FAQ Items

1. Will increasing the number of items on a page affect load time?
2. How can I increase the number of items that display per page in my Online Catalog?
3. Where can I increase the number of items that show per page?
4. Is it possible to increase the number of items per page?
5. What’s the recommended maximum number of items to display per page?
6. How can I increase the item count to 50 per page?

A: Increasing the number of items displayed per page will make navigating your catalog difficult and will lead to slower load times.

Pagination is used to help ensure fast page loads by limiting the number of items shown at once. Without it, each time someone clicks on an item, the entire catalog will need to reload, causing significant delays.

Users might not always report these issues, but it can result in a frustrating experience.

Email  Customer Support, they can increase the number of items per page from 12 to 20 if you'd like. 

Once the number of items displayed is increased, we strongly recommend testing the catalog on multiple devices (smartphones, tablets, laptops) and browsers (Edge, Chrome, Safari, etc.) by clicking on items and toggling between pages to ensure a smooth experience for your supporters.

1. What are the required fields for each item during import?
2. How can I import items into my catalog?
3. Do I have to enter items, or can I upload them?
4. Can I bulk upload images into the catalog?

A: The import process uses very specific column headers to map the data in each column on your spreadsheet to a specific field on the item form. So, you'll need to organize (map) the data on your spreadsheet so it matches how the software handles the data in donor and item records.

There are several levels of item imports - from simple to more complex. You can see the options here and figure out how much item info you need to import for your event: Self-Importing Items

You can also find more info about organizing your spreadsheet for imports here: Organizing Your Data for Import

The most common edits needed to successfully map a spreadsheet:

• Each row will be imported as one record/item. If your spreadsheet has multiple items in the same row, you'll need to move the additional items into their own row, then copy and paste the donor info to replicate it in each row. 
• Business and Individual Donor Names must be edited into separate columns. If you're not concerned about being able to report/distinguish between business and individual donors, you can import everyone as a business donor.
• Each name format (first_name/last_name, full_name, business_name, contact_person) must be edited into a separate column.

• Your spreadsheet must include all required data for each item/row - otherwise, the entire row will be skipped during the import. (Required Data: Donor Name (Separate columns for Business vs Individual donors if you want the ability to filter for reporting/communicating), Item Name, FMV, and *Price (if fixed-price item type). 

  These columns/data are also required, but if your spreadsheet does not provide the column and/or if a cell is empty for one or more rows, the item(s) will be imported using the default value (shown): Quantity (default = 1), Item Type (default = Silent), and Category (default = Featured)

• Item Name (should be no longer than 20-25 characters)
• Fair Market Value(FMV): This is a critical value because it determines potential tax deductibility and is used to calculate minimum bid/raise and buy now prices. If you do not know the actual fair market value - it's best to estimate or use an easily identifiable placeholder to flag values that need eventual editing. We recommend $999 rather than $0 (which is used to indicate 100% tax deductibility).
• The Item Type dictates how an item is sold/won. Available Types are: Live, Silent, Sellable, Signup, Paddle Raise, and In-Kind. You can find more info about types here: Understanding Item Types and When to Use Each
• If you have any fixed price item types (Sellable, Signup, Raffle), you must also provide a price in a column labeled Buy_Now_Price.
• If quantity is not specified, all will be imported with qty = 1.

If your spreadsheet has columns that aren't available in the software:

You can create Custom, or User Defined fields, for Donor data, but NOT for Items. You'll need to either omit the data or co-opt an unused field (such as misc. or notes) to import and display the data. Some fields (such as Location and Solicitor) can be bulk edited, so co-opting one of those will also allow you to easily add or edit the data across multiple records after import.

1. What happens if a consignment item doesn’t sell?
2. What types of consignment items typically perform well?
3. What is a consignment item?
4. Where can I find consignment packages to include in my auction?

A: Do you need FUN - FLIRTY - FLASHY Items to offer in your next auction?
Consider adding Consignment packages. Consignment packages provide a risk-free opportunity to add featured items to draw in more bidders. You can include one or more packages in your catalog with NO upfront costs. If you sell the item, you will pay the price listed.

