FAQ Print Materials

1. Why do my formatting changes not showup in printed material?
2. How can I control the font, color, or layout of printed auction materials?
3. Why does the description text print in a smaller font than the restrictions?
4. How can I make the font size of my printed item description larger?

A: When editing text using the toolbar in the HTML text editing box, changes will only affect the appearance in the Web Catalog.

The layout, design, color, font face, and appearance of print materials are fixed. 

The font size, however, adjusts automatically to fit the text within designated spaces for descriptions and restrictions. 

If your description text is lengthy and your restriction text is short (e.g., "expires 12/31"), the description text may appear smaller than the restriction text. Printing FAQs

Tips for Adjusting Text:

• To increase the description font size, edit out any extra lines or shorten the description.
• To decrease the restriction text size, add one or two extra lines in the text box before the restriction.

These adjustments will ensure your text appears as desired across different sections of your auction materials.

1. Can I print envelopes or address labels from my site?
2. Where can I find instructions for creating a mail merge document?
3. Can I customize which data appears on mailing labels?
4. How do I export address data for printing labels?

A: To create mailing labels or print envelopes using our software, follow these steps:

For Mail Merge Documents:
If you've already set up a mail merge document within the software, you can generate matching address labels with a single click. Learn more about creating a mail merge document here: Creating a Mail Merge Document

For Custom Mailing Labels and Reports: 
If you need mailing labels or other data for different purposes, you can create a report with the specific data you require. Afterward, use the "Save as CSV" button to generate a printable spreadsheet or data for import. Explore how to create custom reports here: Creating Custom Reports.

Demonstration in Excel/Word: Watch a demo on how to create labels using these spreadsheets in Excel or Word here.
 

1. Can I print bid paddles from my site?
2. Where do you Print Bid Paddles?
3. Can Bid Paddles include Tables/Seats?
4. What is the best way to hand-out Bid Paddles?

A: Planning ahead for bid paddle setup, printing, and distribution can make guest check-in quick and stress-free. Use the tips below to help ensure everything runs smoothly on event night/day.

Note: Bidder numbers are only necessary (and required*) for paper and/or paddle bidding. Online and smartphone bids are tracked by the user's login so bidder numbers are not necessary or utilized.

Customizing Bidder Paddles:

You can choose what information appears on your paddles:

1. Go to Site Settings > Items > Printing > Print Settings.
2. Select Bidder Paddles Add-on.
3. Choose the elements you want to display.
4. Be sure to click Save when finished. (The available display options include: Name and QR Code, Name, QR Code, and Table, Name Only, Table Only, or No Additional Information)

Print Bidder Paddles:

1. Go to Admin > Print Materials > Bidder Paddles.
2. Choose one of the following options: Preassigned Guest Paddle Numbers (Full Page or Half Page) OR Generic Paddle Numbers (Full Page or Half Page) where you can select your paddle number range. 
   
   Note: Generic paddles print without QR codes or guest names.

Pulling Paddles for Advance Self Check-In Guests:

If you are using printed bid paddles, we recommend pulling the paddles for Advance Self Check-in guests a few hours before the event.

To do this:

1. Go to the Tickets page.
2. Double-click the Bid Number column header to sort the page by bidder number.
3. Use the Checked-In column to identify guests who have already checked in and pull those paddles.

Alternatively, you can use the All Guests filter to display only guests who have already checked in.

Another option is to ask guests to print their own paddles at home when using Advance Self Check-in. Your greeter can keep cardstock and a marker on hand to create replacements if necessary.
 

Distributing Bid Paddles at the Door for Advance Self Check-In Guests:

We recommend placing a greeter at the entrance (or creating an express check-in line) to hand out bid paddles to guests who have already checked in online.

Your greeter should also have a tablet, phone, or laptop available to look up guest names and bidder numbers if needed.

The easiest place to find this information is: Auction Night > User Status. This page displays an alphabetical list of guests and their bidder numbers, along with a convenient search field for quickly locating a guest.
 

Assigning Bidder Numbers at Check-In:

Advance Check-in works best when bidder numbers are assigned in advance, but you can still assign numbers at the door for guests who did not check in online.

The software automatically prevents duplicate bidder numbers, so there is no risk of assigning the same number twice.
 

QR Codes on Bid Paddles:

Guests can scan the QR code printed on their bid paddle to go directly to their Self-Checkout page, where they can review their order and complete payment.

Important Notes About QR Codes:

• QR codes only appear on paddles assigned to a specific guest.
• If you are assigning bidder numbers at check-in, selling tickets at the door, or have unassigned table tickets, paddles must be printed individually at check-in to include QR codes.
• QR codes contain personal information, so encourage guests to dispose of their paddles securely after the event.

Changing a Bidder Number:

Bidder numbers are locked once a guest has checked in. However, if needed, you can undo the guest’s check-in in order to change their bidder number.

Before doing this, be sure to confirm that the guest has not placed any bids using their current bidder number. When you undo the check-in, you will be prompted to verify this and to collect the existing bid paddle before issuing a new bidder number.

To Edit an Individual Bidder Number, go to Site Settings > Events > Gala Auction > Manage Bidder Numbers > click Change buttons to edit desired bidder numbers.