2. Select the **READER SETUP** menu option from the left navigation.  ![IMG\_0017](https://ucarecdn.com/f35a2a8a-ef0f-4afd-9928-38713b8052d8/) 3. Turn on your Stripe Terminal device and place it near the iPad so the Handbid app can connect to the device.  If you do not see your device listed, you can select the **Rescan** button to search for the device.  Once you have located the correct device, select the **Connect with device** button.   ![IMG\_0020](https://ucarecdn.com/86c53677-9355-4057-bb88-6054a32e434f/) 4. Your iPad will then Connect to the reader.  You may also receive a Bluetooth Pairing request that you must accept to continue.  ![IMG\_0021](https://ucarecdn.com/044a88da-305b-40fe-8801-8194261c0e06/) 5. Once connected. you will receive a Connected successful message and are now ready to add credit cards to your guest profiles.  ![IMG\_0024](https://ucarecdn.com/99880592-07e2-4396-b873-e7c56251d5f2/)![IMG\_0023](https://ucarecdn.com/058c3c2d-162e-4c72-9233-1051d049a459/) If you are unable to located from device, make sure Bluetooth is enabled on your iPad.  You can also go to your Bluetooth setting and if you see the device in your list remove it and try to search for it again.  When you close the Handbid iPad app, your Stripe Terminal will be disconnected, and you will need to reconnect when you reenter the app.   ### Using Stripe Terminal for Guest Check in on Ipad 1. Review the [iPad Guest List Check-in](/check-in-and-register-guests-bidders-from-the-ipad-app/) information to learn how to check in guests using the iPad.  2. When prompted to add a credit card to a guest profile you will receive the Add Credit Card model. To use the Stripe Terminal, select the **Scan card with reader** button. NOTE:  Some cards may not work with the Stripe Terminal, see [Issues with Credit Cards](/stripe-terminals/#issues-tap-to-pay) for more information.  If the card does not scan, you will have to enter it manually.  ![IMG\_0025](https://ucarecdn.com/7e74bd1e-20fc-48b3-9f43-8edd9bb25863/) 3. Once the card is scanned, the card will be added to the account, and you will return the bidder screen and will see the Credit Card on file.  ![IMG\_0028](https://ucarecdn.com/58c0676d-4acc-4761-9477-32686033f4e1/) ### Stripe Terminals for Auction Manager ### Issues with Tap to Pay Credit Cards Not all cards are compatible with Tap to Pay functionality; this could be because the card itself is not contactless-enabled, is issued by a bank not currently supporting Tap to Pay, or might be a specific type of card like a prepaid card with limitations on contactless usage. Key points about cards that might not work with Tap to Pay: - **Older cards without contactless technology **Check for the contactless symbol on your card to confirm if it's capable of Tap to Pay. - **Debit cards from certain banks: **While many debit cards support Tap to Pay, some banks might not have fully enabled this feature for all their debit cards. - **Prepaid cards with restrictions:** Some prepaid cards may not be allowed for contactless payments depending on the issuer. - **Damaged cards:** If the card's antenna is damaged, it might not read properly for Tap to Pay. How to check if your card works with Tap to Pay: - **Look for the contactless symbol:** This is usually a wave-like icon on the front of your card. - **Contact your bank:** Verify with your card issuer if your specific card supports Tap to Pay functionality. - **Try at a compatible terminal:** If you're unsure, try tapping your card at a store that clearly indicates it accepts contactless payments. ### Supported Stripe Terminal & Where to Buy The link below will take you to Stripe’s website, where you can browse the available readers. You can review each option to determine which reader works best for your event:  [Tap to Pay](https://dashboard.stripe.com/terminal/shop/tap_to_pay) - Supported by Handbid iPhone & Android Apps. [Stripe M2 Reader](https://dashboard.stripe.com/terminal/shop/thsku_JokaJ6KpLMlDID) - Supported by Handbid iPhone, Android Apps, and iPad App.  [Stripe Reader S700](https://dashboard.stripe.com/terminal/shop/thsku_OEu70OWVaQ0DG3) - Supported by Handbid Auction Manager.  [BBPOS WisePOS™ E](https://dashboard.stripe.com/terminal/shop/thsku_K0pFVGgj9FYNWK) - Supported by Handbid Auction Manager. --- # What is an Auction Premium? URL: https://help.handbid.com/what-is-an-auction-premium/ The Auction Premium is a surcharge that is added to all items on an invoice.  This surcharge is a percentage designated by the Auction Manager and cannot be removed from any invoice once the auction has closed. **It is important to know the Auction Premium is NOT meant to be an added fee to recoup credit card fees. To learn more about how to pass credit card fees on to a bidder, please visit this article: [Passing on Fees to the Bidder, Donor or Purchaser (handbid.com)](/passing-on-fees-to-purchasers/)** ### How to set an Auction Premium  1. Go to the settings gear wheel in your Auction or Campaign 2. Go to the "FINANCIAL" tab 3. Enter the percentage you'd like to have added to all invoices.  > ![Financial tab (auction, p2p, campaign) ](https://ucarecdn.com/87642d65-e5ce-4a61-9655-f69176fa19b7/) The Auction Premium will apply to all invoice items in your event and cannot be removed or adjusted after the auction closes. --- # Set Up an Organization Tax Table URL: https://help.handbid.com/set-up-an-organization-tax-table/ A **tax table** is a reusable set of sales-tax rates that your organization defines once and applies to any auction. Rates are entered per country and per state/province, so the correct rate is applied automatically at checkout based on the winning bidder's address. :::note Tax Tables is an add-on feature. If you don't see a **Tax Tables** tab in Organization Settings, it isn't enabled on your account — contact your Handbid representative. ::: ## Enter only the rates you're registered to collect Handbid does **not** pre-load any tax rates. You enter the rates your organization is registered to collect (your tax nexus). A blank cell means "no rate here" — nothing is charged for that jurisdiction unless you fill it in. Deciding where you have a tax obligation is up to your organization; when in doubt, consult your tax advisor. ## Create a tax table 1. Go to **Organization Settings → Tax Tables**. 2. Click **+ New Tax Table** (or **Edit** on an existing one). If you have none yet, you'll see **"No tax tables yet."** 3. Give it a clear **Tax Table Name**, for example `US Sales Tax 2026`. 4. Add a country section, then fill in rates: - **Country default** — an optional single rate applied to any address in that country that doesn't match a specific state/province rate below. - **State/province rates** — every state/province for the country is listed. Enter a rate only where you collect tax; leave the rest blank. 5. Click **Save Tax Table**. ![The tax table editor — a country section showing the Country default field, Set all / Clear all, and a rate input for each state or province.](/tax-tables/org-tax-table-editor.png) ### Entering rates - Rates are **percentages**. You can type `8.25`, `8.25%`, or use a comma (`8,25`) — all are accepted. - Rates must be between **0 and 100**. Anything outside that range is rejected. - A rate above **25%** is saved but highlighted in **yellow**, in case it was a typo. It won't block you. - The **"n of m set"** chip shows how many of a country's jurisdictions have a rate. - **Set all / Clear all** fill or empty a country's grid quickly. ### How a rate is chosen at checkout When a bidder wins and pays, the rate is chosen in this order: 1. The **state/province rate** matching the bidder's address. 2. If there's no state rate, the **country default**. 3. If the table has no rate for that address, the **item's own tax rate**, if one is set (a fallback, not an override). 4. Otherwise **no tax** is charged. ## Managing tables ![The Tax Tables list, showing each table's name, number of jurisdictions, how many auctions use it, and when it was last updated.](/tax-tables/org-tax-tables-list.png) - The list shows each table's **Name**, **Jurisdictions**, **Auctions using**, and **Last updated**. - A table shown as **"Not in use"** can be deleted. **Delete is disabled while a table is attached to any auction** — detach it from those auctions first. - Editing a table's rates does **not** change tax on receipts that have already been paid. Settled receipts keep the rate that was applied at payment time. ## Related articles - [Apply a Tax Table to an Auction](/apply-a-tax-table-to-an-auction/) - [Why Bidders Are Asked for an Address at Checkout](/why-bidders-are-asked-for-an-address-at-checkout/) --- # Apply a Tax Table to an Auction URL: https://help.handbid.com/apply-a-tax-table-to-an-auction/ Once your organization has a tax table [set up](/set-up-an-organization-tax-table/), you turn it on **per auction** from the auction's Financial settings. Auctions without a table attached are completely unaffected — nothing about their tax behavior changes. ## Set the auction's location first A tax table can only be applied to an auction that has a **location** set in the auction's settings. The location is used for in-room (point-of-sale) tax and to validate the table. - **Country** is always required. - **State/province** is also required when the country has states/provinces (for example the US and Canada). Countries without subnational regions need only a country. If the auction has no location yet, the tax toggle appears **disabled** with a message and a link to set the location. Set the location, then return to the Financial tab. ## Turn on the tax table 1. Open the auction and go to the **Financial** tab. 2. Find the **Taxes** section. 3. Turn on **Use organization tax table** — *"Apply a tax table's rates during checkout instead of each item's own tax rate."* 4. Choose the table from the **Tax table** picker (**Select a tax table…**). - If your organization has exactly one table, it's selected automatically. - If you have several, pick the one you want. - If you have none, you'll be prompted to create one first. ![The Taxes section on an auction's Financial tab, with "Use organization tax table" turned on and a table selected in the picker. "Require an address to pay" is switched on automatically.](/tax-tables/auction-financial-taxes-section.png) ## "Require an address to pay" turns on automatically When a tax table is attached, **Require an address to pay** is switched **on and locked**. This is required so the bidder's address can determine the correct tax rate at checkout. See [Why Bidders Are Asked for an Address at Checkout](/why-bidders-are-asked-for-an-address-at-checkout/). ## Which items get taxed Tax is **opt-in per item**. With a table attached, an item is taxed **only if its tax setting uses a taxable base** (its "Tax Against" is set to a taxable option). Items set to **No Tax** — the default for new items — and items with no tax setting are **not** taxed. Tickets, appeals, and puzzles are never taxed. Attaching a table does not suddenly tax everything: you still control, per item, what is taxable. ## Detaching To stop using the table, turn **Use organization tax table** off. You can't delete a table while any auction still has it attached. ## Copies of an auction If you copy an auction, the tax-table selection copies with it (within the same organization). Review the Financial tab of the copy to confirm the location and table are correct before going live. ## Related articles - [Set Up an Organization Tax Table](/set-up-an-organization-tax-table/) - [Tax Overrides and Where Tax Appears in Reports](/tax-overrides-and-tax-reporting/) --- # Why Bidders Are Asked for an Address at Checkout URL: https://help.handbid.com/why-bidders-are-asked-for-an-address-at-checkout/ When an auction uses an organization tax table, winning bidders are asked to provide a billing address before they can pay. This article explains why, what's required, and what you'll see if it's missing — useful for managers and for supporting your bidders. ## Why the address is needed The tax rate on a winner's invoice is determined by **where the bidder is** — their state/province and country. Without an address, Handbid can't select the correct rate. For that reason, on a tax-table auction the address requirement is **enforced at payment time**: a winner cannot check themselves out until a valid address is on file. (For in-person point-of-sale purchases, the auction's own location is used instead, so walk-up buyers aren't asked.) This is a real requirement, not just a prompt. Older versions of the mobile apps that used to skip the prompt will now ask for the address instead of completing payment without one. ## What's required - **Country** — always. - **State/province** — when the country has states/provinces (e.g. US, Canada). Countries without subnational regions only need the country. - Street, city, and postal code are collected as part of the normal address form. The address is saved to the bidder's account, so they won't be asked again. ## What the bidder sees If a winner tries to pay without a complete address, checkout stops and they're prompted to add one. Once they complete it (including state/province where required), payment proceeds and the correct tax is applied automatically. ## What managers should know - You can't turn off "Require an address to pay" while a tax table is attached — it's locked on for the reason above. - If **you** (a manager) take payment on a bidder's behalf without an address, Handbid lets you proceed, but the invoice records **$0.00 tax** and flags the line for review so it isn't missed. See [Tax Overrides and Where Tax Appears in Reports](/tax-overrides-and-tax-reporting/). ## Related articles - [Apply a Tax Table to an Auction](/apply-a-tax-table-to-an-auction/) - [Tax Overrides and Where Tax Appears in Reports](/tax-overrides-and-tax-reporting/) --- # Tax Overrides and Where Tax Appears in Reports URL: https://help.handbid.com/tax-overrides-and-tax-reporting/ This article covers reading tax on invoices and receipts, correcting the tax on a specific invoice by hand, and where tax totals appear in reporting. ## Reading the tax line On invoices and bidder receipts, a taxed line shows the **jurisdiction and rate that was applied**, taken from a snapshot saved with the purchase: - A state rate shows as, for example, **`CO 7.250%`**. - A country-default rate shows the country's short name. - A rate that came from the item's own fallback rate shows the bare rate. A single **receipt-level** "Tax (CO 7.250%)" caption appears only when every taxed item on the receipt shares the same jurisdiction and rate **and** the auction has no buyer's premium. On auctions with a buyer's premium, the receipt's "Tax" total also includes the premium, so it's shown as a plain **"Tax"** with the per-line labels carrying the rate detail. ## "Tax needs review" flags If a manager took payment **without** a bidder address (see [Why Bidders Are Asked for an Address at Checkout](/why-bidders-are-asked-for-an-address-at-checkout/)), that invoice line records **$0.00 tax** and gets a small warning indicator. The invoices list has a **"Tax needs review"** filter so you can find these and correct them. :::note A blank rate that was **intentional** — for example, a state where your organization simply doesn't collect tax — is **not** flagged. Only missing-address cases are. ::: ## Override the tax on an invoice To set the tax on a specific purchase by hand: 1. Open the invoice and choose **Edit Payment Tax** on the line. 2. Enter the correct tax amount and save. What happens: - The amount you enter is saved and the receipt totals are recalculated immediately. - The line is marked as **manually set**, which **protects it from being recalculated** later. Regenerating the receipt or other changes will not overwrite your override. Because a manual override is locked in, only use it when you specifically intend to fix that one invoice. ## Where tax appears in reports Tax totals flow into the auction's tax/premiums reporting. For tax-table auctions the report uses the same rate logic as checkout, so the numbers match the invoices — including for winners who haven't checked out yet. Values already applied to purchases are read from their saved snapshots, so historical figures stay accurate even if you later edit the table's rates. ## Related articles - [Set Up an Organization Tax Table](/set-up-an-organization-tax-table/) - [Why Bidders Are Asked for an Address at Checkout](/why-bidders-are-asked-for-an-address-at-checkout/) --- # Creating a Successful Event Run of Show URL: https://help.handbid.com/creating-a-successful-event-run-of-show/ Often called the “run of show” or “timeline”, the order or sequence and timing of your event is important to plan out.   Start with your venue rental agreement. Review when you will have access to and when you must be out of the venue. Use these start and end times as "bookends" for your timeline.   From this, you should create a "run of show" (ROS) that represents a chronological list of what will happen at your event:   - SETUP / ARRIVAL - REGISTRATION / CHECK-IN - BIDDING / RECEPTION - FOOD & ENTERTAINMENT - PROGRAM - LIVE AUCTION & APPEAL - AUCTION CLOSE / CHECK-OUT - CLEAN UP  Here are some important considerations for your "run of show" (ROS): 1. **Be as detailed as possible.** Note when things will start and stop.  However, you should anticipate and accommodate for things to possibly run long.   2. **Allow for unexpected situations:** your speakers running over, your guests arriving late, your live auction taking longer than expected. 3. **Run through your plan a few times with your entire team.** Can guests migrate from one element to another in time?  Can your team finish the live auction and appeal entries and also setup the checkout area before guests line up? For each element of your event schedule, here are some general tips and comments:  **SETUP** - How much time do you have to set up your event?   - Can you set up your auction area the night before or only the day of?    - Who will be helping with setup - staff, volunteers, the venue?  Make sure they arrive on time. - It is better to have TOO MANY volunteers or staff for setup than TOO LITTLE.  You have a limited time frame to set up, don’t be left short-handed. - All of your auction item display sheets, descriptions, signs, displays, etc. should all be done prior to arriving at the event. If there are last minute changes on items, be sure you have access to a printer at the venue. - When will the caterers arrive? What are they responsible for doing and not doing? - Who will help with table set up and decorations? - Where will the silent auction area be set up?  Who will be responsible for setting up the tables, supplying table cloths, etc.  - Touch base with AV/IT for your program and any visual displays on a large screen (Handbid TV, or live video feed) **REGISTRATION / CHECK-IN** - Where is your registration area? - Will you have access to power in the registration area? - Are you going to have registration staff sitting or standing for registration? - Who will work registration? Volunteers, staff, Handbid staff (if hired)?  - How many staff/volunteers will you need? We recommend 50 guests per check-in staff/volunteer. (Example: 250 guests = 5 check-in staff/volunteers) - Will Handbid be managing registration? - Have you assigned and trained volunteers for check-in? - Will you have a volunteer to control guest traffic and keep lines moving (if any)? - What information do you want to collect at registration? - Name, email and phone for mobile bidding? - Credit card on file to bid? - Address information? - What information will you be supplying at registration? - Paddle number (written on program or on a specific bidder card?) - Table assignment - A program - What time will you close registration ? - When do you expect people to arrive? Are people leaving from work, or is it the weekend? - How many people do you plan on checking in? - When do you want registration to be complete?  **RECEPTION / BIDDING** After registration, where will people go?   - How many bars will you have open? (if you are providing drinks or alcohol) - How long are you giving people to bid before food or the program starts? - How close will the silent auction area be from the food/program? - How long will you keep your silent auction open? **FOOD & ENTERTAINMENT** How are you planning to serve food? Sit down? Passed hors d'oeuvres? Buffet stations?  Your choice will determine how much time you need. - A seated dinner is fancier, but takes longer. - Buffet stations can mean a lot of waiting in line to get food. - Passed hors d'oeuvres? You will still need tables or high top cocktail tables for people to place their drinks and food on. **YOUR PROGRAM** What is your plan for the program? Who will speak?  Will there be slides? How long will it run? All of these are important considerations, especially as they pertain to your schedule and auction. - When will the program start? - What are people transitioning from when it starts? Have they been sitting and eating at a sit down meal? Are they coming in from the buffet line with their food? - How many speakers and how long will each one speak? - Will you have a video or onstage presentation? - Are you giving out an award or having someone on stage? - Will your stage accommodate the speakers? - Make sure you plan for 20 min or more to accommodate a long speaker or any other delay in the program. - What will happen immediately after your program?   **YOUR LIVE AUCTION & APPEAL** Your live auctioneer will now take the stage to start your live auction and appeal.  Some things you need to consider are: - What will you do first? The live auction or appeal?  Discuss this with your live auctioneer for advice. - How many live auction items will you have?  Estimate that each live auction item will take 2-3 minutes.  If you plan on having 10 live items, expect your live auction to take approximately 30 minutes. - Should you do an appeal? How many appeal levels do you have? Discuss this with your auctioneer. - Who will be recording the live and appeals in Handbid?  How much time will you give them to do this before the auction closes and checkout begins? **AUCTION CLOSE / CHECKOUT** When do you want to close your auction?  You can't close your silent auction while still entering live auction winners.   Please consider the following: - There is no value in closing your silent auction early.  Live auction bidders are rarely waiting to see what they won first in the silent auction before they bid in the Live auction. Keep your silent auction open as **LONG AS POSSIBLE.** - Use the Handbid countdown timer to close your silent auction. This is an important element and will drive additional bidding. Skipping the timer will limit your revenue. - Give yourself enough time to organize your checkout area prior to checkout.  Mobile bidding will allow bidders to see what they won and pay their invoices from their mobile devices.  This should reduce the rush to the checkout area by bidders who merely want to know if they won anything. - Give bidders at least 30 min to checkout after the auction closes before you must start vacating the space.  (i.e. Don’t start checkout 15 min before your venue wants you out the door).    **CLEAN UP** We always suggest an hour to do clean up. If you are running on schedule, this should be plenty of time. Typically you will be able to assess how long it will take based on how many staff/volunteers you have scheduled to help and how many items you're taking back with you from those who didn't make it to check-out. This list of considerations related to your event will give you a detailed schedule regarding your ROS. Remember to be specific about details for a successful auction. --- # Creating an Effective Silent Auction Display Area URL: https://help.handbid.com/creating-an-effective-silent-auction-display-area/ Properly displayed auction items are important to the success of most silent auction events. We all know there are certain items (gift baskets) that bidders like to look at up close. Maybe you have a cool motorcycle or some other live auction item that generates excitement. When you ask people to donate money to your organization, they appreciate a well-set-up viewing area. ### Key Point for Planning Silent Auction Area - **Space:** You want your area to have adequate space for both items and potential bidders (narrow hallways don't work so well). - **Auction Item Labels: Include name, category, and item code. These are important pieces of information for Handbid so that a guest can search quickly for items by name or item code. The** categories are across the top of the app, so this information will provide an easy reference to your bidders. - **Lighting:** How's the lighting in your area? A dimly lit space will not wow your bidders (or provide them with enough light to see what they are actually bidding on). - **Presentation:** We've seen some auctions where they had a big and open auction area, with everything displayed nicely, well-lit, etc. However, we've also seen auctions where the physical items were left "behind the scenes," and only item images and descriptions were set up in acrylic stands. There is nothing wrong with either of these, as both were effective for their situations. Know your event, know your audience, and plan your auction item displays accordingly. - **Location:** It's important to set up your auction in an area that will be seen and accessible by everyone, yet not in the way of registration/check-in or the entrance to the main ballroom or bar. Take time to look at the venue's layout, speak to the venue manager about what other organizations have done in the past, and strategize on what will work best for you! ### **Things to Consider** Keep these tips in mind as you combine mobile bidding technology with physical items at your event. To read more about creating effective silent auction displays, download our attached Ebook.  - How is the cellular phone and/or WiFi data quality in and around the area where your items are displayed?  - How is your auction area with regard to proximity to the bar and other frequently visited/social areas of your venue?  - [AuctionDisplays-eBook copy.pdf](https://ucarecdn.com/b98a4ff4-4e5e-4eec-bcb3-e1145bb99424/)(2 MB) --- # Creating Display Sheets / Display Cards / Display Table Cards URL: https://help.handbid.com/creating-display-sheets-display-cards-displays-table-cards/ #### Why use display sheets?  Display sheets are used to print a physical page to display a QR code, and description of your items, details, or other info where users don't have to be on the app or website to see. These are often displayed next to the item at an in-person event.  The QR code on the display sheet will open the app if it is downloaded, directly to the item IF the guest is logged in. If the guest is not logged in to the app or the app is not downloaded, the browser version of the event site will open a new window to display the item. A Handbid Best Practice - use QR codes and encourage guests to download the app.  #### Creating Display Sheets For Your Auction When you enter items into your Handbid event, you have the ability to generate display sheets for your items. There are a variety reasons you may want to create display sheets: 1. Create them for all of your items or only for specific items or categories. 2. For a category that does not have tangible items (i.e. certificates). 3. A very expensive item that you don't want to place on your auction table. In any case, this will help to display the items available. If you would like extra information on creating effective silent auction display areas [click here](https://1745458.hs-sites.com/knowledge/creating-an-effective-silent-auction-display-area?hsLang=en). #### Steps to Create Display Sheets: 1. In the Auction Dashboard, in the left-hand menu select ITEMS. 2. By checking the box to the left of the item(s), select the items you wish to print display sheets for. 1. To print the entire page, click the box at the top of all items.  2. To print all items on all pages, click the box and the top of all items, then click the link the appears above the items 'select all xx items in this event.' 3. In the top right corner of your toolbar, select the Bulk Actions dropdown and choose 'Generate display Sheets.' [![bulk generate display sheets](https://ucarecdn.com/ee9f1f8f-703f-41c9-99c8-968d256c36ae/)](https://ucarecdn.com/49463566-a4a1-4944-8914-6986beba7469/) 4. **Display Sheet Selection:** There are 4 templates to chose from. - - 8x10 full page display. Includes Category, Item Name, Item Code, Item QR Code, Display Sheet Description, Donor Display Name, Item Image OR Event Logo. - 5x7 half size display sheet, two display sheets per page, requires them to be cut after printing. Includes Category, Item Name, Item Code, Item QR Code, Display Sheet Description, Donor Display Name, Item Image OR Event Logo. - 1/2 page folded display sheet to fold in half to prop them up in auction area. Recommend printing on card stock for sturdier display. Includes Category, Item Name, Item Code, Item QR Code, Display Sheet Description, Donor Display Name, Item Image OR Event Logo. - Coaster display sheet is your most space-saving option. 6 sheets printed on one page, requiring them to be cut. Includes Category, Item Name, Item Code, Item QR Code only. Item Image OR Event Logo will NOT be included.  5. **Image Selection:** Choose between Item Image or Event Logo (not included on Coaster Display Sheet) 6. Once your customizations are made, click the purple **GENERATE** button.  When downloading, it is best to only download a category or a small number of items at a time.  If you download too many items at once, the PDF creator will time out and you will not have access to all of your display sheets. **CAUTION:** Item QR Codes work best with the Handbid app installed. Each time the QR code is scanned WITHOUT the app, the item is opened up in a new tab on the mobile browser, requiring the user to enter their username and passphrase (login credentials) with each scan.  ### Generating a display sheet for a single item You can generate individual display sheets for a single item or a select quantity of display sheets using the picture icon within the item. Simply click on the 3 dots next to "Place Bid" and select Generate display sheet. ### ![Info Tab (Auction, P2P, Campaign)](https://ucarecdn.com/f7ecf531-030d-4e0a-9e62-a052c892e8f7/) Editing the display sheet description In your item settings in the description tab, there is a separate description box named “Display Sheet Description”. This description is used exclusively for your display sheets and is limited to 400 characters to fit properly on a display sheet. You will need to make sure each item that you will be generating a display sheet for has a populated Display Sheet Description box. Tip: This description will only generate on the 8x10 display sheet. ![item description tab](https://ucarecdn.com/4bcc506b-c773-4cd5-aa53-fa6653519a84/)                              #### **Your display sheets will look like this:** ** 8x10 Display Sheet** [**![8x10 display sheet](https://ucarecdn.com/cf3077f2-5320-40a9-b105-f0b658b857ff/)**](https://ucarecdn.com/177a443c-df35-4bdf-b598-93162593e2ab/)                     **5x7 Display Sheet** [**![5x7 display sheet](https://ucarecdn.com/d990fee6-3dcd-4ec1-bcba-655e9fc0b1e2/)**](https://ucarecdn.com/70600dd8-6a99-4fed-854a-4e009415920d/)                                               **1/2 Page Display Sheet** [![half page display sheet](https://ucarecdn.com/56c29fa5-6c52-44ec-8c5a-a0caff0d8270/)](https://ucarecdn.com/5b50ed3c-20f6-4a68-bbd6-c4694722c0c8/) **Coaster Display Sheet** [**![coaster display sheet](https://ucarecdn.com/2c44f7c9-1eb3-4bbc-b145-bc3cff732129/)**](https://ucarecdn.com/5223baad-d562-4f6c-84f2-88bee39f7007/) --- # Enable iPhone Check-In URL: https://help.handbid.com/enable-iphone-check-in/ ## Enhance your guest experience by allowing your check-in staff to use their iPhones to check in your guests. Less equipment, more efficiency! Managers can now check-in guests from iPhones, and/or enable others in their auction to do the same.  This will allow you to expand your check-in crew for your event without having to log them in to the auction manager.  #### Check-in staff/volunteers can: - View the guest list - Look up guests by name, sponsor, table, email - Add credit cards - Send login links to bidders - Register them to bid and check them in #### Video:
      **Instructions:** 1. Using your auction dashboard, click **People > Bidders** and add all check-in staff/volunteers as bidders so they appear in the bidder list. If you are not familiar with how to add a bidder, check out this article for more information: [Create or Add a Bidder](https://1745458.hs-sites.com/knowledge/instructions-video-create-or-add-bidder?hsLang=en) 2. Find the staff/volunteer in the bidder list and enable their permissions. Click on their name to open their profile, and click the **"Can checkin guests"** checkbox to grant their permissions. ![bidder primary info tab](https://ucarecdn.com/7153e05b-f573-4233-a0a5-ad6ca23aea88/) 3. Have your check-in staff/volunteer log in to your auction on their iPhone (if applicable).  At the bottom of the auction dashboard, you'll see a link that says **"Admin".** They will then see the option to **"Check in Guests".** If that link does not appear, have your staff/volunteer refresh their app (pull down on the screen) and confirm they logged into the app using the same account you granted permissions to. To check this, have them go to their profile in the app and confirm that the email addresses match!                                              ![iphone admin rights](https://ucarecdn.com/97c22637-6d6e-4d6d-97ae-e0014cc3b34d/) 4. When the phone user taps on Check-in Guests, your guest list will appear.  From here, the user can search for guests, edit guests, check-in guests or register them as bidders.  ![iphone select admin tool](https://ucarecdn.com/dad78617-c13b-47f8-aa96-883e387d1093/) ![iphone check in guest](https://ucarecdn.com/8c67e204-2ad3-4d6a-bcfc-da0d143ad538/) #### *NOTE: To disable a bidder from checking in guests, simply return to the manager and disable that ability on the bidder record (reverse what you did in Step 2).* --- # Entering Paddle Raise donations on iPad URL: https://help.handbid.com/entering-your-paddle-raise-from-ipads/ ### 1 - Go to the Appeal tab of the Handbid for iPad app You will need to be in the manager side of the app to do this. Once you tap the "Appeals" tab you will see some stats in the upper left like total donations, total donors, and the total amount raised. Below those stats, you will see the most recent donations made. ![ipad appeal tab](https://ucarecdn.com/173f8419-2879-471b-aa36-b73661af4f1c/) ### 2 - Select or enter the donation amount  To the right of the screen in this tab you will see all your appeal items or a box to enter a custom amount. You will also be able to see the current level selected in the upper right. Select or enter the level your auctioneer is going to ask for. You can create appeal items by following the steps in [this article](/add-an-appeal-item-direct-donation/).  You may want to consider coordinating with your auctioneer to get the paddle raise levels ahead of time so you can seamlessly move to the next level during the paddle raise.  ### 3 - Entering donors  After you have selected the level the paddle raise will be entered at, tap "ENTER APPEALS". You will then see the following screen.  ![ipad enter paddle for appeal](https://ucarecdn.com/7c8c17a7-c8fc-4f04-bb40-4aea49357016/) On this screen, as your auctioneer calls the paddle numbers that are donating at the level you have selected you would enter the paddle number and press submit. Donations at this level will be shown on the left side as seen below. To remove a donation swipe from right to left on the donation that needs to be removed and it can be deleted.  ![ipad enter appeal with queue](https://ucarecdn.com/b8cc2fe9-492c-450e-9b64-f5d56dfaa983/) ### 4 - Finalizing paddle raise donations When all donations are recorded for the level you are entering in the upper right, select finalize. You will see a popup asking to confirm the information added. If you need to add any donations or remove any donations to the level you can select "Go back" from this screen. --- # Handbid iPad App Setup & Instructions URL: https://help.handbid.com/video-handbid-ipad-app-setup-instructions/ #### **Handbid iPad Bidding Setup**  It is the day of your event and you need to make sure that your Handbid iPads are ready. Below is a brief checklist to get your Handbid iPads ready to go:  - **Charge the iPads** - Make sure that your iPads are charged.  If not, keep them plugged in as you continue to set up the venue for your event. They typically charge quick and you can leave them plugged in while completing the remaining steps. - **Log into the Wi-Fi** - Connect the iPad into the venue's Wi-Fi network that you have for your event. Select the settings icon, select WI-FI, select the appropriate network, enter the password and join. The WI-FI setting will display connected when complete. - **Log into the Handbid iPad App** - Log in to the Handbid iPad App. Select the Handbid iPad App, enter your email and password. Note: This is the same email and password used to login to your Handbid Auction Manager. The same email and password will be used on all of the iPads. - **Select your Auction** - Tap on the auction and allow the Handbid iPad App to load all of the items. - **One final quality check -** Browse through the items and verify that all of them have photos and look correct. - **Place Handbid iPads throughout the silent auction area or with iPad volunteers working your auction.** If you are using **[iPad Helpers](/ipad-bidding-helpers-volunteer-training-video-for-ipad-app/)**, touch base and make sure that everyone is on same page with iPad functionality and expectations.  The video above can be shared with them about how to help individuals bid on the Handbid iPad. --- # How to Enter Live Auction Winners URL: https://help.handbid.com/instruction-video-enter-live-auction-winners/
      At any time, you can enter the bid/purchase amount for a live auction winner.   To enter a live auction winning bid amount, follow these steps (or watch the video above) 1. Click on your Items list in the left panel 2. Click on the "Live Auction" tab.  This will show you a list of your live items 3. Click on the item you want to place the bid on 4. Click "Place Bid" at the top of the item window  5. The item information will be populated in the bid window that appears 6. Select the winning bidder 7. Set the bid amount (you can either type in an amount or use the +/-) 8. Click "Bid Now And Sell" to place the winning bid and sell the item When you click "Bid Now and Sell" on a live auction item, it will automatically be sold, and an invoice will be generated for the winning bidder. --- # iPad Guest List Check-in URL: https://help.handbid.com/check-in-and-register-guests-bidders-from-the-ipad-app/ If you're hosting an in-person event, during the check-in process, you are able to check in and register (add) guests/bidders from your guest list using the Handbid iPad app. You can find this feature in the top menu on the iPad. This approach offers a number of advantages over using laptops at your event. Please note that you need to have manager status to perform guest check in on the iPad. * * * ### Article Index *To skip ahead, please click on a section title below:* 1. [Benefits of Using iPads at your Event](/check-in-and-register-guests-bidders-from-the-ipad-app/#benefits-of-ipads) 2. [Video: iPad Guest List](/check-in-and-register-guests-bidders-from-the-ipad-app/#video) 3. [Access the Manager Section of the iPad App](/check-in-and-register-guests-bidders-from-the-ipad-app/#access-manager) 4. [Accessing the Guest List for Check-in](/check-in-and-register-guests-bidders-from-the-ipad-app/#access-guestlist) 5. [Steps for Checking in and Registering a Guest](/check-in-and-register-guests-bidders-from-the-ipad-app/#steps-checkin-register-guest) * * * ### Benefits of using iPads at your Event - **The iPad App downloads the guest list** to the device, making the lookup of information and the overall process much snappier than the web-connection the Auction Manager uses. - **iPads are portable** and your staff can walk around with them. This may not work for your event, but in some cases this is preferable. - **iPads can be paired** with a secure credit card reader that is simple to use to add cards to a bidder's account. However, with those advantages, it is important to note one thing that may be a disadvantage for some: - **Some find iPads harder to type on.**  So, if your guest list is sparse (e.g missing a lot of data), and your volunteers might not be very tech savvy, you may find your check-in to be a bit slower if your check-in volunteers struggle to type in data on iPads (vs. laptops).    If none of those things concern you, well then watch this video for an overview of the guest list check-in process on iPads! ### Video: iPad Guest List
      ### Access the Manager Section of the iPad App 1. **First you will generate a PIN** to access the manager side of the iPad app.  From the manager section of the iPad app you can view auction statistics and manage the guest list.  2. **To set up the Manager pin for iPad, g**o to the INFO tab and enter a five digit pin code that will be used to access the manager side of the iPad app. Click update to save the PIN and you are ready to access the manager side of the iPad app.                            ![auction info tab](https://ucarecdn.com/dc3f2a24-efbf-46e2-94e5-a36743ee107b/) 3. **Select the manager icon** on the Handbid iPad app.                          ![ipad homescreen](https://ucarecdn.com/f97d20e8-6b54-4c58-9f89-ced781771982/) 4. **Then enter the PIN** to access the manager side of the iPad app. 5. **Once you have entered the PIN** you will be greeted with the auction manager dashboard.                             ![ipad dashboard ](https://ucarecdn.com/b4fdf953-40d8-4816-8463-93baa7caf72f/) ### Accessing the Guest List for Check-in 1. **Once you're in the Auction Manager Dashboard**, select "**Guest List**" from the menu on the left side of the screen to view the guest list on the iPad. From here you can either search for guest by name or sponsor.  Also if the guest has a QR code ticket in their possession, you can scan that ticket to find their information in the guest list. 2. **Select the check box** next to the guests that you want to check-in.  You can select more than one!  3. **Then, select the green** "**Guest Check-In**" box in the lower right corner. This box will highlight green when you have selected a guest from the guest list.                               ![ipad guests](https://ucarecdn.com/d1966be1-0b0b-4f94-ad2b-e9d9259f1dcb/) 4. **After selecting a Guest** and the "**Guest Check-In**" button the registration dialogue will display.                                             ![ipad guest check in ](https://ucarecdn.com/e047d15b-369a-4c08-859c-66055fa35b03/) ### ** Steps for Checking in and Registering a Guest** 1. **Update the guest information.**  The grey "**Edit button**" is where you can edit the guest's information. If you need to correct a name, table, sponsor, etc., you can simply edit the guest's information. (e.g. You change the name from Guest Flintstone to Wilma Flintstone). You can then check in the guest with the correct information reflecting on your guest list. Select the green **SAVE** button when you are done updating the guest's information.                     ![ipad edit guest info](https://ucarecdn.com/785b32ef-5157-4d61-b19a-a03eba933516/) 2. **Register the guest as a bidder.**  If the guest wants to register as a bidder, tap the **Register** button. This will pull up a form where you can create a bidder profile, add information and register them. Name and email are required fields so make sure those are accurate. Cell phone number is not required, but strongly recommended. The only reason not to record a cell phone would be if the bidder does not have a smart phone to utilize for bidding.  For those that prefer to bid from iPads rather than their cell phone, simply click the "No Cell Phone" checkbox and Handbid will let you register the bidder without a phone.  If you have a couple that wants to bid separately but on the same account, simply add a second number on this form and both will receive a login link invitation from Handbid. This link will allow them to get setup on their respective phones. Once complete, select the "**Next**" button when you have entered the bidder's information. 3. **Manually add a credit card.**                       ![ipad add CC](https://ucarecdn.com/ba2e5505-c22c-473b-99e6-d6881ab318ec/) 4. **If you have marked For Sale or Appeal items available** at check-in, you can add those items to a bidder's invoice at check-in. A good example of this would be adding a mulligan for golf tournaments, a cork for a wine pull or a beaded necklace for a Heads or Tails game. When you're ready to add the item to their invoice, select the quantity of the item and then select the green "**Add to Invoice**" button.                            ![ipad add for sale items](https://ucarecdn.com/26b47df1-e67e-4038-9e67-e660534a0610/) 5. **On the next page, check the "Send Login Link"** box if you have registered the guest as a bidder and they are using their mobile device. This will send them a link to help them get setup on Handbid on their device.  6. **Finally, select the green "Complete Check-In"** to finish checking in or registering your guest.  Once complete with all guests, Handbid will return you to the guest list to check in the next party. --- # iPhone Check-In From a Guest List URL: https://help.handbid.com/iphone-checkin/ [Skip to content](/iphone-checkin/#main-content) English [Get Support](/kb-tickets/new/) - [Default HubSpot Blog](https://blog.handbid.com/blog) - [Default HubSpot Blog](https://blog.handbid.com/blog) - English - [Get Support](/kb-tickets/new/) - [Go to handbid.com](/iphone-checkin/) [Go to handbid.com](/iphone-checkin/) Welcome to the Handbid Knowledge Base! - There are no suggestions because the search field is empty. 1. [Help Center](/) 2. [Check-in](/check-in/) 3. [iPhone Guest List Check-in](/check-in/#iphone-guest-list-check-in) ## Use the iPhone to check-in your guests! **Video:**  In order to check-in from an iPhone, a person must be a registered bidder and the Auction Manager must [enable iPhone check-in](/enable-iphone-check-in/). 
