Managing Bidder Numbers
Bidder numbers are only necessary (and required*) for paper and/or paddle bidding. Online and smartphones bids are tracked by the user's login so bidder numbers are not necessary or utilized.
Tickets (can be free) are the mechanism fpr issuing bidder numbers - so a ticket must be issued* to each person placing paper/paddle bids.
Bidder numbers can be pre-assigned or assigned at check-in within any range you specify. If you're uncertain which approach makes the most sense for your event, review this info.
This article covers how to manage bidder number settings and edit existing bidder numbers. Instructions for linking/unlinking guests to share/not share a bidder number can be found here.
*Exception to bid number requirement: non-ticketed events with ancillary silent auctions (eg public fair or market with small silent auction) can use these instructions to allow the public to bid by name instead of bidder number.
To Edit Bidder Number Settings:
Go to: Site Settings > Events > Gala Auction > Manage Bidder Numbers
- The default setting is to Pre-assign bidder numbers as each ticket is created, according to the starting number specified (default = 300).
- You can change the setting between pre-assigned to assign at check-in at any time (bid numbers will not be changed for guests already checked in).
- You can also change the Minimum New Guest bidder number at any time, but the change will only be applied to future ticket sales.
To Edit Individual Bidder Numbers:
Go to: Site Settings > Events > Gala Auction > Manage Bidder Numbers > click Change buttons to edit desired bidder numbers.
Note: Normally, bidder numbers are locked once a guest checks-in. This is the ONLY place that allows you to override that lock without first "undoing" check-in. Red Guest rows indicate the guest is checked in. You can change the bidder number, but you will need to confirm that you have verified that the guest has not placed in bids using the existing number and will be prompted to collect the existing bid paddle before issuing a new number.
To Bulk Edit Existing Bidder Numbers:
Requires Chair role
- Go to Site Settings > Events > Gala Auction > Manage Bidder Numbers
- Review List of Existing Bidder Numbers - Red rows indicate guest has already checked in and bidder number is locked (see above). To include them in a bulk reassignment, you must first "undo" check-in.
- Click on the Bulk Edit Bidder Numbers button > enter your chair account password to confirm you've read the warning message.
- Specify the desired starting number and how you want guests ordered for the newly assigned number range.
- Click on Re/Assign ALL Bidder numbers button to Save.