Adding consignment packages to an auction can have both PROS and CONS:
PROS:

1. Increased Variety: Consignment packages can offer a wider range of items and experiences, which can attract a broader audience to the auction.
2. Attractive Items: Often, consignment packages are high-quality or unique items/experiences that may not be easily accessible otherwise, making them attractive to bidders.
3. No Upfront Cost: Since consignment items are typically provided without upfront cost to the nonprofit, they mitigate the financial risk associated with purchasing items outright.

CONS:

1. Lower Profit Margins: Consignment packages often come with a predetermined minimum bid or reserve price, meaning the nonprofit might not retain as much of the final auction price compared to fully donated items.
2. Dependency on Providers: Relying heavily on consignment items could reduce the diversity of donations from individual supporters, potentially impacting long-term donor relationships.
3. Perceived Authenticity: Some donors or bidders might prefer fully donated items, viewing them as more authentic contributions to the cause.

In deciding whether to add consignment packages to their auction, you should weigh these factors carefully to determine the potential benefits and risks for your specific fundraising goals and donor relationships.

To view available consignment packages from the Risk-Free Item Shop, Go to your site Catalog page > click on the blue "Visit Item Shop" button.

For questions about the shop, email support@riskfreeitemshop.com

*Note: Riskfreeitemshop.com is a separate entity from SchoolAuction.net and TofinoAuctions.com. 

1. Can I enter a joint donor name for a one-time donation?
2. How do you enter a single catalog item with Multiple Donors?
3. Is there a simple way to list multiple new donors for a single item?

A: There are a few different ways to handle this, depending on whether your priority is easier item entry or easier donor acknowledgment later on. 

Here’s a quick overview of your options:
1. Easier Option: If the donors haven't contributed before, the simplest approach is to create a joint donor entry with all their names separated by commas. Enter this joint donor in the "First Name" field (or in the "Business Name" field if it's long), and then proceed to make a one-time donation.
2. More Detailed Approach: For a more detailed method, create a faux item for each donor and then compile them into a lot. This method makes generating thank-you letters easier and allows for distinguishing between different donation amounts.
3. Group Events or Items: When dealing with group sign-ups, easel items, or events, it's sometimes easier to use a generic donor entry. You can then acknowledge the hosts or donors in the description.

Here's a link to an article with illustrations that will guide you through the process: Entering an Item with Multiple Donors. It demonstrates how each of the options mentioned appears on your description sheets. Check it out for help on entering an item with multiple donors!

1. How do I enter paddle raise donations in the system during the event?
2. Where do I record a Paddle Raise Item?
3. How do I place the Paddle Raise item in guest's cart?
4. Where can I find recording sheets for a Paddle Raise?

A: To ensure a smooth and successful paddle raise during your event, follow these steps to prepare and use the recording sheet effectively:

1. Prepare Before Your Event:
   • Discuss the paddle raise with your auctioneer before the event to confirm the donation levels they will announce.
   • If you haven't already, create or update a Cash Donation Item on your site using these instructions: Setting Up Cash Donation Options. Make sure to list the six donation levels the auctioneer will call in the Suggested Amounts box during setup.
      
2. Prepare Recording Sheets:
   • Print two copies of the recording page with the correct donation amounts at the top.
     Overview: Print Materials
   • During the event, the auctioneer or a designated spotter will call out bid numbers as attendees raise their paddles.
   • Recorders will then note each bid number under the corresponding donation amount on the recording sheets. Note: Spotters should focus solely on observing and should not handle recording duties.
      
3. Use Two Recorders:
   • Designate one recorder to maintain the master list for future reference.
   • Assign another recorder to manage the current bidding process. After recording bids for two or three donation levels, the top sheet should be brought to the desk for data entry while the second sheet continues to record later levels.
      