      --- # Network Setup for Laptops and iPads URL: https://help.handbid.com/network-setup-for-laptops-ipads/ When connecting a Wifi Network to laptops and iPads, we recommend you have a private Wifi network for Auction Managers. iPads and laptops should be the ONLY devices on this network. This ensures faster connectivity speeds and higher security vs. using public Wifi (which most guests and others will use through the duration of your event). #### iPad Setup Prior to your event, make sure you have downloaded the [Handbid iPad app](/downloading-the-handbid-ipad-app/) on all of your iPads and have logged into your auction with your auction manager account (Handbid user name and password). Try not to have too many iPads signed into this particular Wifi account or this can slow down internet speeds.  [See How Many iPads Do I Need?](/determining-how-many-ipads-to-use-at-your-auction/) for more information. **NOTE:**  *In the display settings of your iPad, make sure you select the **"******Auto-Lock"** setting to **"Never"**. You can also lock the rotation to landscape.* #### Laptop Setup If you will be using laptops for check-in, set-up a check-in area with several laptops logged into the auction manager. Multiple computers can be logged in with the same manager login and the more check-in lines you have, the quicker registration will go. #### Tips for Logging in While multiple people can be logged into the auction manager while it is running, it is important to establish volunteer roles.  We recommend that one person be in charge of opening and closing the auction.  You can read more about closing your auction here:  [Close your Auction](/closing-your-auction/). We also recommend checking out [Testing Your Venue's Network Connectivity for Mobile Bidding.](/testing-your-venues-network-connectivity-for-mobile-bidding/) --- # Placing Bids, Max Bids or Buy It Now on iPad URL: https://help.handbid.com/placing-bids-on-ipad-bid-maxbid-buy-it-now/ ### **Placing a Bid and Setting a Max-bid** This is how to place a **Bid** or a **Max-Bid** on an item. 1. Select an item  2. Click the green **BID** button or the grey **MAX BID** button 3. The iPad app will ask you to enter the bidder's PADDLE number 4. Once you enter their Paddle number, the iPad will ask for confirmation of the bid 5. Confirm your bid in the pop-up window ![ipad item with bin](https://ucarecdn.com/4da61805-b488-48ef-8cf9-caaf85997406/) ![ipad set max bid](https://ucarecdn.com/74f349de-02ea-4ae2-9a2c-e5041e803346/) ### **How to Purchase a Buy It Now!** If the item has a **"BUY IT NOW"** option, a button will appear that gives the bidder the option of purchasing the item outright.  The bidder will be asked to enter their Paddle ID and then confirm the bid.   Once complete the item will be added to the bidders purchased list, put on an invoice and marked as sold. ![ipad item with bin](https://ucarecdn.com/4da61805-b488-48ef-8cf9-caaf85997406/) ![ipad item purchased](https://ucarecdn.com/fdc2a3db-95d9-4fa4-a4ea-993c06e429c6/) --- # Placing Floor Bids Using the Handbid iPad App URL: https://help.handbid.com/floorbidding-on-ipads/ The first question we have to answer is: What is a floor bid?  A floor bid is referring to a bid placed in a live auction in the Handbid software on behalf of all bids in the room or "on the floor". Typically in Handbid (barring some situations), you can not raise the bid of a bidder if they are already winning an item. Through floor bidding, you can. You will have to assign a bidder that is in your auction to be a floor bidder.  Caution: A floor bid in Handbid is **NOT** referring to the lowest bid that will be accepted. That is an auction term that you may have heard before but that is not how Handbid uses the term.  ### 1 - Assigning a floor bidder To assign a floor bidder you will want to go to the bidder list in the Handbid manager. You will want to designate only one person/account in the auction as a floor bidder. The floor bidder can be either a real/existing user account or a made-up account that you create in the backend of the Handbid software. Once you designate your floor bidder, go to the bidder record in the auctions bidder list. There you will find a box that says "Is Floor Bidder". Check this box and save to enable the setting. ![bidder primary info tab](https://ucarecdn.com/7153e05b-f573-4233-a0a5-ad6ca23aea88/) You can still place bids for people that aren't designated as floor bidders, however, they will not be able to outbid themselves through Handbid.  ###  2 - Placing a floor bid through the STREAM tab on your iPad After you have assigned your floor bidder, you will want to make sure your live stream is up and the items you wish to promote are promoted. When your item is queued up and ready to accept bids you can place floor bids or accept mobile bids. To learn more about mobile bids for a live auction item you may view [this article.](/live-auction-image-function/) ![ipad auction item](https://ucarecdn.com/8c509477-7fce-48a5-9c13-d623470674ff/) When you are ready to start entering floor bids tap the gavel icon with "FLOOR BID" written underneath. That will prompt you with a new screen to enter the amount of the bid by using the "+" or "-" symbol or by using the digits below to enter a number manually. You will also see a list of all users including floor bidders whom you would place a bid for. Select your floor bidder from this list. ![ipad enter paddle for floor bid](https://ucarecdn.com/32383996-041f-4d7f-b9a9-ca7964a9d92d/) After you tap submit, a bid will be placed at that amount to the bidder you had selected. Just remember that you can not raise the bid of someone who is already winning unless they are designated as a floor bidder. For in-room bids, you will most likely want to use 1 floor bidder and just note down the paddle and the winning amount so you can sell this item to them, you would not continue to place floor bids.   ![ipad item with floor bid](https://ucarecdn.com/e10b711b-34ea-40a4-a367-bb85ec847e97/) --- # Preparing your Runners for Check-out URL: https://help.handbid.com/preparing-your-runners-for-checkout/ #### **A Runner's Role** Are you running for items, helping process invoices, checking to see that bidders have paid on their phone?  If you are a volunteer, make sure you have spoken to the auction manager and everyone is on the same page with regard to check-out flow. By now, you should be familiar with the Handbid app in general. Here are a couple tips and places you can go for more information. #### **Paying Invoices:** 1. If you have been asked to help process invoices in the Handbid Auction Manager, please review this article: [Check out and process payments](/managing-the-invoices-tab-processing-payments/) 2. You will want to have a laptop on site to process invoices quickly.  Check with the auction manager to see if he/she will provide one or if you should bring your own. 3. You can now process invoices on the iPad as well. 4. Before the auction closes make sure to remind the bidders that they can pay on their phone if Handbid credit card support has been enabled.    ####  **Item Runner:** 1. Make sure you are familiar with the items and their location.  The auction manager should have numbered and labeled the items in the auction area.  In most cases these items will be organized by their type (physical item vs. certificates) or by category.  Check with the auction manager in charge of checkout if you are not sure. 2. Agree on a process with anyone who is taking invoice payments.  Will they call out items to you or write them down on a note for you to retrieve?  3. Let the winning bidder know they will receive a "**Paid in Full**" receipt to the email address on file. Attached to this is a checklist to make sure you have thought through what you need to be successful with check out.  - [CheckoutInfo.pdf](https://ucarecdn.com/6b0d995a-2b44-430d-bf3e-3373f81c89eb/)(300 KB) --- # Testing Your Venue's Network Connectivity for Mobile Bidding URL: https://help.handbid.com/testing-your-venues-network-connectivity-for-mobile-bidding/ Before finalizing any venue contract, you should make sure that the network will be adequate for your bidders. You need to TEST the Cellular and WiFi network coverage and speed at the venue for yourself. **CAUTION: Do not always trust what the venue says about their network/WiFi at the venue. It's important to go to the venue and test the WiFi yourself to ensure a smooth experience.** Having a good internet connection will allow you to have a more successful auction with Handbid. #### **Test the Mobile Network** Your bidders can connect to Handbid either using the mobile (wireless) connection on their device or by connecting to a WiFi network at the venue. We recommend that bidders connect to Handbid using their mobile data network connection. The mobile providers are much more equipped to handle hundreds of connections than most WiFi networks. To determine if the connection is adequate, we recommend you test with an app from Root Metrics call Coverage Map.  1. **Download a SpeedTest App** - We like [RootMetrics' Coverage Map](http://webcoveragemap.rootmetrics.com/us), but you could also use [SpeedTest](http://www.speedtest.net/) or any other app that can give you a report of the speed of both the WiFi and Cellular Data networks.   2. **Turn OFF WiFi on your phone (so you are only testing the cellular data connection)** - To test cellular data speeds, we need to make sure we are on the cellular data network. 3. **Launch the SpeedTest App** - Once it loads, run a test. 4. **Review Results** - Look at the results. You want at least 2-3 Mbps down (arrow down) and 1-2 Mbps up (arrow up). 5. **Get Help?** Not sure how to interpret the results? Take a snapshot of your screen and email it to [service@handbid.com](mailto:service@handbid.com) #### **Some Things to Consider** Your guests will likely subscribe to a variety of cellular carriers. Be sure to test the most popular carriers in your area so you can get an idea of who may have a problem.  Things work "best" when your guests stay on their mobile data and do not have to join your venue's WiFi network.  However, if your venue is in an area where certain mobile carriers will have inadequate cellular service, then the performance of your WiFi network becomes increasingly important!  #### **Testing the WiFi Network** A good WiFi network will ensure a great experience for your bidders.  The network at your venue needs to be HIGH SPEED! How fast is this?  It depends on how many guests you intend to have connected to it.  Our rule of thumb is 5mbps down and 2mbps up for every 100 connected users.  If you had an event with 400 connected users (likely a 600 person event), then you would want at least 20mbps down and 8mbps up. This is just a rule of thumb, you could need more or less for your event.  Please make sure to download our Network Technology evaluation guide and review it with your venue (attached to this article).  In addition to speed, your venue's WiFi network needs to be able to accommodate the number of connections you intend to have.  For example, if you are having an event with 300 people and expect that 150-200 of them will connect to the internet using their phones to bid, then you need to insure that your venue's WiFi network can handle that many people.   The venue will help determine this.  Things that impact the ability of your guests to connect to their WiFi network include: - Type and quality of the WiFi access points used.  Are these commercial access points designed for multiple users or is your venue using a home/office WiFi router that is going to max out at 40-50 connections? - How does their network assign IP addresses?  (Don't worry what those are, but know that every one of your guest's phones is going to need one).  If they are only handing out 100 max IPs, then only 100 connections will be available.  In addition, make sure they release their old IPs from other devices (from other events) so you get the max number of IPs available. Test the WiFi network in a few different places in the venue.  Make sure that you have adequate access anywhere that your guests may be roaming.  You can test the quality of the WiFi connection using the same [SpeedTest](http://www.speedtest.net/) app. 1. **Download a SpeedTest App** -We like [RootMetrics' Coverage Map](http://webcoveragemap.rootmetrics.com/us), but you could also use SpeedTest or any other app that can give you a report of the speed of both the WiFi and Cellular Data networks. 2. **Turn ON WiFi on you phone** - To test WiFi, you need to be connected to the venue's WiFi network. Make sure you are testing the **SAME WiFi** network that will be used for the event. 3. **Launch the Root Metrics App** - Once it loads, hit the Test tab on the screen (top left) and run Single Test. 4. **Review Results** - Look at the results. You want at least 3 Mbps down (arrow down) and 1 Mbps up (arrow up). 5. **Get Help?** Not sure how to interpret them? Take a snapshot of your screen and email it to [service@handbid.com](mailto:service@handbid.com) #### Other things to consider regarding WiFi - Will your guests have to enter a password to join the WiFi?   - Does your venue require guests to enter their name and password in a web form (many hotels require this). - Will the WiFi network cache (store) your guest's phone info so they don't have to login every time they wake up their phone? - Will the venue give you a separate WiFi just for your laptops and iPads? *See the attached network guide and plan to share this with your venue and their IT/Tech team.*  - [Handbid - Network Testing.pdf](https://ucarecdn.com/38d612ac-1ee8-40ba-848f-31ade745bd34/)(900 KB) --- # The iPad Manager Dashboard URL: https://help.handbid.com/the-ipad-manager-dashboard/ ### Setup your iPad Manager Pin To use the iPad Manager dashboard, the first thing you will need to do is set up a PIN code in your auction settings.  This PIN will be used on the iPad to grant access to the "manager tools."  You will find this PIN code on the INFO tab of your auction or event settings. ![auction info tab](https://ucarecdn.com/dc3f2a24-efbf-46e2-94e5-a36743ee107b/) ### Access the Manager on iPad For the best Handbid experience please make sure both your Handbid for iPad App and iPad iOS settings are up-to-date on the most current version.  From your iPad, log in to the Handbid for iPad app with your manager log-in, and select your auction event from the list of available auctions.  If you do not see your event, please make sure you have it in at least a presale, preview, or open status. To learn about this, [follow this article](/how-to-change-your-auction-status/).  Once the event data loads, you will have a menu across the top.  Tap the MANAGER button on the top right and enter the PIN code you set up in the earlier step.  This will present you with the event dashboard showing your current statistics on bids, items, and total revenue.  ![ipad dashboard ](https://ucarecdn.com/b4fdf953-40d8-4816-8463-93baa7caf72f/) Along the side of the manager will be various options you can select: - Dashboard (the first screen showing overall statistics) - Guest List (the guest list manager where you can manage guests, scan tickets and register bidders) - Live (enter live auction bids and process payments for winners) - Activity (view real-time auction activity) - Beacon (turn your iPad into a beacon for ibeacon check-in) - Logout (logout of the iPad app) - All auctions (return to the auction list) Let's review each menu option below ### The Guest List This screen allows the manager (or any authorized volunteer) to check-in guests, add guests and register bidders.  Details on how this tool works can be found here:  [Checking-in Guests and Registering Bidders from the iPad App](/checking-in-guests-and-registering-bidders-from-the-ipad-app/)  ![ipad guests](https://ucarecdn.com/d1966be1-0b0b-4f94-ad2b-e9d9259f1dcb/) ### Live Auction Entry Tool This screen allows the manager (or any authorized volunteer) to enter live auction bids.  In addition, this tool will allow the user to split items (e.g. split a winning item between multiple bidders), duplicate items (if more than one are sold), and process payments immediately after completing the bid. ![ipad live](https://ucarecdn.com/66a41d3d-2eb2-4d99-8953-bfcecc5b0ac2/) ### Activity: The Real-Time Auctioneer Dashboard This screen allows the manager or auctioneer to view real-time statistics on a live event.  The screen is split into 3 sections: Donations, Bid Activity, and Promoted Item updates.  ![ipad activity](https://ucarecdn.com/13303134-369c-4006-8cff-83e514585bc6/) ### The Streaming tab (video) 
      ### Return to the Bidder Kiosk View To exit this section, you can tap on the MANAGER icon at the top to return to the main user interface for the iPad.  We recommend you NEVER leave the iPad unattended while in the manager section. --- # Video: Using iPad as Individual Bidder URL: https://help.handbid.com/video-using-ipad-as-individual-bidder/ [Skip to content](/video-using-ipad-as-individual-bidder/#main-content) English [Get Support](/kb-tickets/new/) - [Default HubSpot Blog](https://blog.handbid.com/blog) - [Default HubSpot Blog](https://blog.handbid.com/blog) - English - [Get Support](/kb-tickets/new/) - [Go to handbid.com](/video-using-ipad-as-individual-bidder/) [Go to handbid.com](/video-using-ipad-as-individual-bidder/) Welcome to the Handbid Knowledge Base! - There are no suggestions because the search field is empty. 1. [Help Center](/) 2. [Help Your Supporters](/help-your-supporters/) 3. [Getting Started as a Bidder](/help-your-supporters/#getting-started-as-a-bidder) This video shows you how to use an iPad as an individual bidder. 
      --- # Volunteer Support with Bidding URL: https://help.handbid.com/volunteer-support-with-bidding/ ## This article will provide useful tips on how to make sure you have the right volunteers for your event! Well trained volunteers can offer great support for your guests during the bidding process at your event. The following information will provide useful tips on how to make sure you have the right volunteers in place: 1. **Have volunteers to act as mobile phone "tech" assistants** to handle specific iPhone/Android questions away from the registration area. These questions will include usability functions within the app. **For example:** how to bid on items, how to place max bids, how to check bid history, how to add a credit card, how to view/pay an invoice, etc. Make sure that whomever you put in charge of this, whether it be one or two volunteers, is comfortable using the app on both Apple and Android devices. Consider creating a Handbid HELP Desk near the entrance of the auction.  2. **Ensure you have both the phone app and iPad app designated to support** people during your event. This will promote a better experience, and will ultimately drive more bidding, which means more money! Make sure the people you choose for these tasks are engaging. This will increase your overall bidding activity.  3. **Have iPad Bidding helpers** who are well-versed on how to use the iPad app and are socially engaging. What you want to avoid is giving an iPad to a shy volunteer. Make sure your iPad volunteers are able to approach people and encourage bidding throughout your event.   The following video will ensure your iPad helpers are up to speed: [iPad Training Video for Volunteers](/ipad-bidding-helpers-volunteer-training-video-for-ipad-app/) --- # Volunteer Training for iPad App URL: https://help.handbid.com/ipad-bidding-helpers-volunteer-training-video-for-ipad-app/ It's always a great idea to have volunteers to help encourage bidding and help guests who may not have a smartphone, to bid. Guests who use the iPads to bid, typically are non-smartphone users and may have questions. While the iPads are super-easy to use, it's always good to make sure everyone is bidding happily and have a volunteer to help. ### Things your iPad Helpers can be doing - **Help Bidders** - Does someone look confused or standing over an iPad for a while? Ask them if they need any help or if they have any questions.  Help them check their bids if they need to. - **Explain How Bidding Works** - help a user place a bid if it is their first one.  Explain how proxy bidding works and the benefits of placing proxy bids (allows them to put in a max and walk away). They do not have to come back and check their bids as often. - **Make sure the iPads are Working** - some bidders hit the home button and exit the app. Make sure the apps are running and that the light is green.  If the light is yellow or RED, then the iPad has lost its connection.  You can force the iPad to reconnect to the auction by pulling down the tab on the top right and hitting "resync auction".If that is successful, then the network is working and the iPad should resync. - **Encourage Bidding!** - Your iPad helpers can help drive revenue by encouraging people to check their bids and also up their bids to recapture their winning position. Walk around! Here is a training video you can share with your volunteers to review prior to your event to help them get acquainted with the iPad App! For volunteer training on how to purchase For Sale items using the iPad, [click here](/en/volunteer-training-selling-for-sale-items-at-your-event-with-an-ipad/)!
      --- # Volunteer Training: Selling Items using an iPad URL: https://help.handbid.com/volunteer-training-selling-for-sale-items-at-your-event-with-an-ipad/ Volunteers and event staff are vital to the success of your event. It's important to train them to become pros and boost their confidence with using the Handbid software. Training your volunteers and staff will impact the success of your fundraising efforts. Check out our step-by-step guide for your volunteers and event staff! Please be sure to review ["](https://1745458.hs-sites.com/knowledge/video-add-an-event-only-for-sale-item-for-raffles-wine-pulls-etc?hsLang=en)[How to add a for sale item"](/instructions-video-add-for-sale-item/) before tasking your volunteers with selling items at your event. This will help to ensure that For Sale items are set up properly. 
      ### Instructions for Using Handbid on an iPad: 1. Once your volunteer/staff is logged in with their admin credentials, they will be brought to 2. Your iPad will display all auction items. Be sure that all of your items are in a category and in the OPEN status.  3. Go to the For Sale Items. If you are running a drawing, creating a "Drawing" category might be wise so it is easy to find. This is the same for all For Sale item. ![ipad homescreen](https://ucarecdn.com/f97d20e8-6b54-4c58-9f89-ced781771982/) 4. Click on the For Sale item. In this example, it is the 25 Drawing Tickets.  5. Select quantity and verify price with the guest.  #### **Example Script:** **YOU:** *"You are Purchasing 25 tickets for $20. Correct?"* **GUEST:** *"Yes"*  **YOU:** *"What is your bidder number?"*  **GUEST:** *"118"* *\*\*After you enter their paddle number and CONFIRM their purchase\*\** ***YOU:** "Great. Thanks! Good Luck on the drawing!"*  6. After the guest confirms their paddle number, and you type it in, you will then click the green SUBMIT button.                                     ![ipad add paddle](https://ucarecdn.com/0d2775e5-ec2d-45c0-88a9-8987b4b94beb/) 7. Once you click the SUBMIT button, you will receive a pop-up to CONFIRM the purchase. Before clicking CONFIRM, ensure that all the information is correct. After you've processed the purchase, you're finished!                  ![ipad confirm paddle](https://ucarecdn.com/27c9f12d-8a58-4715-88ba-5106717d2ffb/) --- # Handbid Alerts: Push Notifications vs. SMS URL: https://help.handbid.com/handbid-alerts-push-notifications-vs-sms/ All of your messages (Broadcast Alerts, Winning, Losing, Text) will be visible in the Alerts tab. They will also pop up on the screen, but if you happen to miss an alert or dismiss it too quickly, go to the top left menu bar on your mobile device and select the ALL ALERTS tab to view them:                                                           ![iphone left side menu](https://ucarecdn.com/79de793d-07e8-4166-8685-de3b1c89faaf/) From this tab, you can view either ALL of your alerts or just the UNREAD alerts. You are able to tab between those views.  **DO YOU WANT TO CHANGE YOUR MESSAGES FROM PUSH TO TEXT, OR FROM TEXT TO PUSH?** You can instruct Handbid on how you want to receive messages or even turn them off entirely. Go to your alerts section, and select Settings. From there you can change your messaging preferences.                                                  ![iphone push or text](https://ucarecdn.com/20a75340-b37c-4515-bdb6-3fc51f27a733/) **What is the difference between a push message and a SMS/text message?**  ### Push/In-App: If you're using one of our apps (for iOS, Android) you will receive in-app messages or push notifications. These are delivered to the Handbid app using your data plan. When you receive a push message and tap on it, it will immediately open the App and show you the details. ### SMS/text: If you choose to receive SMS/text, messages will be delivered as text messages and will be delivered as any other text message. Normal data rates may apply.  If you have a smart phone, we recommend using the app. We've worked hard to make our app an awesome experience, and many features are not available with SMS. Who wants to swap back and forth between the app and text messages?!?!?! --- # Handbid Event Chat URL: https://help.handbid.com/handbid-chat/ ### Overview of Handbid Chat
      Handbid Event Chat is integrated into the Handbid Live stream experience on the app and the website. It will also show the chat widget on the lower right corner of the website and a chat icon at the top of the app when chat is enabled. If you do not have chat enabled you will not see the chat widgets on the app or the website. Chat will be filtered into two views: Event Chat and Support Chat. ### Auction Manager Select the messages icon to view the Event Chat and the Support Chat. ![main auction dashboard](https://ucarecdn.com/d4b430c0-cf7e-4144-91b1-f153e9fe328e/) From here you can moderate both chat feeds. The default chat that you will land on is the Event Chat. You can think of Event Chat as a standard chat board for your registered bidders to communicate with each other during or prior to your event. You can contribute to the chat by typing in the text field and hitting send and you can also delete a chat if you need to as well.   ![Event Chat](https://ucarecdn.com/e28fe352-0c86-4d97-9c84-8546549c2e6b/) In the support chat, you can click on a user and respond to them directly. You can also click on the chat icon with a plus sign to jump into a support chat with a user. If you see a red number next to the user in the support chat that will indicate how many unread messages are in the chat from that specific user.  Please note support chat messages go to the specific user and not to the chat room. ![support chat](https://ucarecdn.com/51e673be-53dd-485e-b8bf-7f34489c7ba2/) ### Auction Website You will see the chat icon widget in the lower right-hand corner on the auction website. This will show up in all tabs except for the Live stream tab. On the live stream tab, the chat is built into the page right below the video player. You can click on the chat widget to expand the chat window. In the chat window, the user can select the event chat or the support chat. View the screenshot below to see how to expand the chat window and how the expanded chat window looks. ![Start event or support chat](https://ucarecdn.com/950bf510-1040-4b6e-9e99-cf4f5ee8a846/) ### Mobile Apps On the app, you will see the chat icon in the top right corner of the app. The chat icon will be red if there are unread chats in either the support or the event chat window. From left to right you will see the chat icon in the right corner with unread notifications, the chat icon with no unread chats, and the chat widget open where the user can navigate from event or support chat. ![iphone admin rights](https://ucarecdn.com/97c22637-6d6e-4d6d-97ae-e0014cc3b34d/).   ![iphone event chat](https://ucarecdn.com/53bda3c1-3a05-4dcc-bb1c-571eaf354cb0/) --- # Handbid TV: Real-Time Leaderboard and Thermometers URL: https://help.handbid.com/handbid-tv-real-time-leaderboard/ Want to show live stats to your guests?  You can do that with Handbid TV! Handbid TV allows you to show real-time updates to your guests.  It displays in a tab in your web browser which you can use to display to your audience using a large monitor hookup or a projection system. #### **Handbid TV Settings** Before you launch the Handbid TV, you will want to go to your auction settings, open the "Images" tab and upload the Handbid TV Auction Logo and Handbid TV Background Image. Moreover, you can customize the background colors on Handbid TV (if you are comfortable setting Hex values or using a Color Picker). - The gradient will override any image uploaded below. You can use this as an overlay on the image by adjusting the alpha value. ![Screenshot 2023-08-03 at 1.54.58 PM](https://ucarecdn.com/2cb0b02e-4cd6-4d3d-8ff6-dbf835ed5701/) To get started with Handbid TV, you just need to open up the tab from the auction manager:                                     #### **HANDBID TV SLIDES** Handbid TV will open up to the Dashboard slide. This shows ALL of your auction statistics.  You may or may not want to share this information with guests. If not, you can simply click over to another slide using the menu at the top right:   ![Handbid TV goals](https://ucarecdn.com/bcf12bf4-e371-4206-a69e-3b78d39d70c4/) ![Select Handbid TV view](https://ucarecdn.com/ff475e96-548b-4f9e-b245-ef0de7c2337a/)  If you want to adjust the text size of the slides, use the (+) or (-) options on the top right of the screen! **Live Ticker Slide** will display all auction activity in real-time. ![Handbid TV auction activity](https://ucarecdn.com/d2ebb29f-6710-4ae5-9dd1-e865902bc53f/) **Donation / Appeals Tracker** **Slide.** This slide will show your total accumulation of direct donations. For more information on how to set up donations in Handbid,  [Click Here.](/setting-up-donations-in-handbid-and-the-handbid-apps/) ![Handbid TV appeal ](https://ucarecdn.com/75bcab1a-3940-49fa-a2e8-2ca5e57460e6/) **Silent Auction Thermometer Slide** will display the silent auction goals you have created in your auction settings and real-time progress.  ![](https://ucarecdn.com/e4e29d51-f6e0-4b1c-b715-bb34c63bbb5f/) **Top Items Chart Slide** will display the top  revenue-generating items in the auction. You can click on the menu bar located in the lower left  corner to customize the number of the items you want to be displayed on the screen. ![Handbid TV top items](https://ucarecdn.com/339e750e-6c46-450b-97f5-8fafce044b7f/) **Puzzle Purchases Slide.** As pieces are purchased, the "before" photo will transform into the "after" photo.  Donors will see real-time progress.  To learn more about how to create a Puzzle in Handbid, [click here](/handbid-puzzles/)! ![Handbid TV Puzzle](https://ucarecdn.com/f737536f-f433-4950-818c-336bc148364a/) **Top Grossing Items Slide** will display the top  purchases by gross sales. ![Handbid TV top items by gross](https://ucarecdn.com/36156c2e-e692-49fe-b388-94b634e62da0/) **Top Revenue Generators Slide** ![Handbid TV top revenue generators](https://ucarecdn.com/1cc086bc-c4e6-4e03-9053-c71757eba3c7/) **Polls Slide** ![Handbid TV poll](https://ucarecdn.com/8287fc03-0e68-44c0-8f5e-85defb6d5c5d/) **WANT TO SCROLL THROUGH THE OPTIONS?** There are ways to set up a presentation by selecting a number of different Handbid TV slides and putting them in different tabs.  Chrome offers plugins that allow you to take multiple tabs and put them into a presentation. We use one here at Handbid called "[Slideshow Tabs](https://chrome.google.com/webstore/detail/slideshow-tabs/iobimglbiofbaeideemeihjhoadadcef?hl=en)" --- # How to Promote Your Event Site URL: https://help.handbid.com/how-to-promote-your-event/ Once you create your auction and save it, it will generate a link you can share with your guests. Your Auction will be listed both on our website at [https://events.handbid.com/auctions/](https://www.handbid.com/auctions/) as well as in our mobile apps.  However, this link will **not be visible to anyone** until you put your auction in either Preview, PreSale, or Open status. Even if your auction is in Setup mode, you can still obtain your auction website URL to share with others.  Simply go to your auction settings and head to the INFO tab. Click on the two squares next to the Auction URL and your website URL will copy to your clipboard. This is the URL that you can paste on your social media, emails, direct mail, or anywhere else! **IMPORTANT!**  The URL for your auction is created when you create your auction.  You can change the name of your auction, but your URL will stay the same as the original URL.                                       **GET A SHORT URL FOR YOUR AUCTION** *Your Short URL will double as your Text-2-Give keyword. Learn more about this in our Text-2-Give article by [clicking here.](/text-2-give/)* If you feel like your auction URL is too long, you can generate your own short URL. When the short URL is opened on a mobile device Handbid will show a splash page to take the user either to the app store to download the Handbid app.  For example, if your auction was called "The Best Auction Ever," your URL for your event would be:  https://events.handbid.com/auctions/the-best-auction-ever/ However, if you wanted a shorter version, we could create a short code (e.g. "bestever") and that URL would be: http://handbid.app.link/bestever You can enter your short URL and request it under "Info" in the auction settings. The Keyword cannot be more than 12 characters! So keep it short and sweet! Your Short URL is not case-sensitive. ![auction info tab](https://ucarecdn.com/dc3f2a24-efbf-46e2-94e5-a36743ee107b/) Once the URL is accepted, you can update your auction. When you go back into the auction, the request button will change to a **COPY** button to allow you to copy the URL to your clipboard and use it elsewhere. You MUST click "Update" after requesting your short URL or the short URL will not be saved.  ### Sharing your auction via QR Code You can use a QR code to share your auction URL anywhere — printed promotional materials, signage at your event, emails, social media, table tents, save-the-dates. The QR code is unique to your event, and you can now choose **where** in your event site it lands. **Find the QR code** You'll find the QR code in two places: - The **EVENT** tab of your auction settings gear wheel - The **Theme toolbar**  ![Screenshot 2026-05-18 at 9.49.15 AM](https://ucarecdn.com/752119a3-a6a9-40db-b33d-23db9bbaef0c/) **Choose your QR code destination** When you generate the QR code, you can use the destination dropdown to point it at one of five locations in your event site: | Destination | Where It Takes Guests | Best For | | --- | --- | --- | | **Intro Page** | A guided walkthrough that helps new bidders create an account, add a card, and download the Handbid app | First-time bidder onboarding — save-the-dates, new-donor emails, anything where the guest hasn't bid with Handbid before | | **Overview** | Your event overview page | General event promotion where you want guests to see the whole event at a glance | | **Items** | Directly to the item browse view | Sneak-peek emails, item preview promotions, signage that drives guests to start bidding | | **Tickets** | Your ticket purchase pages | Pre-event promotion focused on driving ticket sales | | **Donations** | Your donations page | "Scan to donate" signage, paddle raise moments, fundraising appeals between events | Match the destination to the moment. A QR code on a save-the-date for new donors should go to **Intro Page** (gets them set up with an account before they need it). A QR code on a "Donate Now" table tent should go to **Donations** (frictionless give). When guests already know your event and just need the homepage, **Overview** is the right pick. If the user has the app downloaded, the QR code will direct the user to the event in the app. If the QR code is not downloaded, the user will be directed to the event site on the web browser (chrome, safari, etc).  ![event qr code](https://ucarecdn.com/ad5eb1f7-d878-400e-975a-9f3b45ef3dec/) Please note. In order for your Theme Editor options to appear, you must first publish your Theme changes. Go to Theme, click the "rocket ship" icon and toggle the button "on" to publish your site. --- # How to restrict a Live Stream URL: https://help.handbid.com/how-to-restrict-a-live-stream/ In Handbid there are two settings to allow you to manage who is viewing your live stream. If neither is selected, anyone can view the Live Stream in your auction or campaign.  The two options for this are **Only registered bidders can watch Live Stream** and **Require Ticket purchase to view Live Stream**.  These settings can be found in the **BIDDERS** tab of your settings gear wheel.  ![bidders tab](https://ucarecdn.com/315ea13b-e1ee-4b24-9f8a-03cdcf6410fb/) ### Only Registered bidders can watch Live Stream If you select **Only registered bidders can watch Live Stream** and the person can not view the Live Stream they will see this screen. They will then be given the option to log in or register for your event to then be able to view it.  ![private event](https://ucarecdn.com/021b272b-1898-4e65-a59b-ce3fb10e0c34/) ### Require Ticket to view Live Stream  If you select **Require Ticket to view Live Stream** and someone who does not have a ticket tries to view the Live Stream they will see this screen. They will be given the option to buy tickets in order to see the stream. For more information about purchasing a ticket [click here](/bidder-instructions-to-purchase-tickets/).  ![ticket required for livestream](https://ucarecdn.com/03e055fc-98cc-4fa4-8d18-f577d25937d1/) ### If both options are selected If you have both options selected and a person doesn't have a ticket and is not registered they will see the screen which is the same as if they were not registered for the event. They will first see this screen and if they attempt to view the live stream after registering and **NOT** buying a ticket they will see the "Ticket Required" screen.    It is not necessary to select both options. If you select "Require Ticket to view Live Stream" the user will have to register to purchase a ticket regardless.  ![private event](https://ucarecdn.com/021b272b-1898-4e65-a59b-ce3fb10e0c34/) To learn more about Live Streams you can follow any of the articles below.  [Live Stream Overview](/live-streaming-on-handbid/)   [Add a Live Stream Sponsor](/live-stream-sponsor/)  [Integrate Handbid data into your Live Stream using OBS](/integrate-handbid-data-into-your-live-stream-software/) --- # How to use the Handbid app URL: https://help.handbid.com/how-to-use-the-handbid-app/ ## To kickstart your bidding journey on Handbid, watch this quick video.
