Checking in a Guest with Pre-Assigned Bid Numbers + Video

Watch the video for a demo of all Check-In scenarios.

This article shows how to Check-In guests who already have assigned tickets and bid numbers. 

Other Check-In Scenarios:

  1. Checking in a Guest using an Unassigned Ticket (purchased by someone else)
  2. Selling a ticket to a walk-up guest

Guest Check-In at Gala:

Go to the Auction Night screen and select the Check-In button to begin the check-in process.

Search for Guest Record:

On the Check-In screen:

  1. In the Guest field, enter the ticket buyer's name, guest name, or bidder number.
  2. Select the appropriate user record from the suggested matches.
  3. Click Continue.

Verify/Enter Guest Information:

Verify Guest Information:

Review and confirm the guest's information, including:

  • First Name
  • Last Name
  • Email Address
  • Phone Number
  • Any other applicable details

To Link the Guest to Another Guest: Linking guests allows them to share the same bidder number and shopping cart.

Link Guests:

  1. Enter the guest's name or bidder number In the Link with Another Guest search field.
  2. Select the appropriate guest from the suggested search results.

Note: The shared bidder number is determined by the first guest who checks in.

Store a Credit Card at Check-In:Volunteers should ask guests whether they would like to securely store a credit card for card-free checkout. This step is optional, but storing a card can significantly speed up the check-out process at the end of the event.

Store a Credit Card:

  1. Enter the guest's credit card number.
  2. Enter the card's expiration date.
  3. Enter the name as it appears on the credit card.
  4. Click Store Card button.

Once the card has been successfully stored, the card information will be displayed with options to Update or Clear the stored card.

Check-In Confirmation Screen: 

The Check-In Confirmation screen displays the guest's bidder details:

  • Name
  • Bidder/Guest Number
  • Email
  • Ticket Type assigned to the Ticketed Guest
  • Ticket Buyer name
  • Table
  • Seat
  • Notes
  • Any Add-On items purchased during ticket sales display on this screen.
  • A Pay Now button is available on the Check-In Confirmation screen, however, purchases can be paid during Gala Check-Out at the end of the event to help keep check-in lines moving,

 

If your event offers sellable (fixed-price) items at check-in, they will appear at the bottom of the Check-In Confirmation screen.

Volunteers should ask guests if they would like to add any of these items to their shopping cart.

To add sellable items to a guest's cart:

  1. Enter the desired quantity for each item.
  2. Click Sell Items to Guest button.

The selected items will be added to the guest's shopping cart.

Here are instructions to setup Sellable type (aka fixed-price) items on the Check-In Confirmation screen: Entering Items: Tips and FAQ

Check-In Couples Linked to Share Bidder Number

On the Check-In screen:

  1. In the Guest field, enter either linked Guests Name.
  2. Select the appropriate joint user record from the suggested matches.
  3. Click Continue.

Verify/Enter Linked Guest Information:

  1. On the Check-In screen, the first linked guest record will display.
  2. An Edit button provides access to the second linked guest’s record, if needed.
  3. If a credit card is stored, it will be available for all orders associated with the shared bidder number.
  4. Linked couples can be unlinked on the Check-In screen prior to completing check-in, if necessary.

Check-In Confirmation Screen for Linked Guests: 

On the Check-In Confirmation screen, both linked guests will display as Checked-In.