4. Data Entry:
   • For efficient data entry, utilize the single paddle raise item created in your catalog (from step 1). This allows all paddle raise donations to be recorded on one screen.
   • Navigate to Auction Night > Sell a Bulk Item in your system and enter the paddle raise donations level by level. Adjust the price for each level accordingly. Refer to Selling Bulk Items for detailed instructions.
      
5. Verify and Compare:
   • Once all paddle raise donations are entered, cross-check the official recording sheets with the data entered into the system to ensure accuracy and completeness. 

1. Why didn't my online items award when bidding closed?
2. What happens if I offer an auction item via Online Auction and Paper Bid Sheets?
3. How do I transfer items?

A: How to Review and Manage Items Transferring from Online to Paper Bidding

To ensure your auction items behave as expected during your gala event, follow these steps to review and adjust items transferring from Online/Mobile Bidding to Paper Bidding.

Step 1: Review Your Catalog Settings

1. Navigate to your Catalog page.
2. Click the grey “Common Filters” button.
3. From the dropdown, select "Offered via Paper + Online Bidding."

This will display all items currently set to transfer from online to paper bidding during your gala.

Step 2: Understand the Transfer Behavior

If an item is set to transfer to paper bidding:

• It will not be automatically awarded to the highest online bidder when the online auction closes.
• If this is not your intended setup, you can adjust the bidding style for multiple items using the Bulk Edit tool. 

Step 3: Managing Auto-Award Settings

If your Online/Mobile items are marked to transfer to paper bidding, and Auto-Award is turned off:

• None of your online items will be awarded at closing.
• If you enable Auto-Award now, only items that remain in Online/Mobile bidding will be automatically awarded to high bidders—transferred items will not be awarded.

  To Enable Auto-Award for Online/Mobile Bidding:

• Navigate to Site Settings.
• Click on Events.
• Select Online Auction/Mobile Bidding from the menu.
• Go to Bidding Settings.
• Check the box for “Place items in winners’ carts immediately.”
• Click Save to apply your changes.
  *Note: This is an automated process and typically completes within 2–10 minutes.

Step 4: Award Transferred Items After the Gala (If Needed)

If no higher bid is placed during your gala or virtual event on a transferred item:

• You’ll need to manually award it to the highest online bidder.

  See:. Awarding Transferred Items to High Online Bidder
   

1. How are item numbers assigned in the system?
2. Can I organize items by category instead of by type?
3. Is there a way to renumber multiple items at once?
4. When is the best time to renumber items by category?

A: In our software, item numbers are automatically assigned based on the item type (Silent, Sellable, Live, Signup, Raffle, Paddle, or In-Kind) during initial creation. Entering Items: Tips and FAQ

However, if you need to reassign item numbers by category after entering items, there is a workaround that allows you to do this efficiently.

It's recommended to use this method once the majority of your items have been entered into the catalog. Below are step-by-step instructions with illustrations to guide you through the process: Tables Adaptation - Renumbering Items by Category Instead of Type
 

1. Can I add pre-sold Drink Tickets to guest's orders?

A: When recording raffle or drink tickets that were sold for cash before your event, there are a few ways to handle this—depending on how detailed you want your reporting and receipts to be:

Option 1: Track Revenue Only

1. If your main goal is to accurately count revenue, you can create an order using a fictitious buyer and enter the total amount sold with any payment method. 
   See: Creating a New Order from the Order Page.

Option 2: Identify Individual Buyers

1. If it's important to identify buyers, you'll need to generate individual orders for each buyer. Make sure to search for their existing user record to avoid duplicate entries. If they already have an open order, add the drink or raffle ticket item to the order; otherwise, create a new order and add the appropriate item.

Option 3: Process Sales at Check-In

1. For buyers attending the event, you can wait until they check in and then use the bulk sale button on your Auction Night screen (Auction Night Screen > Record Bulk Sales/Donations) to process their purchases as cash items. 
   See how to accept cash payments here: Accepting Cash Payments for Incidental Purchases (Ticketed Guests only).

1. Why are some items showing Pending and others Complete?
2. Why is the item status displaying complete?
3. How can I change an item's status?