      --- # Live Streaming on Handbid URL: https://help.handbid.com/live-streaming-on-handbid/
      Handbid has created a Live Streaming feature where you can use YouTube to live stream your program or embed live streams from Vimeo or Facebook.  We also have a premium (zero latency) option:  [Handbid Premium Live Stream](/live-streaming-on-handbid/#Handbid-premium-streaming) feature which uses state of the art live streaming technology, WebRTC.  The rest of this article will explain how to setup your live streaming with YouTube.  As we mentioned, you can also embed live video from Facebook or Vimeo, but the Handbid service team will need to enable that for you. * * * ### Article Index *To skip ahead, click on a section title below.* 1. [Set-up Live Stream on Handbid](/live-streaming-on-handbid/#Handbid-premium-streaming) 1. [Setting up the Streaming Source (Google/YouTube)](/live-streaming-on-handbid/#set-up-streaming-source) 2. [Streaming from a Mobile Device](/live-streaming-on-handbid/#streaming-from-mobile-device) 3. [Connect Live Stream Source in Handbid & Go Live](/live-streaming-on-handbid/#connect-source-to-handbid) 4. [End Live Stream](/live-streaming-on-handbid/#end-live-stream) 5. [Handbid Premium Streaming](/live-streaming-on-handbid/#Handbid-premium-streaming) 2. [Promote Items and Donations in your Live Stream](/live-streaming-on-handbid/#promoting-items-donations-in-livestream) 3. [Video: Handbid Live Stream Demo](/live-streaming-on-handbid/#handbid-livestream-demo)  * * * ### Set-up Live Stream on Handbid #### Step 1: Google Account Setup **Do you have a Google Account?** First you will need a Google / GMAIL account.  If you don't have one we suggest creating one, and the best part, they're free! After you log in or crate a new Gmail account, move on to the next step, enabling YouTube Streaming. #### Step 2: Streaming Account Set up **Setup Your YouTube Streaming**  When logged into your Google account, go to [www.youtube.com](https://www.youtube.com/)   and click on the "Video" camera icon on the top right that has a "+" on it.  Then click, "**Go Live**". This will take you into the YouTube Live Studio.   If you have never enabled streaming before, Google requires 24 hours to setup your account, so be prepared for a wait time! When you come back a day later, you should see your streaming dashboard setup.                                       ![Live\_streaming\_-\_YouTube\_Studio](https://ucarecdn.com/3341c729-2ea4-4893-a109-28c9f0718447/) Also, it is important546y to note the following restrictions and cautions related to YouTube. #### Can your account embed live video? Your account MUST allow for embedded live streams.  If you are not sure, you will either need to check with YouTube or test this first through Handbid.  Handbid has no control over whether YouTube has enabled this feature for you.   Recently, YouTube has been removing this capability from most YouTube accounts.   We strongly recommend you test your live stream through both the web and app versions of Handbid to confirm your account is setup for embedded video.  Confirm your YouTube account is enabled for embedded live streams! #### Does your video contain copyrighted material? YouTube has real-time algorithms that look for copyrighted music and video in your video content.  Playing background music from Spotify or embedding a movie clip is bound to get your video flagged for illegal content.  At best they will strip out that part of your video and give you a content strike.  At worst they will remove the entire video.  Please be sure exclude any content you do not have rights to use. Please make sure your videos do not have copyrighted content or material you have no rights to use. YouTube will ban it. #### Step 3: Live Stream Source **A Video Source** The Handbid Live feature requires a YouTube live feed.  To start, you will need to [setup a YouTube live feed on YouTube](https://support.google.com/youtube/answer/2474026?hl=en).  There are two main ways to generate your feed.  One, by using a 3rd party encoder (streaming source) and the other is to use YouTube's webcam. If you choose to use the 3rd party encoder, [skip down to the next section](/live-streaming-on-handbid/#Streaming-3rd-party).                             ![](https://ucarecdn.com/99926545-b647-4112-a229-4044c4683edd/) #### Step 4: Steaming **Streaming from YouTube's Webcam** This is a simple way to get started if you are comfortable using a webcam on a computer.  Click on WebCam and then fill out the form.                                                                     ![](https://ucarecdn.com/add2693a-d4b8-4320-a7ef-064d4669d803/)   Once you hit **NEXT**, YouTube will snap a photo for the thumbnail and then have you confirm the settings.  While in the settings, you'll need to click on the SHARE button then copy the URL. After you copy the URL (just click the button: COPY), then click GO LIVE. After you've done this, you will need to paste this URL in your Handbid Live Stream settings. Once you have copied this URL in Handbid, your guests will be able to view your Live Stream.   > **DO NOT FORGET TO CLICK GO LIVE - or your stream will not be there!**                                           ![](https://ucarecdn.com/46a76e24-8a59-4c2d-8e2b-75f955fab9b9/) **Streaming from a Mobile Device** YouTube also allows you to stream from their mobile app, but only if you have 1,000 subscribers.  There are a few other ways to stream from mobile though that are a bit harder to setup, but are FREE and won't require you to have 1,000 subscribers.  To learn how to stream from other systems, read on. Our recommendation is to use the Larix Broadcaster for iPhone or Android.  Go to your respective App/Play store and search for Larix broadcaster.  Download this and then follow the instructions below (we will show iPhone screens but Android should be the same)  **The follow are screenshots from the Larix App. Open it and follow these steps:** - When you open the app, click on the settings gear wheel on the right-hand side of the screen.                                             ![](https://ucarecdn.com/6b68d887-f3ef-4754-b936-c233cde12bab/) - Once you open up your settings, tap on the Connections setting                                              ![](https://ucarecdn.com/46ebcd57-df2c-4ba7-a62f-525f8c1368a8/) - After you click on the Connections setting, you will then need to add a new connection. Click the plus sign in the upper right-hand corner of the screen to add a new connection.                                           ![](https://ucarecdn.com/2e7289c5-17b6-4221-9611-03cc30575e55/) - Now, you can create your new connection. You can choose/create the name of the connection (ex. YouTube, Live Stream, Handbid Stream, etc). You will then need to paste the YouTube URL into the URL field (see step below on how to obtain that URL). Once you've input that information, click Save.                                                                          ![](https://ucarecdn.com/e8ac4802-bb28-4512-90ee-c37fb98acf0b/) **NOTE:** in the screenshot below, you need to combine the STREAM URL and the STREAM KEY to get the URL you need above.  You'll need to go back to your Stream Settings to access the Stream URL and the Stream Key. Once there, you can pull the Stream URL and the Stream Key and combine them to get your Streaming URL for the Larix App. > ***For example:** if your stream key was asjd7-3shj3-bskds-398ds and your URL was rtmp://a.rtmp.youtube.com/live2 then your total URL you need for the Larix app would be:  rtmp://a.rtmp.youtube.com/live2/asjd7-3shj3-bskds-398ds* So how do you get it to your phone? Well if you have a Mac and iPhone paired they will cut and paste between each other. Otherwise, construct the URL in a text editor and then text it to yourself and copy it from there or type it in manually.                                    ![](https://ucarecdn.com/292cb18b-c7c3-4f2b-9ccd-1c5bae327cce/) - Save the settings and then back on the Larix main page - click on the RED record button to start recording.  You need to make sure that feed shows up in your YouTube Studio.                                              ![](https://ucarecdn.com/a73af312-35e0-4c5f-a9d4-aafea149f6e6/)                                              ![](https://ucarecdn.com/4add0a69-fb51-4dd6-8d8c-f6295ff64d61/) Once you see a stream show up in YouTube from the app, you are ready to click the **GO LIVE** and start streaming.  Be sure to COPY the URL (click that share button next to GO LIVE to get it). Handbid will need that share URL for the live stream. #### 5.   3rd Party Streaming **Streaming using a 3rd Party Tool- Be.Live or StreamYard**  If you want a production that has multiple feeds, graphics, and audio controls, etc., you may need live production software.  Live production software will allow you to switch from camera to camera and display graphics instantly. Tools like [Be.Live](https://be.live/) and [StreamYard](https://streamyard.com/) allow you to do this. These tools work great with our Youtube-based platform on Handbid.  There are a lot of software applications and tools out there that will stream to YouTube.  Many of them are automated (meaning you don't need to do anything more here, they will do it for you), but some require you to provide them with a URL to stream to (an RTMP URL). In addition to YouTube's free apps, there are other online systems that allow you to stream to YouTube.  Any of those will work as well.  Our favorites are [StreamYard](https://streamyard.com/) and  [Be.Live](https://be.live/) which have a simple interface allowing you to combine multiple sources into a single stream to YouTube.   One advantage of StreamYard is that it has a default latency setting of "Low Latency". Latency is the delay before a transfer of data begins following an instruction for its transfer.  This will perform better in most cases for you than the normal latency settings. We are working with both companies to offer an Ultra Low Latency setting.  If you require 3-4 seconds of latency (often found with Ultra Low Latency), then you will want to setup the stream yourself through YouTube.
      #### 6.    Connect Live Stream Source in Handbid & Go Live Within the auction manager, you will see an icon for the Live Stream feature.  Click on this icon to access the Live Stream menu:                                       ![main auction dashboard](https://ucarecdn.com/d4b430c0-cf7e-4144-91b1-f153e9fe328e/) #### From the menu you can access the following options: **Live Stream Settings** Click on the settings to enter in a YouTube URL.  This URL will be the OUTPUT URL for your live stream.  YouTube will tell you what this URL is and if you have been following our instructions, you already have this copied. Otherwise, you need to read above and get your liveStream URL.                                                            ![livestream settings](https://ucarecdn.com/38dea48d-ebe8-461e-9c39-c6287513f10a/) You can also set a date for the Stream to go live if you want to tease your guests/bidders with an upcoming stream.   When you are ready, click SAVE.  If there are any issues, Handbid will tell you. What is that RESET button? Well if you have already run a stream and want to start over, that button will let you do that. We have added live stream restrictions to Handbid. We have added the functionality to only have registered bidders or those who have purchased a ticket view the livestream.  Those settings are now in the auction manager in the bidders tab. ![bidders tab](https://ucarecdn.com/315ea13b-e1ee-4b24-9f8a-03cdcf6410fb/) When you are ready to go live, you FIRST need to make sure that your YouTube LIVE feed is well... LIVE.  Have that going and then you can push it to Handbid.  To do that, click on the GO LIVE button from the LiveStream menu.                                                    ![livestream go live or promote](https://ucarecdn.com/50af2fb4-d155-4e09-8e96-b4bc50303e1f/) **Notifying Users about the Live Stream** When you go LIVE, all bidders/guests on the Apps as well as on Handbid Events will be sent a notification telling them that the Stream is now LIVE. **Viewing the Live Stream** Users on the Events Site or the Apps can view the LiveStream by clicking "TAKE ME THERE" or "Watch Now".  This will take them to the LiveStream page where they can view the stream.  In most cases, your users will need to hit the PLAY button in order to tell YouTube to play the live video. If there are restrictions such as only registered bidders can watch the live stream or ticket required to view a live stream is checked, only people within those parameters may view the stream.   ### Ending the Stream When you are ready to end the live stream, return to the LiveStream menu in your Auction Dashboard and click on "End Stream" to stop. More Questions? Please reach out to us at service@handbid.com and we will be happy to help you. ### Handbid Premium Live Streaming While YouTube is a fantastic live streaming choice for many charity clients, we do have organizations who want a faster, more real-time streaming experience for their guests.  We have integrated state of the art live streaming technology, WebRTC,  and are excited to announce a new Handbid Live Streaming option.   This premium service is fast.  What do we mean by fast? You will need to schedule a demo to check it out, but we think you will be blown away with the [**sub-one-second latency**](https://webrtc.org/) we typically see through this service.  Interested in a demo or adding Handbid Premium Live Streaming to your upcoming event?  Please contact your sales representatives or [schedule a demo](https://inb.handbid.com/get-started?hsLang=en) for more information.  ### **Promoting Items & Donations During your Live Stream** In an effort to keep your guests, donors, bidders all on the same screen, we have developed a means of promoting items just below the video feed. When you do this, the viewers can bid or donate without having to leave the screen or use a different screen.  This is especially helpful if the user is on a mobile device.  ** Promote an Item** You have the ability to show an item below the Stream at any time. This item can be changed or removed and it will automatically update on the viewer's screen. To promote an item, go to your live stream settings panel and select the option "**Promote Item**".  Once the item promotion window appears, choose the item you wish to promote and then click "Save" If your live stream is ON, then the item will appear on your live stream (on the app and web browser) just below your video.   ![livestream go live or promote](https://ucarecdn.com/50af2fb4-d155-4e09-8e96-b4bc50303e1f/)         ![livestream items donations quantities polls](https://ucarecdn.com/d03a907a-0a5b-4c69-9c89-5713bcd01d0d/) Once you save, the item will immediately appear on the user's screens, if it does not appear immediately, please refresh the web page or app.  Once an item is promoted, a user can purchase or bid on the item directly from that screen. **Promote Donations** To promote donations, go to the Auction Dashboard, then click on your live stream settings panel and select the option "**Promote Item**" (same steps as listed above).  Once the item promotion window appears, select "**Promote Donation Block**" checkbox and then click Save.  This will promote the donation block under the video feed along with a thermometer showing progress. Be sure to have [appeal items setup and visible in Handbid](/add-an-appeal-item-direct-donation/) for the options to appear here.                                  ![](https://ucarecdn.com/61e22b1c-c93e-40b3-b5db-1af62e00d39e/) ### Handbid Live Streaming Demo (Video) [Return to the top](/live-streaming-on-handbid/#top-of-page) **Going Live on Handbid** When you are ready to go live, you FIRST need to make sure that your YouTube LIVE feed is well... LIVE.  Have that going and then you can push it to Handbid.  To do that, click on the GO LIVE button from the LiveStream menu.                                                    ![livestream go live or promote](https://ucarecdn.com/50af2fb4-d155-4e09-8e96-b4bc50303e1f/) **Notifying Users about the Live Stream** When you go LIVE, all bidders/guests on the Apps as well as on Handbid Events will be sent a notification telling them that the Stream is now LIVE. **Viewing the Live Stream** Users on the Events Site or the Apps can view the LiveStream by clicking "TAKE ME THERE" or "Watch Now".  This will take them to the LiveStream page where they can view the stream.  In most cases your users will need to hit the PLAY button in order to tell YouTube to play the live video. ### Ending the Stream When you are ready to end the live stream, return to the LiveStream menu in your Auction Dashboard and click on "End Stream" to stop. More Questions? Please reach out to us at service@handbid.com and we will be happy to help you. ### Handbid Premium Live Streaming While YouTube is a fantastic live streaming choice for many charity clients, we do have organizations who want a faster, more real-time streaming experience for their guests.  We have integrated state of the art live streaming technology, WebRTC,  and are excited to announce a new Handbid Live Streaming option.   This premium service is fast.  What do we mean by fast? You will need to schedule a demo to check it out, but we think you will be blown away with the [**sub-one-second latency**](https://webrtc.org/) we typically see through this service.  Interested in a demo or adding Handbid Premium Live Streaming to your upcoming event?  Please contact your sales representatives or [schedule a demo](https://inb.handbid.com/get-started?hsLang=en) for more information.  ### **Promoting Items & Donations During your Live Stream** In an effort to keep your guests, donors, bidders all on the same screen, we have developed a means of promoting items just below the video feed. When you do this, the viewers can bid or donate without having to leave the screen or use a different screen.  This is especially helpful if the user is on a mobile device.  ** Promote an Item** You have the ability to show an item below the Stream at any time. This item can be changed or removed and it will automatically update on the viewer's screen. To promote an item, go to your live stream settings panel and select the option "**Promote Item**".  Once the item promotion window appears, choose the item you wish to promote and then click "Save" If your live stream is ON, then the item will appear on your live stream (on the app and web browser) just below your video.   ![livestream go live or promote](https://ucarecdn.com/50af2fb4-d155-4e09-8e96-b4bc50303e1f/)         ![livestream items donations quantities polls](https://ucarecdn.com/d03a907a-0a5b-4c69-9c89-5713bcd01d0d/) Once you save, the item will immediately appear on the user's screens, if it does not appear immediately, please refresh the web page or app.  Once an item is promoted, a user can purchase or bid on the item directly from that screen. **Promote Donations** To promote donations, go to the Auction Dashboard, then click on your live stream settings panel and select the option "**Promote Item**" (same steps as listed above).  Once the item promotion window appears, select "**Promote Donation Block**" checkbox and then click Save.  This will promote the donation block under the video feed along with a thermometer showing progress. Be sure to have [appeal items setup and visible in Handbid](/add-an-appeal-item-direct-donation/) for the options to appear here.                                  ![livestream promote donation](https://ucarecdn.com/68238aa6-9fdf-454e-92a2-d7bfc3710f6c/) ### Handbid Live Streaming Demo (Video)
      [Return to the top](/live-streaming-on-handbid/#top-of-page) --- # Share and Promote your Auction Using the App URL: https://help.handbid.com/sharing-and-promoting-your-auction-with-others-using-the-app/ We are often asked for the best ways to promote an event and get people to register early.  One method is to share your auction with either specific people or broadcast it via social media.  While you can do this manually, we have some built-in SHARE tools in the Handbid app that make this easier for you.   * * * ### Article Index 1. Prior to Sharing your Auction 2. [How to Share your Auction](/sharing-and-promoting-your-auction-with-others-using-the-app/#how-to-share) 1. [Share via iPhone](/sharing-and-promoting-your-auction-with-others-using-the-app/#iphone) 2. [Share via Android](/sharing-and-promoting-your-auction-with-others-using-the-app/#android) 3. [How to Share an Individual Item](/sharing-and-promoting-your-auction-with-others-using-the-app/#individual-items) 4. [More Auction Tips](/sharing-and-promoting-your-auction-with-others-using-the-app/#tips) * * * ### **Prior to Sharing be Sure to:** 1. *Setup the auction.* 2. *Put it in a public mode so people can see it (i.e.: Preview, Pre-sale or Open).* 3. *Go to your auction dashboard in the app.* ### How to Share your Auction #### Sharing your Auction via iPhone 1. After you have followed the steps listed above. Go to the Handbid App, log in, select your event and go to your Dashboard. 2. Once there, you can click on the SHARE icon. This will appear different from Apple and Android users. Below is an example via Apple device.                                                             ![iphone dashboard to share](https://ucarecdn.com/0089283d-a07e-46b2-8b6b-7d92ab0c9ca9/) 3. Once you have selected this, a pop-up will appear that will allow you to select the method by which you want to share (i.e., Message, Facebook, Email, Twitter, etc.)                                                                           ![iphone share auction ](https://ucarecdn.com/e157f1b6-58a5-4370-8696-1356a6011ee1/) #### **Sharing your Auction via Android** *Android users, we have not forgotten about you!*   1. After you have followed the steps listed in the 'Prior to Sharing' section at the top. Go to the Handbid App, log in, select your event and go to your Dashboard. 2. Once there, you can click on the SHARE icon. This will appear different from Apple and Android users. Below is an example via Android device.                                                        ![iphone dashboard to share](https://ucarecdn.com/0089283d-a07e-46b2-8b6b-7d92ab0c9ca9/) 3. This will bring up a number of options on how to share via your phone (which all differ depending on your device!)                                                                       ![](https://ucarecdn.com/918e85e6-c281-425c-ba31-a78ba3309263/) ### **How to Share Individual Items** There are also ways to share items. Look for the icons underneath "Question about this item".  Sharing items is a great way to promote them to get your guests energized and bidding. Again, the share icon will always appear in the upper right hand corner of the screen, however the icon will appear different based on the type of device you're using (Apple or Android).                                                                       ![auction item with BIN](https://ucarecdn.com/5d24364f-8e91-4b2e-93d7-c900bee352af/) ### Additional Auction Tips: This article came from a series of "Seven Tips to Improve your Silent Auction" that was posted on the Handbid Blog where we provide updates and best practices.  [Click here to review and subscribe](https://blog.handbid.com/blog?hsLang=en) to the Handbid Silent Auction Tips blog. You can also skip ahead and download the Seven Tips eBook by [going to this page](https://inb.handbid.com/silent-auction-tips-ebook-1-0?__hssc=195266739.1.1483543249299&__hstc=195266739.a038e7ac6a1c22a072818334ec693608.1479934027682.1483537472504.1483543249299.49&__hsfp=965258370&hsCtaTracking=a002d6a4-3567-4622-ac7e-9cf4927de6b1%7C1960abbb-2204-428d-9b8a-52bfc7bcd616&hsLang=en)! --- # Successful Mobile Auction Tips URL: https://help.handbid.com/successful-mobile-auction-tips/ 1. [Help Center](/) 2. [Event Planning](/event-planning/) 3. [Helpful Tips for Planning Your Event](/event-planning/#helpful-tips-for-planning-your-event) ## This article provides tips for a successful auction! Here are some tips for a successful mobile auction. You can click on any of the hyperlinked pink underlined titles to access more information. Using our Auction Manager Checklist is also key to your success. Check it out [HERE](/auction-manager-checklist/).  - **[Test WiFi at Your Venue:](/testing-your-venues-network-connectivity-for-mobile-bidding/)** Mobile bidding requires bidders and auction managers to be able to access the Handbid servers to bid.  If the wifi or cellular coverage is not good at your venue, this could prevent bidders from being able to bid on the items they want. - **Utilize The Handbid App:** Our App is very easy to install and use, but like any app it requires time for download and installation.  *ENCOURAGE/RECOMMEND* bidders to sign up for an account and learn how the app works BEFORE they arrive at your event.   - **Open for Pre-bidding:** A big advantage of mobile bidding is that you can open your auction before your event.  This will allow bidders extra time to view your items and decide what they want to win.  It will also allow more time for bidders to compete over items - raising revenue generated at your auction. - **[Set Competitive Bid Increments:](https://blog.handbid.com/blog/fair-market-value-and-setting-silent-auction-starting-bids-and-bid-increments?hsLang=en#comments-listinghttps://blog.handbid.com/blog/fair-market-value-and-setting-silent-auction-starting-bids-and-bid-increments)** With mobile bidding you want to encourage several bids per item. You will not be able to achieve this if your bid increments are too high.   - **Keep Your Auction Open Longer:** With traditional bid sheets, you needed time to calculate winning bidders and organize your items. With Mobile bidding, you can keep your auction open longer and allow people to bid while at their dinner table. The more time your auction is open the more bids you will receive and the more revenue you will generate! --- # Text-2-Give URL: https://help.handbid.com/text-2-give/ ### Text-2-Give Overview
      You will set up your Text-2-Give keyword and configure the keyword response message all from your auction settings. Handbid's adaptation of Text-2-Give has a couple more tricks up its sleeve than just giving. You can configure your response message to offer a link to your ticketing page, your registration page and event overview page. In addition to these URLs you can edit the message to say whatever you like, as long as that message contains 8000 or fewer characters. Text-2-Give will messages are included in message reporting. Your organization can send up to 7500 text messages a year.  **1.** From the auction dashboard, go to the settings gear wheel next to your auction name.  ![Auction name and toolbar](https://ucarecdn.com/1c1a12a2-b790-454b-9952-a6d9504b4585/) **2.** Go to the "Info" tab in your auction settings. This is where you will set up the keyword for your Text-2-Give campaign. Your Short URL in Handbid will double as you keyword. For example if I set up the word "keyword" as my keyword/short URL in Handbid it will work like this: My short URL will be https://handbid.app.link/keyword I can text the word "keyword" to 99192  and be sent the text message response.  Your keyword cannot be more than 12 Characters. So keep it short and sweet!  The short URL is a shorter version of your URL that you can set up for social media posts, email campaigns, and anywhere you want to link people to your auction. Note that this short URL will always link directly to the app or downloading the app.  The keyword is used for your text-2-give campaign and when the keyword is texted to 99192 Handbid will return a message that you have set up in your settings. More on the return message below.  When requesting your keyword/ short URL be aware that the keyword is not case sensitive. ![auction info tab](https://ucarecdn.com/dc3f2a24-efbf-46e2-94e5-a36743ee107b/) **3.** After you have set up your keyword you can go to your auction settings gear wheel again and this time you will go to the templates tab. In the templates tab you will select the "Keyword Response Message" from the drop-down menu. In the Keyword response you can use tokens on the right side for the window. These tokens will auto-populate different links you may want to drive your donors to like your Event Name, Event URL (Overview Tab), Register URL, Tickets URL, and your Donations URL. These will take your donors to the applicable tabs on your Handbid website or app if the app is installed on the user's phone.  ![Templates tab (auction, p2p, campagin) ](https://ucarecdn.com/a5f659b5-ea68-4909-a9d0-dff24cb5086d/) 4\. All you need to do now is to share the Text-2-Give number (**99192**) and your keyword and let your donors start responding! --- # About Auction Statistics URL: https://help.handbid.com/about-auction-statistics/ During your auction, you can view your auction statistics on the auction dashboard.  The stats will show: - Total Revenue - Gross auction revenue of everything that has been entered in Handbid - Net Revenue - Total revenue less any cost you accounted for on individual items - Live Revenue - Total sold amount for all live auction items - Silent Revenue - Total amount for all silent auction items. If items are open, this show current revenue. If items are sold, this is the final total - Purchase Revenue - Total amount of all for sale items - Direct Donation Revenue  - Total amount of all donations (NOTE: For Sale items must be marked as "APPEAL" to show up as a direct donation in your auction) - Ticket Revenue - Total amount of all tickets sold ![financial results](https://ucarecdn.com/dd7efe23-15ab-4c08-979c-be3561e89848/) If you entered auction goals in your auction settings, you will notice your auction statistics graph shows you where you are in relation to your goal.  Remember, if you've set goals, you should make sure they are realistically achievable, yet challenging. They should be reasonably based on the value of your auction items, the desirability, and the bidders attending your event.   Although, a goal of $4,000 will easily be hit, it may not challenge your bidder's to continue bidding or donate to your auction. It's important that you set a goal that helps to push you over your previous year's totals.  However, let's take a look at the best way to assess setting goals. If the total cost of the starting bid prices on your auction items totals $5,000, and the total Fair Market Value for all items is $10,000 a goal of $10,000 - $15,000 might be a good benchmark to try to urge your bidder's to help you reach your goal. Statistics show that, organizations that use mobile bidding, tend to increase their fundraising by ~30-40% than paper bidding. Therefore, it's also very common for items to sell for over their Fair Market Value. Though we understand you know your audience best, it could help to take this into account when planning for your fundraising goals.  **VIEWING STATS ON A MONITOR, TV OR PROJECTOR** If you prefer, you can project your auction stats to your audience on a large dedicated screen through the use of Handbid TV.  [Here is an article](/handbid-tv-your-live-scoreboard-instructions-video/) on how Handbid TV works. --- # FAQ: After the Auction is Closed URL: https://help.handbid.com/faq-after-the-auction-is-closed/ #### **Article Index:** *To skip ahead, click a question below.* 1. [Can I add a purchase to an invoice after the auction has closed?](/faq-after-the-auction-is-closed/#add-purchase-to-invoice) 2. [My auction is closed, why don't I have any invoices?](/faq-after-the-auction-is-closed/#no-invoices) #### **Q:  Can I add a purchase to an invoice after the auction has closed?** **A:**   As long as your auction is closed **and NOT reconciled**, you can continue to add purchases to your invoices. This is possible even if the bidder has already paid. As the auction manager, you can continue to sell items and add charges to an invoice even if the auction is closed.   > **For example:** If the auction closes but your guest now wants to have their items shipped, simply create a "Shipping" item (For Sale item) and then add it to their invoice. **Note,** *if you are doing this on the spot, you will need to create the Shipping Item first, then "open" that item.*   Otherwise, if the item exists, you can add it to their invoice by clicking on the "Shopping Cart" icon on the invoice window (see the screenshot below). **To Add Item to an Invoice:** 1. Open the invoice that you want to add the charge to and then 2. Click on the "shopping cart" icon on the top right. 3. Select the charge you want to add. The invoice will update itself with a new balance due. *If you are searching for information regarding re-opening your auction,  [click here!](https://1745458.hs-sites.com/knowledge/selling-unsold-items-online-or-second-chance-auction?hsLang=en) Or, if you need information on how to create an item for shipping [click here!](https://1745458.hs-sites.com/knowledge/charge-a-bidder-for-shipping?hsLang=en)*                                             ![invoice](https://ucarecdn.com/ff68cc9f-1491-4e14-b426-15599c8f6675/) #### Q:  My auction is closed, why don't I have any invoices? **A:** Sometimes, however extremely rare, when you close your auction, invoices aren't generated and your auction items are still open.  Again, this is a **rare** occurrence but there is an easy fix for it. 1. Select the settings gear wheel next to your auctions name. 2. Then go to the FINANCIAL tab. 3. Select the Regenerate Receipts button. 4. After you have regenerated receipts you can then update the auction and your items will be marked sold and you can view and charge the invoices.                                    ![regenerate receipts](https://ucarecdn.com/59b04c0b-5e41-4710-afdb-30622e1cf77a/) --- # How to View Auctions: Current and Past (Reconciled Auctions) URL: https://help.handbid.com/how-to-view-auctions-current-ones-and-those-from-years-past-reconciled-auctions/ From the main dashboard, navigate to your auction dashboard by clicking 'Auctions' on the left menu.  ![Left navigation - main](https://ucarecdn.com/edf52bac-4cb6-4008-aaf2-3b6a48d4289a/) This will take you to your Auction Dashboard showing all of your current auctions.  By default, RECONCILED (old) auctions are not displayed.  To view auctions that have been reconciled, click on the "OLD AUCTIONS" checkbox at the top of the page. ![filter auctions ](https://ucarecdn.com/5eb1f842-8a1e-4b85-ac7c-641dc3c1c78d/) --- # Reporting in Handbid URL: https://help.handbid.com/overview-of-handbids-reporting-system/ *To skip ahead, click on a section.* ### [**Organization Reporting**](/overview-of-handbids-reporting-system/#OrganizationReporting)  1. Purchases (Global Purchases Report) ### [Event Specific Reporting](/overview-of-handbids-reporting-system/#auctionreporting) 1. [**Ticketing and Registration Reports**](/overview-of-handbids-reporting-system/#ticketingregistrationreports) 1. *Ticket Summary* 2. *Ticket Purchase* 2. [**Bidder Reports**](/overview-of-handbids-reporting-system/#bidderreports) 1. *Bidder Summary* 2. *Bidder Purchase Summary* 3. *Bidder Purchase Detail* 4. *Top Bidders* 5. *Messages* 6. *Bids* 3. [**Item Reports**](/overview-of-handbids-reporting-system/#itemreports) 1. *Item Summary* 2. *Live* 3. *Top Silent by Bids* 4. *Top Silent by Revenue* 5. *Category Performance* 6. *Bid History* 7. *Drawing Purchases* 8. *Donor Summary* 9. *Item Favorites* 4. [**Financial Reports**](/overview-of-handbids-reporting-system/#financialreports) 1. *Revenue Summary* 2. *Purchases* 3. *Invoice Details* 4. *Transactions* 5. *Recurring Donations/ Payments* 5. [**CRM Exports**](/overview-of-handbids-reporting-system/#CRM) 1. *Fundly CRM Export* * * * ### **ORGANIZATION REPORTING**  From the Main Dashboard at the Organization Level. To navigate click the MAIN DASHBOARD from the left menu and click REPORTS. ### **![Left navigation - main](https://ucarecdn.com/edf52bac-4cb6-4008-aaf2-3b6a48d4289a/)** **Purchases** This report will show you every item that was **sold** (silent, live, forSale, donations, tickets), who purchased it, how much, and payment status **ORGANIZATION WIDE.** You can access this report by going to the left-hand menu of the Main Dashboard, then click the **REPORTS**, then select **"Purchases"**. You can select Purchases by Event Name, Event Type, Event Status, Purchase Date and Purchase type then filter the report by Bidder Name, Item Name, Item Type, Item Category, Bid/Purchase Date and Purchase Size (price range).   ![global purchases report](https://ucarecdn.com/bdc7f1fd-2af5-494d-860a-e9f1a1d84a0e/) You can also choose which fields to view in this report and export by Current View, Current Selection or All Purchases. The fields are user specific. Each Auction Manager can determine which field they want to view. The fields chosen will become the default for that User/Auction Manager. ![global purchases fields](https://ucarecdn.com/2b07eecb-d8ac-4956-b0e6-32c65dd8b54a/) ### **EVENT SPECIFIC REPORTING**  From the Event Specific Dashboard. To navigate go to the specific event and click REPORTING on the left side menu. ![Auction left side menu](https://ucarecdn.com/073c94cb-efd7-4c5b-b6ba-ab8c374ab3b6/) #### **Ticketing and Registration Reports** **Ticket Summary Report** The ticket summary report shows the revenue performance of your ticket sales. There are a variety of charts on this page and we will break each of them down for you.  - **Ticket Sales Summary**The ticket sales summary is at the top of your auction page. The summary will show total tickets sold, total revenue, as well as a donut chart showing the number of tickets sold as a % of total tickets available. This ratio will depend on whether you have set a limited quantity of tickets. If you have not set a limit on the number of tickets that can be sold in your ticket settings, then this donut chart will always show 100%. - **Revenue by Ticket by Date** Just below the summary is a chart showing revenue by ticket by date (show in the graphic above).  This can give you a good visual on when ticket sales for particular types of tickets peaked.  Just a note of caution if you have a lot of ticket types, this chart can get busy. ![ticket sales report](https://ucarecdn.com/7fcdb205-d0ff-4db5-97f8-03364d6082ec/) - **Ticket Status**Next is a table showing the status of each ticket in your event. View the current price, number sold, status, and when sales on this ticket are expected to end. - **Discount Codes Used**This chart will show each ticket and the unique discount codes applied to them.  It will also total up for each combination the total amount of discount applied to the ticket revenue. - **Generate a PDF Report**To print a report of all of this information in a PDF format, click on the icon that appears just above the report at the top right. **Ticket Purchases Report** The ticket purchases report will show all ticket purchases by date and allow you to filter those that are paid or not paid.    The report defaults to PAID for "Today".  So if you open up this page and see no data, it's likely that you need to either adjust the date to: **Last 7 days, Last 30 days, or All Time**; or, you need to also look for "**Not Paid**" tickets.  Not paid tickets would be purchases that were entered through the backend manager and were not immediately processed through the Credit Card system.  Instead, they would have been added to an invoice that had not yet been processed.  ![ticket purchases report](https://ucarecdn.com/b62dc26b-88f3-4ba9-9bb6-8e670142fabf/) ### **Bidder Reports** #### **Bidder Summary**  The Bidder summary report will show you an overall status of your bidders with regard to participation, devices used and bids placed.  You can access the Bidder Summary report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select "**Bidders / Bidder Summary**".   There are a number of charts in this report that we will discuss below: - **Total bids and bidders**These two numbers are found at the top right.  In the graphic below, you see that this auction had 10 active bidders who placed 33 total bids. - **Device Breakdown**Handbid tracks bids and bidders by device and provides the breakdown here for you.  The number in the middle shows the percentage of bidders that used the "most used" interface. In this example, most of the bidders bid from the Handbid web interface (mobile and/or desktop). - **Bids by Device**In addition to showing bidders by device, Handbid will show you where the bids were coming from. Again in this example (graphic above), 40% of the total bids were placed from a web interface. Just below the donut charts is a timeline view of bids placed by device.  This can be fun to view to see the devices used by each bidder.                - **Top Bidders by Revenue & Bids**The next chart shows the top bidders based on the revenue they generated or the number of bids they placed. - **Bid History**The final charts in the report show total bids by various timelines:  Last Day, Last Hour and Total Event. Please note, the last hour chart can be tricky to get right if your auction has opened and closed and then opened again.  #### **Bidder Purchase Summary**  This report will show each bidder and their revenue breakdown - Silent, Live, Purchases, Donations and Tickets.   You can access the Bidder Purchase Summary report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select "**Bidders > Bidder Summary**".  In addition, the report will show the total value received by the bidder in exchange for their purchases or contributions and the net contribution.  The total value received would be the total fair market value of any winning auction item plus the total amount of value received for any purchases.   The net contribution subtracts this total value received from the bidder's purchase total in the event. ![](https://ucarecdn.com/ce443675-90e9-49a7-903f-70c0294c442e/) #### **Bidder Purchase Detail** This report shows a breakdown of purchases and winning bids on an individual basis. You can access the Bidder Purchase Detail by going to the left-hand menu of the Auction Dashboard, then click the **Reporting** tab, then select **"Bidders> Bidder Purchase Detail".**   You can also always export this to a PDF. #### **Top Bidders**  This report will show the top bidders in your auction and can be sorted by revenue (bidder with the highest revenue) and bid count (bidders with the highest number of bids). You can also filter this list by item type (silent or live), item category and bid/purchase date. For instance, you may choose to sort the top bidders report by the total revenue for silent auction items only. You can also export the report as the current view, current selection and all top bidders. You can access the Top Bidders report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select "**Bidders > Top Bidders**".   ![](https://ucarecdn.com/6ae41549-865f-4f77-916c-9ae36791e518/) #### **Messages** This report will be generated in the main window and will show the messages sent during the event. You can select to filter these by Type or Bidder. You can access the Messages report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select "**Bidders > Messages**".   - **Filter Messages "By Type"**The default for this report is to show messages by Type, Broadcast.  In this format, you will see all of the broadcast messages sent to your bidders during the auction. The following message formats are available to view by Type: - Broadcast - show all broadcast messages sent - OutBid - show all outbid messages sent to bidders when they were outbid - Was Winning - show all "You are already winning" messages to bidders who try to outbid themselves.  - Winning - show all "You are winning" this item messages sent to bidders - Purchase - this will show all messages related to  "purchases" and "donations"  - Receipt - this will show the "you have an invoice" messages sent to bidders ![message type messages reporting](https://ucarecdn.com/33dec456-259d-474d-8c3d-9f2eaf1b3ba3/) - **Filter Messages "By Bidder"**If you want to see messages sent to a specific bidder, you can change "By Type" in the filter above the report to "By Bidder".  Then you can select your bidder and view all messages sent to that bidder during the auction. #### **Bids** This report will display all bids made in the auction. You can filter by Bidder Name, Item Type, Category, Date Range and Amount Size (a selected price range). You can also export by Current View, Current Selection and All Bids.   ![bids report](https://ucarecdn.com/56b3393d-fa04-4a44-90d4-52a7e9e8f16e/) ### **Item Reports** #### **Item Summary Report** This report shows you revenue performance, the status of the items and bids by item. You can also view item issues and item cost summary. You can access this report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select "**Items > Item Summary**".  **You can also EXPORT Item data through ITEMS on the left side menu. ADD LINK TO ITEMS EXPORT**  **![](https://ucarecdn.com/f3e4e66b-0835-4042-916e-6ea241ea716c/)** #### **Live**  The report will be generated in the main window.  In the live report, you will see the live auction item's name, the sale price, the FMV and the percentage of the FMV.You can access this report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select "**Items > Live**".  ![](https://ucarecdn.com/9e47dda0-5986-49f7-8593-6a3f0ee39406/) #### **Top Silent by Bids**  This report is a breakdown of the top silent auction items by the number of bids they received. This will show the top ten bids.  In this report, the item's name, the item's category, the number of bids, starting price, ending price and percentage gained are all displayed. You can access this report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select "**Items > Top Silent by Bids**".  The percentage gained is going to show the percentage that the item gained from the starting price to the ending price. ![top silent by bids](https://ucarecdn.com/d25733e9-80de-4b59-abad-9c63b0b44872/) #### **Top Silent by Revenue**  This report is going to break down the top silent auction items by revenue and will show the item name, the category, the number of bids on the item, starting price, ending price and the percentage gained on the item. This will show the top ten bids.  The items in the report will be ordered by the items with the highest ending prices. You can access this report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select "**Items > Top Silent by Revenue**".  ![top silent by revenue](https://ucarecdn.com/84220850-f8f4-4dc8-b59e-539851f68ced/) #### **Category Performance**  This report shows a useful breakdown of each category and how it performed. The key fields to review here are total bids, bids / item and % of FMV generated. This will give you an idea of which types of items were most popular in your silent auction. You can access this report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select "**Items > Category**".   Properly interpreting this report can give you valuable insights into your auction and help you determine how to improve it for following years.  To explain this we have included the image to this report as a downloadable file.  - [Handbid\_Inc\_.png](https://ucarecdn.com/80c9d59e-dbe5-42af-be65-580852651032/)(200 KB) In this auction there were 12 categories, with 2 of them being forSale/appeals (Donations and Wine Wall).  We can ignore those 2.  In fact Wine Wall was not even run through Handbid based upon it being all zeroes. For the rest, we see some interesting results.  1. With regard to total bids and bids/item.  Experiences and Entertainment (5.9 bids/item) and Food & Wine (8 bids/item) were clearly the most popular. 2. As a % of FMV, it is also evident that both of these categories did well. In fact, Food and Wine generated 105% of FMV (which is great for a silent auction).  Similarly, you can see that Family Fun did not perform as well in this area.   3. Finally, you can see that Photography and Art did the worst as a % of FMV.   So what can we conclude from these numbers? Regarding Photography and Art, very little. It is not surprising that the category did poorly as a % of FMV.  Often times, donors of these items place a high Fair Market Value (FMV) on them making it difficult for them to perform well in silent auctions.  Unless the auction is filled with art targeted at the artist's fans, we don't think you should worry too much about this. Regarding the rest, it is clear (at least to us), that this crowd was more interested in dining out and travel and less interested in family passes to local museums and the zoo.  We would assume this crowd was older and their children were mostly grown or moved out.  They were in a stage of life where they could afford to travel, dine out, and drink finer wines...   The reason we bring this up is that it informs all of us about the types of items that will do well with this crowd. In future years, we would recommend less local family items and more wine, food, dining out, travel, and experiences items.  In fact, that is exactly what we recommended here.  #### **Bid History Report** This report allows you to view the bid history by category or by item.   You can access this report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select "**Items > Bid History**".  