A: The Status field on the item form on your Catalog page has no programmatic effect and can be ignored, as it does not impact anything.

If you'd like to edit the status, you can use the Bulk Actions button to flag items as Complete, Pending, Partial, Lost, or Damaged.
See the illustrated instructions here: Bulk Edit Multiple Items AND Bidding Style

1. Where can I find instructions for setting up shipping?
2. What’s the best way to handle shipping?

A: Our software does not include a built-in shipping feature to calculate or add shipping fees automatically. 

However, your team can create a “Shipping” item in your Catalog and add it manually to individual orders with the appropriate amount. 

You can find detailed instructions for this workaround here:
Setting Up Shipping/Handling Item

This approach works best if most guests are local and only a few require shipping. Typically, it’s assumed that items will be picked up in person. You might consider adding a message at the top of your Catalog page, such as:

“Please contact [contact info] if you need your items shipped.”

Your team can then add the shipping charge to the order—whether the order has been paid or not. If the supporter has a vaulted (stored) credit card on file, you can process the shipping charge directly. If not, you can send them an additional Self Check-Out invitation to pay for the shipping fee. Editing An Order From The Order Page + Video

1. Can I change different amounts for a Signup party?
2. How can I charge different prices for a fixed price item?
3. Can I create an item with variable pricing?

A: There isn't a way to create an item with variable price options through the system. However, customers have used a workaround method to achieve variable pricing for fixed-priced items (ie, Signup Parties, Merchandise, etc).

To set up Fixed-Priced Items with a Variable Price Option, follow these steps:

1. First, create a Fundraising Campaign, using the online store template, which provides an image/tile view of ALL the fixed-priced items (signup/sellable) for easy browsing, then folks can click for details or to add it to their cart. Creating a Fundraising Campaign
2. Second, to allow a variable price option, you'll need to set up EACH fixed-priced item as a "Cash Donation" option rather than as a Signup/Sellable Item. That way, you can provide a suggested price, plus an option to pay what they can. There is a problem, though...in that cash donation options no longer display the "QTY" available field, so you wouldn't be able to specify the number of spaces available or items available. 
   
   Our campaign demo site shows lots of examples: Campaign Demo Site

 Here's a possible workaround for the registration page: (this would REQUIRE - 1 Campaign per fixed-price item)

1.  Set up a $0 fixed price item with qty = x  to limit registration
2. Set up a "Pay what you can " cash donation option in the same campaign

3. Edit the header text as desired (once the campaign is created - the edit screens will display links to "advanced" settings which allow you to customize the headers.

   EXAMPLE:

1. What item type should I use for child care reservations?
2. How do I make child care available during registration?

A: Here is a workaround customers have successfully used in the past for Child Care:

You can create a Sellable type item flagged to sell as an Add-On item called "Child Care Reservation" for $0 and include a description that says "You will be charged $X at the event." Flagging Items to Sell as Add-On Items

When guests who have purchased a Child Care Reservation Item claim their reservation, you will record the sales on the Auction Night screen using the Record Bulk Sales/Donations button. Selling Bulk Items + Video

PS- For walkups or those not using advanced Self Check-In, you could add the cost of childcare as something to be sold at check-in. Setting up and Selling Items to Guests at Check-in

1. How can I record a company’s donation match in the system?
2. Is there a way to reflect corporate matching gifts when a supporter makes a donation?
3. How do I add a matched donation to a donor’s order?

A: The software doesn't have a built-in donation match option. There is a workaround....You will need to create an internal order to record the donation from the donating business. 

Donation Match Workaround:
1. Add an Item to your Catalog and name it something like "Company Donation Match" (Type = Paddle Raise).  
Make sure the Item is not visible to the public in the catalog. Entering Items: Tips and FAQ
2. When a supporter makes a donation that will be matched by a company you can add the "Company Donation Match" item to their order. Editing An Order From The Order Page + Video
3. If the Donation Match will be paid for outside of the software use the Custom/External Payment Option. Enabling and Recording External Credit Card Payments (Acorn subscription must use check or credit card payment options to record payment).