If you select a category but not an item, you can then generate a PDF report that will show the bid history for each item in that category. If you select both a category and an item, you can generate a PDF of the item's bid history. However, Handbid will also populate the screen below with that item's bid history detail. This will allow you to download that data visible as a spreadsheet.  Note, you can only download item level data as a spreadsheet. There is no option to download every item into a single spreadsheet download.  An example of the report is below: ![](https://ucarecdn.com/60259deb-ab8f-4446-b817-3802196949bc/) **Donor Summary** You can access this report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select "**Items > Donor Summary**". The first step is to select a donor.  If you have set up a contact record for each donor, then their information will be combined into a single report. If you have just loaded your donor's name into the donor field of an item, its likely they will show up in this report more than once (trying to merge those together would result in the risk of error, so we have not done that).  Once you have selected a donor, Handbid will show you each of the items that donor donated and how they performed. It will list bids, starting price, ending price and fair market value (FMV).   ![donor summary](https://ucarecdn.com/fffa0298-6fec-4d92-90b7-df2ec82896ad/) The best way to view this data is to actually generate a PDF report. You would hit the export button. Clicking on this will generate a PDF report showing the same information but also some summary information including total revenue generated and total bids. An example of this report is below:               **![Donor summary pdf](https://ucarecdn.com/84a6af0c-bd07-4d7c-9d0a-b42364f3a371/)** **Item Favorites**  The Item Favorites report allows you to view items that are marked as favorites by a bidder. This report shows only the current items that are marked. Therefore, if a bidder marks an item as a favorite and un-marks it, it will not appear in the report.  #### Financial Reports **Revenue Summary Report** You can access this report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select **“Financial>Revenue Summary”**. This report will show a summary of the revenue generated at the event.                                    ![financial summary](https://ucarecdn.com/c141b873-a16f-48a5-84ef-eadd48326566/) **The report provides the following:** - **Revenue Breakdown**This is a pie chart and a breakdown of revenue across main item categories: Silent, Live, ForSale, Appeals (Donations) and Tickets.   - **Money Collected**This is a status of how much money has been collected vs. uncollected.  Remember, in order to adhere to credit card policies and minimize disputes, Handbid does not auto-charge any clients for auction purchases.  Thus, bidders either pay their invoices directly on their phone or they must pay at checkout.   - **Collections Breakdown**This will show you a breakdown of the collected funds based on type. This includes both online (Handbid CC or Stripe Connect) payments or offline (Check, External CC, Cash, or Discount).   In addition, Handbid will show you the amount of refunds processed.  - **Premiums and Tax Breakdown**Just below the charts is a breakdown of revenue vs. premiums and tax.  If this chart gives you a headache, or you simply don't understand it, just show it to your accountant and they will be able to help break it down for you. If you have no premiums or tax in your auction, then there will be a lot of zeros in this report. #### **Purchases** This is probably one of the most popular and useful reports in the system. This report will show you every item that was **sold** (silent, live, forSale, donations, tickets), who purchased it, how much, and payment status. You can access this report by going to the left-hand menu of the Auction Dashboard, then click the **REPORTING** tab, then select **"Financial >Purchases"**.   You can sort the filter the report by Bidder Name, Item Name, Item Type, Item Category, Bid/Purchase Date and Purchase Size (price range).   ![global purchases report](https://ucarecdn.com/bdc7f1fd-2af5-494d-860a-e9f1a1d84a0e/) You can also choose which fields to view in this report and export by Current View, Current Selection or All Purchases. The fields are user specific. Each Auction Manager can determine which field they want to view and export and the fields chosen will become the default for that User/Auction Manager.  ![global purchases fields](https://ucarecdn.com/2b07eecb-d8ac-4956-b0e6-32c65dd8b54a/) **Invoice Details** This report will show all of the details of a bidders invoice in a spreadsheet format including credit card fees, method of payment and whether they are paid in full or have a balance. You can also EXPORT Invoice data through Invoices/Receipts on the left side menu of Handbid Manager. [Click here for more information on Invoices/Receipts as well as sending and exporting.](/how-to-close-an-auction-and-pay-invoices/)  **Transactions** This report will detail all credit card, cash, check and external transactions run through Handbid.  **Recurring Donations Payments** If you have recurring donations enabled, this report will show the donation amount and the balance remaining of those donors.  [CLICK HERE](/how-to-make-recurring-donations/) more information about recurring donations #### CRM Exports **Fundly CRM Export** This is a report Handbid created to simplify exporting to Fundly. However, many of our clients find it useful as well!  We do not provide specific reports for other CRM's because there is a direct integration and it is not necessary to export. Currently Handbid integrates with Kindful, Bloomerang, Salsa and Salesforce NPSP.  [CLICK HERE](/syncing-your-contacts-and-transactions-with-kindful-crm/) to view more information about CRM Integration with Handbid. **![CRM export](https://ucarecdn.com/e3e3955f-c080-4098-9c55-e96546c92fa6/)** #### [Back to the top](/overview-of-handbids-reporting-system/#back-to-top) --- # Connect Your Organization's CRM to Handbid URL: https://help.handbid.com/connect-your-crm/ This article will show you how to set up a connection to Salesforce NPSP, Salsa Engage and Kindful CRMs. This allows you to synchronize your organization's **contacts and transactions** (from Handbid's Auctions and Event sites) to the three CRMs.  To view instructions how to setup and manage  Bloomerang please [click here](/bloomerang/).  #### To sync any CRM to Handbid: 1\. Go to your Main Dashboard - Organizational Settings ![Organization main overview](https://ucarecdn.com/7c7fc11c-7f6b-462d-92cb-fd4f8a7635c8/) 2\. Select CRMs - and choose the CRM from the dropdown. ![Org Settings - Apps](https://ucarecdn.com/bd2620ec-3249-423d-a684-e448f080a45a/) *Click below to view the directions for each CRM we sync with.* 1. [Salsa Engage](/connect-your-crm/#salsa-crm) 2. [Salesforce NPSP](/connect-your-crm/#salesforce) 3. [Kindful](/connect-your-crm/#Kindful) ### Salsa Engage #### Set up Salsa Engage 1\. Go to your Main Dashboard - Organizational Settings ![Organization main overview](https://ucarecdn.com/7c7fc11c-7f6b-462d-92cb-fd4f8a7635c8/) 2\. Select CRMs - and choose "Salsa" from the dropdown. ![Org Settings - Apps](https://ucarecdn.com/bd2620ec-3249-423d-a684-e448f080a45a/) 3\. Go into Salsa, copy your API key, go back into Handbid and paste it to connect. Press "authenticate" to complete the connection.  ![Screenshot 2023-09-06 at 10.29.58 AM](https://ucarecdn.com/3fc0101b-ec4f-4fc3-807a-acf47cfb6760/) ### Salesforce NPSP When using Salesforce, you can choose to use the Salesforce contacts to update or the Handbid contacts to update. Our recommended best practice is to choose Handbid as the priority to sync the contacts.  Please Note: If the Email field in NPSP (Nonprofit Success Pack) is not unique, it means that multiple records can have the same email address in Salesforce. The reason for requiring a unique email in Salesforce is due to the continuous syncing of Handbid contacts to Salesforce, where updates or inserts depend on the email. If it is necessary to allow non-unique emails in NPSP, then you will need to set the permission "View All Data" to connect the Salesforce account in Handbid.  The video below will show you how to sync Salesforce to Handbid.
      1. Go to your Organization Settings - CRMs. 2. Select Salesforce from the dropdown menu. 3. Click connect and follow the prompts. 1. Configurations 1. Choose whether you want to sync all of your Salesforce contacts or only Handbid contacts. 2. Choose to prioritize Saleforce data or Handbid's data. *Our suggestion is to choose Handbid to update Salesforce data because in most cases the data you are entering into Handbid is the most accurate.*  *![](https://ucarecdn.com/1f2b18d4-d8e0-4519-bc5d-22ff8ed38c83/)* **How Contacts Sync to Handbid** Handbid syncs to Salesforce in 30 minute intervals and does not sync in real-time. The video below shows making a change in Handbid as well as how the update reflects in Salesforce. 
      **How Transactions Sync from Handbid** Transactions must be initiated by a manual sync and will sync instantaneously.
      #### Kindful 1. Be sure you already have an active account with Kindful CRM.  Have your username and password ready. You will need it to set up the connection. 2. Also, be sure that you have a manager account with Handbid.  Have your username and password ready. You will need it to set up the connection. 3. Login to your Handbid manager account and go to your Organization Settings. 4. When the settings window opens, click on the tab called "CRMs". Go to this tab and select "**Kindful**" from the dropdown. 5. Once you select Kindful, click the blue CONNECT button where you will log in to Kindful and take the additional complete the connection.                                      ![Screenshot 2023-08-25 at 1.32.10 PM](https://ucarecdn.com/47cf84a2-18b6-43f9-a365-924939fdce67/) 6. When the Connection window appears, you will need to click "**Authorize**" in order to authorize the connection between Handbid and Kindful.  If you are not already logged in, you will be asked to log in with your Kindful administrator username and password. If you are already logged into Kindful in another browser tab, this process should complete the connection process.                                  ![](https://ucarecdn.com/3415c798-4006-4a98-b25c-f0918e958d06/) 7. If the connection was successful, you will see Kindful connected with your admin email address under "**My Connections**" in Handbid.                      #### Synchronize your Kindful Contacts Once you finish connecting Kindful to Handbid, Handbid will schedule to pass your contacts between your Handbid contacts list and Kindful. Please note that this process is **not in real-time**. Kindful manages updates on a synchronous basis, so it will happen at scheduled times. > ***IMPORTANT: Note that if you have a lot of contacts, the first time you sync could take an extended period of time to complete .  To see progress on any synchronization or to schedule a new sync, simply go to your Contacts / CRM Sync.***                            ![Screenshot 2023-08-25 at 1.33.37 PM](https://ucarecdn.com/2fdf9f57-be7e-43d6-9b48-e176c3862cb0/) #### Viewing Kindful > Handbid Sync Progress 1. Once the sync process begins, you can view the progress on your CRM sync page.  2. To view the **CRM SYNC** page, go to your **Main Dashboard**, click **CONTACTS**, then **CRM SYNC** 3. On the CRM Sync page, you will see all sync attempts as well as who originated it.   4. You can also view the contacts syncing back and forth by logging into Kindful and seeing the information there as well. If you edit contacts in Kindful, it will sync and update on Handbid as well.  ### Additional Kindful > Handbid Sync Information 1. **Manually Sync**: Handbid will sync contacts for you on a regular basis, but if you need to force a sync, you can do that.  Just hit the "Synchronize Now" button on the Contacts Sync page.  2. **Synchronize Transactions:** Ultimately you will want transactions from your auctions and fundraisers to sync into your Kindful CRM account.  However, it makes the most sense to wait to sync these transactions until the event is over and reconciled (so that all possible payments and refunds are complete).  As a result, Handbid will sync over transactions after an auction is reconciled. Auction reconciliation is a process that Handbid does for all auctions once payment is complete.  As soon as an auction is put into a reconciled state, all transactions for that auction will sync over to Kindful and attach themselves to that contact.  3. **Checking the Status of Sync Requests in Kindful: ** In Kindful, if you are not sure if something has passed over properly from Handbid, you can always check for all requests by going to "Connected Apps" and then clicking on "Handbid" in the list.  What this will do is show you a list of all connections Handbid has made to Kindful and the activity.  If you are of the "programming" type, you can click on the job ID to see the detailed request. Otherwise, you will probably find the table on the page to be the most useful. On that table, you can see which contacts were synced, updated and also any transactions.                           ![](https://ucarecdn.com/94af320c-28da-45be-a377-d27570579ed5/) --- # How to Add Your Facebook Pixel ID URL: https://help.handbid.com/how-to-add-your-facebook-pixel-id/ Adding your Facebook Pixel ID will allow you to track analytics on site visitors and their activity and target them with Facebook ads. [Here is more information about Facebook Pixel ID's: What it is and How to use](https://www.facebook.com/gpa/blog/the-facebook-pixel) To link your Pixel ID to Handbid you will need to go to the auction settings and click the INFO tab. Then you will scroll down and input your Facebook Pixel ID in the field, then click the UPDATE button. ![auction info tab](https://ucarecdn.com/dc3f2a24-efbf-46e2-94e5-a36743ee107b/) --- # Integrate Handbid Data into your Live Stream Software (OBS example) URL: https://help.handbid.com/integrate-handbid-data-into-your-live-stream-software/ Most streaming software allows you to incorporate a browser source into your scenes.  These browser sources can be a web page or URL that will then load in data and display it.  In this article, we will explain what web overlays Handbid offers and how to incorporate those into OBS, an open-source (and quite powerful) streaming software platform.  Before we get started, you first need to make sure you plan to use streaming software.  Tools like Zoom Conferencing or direct webcams are not going to be able to effectively use these overlays. Instead, if you plan to use Zoom, you may just want to consider displaying live Handbid TV dashboards instead.  To learn more about Handbid TV, review this article: [Handbid TV Overview](/handbid-tv-your-live-scoreboard-instructions-video/) ### Step 1 - Create your Scenes in OBS *(or streaming software of your choice)* In OBS, you will create a series of scenes, these will be predefined layouts where you will incorporate a number of elements (graphics, logos, images) and sources (video feeds, camera sources, web pages). Handbid provides four different overlays, so we will create 4 different scenes in our example here: #### 1.   Scene: Live Auction  Camera source showing a live auctioneer on the screen along with the item detail for the currently promoted item in Handbid.  (What is a promoted item?  [Read here](/setting-up-live-streaming-on-handbid/) on how to promote items into the live stream).                  ![PROMOTED ITEM SCREEN](https://ucarecdn.com/0db3f559-42ad-4c42-89b8-bc7a2d49bc04/) #### 2.   Scene: Live Appeal (Ask) Camera source showing a live auctioneer or emcee on the screen along with a thermometer below the individual. The thermometer will show live donations as they come in along with the user's information and the updated thermometer amount. ![APPEALS REVENUE SCREEN](https://ucarecdn.com/1166523d-7250-4a8f-8a67-1fe2a759d50d/) #### 3.   Scene:  Auction Activity Camera source showing a live auctioneer or emcee on the screen along with a lower-thirds overlay at the bottom (or anywhere you want to display it) showing live (updated) bidding activity.   ![BIDDING ACTIVITY SCREEN](https://ucarecdn.com/d3634964-8797-4de4-a588-86947f76c8e5/) ####             4. Total Goals               This will show your total amount raised currently compared to the total amount of your                             goals.  ![TOTAL REVENUE SCREEN](https://ucarecdn.com/49c281d5-2943-47a2-8495-ecdff1ea4db6/) ### Step 2 - Adding in Handbid to the Scene You will complete the following for each of your scenes: #### 1.   Name the Scene Our first step is to name the scene and then add our sources.                           ![](https://ucarecdn.com/0f741f0c-9dd4-4c10-8ca7-dde91fe3a46a/) #### 2.   Add Video Source For testing purposes, we will simply add a webcam source as our live camera source and fill the screen with this source. #### 3.   Add Overlay Source Next, we will add another source which will be our promoted item overlay.  In OBS, to add this source click on "Add Source:  Browser Source".  Name this source anything you wish and save it.  Next click on it to edit its parameters.  What we need to insert here is the URL from Handbid for your event.  We will also need to set the correct dimensions for it so that it formats correctly.  The following screenshots will show you where to find these settings in OBS:                                       ![](https://ucarecdn.com/dd41ecd3-578e-4785-a948-8f610da12cf0/)                                    ![](https://ucarecdn.com/b7332399-0d1c-4373-905c-b54fe46474c9/) #### 4.   Find Source URL in Handbid Ok, so where do we find these source URLs in Handbid?  They are under the Promote Item settings In the Handbid Live Stream.  To get them, you will want to go to your event in Handbid, click on Live Stream, and then "**Promote Item**":                                    ![livestream go live or promote](https://ucarecdn.com/50af2fb4-d155-4e09-8e96-b4bc50303e1f/) #### 5\. Can't Find URL? Promote Something  Next, if you do not have any item promoted, promote something to generate the URLs.  Just promote an item and save.  When you return to the Promote Item settings, you will now see the URLs that you need. We try to make it easy on you and provide a button you can click to copy the URL.                                        ![livestream promoted URLs](https://ucarecdn.com/0985c04a-ccb1-4836-959a-37385b0c98a3/) #### 6.   Live Auction Scene Display For our Live Auction scene, we want to display the "Item" overlay which is the 3rd one on the list here.  So click on the third one if you are following along and then paste this into the OBS settings for this Browser Source:                                             ![](https://ucarecdn.com/00917112-e097-4b17-aac0-592c6ed15210/) #### 7.   Dimensions Where it may get tricky for you is getting the dimensions right.  To do that you will need to understand the layout of the video stream.  The default is **1920x1080** meaning you will have **1920 pixels of width and 1080 high**.  To have this item take up 1/2 of the screen vertically (which it was designed to do), then you will want to have it be full height:  **1080** and half of the width: **960** If you do this right and save it, it should appear on the screen correctly:                                  ![](https://ucarecdn.com/0b397316-f961-4126-8090-18de73f46a6f/) #### 8.   Next Steps The next steps are to create your other sources for the thermometer and the auction activity ticker.  Follow the same steps: 1. 1. Add the browser source and name it accordingly (e.g. Thermometer) 2. Go to Handbid and retrieve the URL for it from Promote Items settings (the URL with "appeal" in it is the thermometer and the one with "bid" in it is for the thermometer) 3. Paste in those URLs into the browser source and set the dimensions as such:  1920 wide and (1/3 tall or 360 high) 4. Save those and then incorporate those sources into your scenes (add the Thermometer to your Appeals Scene and the Bid Activity to an "Auction Activity" scene) ### Step 3 -  Test the overlays! The last step is to test this, so promote a test item (one you are fine to delete bids on) and also make sure you have at least one [appeal item setup in Handbid](/add-an-appeal-item-direct-donation/).   Watch the OBS screen (or broadcast it to YouTube if you want) and confirm that your bidding activity and donations appear.  Also on the Live screen, confirm the data updates as you bid on that item (you may want to test this with multiple bidders). ### This Still Doesn't Make Sense... Seem too complicated? Well if video streaming software is not your thing, it could be.  We would recommend you either consult a professional who knows streaming software like OBS, learn streaming software on your own, or consider Handbid's Auction in a Box bundled solution where we set all of this up for you. --- # Managing Bloomerang in Handbid URL: https://help.handbid.com/bloomerang/ ### **Connecting Handbid to Bloomerang** Handbid will synchronize contacts and transactions to your Bloomerang account.   The synchronization is bi-directional, meaning any changes to contacts made on Handbid or Bloomerang will be reflected in the other.   Transactions will be synchronized once an event has been finalized and reconciled in Handbid.  This article will explain how to set up the synchronization,  initiate a contacts sync, and manage transactions  for sync. The first thing you will want to do is log in to your Bloomerang account. Once logged into Bloomerang, you want to edit your "User Account".  Do this by clicking on your account icon at the top right and selecting "Edit My User." On the User Settings screen, look for the section called "API Keys v2.0".  Click the "GENERATE" button. Once you generate the API key in Bloomerang, it may be advantageous to name it "Handbid" in the event you have multiple API keys. Once you have that API key copied,  it is time to get that into Handbid.   Login in a separate browser window (tab) to your  Handbid manager account at [manager.hand.bid](https://manager.hand.bid/manager). From there, you will want to access your "[Org Settings](/edit-your-organizational-settings/)" where you will connect your account.  Once on the Org Settings dialog, click on "CRMs" tab to get to the Connected Accounts section.  Under Connected Accounts, select "Bloomerang". Paste your API key in and press "connect your account". You will get a pop up that says that it is successfully connected, click the "finish" button.  To make sure the connection has been completed, go back in to your organization settings and the apps tab. There you will see the connection and you can edit or remove it if you wish.  ![bloomerang connected](https://ucarecdn.com/094d43c6-1a3f-4b7c-853d-c2153472bc15/) If this is the first time you have connected, Handbid will prompt you if you want to synchronize your contacts.  If you select "YES", a first-time contacts sync will start.   NOTE: If you have a lot of contacts, this can take a while.  After the initial contact sync completes, further updates will happen much faster. ### **Managing Contacts Sync** To manage your contact data, go to the "contacts" tab on your organizations dashboard. Then go to "contact list" and go to the CRM sync tab. This will show timestamps, successes, and failures of previous syncs. You can also trigger a sync to start from this screen. To edit contact data, click the name of the user on the contact list to edit any information such as name, phone number or email.  To view contact data in Bloomerang, go into your Bloomerang account and go to constituents. From there you can edit this contact data in Bloomerang which will sync to Handbid.  This sync does not happen instantaneously, especially if you have a lot of contact data. If you make edits to contact data in Handbid or Bloomerang, the changes will reflect in the next sync cycle. As mentioned earlier, you can trigger a sync to start at any time in your contact list.   ### Adding a contact to an event To add a contact as a registered bidder go to "register new bidder". Then search for a contact. Make sure the "contacts" button is selected when Handbid is searching for the user.  You can confirm or edit this users information. Once the correct information is added or confirmed you can register this user to the event. If changes are made on the contact record, these changes will reflect after the next sync cycle.  ### Adding a contact to the guest list  To add a contact to the guest list go to the "people" tab and select guests then select guest list. Select "add guest" and search for a guest in your contact list. Select that guests name to edit or confirm information. When that information is edited or confirmed you can add this user to the guest list.  ### Adding a contact to the invite list To add a guest to the invite list go to the "people" tab and the go to "invite list". Click "add invitees" and select "add invitees from contacts". You can chose various criteria to pull these contacts from for example bid in a previous event, registered in a previous event, etc. You can also choose which specific events you wish to pull contacts in from. The more contacts and more open the criteria the longer the process of pulling users in may take.  ### **Transaction Sync** You can also trigger transactions to sync by using the Handbid reporting system. Go to the "reporting" tab and select "financial" and select the "transactions" report. In this report select the transaction(s) you wish to sync. After all or some of the transaction records are selected, click "Send to CRM". You will get a popup to select the fund, appeal, and campaign. After you select these, click sync and you will get a confirmation.  ![Screenshot 2023-09-11 at 2.09.37 PM](https://ucarecdn.com/6092297f-adaa-4e9b-987e-52f446d3a954/) Here are some things to consider about how transactions sync: - **Transactions sync, not invoices.**  So if an invoice has multiple transactions on it, then you will need to manually reconcile which transaction maps to which element on the invoice.  Handbid does not link transactions to invoice items.  - **Invoice items are recorded in "NOTES".**  When a transaction is pushed to Bloomerang, Handbid will populate the NOTE field on the transaction with the name of the event, and a list of all items from the invoice (separated by a ;).   - **Acknowledged**.   If an emailed receipt was sent from Handbid, the transaction in Bloomerang will be marked as "Acknowledged." If you have any questions about how the sync works, or if you are getting "failed" contact sync jobs, or missing transactions, please reach out to us at service@handbid.com for help! --- # Pay with Donor Advised Funds (Chariot Integration) URL: https://help.handbid.com/pay-with-donor-advised-funds-chariot-integration/ To enable DAF payments, the EIN associated with your Handbid organization account must be a registered 501(c)(3) Public Charity in good standing with the IRS.  - Navigate to the Add-Ons tab of your Organization Settings - Select the Connect to Chariot Button.  ![Screenshot 2025-01-22 at 12.00.57 PM](https://ucarecdn.com/c9c4d297-f533-4ed6-b5f8-75485af29b1c/) - If the connection was successful, you will receive a confirmation message with your Chariot ID number.  ![Screenshot 2025-01-23 at 3.48.25 PM](https://ucarecdn.com/241aca4e-ec19-413c-82f9-6c0f7102ab3e/) - You will also receive an email from Chariot.  You must "Claim your account" to complete the setup.   ![Screenshot 2025-01-22 at 12.11.16 PM](https://ucarecdn.com/d47346d0-08e1-4023-a6ef-e15098c7e639/)   **Enable DAF pay for Event** - **Navigate Donations tab in your Event Settings. ![Screenshot 2025-01-22 at 12.13.48 PM](https://ucarecdn.com/502b36ee-55ac-4922-b245-7248864f2e0d/) ** - **Check the "DAF Payments Enabled" checkbox.  DAF Payments and your bidders can use their DAF account to pay for donations.  ![Screenshot 2025-01-22 at 12.14.02 PM](https://ucarecdn.com/2ee9910b-599d-484f-b7b9-f4772156d693/)**  ### Use DAF Pay for Donations on Events Site If DAF Donations are enabled for your event, donors will see a DAF Donations option when they make a donation on the events site.  ![Screenshot 2025-02-05 at 11.15.54 AM](https://ucarecdn.com/364722b0-b30f-49e8-b42f-1de25ee8a652/) When the user select the DAF pay button they will be prompted to select their Donor Advised Fund provider and follow the prompts to complete the donation.  ![Screenshot 2025-01-22 at 12.17.58 PM](https://ucarecdn.com/7307967f-6977-41d1-8db0-f920d226a0c2/) ### Track DAF Donations in the Handbid Manager If DAF Donations are enabled for your event, you will see a "DAF Donations" and "DAF Purchases" menu option on the left navigation.   ![Screenshot 2025-02-05 at 11.22.03 AM](https://ucarecdn.com/53646cb1-66fd-4abc-911b-81e066e51110/) The DAF Donations tab will list all direct donations made on the events site.  The DAF purchases tab will list any items that were purchased with DAF Pay.  These will include Puzzle Pieces and Appeal Items.  The DAF Donations and DAF Purchases screen look and fundation the same.  On these screeens you will see all donations that have been initiated with DAF Pay, the tracking Id, External Grant Id, and fees associated with the donation.  #### ![Handbid\_Inc\_-21](https://ucarecdn.com/ffe3e345-1b55-43cd-8216-8c58f6f94497/) #### Mark a DAF Donation as Received To mark a DAF donation as received, you will want to select the heart icon to the right of the donation and confirm you want to mark it as received.  ![Screenshot 2025-02-05 at 11.34.32 AM](https://ucarecdn.com/34213c73-4643-48e5-9429-20cf7b04499d/) #### Remove a DAF Donation To remove a DAF donation you will select the remove icon to the right of the donation.  This will remove the DAF donation from Handbid, but does not cancel the donation with the DAF provider.  ![Screenshot 2025-02-05 at 11.30.57 AM](https://ucarecdn.com/5ef19281-2532-4cbf-9390-2598bb9992e3/) The invoice for a donor that used DAF Pay will be marked as paid in full, but the status of the payment will be "initiated" until you have marked the DAF payment as received. --- # Contact Handbid Support URL: https://help.handbid.com/contact-handbid-support/ 1. **Handbid's Knowledge Base**: [Here is the link](//).   Treat our Knowledge Base like it is the "Google for Handbid".  For example, if you want to learn more about adding an item in the search bar, type "add item". If you run into any issues regarding your search, there are other ways to get answers.  2. **Chat**: Chat is a popular tool that is available for you to use. You will notice a Chat Widget in the bottom right of the manager page. Tap it open and ask a question -- it is LIVE 8am-5pm M-F Mountain Time. Your question may have a related article from the Knowledge Base provided. Look at the suggested articles and see if it will answer your question, you may get an answer!  3. **Email**: You can email our Service Team at [service@handbid.com](mailto:service@handbid.com) to ask a more lengthy question. A response will be returned to you within 24 hrs. 4. **Monthly Handbid 101**: Handbid 101 is offered to you the second full week of each month from 11:00-11:30 MST/ Monday-Thursday. You will need to register for each session.  This is a perfect way to learn how to use our fantastic software to make sure your event is a complete success. You can also chat with a live agent during these zoom calls to have your questions answered.  5. **Handbid Hotline**: On the day your event closes you will have a number to call that will be listed at the top of your event page.  You will be able to reach a live person to help with any urgent matters having to do with your auction.  [Click here for more details about the Hotline.](/the-handbid-emergency-hotline/) The support desk hours are as follows: Monday - Friday 8 am MST - 5 pm MST  For inquiries outside of these hours please allow for 1-2 business days for a response. If it is an urgent request during your event, please call the Handbid Hotline number provided to you. --- # Add or Edit Custom Terms for Your Event URL: https://help.handbid.com/create-custom-terms-for-your-event/ **STEP 1:**  From the Auction Dashboard, go to the Settings Gearwheel.  ![Event Settings (Gearwheel)](https://ucarecdn.com/e4785226-f4e0-46ba-978f-e90ed89d5986/) **STEP 2:** Click on INFO tab **Step 3**: Check the box "Add custom terms". If this box is checked you can add your custom terms and conditions.  **Step 4:** Enter your Custom Terms and click UPDATE.        ![auction info tab](https://ucarecdn.com/dc3f2a24-efbf-46e2-94e5-a36743ee107b/) **What the users see:** When Custom Terms are added, users will be required to “accept” the terms before their registration or ticket purchase is complete. ![Bidder Registration w Custom Terms](https://ucarecdn.com/4c412e78-11c4-4cf0-ab14-93745c65029d/) --- # Creating your Auction Logo and Auction Banner URL: https://help.handbid.com/creating-your-auction-logo-and-auction-banner/ When you're creating an event in Handbid, there are four different images you can upload in your Auction Settings for your Event Home Page and Auction.  **Auction Logo:**  This is the SQUARE logo that you see in the app, in the auction list, and just below your event banner.  This would be similar to your profile photo on Facebook or Twitter. The size of this is 600 pixels wide by 600 pixels tall. **Auction Social Media Image:** This is the image that will show on your social media if you choose to share your auction anywhere.  The size of this image is 1200 pixels wide by 628 pixels tall. **Auction Banner:** This banner is only visible on the web interface for Handbid. The banner is much wider than tall and has a recommended dimension of 1140 pixels wide by 280 pixels tall (more on what that means later). If you have a Facebook profile, the Banner is similar to your "Cover Photo".  **Auction Donation Ticket:** This image will show on your Ticketing, Sponsorship, and Donation pages.  This is an almost square image that is 800 pixels wide by 600 pixels tall. ### How to Upload Auction Logo and Banner To upload or update these images, go to your auction settings and select the **Images** tab.                                           ![Images Tab](https://ucarecdn.com/ff33c7ab-4f59-492a-b4b0-fa1f3dc96526/) ### Image Quality A low quality image won't look good no matter what you do to it. But to make sure you have optimized these images as best as possible, we ask you to follow these guidelines.  #### **Aspect Ratio** This is nothing more than the ratio of height to width. If you are familiar with photos, you know what we mean here (e.g. a 4x6 vs. a 5x7).  What is important is that this ratio can't change.  If you have dealt with photography at all, you may know that a 4x6 can't easily become a 5x7 (some cropping will occur).  Why? Because the aspect ratios are different.  The same is for digital photos.  If the system calls for a 1:1 aspect ratio (a square photo), uploading a 4x6 which is a 1:1.5 ratio won't work.  The system will cut off some portion of your photo so that it is 1:1.  That "cutting off" is called cropping.  The system will literally take a pair of digital scissors and chop them.  Why? Because the template needs a certain aspect ratio.  #### **Pixels** You may have one of those "megapixel" cameras and be familiar with the term but not really know what it means.  Well, a pixel is a square and becomes a "unit" of your photo. In other words, your photo is constructed by combining a number of really small squares (pixels).  So when you see suggestions like 800x600 (which is 800 pixels wide and 600 pixels tall), that is basically a horizontal photo (with an aspect ratio of 1.33:1).  So pixels are equally important to aspect ratio.  If you know you want a horizontal digital photo (which often is a 1.33:1 aspect ratio), and you upload a photo that is 133 x 100 (which is the correct aspect ratio of 1.33:1) BUT the size of the template needs 800x600, the system will need to make an adjustment. Somehow, the system (in this case Handbid) needs to figure out how to fit 133 pixels wide in a space designed for 800! The only way to really do this is to make the pixels bigger (zoom in). When it does this, the pixels look really blurry.   *Whew - sorry for the technical talk but it is important to understand it if you happen to be struggling to make your images work.  So let's combine these two key factors together when looking at your logo and banner.  Once you master these, making your images look better will be much easier.* ### Logo and Banner Information #### **Auction Logo** Your auction logo needs to be a square image 600x600 (600px wide by 600px high).  So we need an aspect ratio of 1:1 (square) and that image must have 600px in wide and 600px in height. If not, Handbid will zoom in on the image and it may look blurry.  So take your logo and format it to be square and make sure you have at least 600px on a side.  If you don't know how to get your image on a square background, you may need to recruit someone familiar with image editing and tools like Adobe Photoshop. For the adventurous (or curious)...We do get into resizing and editing in this article:  [How to make your auction images look good!](/how-to-edit-images-with-google-slides/) #### **Banner Image** Your banner image has a unique dimension of 1140px wide by 280px tall (a 4:1 aspect ratio approx.).  If you don't have any idea how to create this, here is a trick you can try.  Find an image (you are authorized to use) on Google Images or in your photo library.  Make sure you find an image that is much larger than 1140px wide. Our suggestion is to tap on 'tools' in the Google Images search results page and then find a Size that is larger than 2MP.                   This will find you an image that is larger than you need. Then you can upload this image into Handbid. Once uploaded you can crop it to show the portion of the photo you want as your banner. Otherwise, if you are comfortable formatting your own banner. You can create a new banner in a tool like Adobe Photoshop or GIMP. Just set the dimensions to 1140x280 at 72ppi (pixels per inch).  That should do it!   [](/hc/en-us/community/posts/115017962863-How-do-I-prevent-my-logo-and-banner-from-being-blurry-/) ### **Banner Examples** For some inspiration, here are some banners our customers have recently created ![Screenshot 2023-04-22 at 1.26.58 PM](https://ucarecdn.com/92146d4f-e5bc-41ed-beff-d53a43ccede4/)![Screenshot 2023-04-22 at 1.28.09 PM](https://ucarecdn.com/716257c5-ec0b-42e5-be6d-6eff951e0a4f/)![Screenshot 2023-04-22 at 1.29.17 PM](https://ucarecdn.com/af6885e9-021c-4b75-9dea-e3867268491e/) --- # Custom Fields URL: https://help.handbid.com/custom-fields/ To enable Custom Fields, go to your Organization Dashboard - Left Side Menu - Custom Fields.  ![Left navigation - main](https://ucarecdn.com/edf52bac-4cb6-4008-aaf2-3b6a48d4289a/) You can Create a Custom Field and View a List of Custom Fields that were previously created. ![custom fields](https://ucarecdn.com/72f65675-8a93-42af-9d14-3cc9dcf5c0fd/) To ADD A CUSTOM FIELD - click "Create Custom Field". A pop-up will appear. Enter the Field Name, Type (either Text, List or Number). Choose an image and set the status to Active or Inactive then click CREATE.  ![Add new custom field](https://ucarecdn.com/aa00024b-ecc9-4f84-81ad-281657d34789/) Custom Fields that are marked as ACTIVE will appear on Items at the Auction Level under the DESCRIPTION tab.  ![item description tab](https://ucarecdn.com/7a7e14f7-fa39-4b93-af7e-4121a8deef87/) If selected for an Item, the Custom Fields will appear on the item page both on the desktop and on the app. In this example, Shipping Weight which has a value of 10 and it is shippable.  ![custom fields on item](https://ucarecdn.com/47c53842-9d8c-4b49-90d6-55dd471d30e0/) --- # Learning about Custom Questions URL: https://help.handbid.com/custom-questions/ [Where to add your Custom Question](/custom-questions/#Createq) [How to create your Custom Question](/custom-questions/#content) [How to view Custom Question answers on the Guest List](/custom-questions/#answers) Custom questions allows you to ask up to 3 questions and attach them to a ticket. Each question can be answered in one of two ways: multiple choice or open-ended. Answers can be seen in the guest list view, filtered, and exported.   ### Where to add your Custom Questions To create and edit the custom questions, you must first create a ticket. Select the ticket your question(s) will be/are associated with and navigate to the "TICKET OPTIONS" tab. Click the "+" symbol under "Custom Questions (per guest)". Keep in mind that these questions will only apply to the ticket you add them to. If you are using the same questions for each ticket created, you will need to repeat this process on each ticket. PLEASE NOTE: In order for a custom question to be asked of each guest, the ticket must admit a number greater than 0.  ![create new item ticket ticket options tab](https://ucarecdn.com/603e7397-3eec-4047-92e0-0815a1833f5a/) ### How to create your Custom Questions If you would like your question to have a dropdown with predefined answers, separate the answers with a semicolon (;). For example, if you want to give your guest two options for their drink, in the answer box you should write: **Water; Sodapop** If you wish to have the user write in the answer, create an open-ended response by leaving the "Answer" box blank.  ![custom questions](https://ucarecdn.com/be13fa11-a2ae-4847-8fff-76b13033c280/) ### How to view Custom Question Answers You will be able to see if these questions were answered on the Guest List overview page on the right side where it says Q1, Q2, and Q3.  To access the guest list, select People, Guests, Guest List from the menu on the left in the Auction Dashboard. ![guest list](https://ucarecdn.com/841ba7fe-49c3-498c-b252-0a271799300a/) --- # Customize Message Templates URL: https://help.handbid.com/customize-message-templates/ You can customize the automatic messages that your guests receive! This includes: *Default Thank you, Receipt/Invoice Message, Welcome Message, Shipping/Redemption Instructions Message, Live Auction Message, Item Donation Thank You Note, Keyword Response Message, and Welcome Email Message.* The **Templates** tab is critical for your guests to receive information about your event. Be sure to take a moment to fill out each message template so you can clearly communicate important event information with your guests before and after your event. You can even use the list of **tokens** on the right-hand menu to personalize your message, more to come below.  **Tokens** trigger your message to auto-populate certain information like guests' first or last name, paddle number, etc. This makes it faster for you to send personalized messages to your guests. You can use our sample templates that are include here as you begin to set up your communications. For example, the Template might say: Hello \[First Name\], Thank you for attending the \[Event Name\].  This will appear to the guest as: Hello Mary, Thank you for attending the Annual Heart Ball.  See the video below for more clarification.  ### **How to Create or Edit Message Templates** **Two ways for accessing your templates** 1. Initial Auction Set-up - The first way to create your templates will be after you've logged in with your auction manager credentials. You will be prompted to enter pertinent event information in order to create your event website. You'll see the **Templates** tab - as stated above, this is one of the most important settings to complete.  **To Create:** \- While in your settings window, click on the TEMPLATES tab. \- Click on the **Template Name** dropdown to select the message type you want to edit. \- After you select the template, you can begin using the tokens (the + Add Token button) to select which pieces of information you'd like to auto-populate within the message. \- Once you finish drafting a message, the site will auto-save so you can move to the next template message type. However, when you've completed drafting *all* messages, be sure to click the green **UPDATE** button at the bottom of the page to save your changes.![Templates tab (auction, p2p, campagin) ](https://ucarecdn.com/52367319-61f7-40f9-95af-d36da7df481a/) 2. Post Site Set-up \-  If you skipped the templates tab during your initial setup, don't fret! You can access and update the templates from your auction settings at any time.  Once you're in the auction dashboard, click on the **gear icon** next to your event name. On the pop-up window, select **TEMPLATES.** Refer to the image and instructions above for steps on how to update or create your messages from the **templates** tab.  * * * **How to add a Token to a template:** Adding tokens to your templates allows you to personalize your message. You can insert a token to show the bidder name, the organization name, the organization's Tax ID, event manager, and event manager email address.  Add the token you would like to insert into your message by clicking on the place you want to the token added. You will then select the token you would like to add from the right side of the list. * * *  **Message types and how they're used** Let's walk through each of the messages to find out where they appear, who sees them, when your guests will see them, and what they look like to the end-user. Handbid offers many avenues to contact and communicate with your guests, so let's find out what will work best for you! **Default Thank You message -** This message is emailed to your guest after they make any direct donation through the donate tab.  Below is an example Default Thank You note : > *Hi \[Insert Token\], thank you for your continued support to \[Insert Token\].*  > > *We appreciate  your generosity. If you have any questions regarding this donation please contact Bob Smith at 555-555-5555 or bsmith@emailaddress.com* > > ![](https://ucarecdn.com/4d29947e-458c-40c3-ba10-255a816ff02a/) **Receipt/Invoice Message -** Guests will receive this message after they pay at check-out or made a purchase on the site. We *strongly* recommend you place contact information for item redemption, a thank you for supporting your organization, and tax ID information, if applicable.  Below is an example receipt note and a screenshot of what it looks like to your guests, you will see that the message appears at the bottom of the invoice in the **Message from the Organization** section: > *Thank you \[Insert Token\] for your participation in the \[Insert Token\] Auction!  Our \[Insert Token\] could not function without your generous support. This receipt/invoice will serve as an official statement for items purchased at this event.  We are a 501c3, so some portion of your total may be tax-deductible.  Please consult with a tax advisor to determine the amount (if any) you may be able to deduct. If you have additional questions about the auction or your items, please contact Bob Smith at 555-555-5555 or bmith*[*@emailaddress.com*](mailto:clay@emailaddress.com)*.* > > ![invoice template message](https://ucarecdn.com/4b78378f-c5cc-41cf-ad1c-c5e7bb0a4f6a/) **Welcome Message -** Your welcome message will appear as a pop-up on the homepage page when your bidders register in your auction. Keep this one short and sweet because your guests will only see it when they register.  Think of it as a "warm welcome". Below is an example message. NEW: You can now use the welcome message template in a campaign or Peer-to-Peer  > *\[Insert Token\] -* > > *Welcome to the \[Insert Token\] \[Insert Token\]! We appreciate your support and participation.*  > > *We have Auction Volunteers who can help you place or track bids throughout the evening.* > > *We hope you find something you like in our Auction. Funds raised will support our programs and activities throughout the year. Feel free to contact us if you have questions!* > > ![welcome message template](https://ucarecdn.com/3a18276b-1840-418b-8c86-3a01be80501d/) **Shipping / Redemption Instructions -** For a seamless check-out and post-event process, it's important to include specific information on item redemption, especially if you're planning to ship items to winners. Bidders will receive shipping and redemption instructions by clicking on their invoice. > *\[Insert Token\] -*  > > *Thank you again for your support! Now that the auction is over, please be sure to check out with us to redeem your item(s) and /or purchases. If you're unable to redeem your item(s) tonight or if you are not attending our event and need to have your item(s) shipped, please contact  Bob Smith at bsmith@emailaddress.org for more information and to coordinate item redemption.*  > > *![iphone cc processing disabled](https://ucarecdn.com/11a05a39-9edb-47b6-8e4a-b78174dd8e37/)* **Live Auction Message -** This template will display on live auction items that are not open to bidding through the app.  This is a good place to put expectations about these items. Please note: This is for ALL live auction items not available to be bid on at the moment.  Thank you for your interest in this item. Please contact your auction manager if you would like to bid on this item. Feel free to browse our live auction items to prepare for the event!  > ![live auction message](https://ucarecdn.com/d39345b2-c157-4587-bce6-b50fb13fa4a3/) ![iphone Live auction message](https://ucarecdn.com/4e153c70-0c4e-4450-abeb-37cde7edb9ec/) **Item Donation Thank You Note:** When a donor comes to your site to donate an item to your auction, it's important we send them a message to recognize them and provide them with any additional information they might need. After a donor completes the item donation form, the site will automatically send a thank you email to the donor.  > *\[Insert Token\] - Bidder name* > > *Thank you for your item donation to the \[Insert Token\]! Your generosity helps us to put together an incredible auction for our guests. If you have any questions you can contact \[Insert Token\] at \[Insert Token\].* > > *Please keep this email for your records.* > > *Gracious thanks,* > *\[Insert Token\] - Organization Name* > *\[Insert Token\] - Organization EIN* > > ![Screenshot 2023-04-22 at 3.01.40 PM](https://ucarecdn.com/9c352af5-58a6-462c-bd2f-2a7d28b8a16f/) **Keyword Response message:** This template is the response message that is sent when someone texts the keyword using Text-2-Give feature. You can learn more about Text-2-Give in [this article.](/text-2-give/) > ![Image from iOS (2)](https://ucarecdn.com/c1c31585-36b1-402f-96b1-14fe547e4cab/) **Welcome Register Email Message:** This template will populate on the email that goes to the end-user when they register for the auction.  It is the last area that can be customized and is entitled "Important Event Information" ![Welcome Registration Email Message Template](https://ucarecdn.com/15b3f96b-4d42-4972-a8f3-cb9dd4473146/) --- # Brand your Event Site with our Theme Editor URL: https://help.handbid.com/digital-seen/ Looking to brand your event site to match your organization, or do you prefer to match your event's theme? The Theme Editor is the tool you need! This article provides an overview of how the editor works. Here is what we will cover in this article - [Where do I start? Accessing Custom Theme Editor](/digital-seen/#accessing-digital-seen) - [How do I enable and disable my new event landing page?](/digital-seen/#Launch-control) - [Can I preview my event landing page?](/digital-seen/#view-on-web) - [How do I share my newly created (and published!) event landing page?](/digital-seen/#qr-code) - [Can I copy my theme from one event to another?](/digital-seen/#json) - [How do I start over?](/digital-seen/#reset-to-default) - [Where do I go for more support or help?](/digital-seen/#help) ### Accessing the Theme Editor The Theme editor is available on the Auction Dashboard ![Auction name and toolbar](https://ucarecdn.com/1c1a12a2-b790-454b-9952-a6d9504b4585/) If you do not see this icon, please reach out to [Handbid Service.](mailto:service@handbid.com) From the toolbar in your event dashboard, navigate to THEME to open up the Theme Editor manager.  The first time you open this, you will be presented with an intro pop-up.  Click **GET STARTED** to dive in! ![Theme Warning - Get Started](https://ucarecdn.com/add9a48a-1a5f-4c9a-96f7-aba9a848706b/) If you do not care to read this page each time you open the manager, be sure to check the box that says "Do not show this intro again." ### Theme Editor Manager Controls #### ![Theme - Launch Manager](https://ucarecdn.com/9a2d3dc8-f0d3-4c4f-83e3-4257960a0bd2/)Info The Info Tab will take you back to your Welcome Message when you first opened Theme.  #### QR Code There are several ways to share your landing page. The launch manager has the full URL you can use to share with your guests.  However, Handbid also generates a unique QR Code to download and share as well. This QR code will direct them to your customized landing page, rather than the Handbid branded landing page.  #### Launch Control The Launch Control will show you the current status of your landing page and allows you to publish (or unpublish) your landing page. **Your guests will not be able to see it and none of your automated links will work until you have published your landing page**. Once you have published and shared your page with your guests, we suggest you keep it published, even if you plan to make substantial changes to it. This will ensure your guests do not go to a page that is "under construction." #### View on Web This will open a new browser tab, allowing you to preview your landing page before you publish it. Keeping this tab open is a great way for you to preview your site as you make changes to it in real time. Since no one without the URL can ever see your page, you don't run the risk of any of your guests seeing your work in progress (*unless of course, you shared it with them already* ). #### Reset to Default **CAUTION:** Selecting this will delete all your hard work and return your site back to the Handbid branded site. But, if you really wish to start all over, then this option is for you! We hope it does not come to this, but if you get really messed up with your site and just want to start over, you can reset everything back to the factory default. Thankfully, we don't make you get out a paper clip and push in a hidden button for 15 seconds, but you will have to confirm your intention to reset things.  Once reset, your landing page will go back to the Handbid brand (which we think is awesome, but we suspect you want to start building again to customize away from it).   If you confirm, you cannot go back, so please double and triple check this is the right thing you want to do. #### Import/Export JSON If this is a common theme you intend to use over and over again, you probably don't want to go through the process of configuring this for each event. Luckily, Handbid gives you a simple way to import a theme from another event and export the one you are working on right now. Once this tool opens, you will see an editor with a lot of really complicated-looking configuration code.  Do not get scared of what is in there; you just need to copy and paste all of it into another event or into a text file/Word Doc (or a Sticky on your Mac) to save it. Internally we found out that Slack or an instant messaging service might change the code, so if you are sending this, send it in a text file.  You can also paste from another event into this window if you need to bring in settings from somewhere else.   This import/export tool is an easy way to transfer themes, fix themes, and share them with others!   ### Good luck! We can't wait to see what masterpiece you create! --- # Download the Auction App Email Template URL: https://help.handbid.com/download-the-auction-app-sample-email-text/ We recommend you send an email to your guests prior to your event letting them know you will be using Handbid for your auction and encouraging them to get signed up BEFORE ARRIVING AT THE EVENT.  Below is a sample email message and image you can send out to your guests to encourage them to get on Handbid prior to the event.  **Hello \[NAME\],** **We are excited to tell you that our auction has gone mobile this year! \[AUCTION NAME\] will be using HANDBID, a mobile silent auction platform which allows you to bid from your smartphone.**   Save time at check-in by getting setup and start bidding BEFORE YOU ARRIVE! **STEP 1:  DOWNLOAD THE HANDBID APP**  If you have an iPhone or Android, you can download the Handbid app from the Apple [iTunes App Store](https://itunes.apple.com/us/app/handbid/id433831139?mt=8) or the [Google Play store](https://play.google.com/store/apps/details?id=com.handbid.android).  *Please note we strongly recommend you “Accept notifications from this app” when you open it and join an auction. This will allow you to get push notifications for  “Outbid” messages during the auction.* **STEP 2:  TAP GET STARTED & CREATE ACCT** Next, you can create an account. From the App home screen, tap on “GET STARTED” button and complete the information (**please use your cell phone as the phone number**). Tap NEXT Handbid will text you a 5 digit code.  Enter this code to log in.  **STEP 3:  SELECT AUCTION FROM LIST & START BIDDING** Select \[AUCTION NAME\] from the list of auction and swipe left to enter the auction.  Once in the auction, swipe left/right to access categories and up/down to access items.    Whether you are bidding online or in the Handbid App, here are some easy tips to help: - **MAX BID:**  This is the max you are willing to spend for an item and Handbid system will automatically bid for you until you reach your max.  Set a max bid and enjoy your evening! - **NOTIFICATIONS:** If you have downloaded the Handbid App and accepted push notifications, you will be notified by push notifications when you are outbid on an item.  If you don’t have the app you will receive text messages from Handbid. - **DASHBOARD**: Monitor what you are currently winning and losing on the Dashboard screen in your app or online.  ** No smartphone? No problem!** You will be able to access the auction through a web browser at URL:[https://events.handbid.com/](https://events.handbid.com/) or we will have iPad's available at the event to get you signed up and bidding! --- # Handbid Accessibility Statement URL: https://help.handbid.com/handbid-accessibility-statement/ Handbid understands the importance of providing products and services that are without barriers to access for persons who wish to use them and is committed to ensuring that we provide for such access. Handbid works with many charitable groups that fundraise to support those with disabilities and we strive to provide equal digital access and usability so that no individuals with disabilities are excluded, denied services, segregated, or otherwise treated differently because of their disability. A major component of this effort is creating accessibility for users that removes barriers for persons with disabilities—both hidden and visible, so they can succeed in their fundraising, bidding, or other Handbid experiences. Providing increased access to technologies that meet the needs of persons with disabilities lays the foundation for the inclusion of all persons utilizing the Handbid software. Some ways Handbid is committed to making our platform as accessible as possible include:  - Screenreaders  - Functionality to remove images or mute sounds - Contrast and color saturation functionality  - Customizable letter spacing, sizing, and more readable font  - Seizure safe, vision impaired, and other pre-set profiles are available to select For the best experience, Handbid recommends that you help by keeping your technology up to date with the latest version of your web browser, the latest version of your assistive technology software/hardware, and smartphone applications that utilize built-in accessibility features on Android and iOS. If you find an accessibility bug or have trouble using Handbid's app or website with assistive technology, contact us and we will be happy to assist. Whatever your goals, ideas, and abilities are, we’re here to help you succeed. The best way to reach us is by emailing [service@handbid.com](mailto:service@handbid.com) for accessibility questions. In order to provide transparency into the state of accessibility in Handbid, we publish Voluntary Product Accessibility Template Reports (VPAT’s) for our products that can be accessed. These are available upon request. To request our VPAT's please email us at service@handbid.com. --- # Handbid Logos and Artwork URL: https://help.handbid.com/handbid-logos-and-artwork/ Attached are a variety of Handbid-specific logos and artwork that you may wish to use in customizing communication pieces for your guests.  Our hex codes and company color scheme are as follows.  ![Screen Shot 2023-06-09 at 10.16.42 AM](https://ucarecdn.com/c50d7efe-ed3d-4692-88d8-331afc08864d/) .   ![handbid-secondary-lockup-outline-hero](https://ucarecdn.com/048a3a48-3505-4a3f-937b-2423da42b03b/) ![handbid-primary-lockup-outline-hero](https://ucarecdn.com/71ccb885-c0a0-4bf0-bdb2-d5769522d1d5/) --- # Handbid Release Notes URL: https://help.handbid.com/handbid-release-notes/ - Simplified experience when searching for Bidders - New internal Captcha implementation which improves login security for all devices - When performing an All Items Export, you now have the option to include or exclude QR codes, which caused timeouts in rare cases where there were a lot of items to export. The new option is called Generate QA Codes, which will apply to all exported items. - Managers are now able to add purchases to a bidder at check-in, on an iPad. The Place Order functionality as a Manager, for a Bidder, was previously not working correctly. - Resetting a Managers password via email reset link is working again. #### Improvements HBD 5961- Add option to "include" QR Codes (or not) in and add "Show Value as priceless" column in All Items Export ![All items with bulk actions and export](https://ucarecdn.com/b0767715-fc00-4ac9-ad6c-c1482cc0d2d7/) ![](https://ucarecdn.com/1a2091ae-df37-452b-911d-127ddc40130d/) HBD 6949- Update the Register endpoint to use new Captcha code - Security Improvement for Android and iOS #### Bug Fixes  HBD 6292- Manager cannot add check-in purchases to a registered bidder - manager can now add purchases to a bidder at check-in, if items are ‘available for checkin’ HBD 6239- Duplicating an item on the iPad from the live auction entry tool generates an internal server error HBD 6405- Manager password reset flow is broken - loops constantly when trying to reset a Manager’s password HBD 6499- Users can search bidder list by hitting return to execute search, which does not execute query using search terms in the query HBD 6501- Drawing Purchases report filter includes deleted purchases, which should not show up in this report HBD 6775- Enable Landing Pages for White List - intro page is enabled for all whitelabel auctions HBD 6893- Exporting Bid History and Bids reports with >10k entries times out HBD 6798- Item import from spreadsheets strips out some UTF-8 Characters - users can now import names and data into guest and invite lists that contain accented characters HBD 7682- HNDB-110-3 JsonNULL error message appears when attempting to purchase after clicking the "Send Payment Offline" option - Android HBD 7646- Invoices aren’t showing up for some users on Android HBD 7534- Improved logic for play sound - iPad Manager - sounds were triggering too often HBD 7774- Changing the video in auction settings isn't reflected in the App until user closes the App and comes back - iOS HBD 7702- HNDB-113-12 The app crashes abruptly when the user returns to the profile tab to "Edit" an existing address - iOS HBD 7584- Fix redirection to ticket from scrolling auction preview - link wasn’t working HBD 7668- HNDB-112-31 The payment is not declined for invalid credit card - tickets added to invoice instead of being rejected HBD 7877- Wrong section on Intro Page - Whitelabels - scan QR code to download app appeared for whitelabel’s that don’t have apps --- # How to Edit Images with Google Slides URL: https://help.handbid.com/how-to-edit-images-with-google-slides/ [Skip to content](/how-to-edit-images-with-google-slides/#main-content) English [Get Support](/kb-tickets/new/) - [Default HubSpot Blog](https://blog.handbid.com/blog) - [Default HubSpot Blog](https://blog.handbid.com/blog) - English - [Get Support](/kb-tickets/new/) - [Go to handbid.com](/how-to-edit-images-with-google-slides/) [Go to handbid.com](/how-to-edit-images-with-google-slides/) Welcome to the Handbid Knowledge Base! - There are no suggestions because the search field is empty. 1. [Help Center](/) 2. [Items](/items/) 3. [Item Media (Photos and Videos)](/items/#item-media-photos-and-videos) ## In this article you will find an informational video on how to resize images using Google Slides.
      --- # PhotoShop Template For Auction Banner URL: https://help.handbid.com/photoshop-template-for-auction-banner/ ## This article includes a downloadable Auction Banner PDF template to share with your graphic designer. --- # Release Notes 2.6.7 URL: https://help.handbid.com/release-notes-2-67/ ### Highlights - [Support for Stripe Terminal & Tap To Pay](/stripe-terminals/) - We have added support for Stripe Terminals & Tap to Pay on iPhone and Android.  This will allow you to easily and securely add credit cards to bidder accounts during check in.  - [Schedule Auction to Open](/how-to-change-your-auction-status/) Auction manager will no longer have to set an alarm or get up in the middle of the night to make their event go live!  You can now schedule your auction to automatically open when you want. - [Managers can edit tax value on an item from the Invoice](/how-to-close-an-auction-and-pay-invoices/) Have ever forgot to add tax to an item or mistakenly added the wrong tax percentage?  Auction managers can now easily edit the tax value this on the invoice without having to contact our support team.    - [Bulk Upload Images via Zip File](/image-import-feature/) We know adding and managing images is always a time-consuming process.  We have added functionality so you can now create a zip file with all of your images for your event and upload it once.  We will take care of attaching each file in your zip file to the correct item.   * * * #### **Other Enhancements:** - [Update Purchase Ticket modal,](/how-to-purchase-a-ticket-on-behalf-of-a-bidder/) allowing Manager to create bidders with sponsor info. - Donations & Tickets purchases on Auction Manager allow Pay Now or Pay Later options  - Add an Event Page Video option in Auction Settings to show embedded video on the event page - Text users a login link if registering with an existing account (SMS) **Bug Fixes:**  Change the name of the streaming services in the live stream settings ('YouTube Live (URL)' and ‘Live Stream Embed Code’ Implement Persistent Chat Window Close Functionality (close and STAY closed!) Vanity address doesn't show on Event’s main page (web and mobile) Android users prevented from seeing invoice if item tax has 3 or more decimal values Events: hide columns on receipt to print if no values exist and there is nothing to display Error message displayed on the screen for Events and iOS is misleading when emailing invoice fails --- # Release Notes: Colorado Springs Summit URL: https://help.handbid.com/release-notes-colorado-springs-summit/ **Highlights**:   **We have made enhancements to Peer-To-Peer Events!**    **[Create A Peer-to-Peer Event](/start-here-creating-a-peer-to-peer-fundraiser-on-handbid/)**                                 HBD-7588 - Managers Can Enable “for Sale” Items on a Peer-to-Peer Fundraiser HBD-7591 - Updated Dashboard to Show Sales by Page and Sales by Product for Peer-to-Peer Fundraisers HBD-7594 - Updated Team Member Permissions for Peer-to-Peer Fundraisers to manage donations, pages, product sales, etc HBD-7597 - Update the Pages Modal in Peer-to-Peer Fundraisers to Include a Purchases Tab HBD-7600 - Added a Global Purchases Reports for Items Sold with ability to group by Purchases or Items.  HBD-7618 - Allow Managers to Send a Test (Preview) Email for Peer-to-Peer Fundraising Templates HBD-7621 - Added a Page Column to the Donations Grid View for Peer-to-Peer Fundraisers HBD-7624 - Allow Managers to Disable General Donations on the Donations Tab HBD-7627 - Updated Goals Tab to Allow Manager to Set Custom Goals or Use Page Goals HBD-8683 - Add functionality to allow managers to upload Items into a Peer-to-Peer Fundraiser Bug Fixes- HBD-6543 - While creating a P2P page, the list of contacts never loads for Page Owner field. HBD-6668 - Added Country Code field to Guest Slots modal HBD-8571 -  Disable Tax for Puzzle or Appeal items HBD-8656 - Bulk Edit of Items to mark Open or Pending was changing Item Attributes HBD-8686 - Improve performance bids history - item view (3rd tab) HBD-8696 - Performance improvements for Donations in iPhone HBD-8697 - Performance improvements to the Poll portion of Auctions on iPhone HBD-8698 - Performance improvements to the YouTube Stream and WebView on iPhone HBD-9122 - Add loader during the donate process with DAF --- # Release Notes: Leadville Lookout URL: https://help.handbid.com/release-notes-leadville-lookout/ HBD-8636- Tap to Pay iPhone fixes and improvements HBD-8446- iPhone performance improvements HBD-7205- [Allow managers to send broadcast messages to a selected bidders from the Bidders list.](/how-to-send-a-broadcast-message-and-suggested-messages/)  #### Bug Fixes HBD-8656- Bulk Edit of Items to mark Open or Pending was changing Item Attributes HBD-8626- Android - Stripe Readers - when updating terminal firmware, no warning if you leave the screen  HBD-8621- Stripe Terminals - sporadic error when connecting a stripe terminal or tap to pay terminal HBD-8620- Sponsor field not getting properly set for bidder who is purchasing the tickets HBD-8616- Stripe Terminals - provide better error message for cards that aren’t compatible with Stripe Terminal readers HBD-8614- Tap to Pay - local reader disconnects if switching apps or putting Handbid app in the background HBD-8613- Tap to Pay - wording change on initial connect screen HBD-8612- Stripe Terminals - reader was disconnecting if an incompatible card was added/tapped HBD-8611- Tap to Pay - pressing connect button gives no immediate feedback for 3 seconds HBD-8610- Tap to Pay - inform user if organization location is missing (required to function properly) HBD-8604- Campaigns - Recurring donation doesn’t work when auction has only the ‘Annual’ option enabled HBD-8613- Enable “Save my Account” checkbox by default on the Donations page registration form HBD-8197- iPad - Live Auction items aren’t triggering the sound if bidder wins an item HBD-8079 - Enable white label customers to be able to mark items as Popular. HBD-8057- Search Results for auction name shows all auctions HBD-7902- iPhone - make Custom Guest Labels visible HBD-7901- Android - make Custom Guest Labels visible HBD-7267- Application displays HTML tags in welcome message of the event on Android devices HBD-6751- Item 'Generate Display Sheets' not working properly if more than 50 items are selected HBD-6112- Improved sort and organization of purchases for bidders who were in multiple events --- # Resize Photos Using Canva URL: https://help.handbid.com/resize-photos-using-canva/ [Skip to content](/resize-photos-using-canva/#main-content) English [Get Support](/kb-tickets/new/) - [Default HubSpot Blog](https://blog.handbid.com/blog) - [Default HubSpot Blog](https://blog.handbid.com/blog) - English - [Get Support](/kb-tickets/new/) - [Go to handbid.com](/resize-photos-using-canva/) [Go to handbid.com](/resize-photos-using-canva/) Welcome to the Handbid Knowledge Base! - There are no suggestions because the search field is empty. 1. [Help Center](/) 2. [Items](/items/) 3. [Item Media (Photos and Videos)](/items/#item-media-photos-and-videos) ## Canva is a great tool to resize images. Go to [canva.com](https://www.canva.com/). Sign in or create an account.  Click on Custom Size and enter the pixel requirements of the photo in Handbid and download! ![](https://ucarecdn.com/ebac9ba8-89f3-4146-a854-f5accb3910d0/) ![](https://ucarecdn.com/51ee1c76-3479-4229-8817-98de80c0b08a/) --- # Resize Photos Using Powerpoint URL: https://help.handbid.com/resize-photos-using-powerpoint/ There are many image resizing programs and image resizing sites on the internet. Not all are free or easy to use. Others are only compatible with certain types of computers. For instance, we have a great video on how to resize images for Handbid, but it requires using a Mac and a program called ReSize Sense which is not available on Windows.  With that said, there is a rather easy way to resize images to fit in Handbid using Microsoft PowerPoint, a program that many people have on their computers.    So how does PowerPoint do this?  If you set PowerPoint's default slide size to 4:3, you can create a canvas that is the exact image dimension required for Handbid. Once you set the size, all you need to do is drop in a photo for each item (each on a different slide) and export them to images to import to Handbid. #### Watch our Tutorial:
      --- # The Handbid Emergency Hotline URL: https://help.handbid.com/the-handbid-emergency-hotline/ The Handbid Emergency Hotline is meant to be utilized after business hours - Monday through Friday, 8:00 am-5:00 pm Mountain, for day of event-related software emergencies.  If you have an emergency during our regular business hours, we ask that you refrain from using the Emergency Hotline. Rather, you can contact us through the service channels provided based on the service package included in your contract.  When calling the Hotline, you will be directed to a member of our service team who is on-call to help you. Please be patient and wait for the hotline to roll to an on-call service team member.  To access the hotline number, go to the Handbid Manager MAIN DASHBOARD. All notifications about your account are posted at the top of the Main Dashboard. The Emergency Hotline number will appear here at least 1 day before your event date.  If the Emergency Hotline Number Notification Banner does not appear within 1 day of your event, contact us immediately at service@handbid.com.  ![hbhotline](https://ucarecdn.com/0420811f-8e0a-4deb-9a58-86fb17c74742/) ---