ReadySetAuction @Event & Wrap Up DP

Good morning or good afternoon, everybody. My name is Arlene Lessee. I’m a member of the training team here at DonorPerfect. Today’s webinar is entitled @Event and Wrap Up. This is part two of the two part series in Ready Set Auction. You may have worked with my colleague Janet Read More

Good morning or good afternoon, everybody. My name is Arlene Lessee. I’m a member of the training team here at DonorPerfect. Today’s webinar is entitled @Event and Wrap Up. This is part two of the two part series in Ready Set Auction. You may have worked with my colleague Janet Carroll last week on the Ready Set Auction. Go for the beginnings in terms of navigating and things that you need to set up the software to use it successfully at your event, or you’re already familiar with that. And if you’re approaching your event, then obviously you want to learn how to conduct some things in terms of communications and entering winning bids, etc, and that’s what we’re going to do today. So if you have any questions, please put it in the chat. I’ll do my best to answer them.

If there’s some things that I need to look into, I’ll respond to you later on and send you an email directly. So what we’re going to go over today in Ready Set Auction is a few things that are still needed. You probably have a head that’s full of all of these details that need to get done, not only with your logistics and making sure that the venue is prepared, but there’s going to be things in Ready Set Auction that you’ll want to take care of, address or at least be aware of. So we’ll go over some of those items, but I’m going to say for the most part, the bulk of what we’re going to be doing today is the ad event details. So what do you need to do in Ready Set Auction to help you have a smooth event, whether it’s upon arrival and literally launch time of the event through the ending of the event, when everybody’s ready to leave, and we want to make sure that we have invoiced them, so we’ll be talking about that, communications and reports. There are some areas where you can customize an email that’s going to go out, and if we have time, we may get to some of the reports available, and then we’ll talk about what we call the wrap up. Then great thing about having Ready Set Auction, and I will assume that the majority of you, if not all of you, are DonorPerfect clients, is the ability for the data from Ready Set Auction to go back into your Donor Perfect database, Yahoo, you do not need to download any Excel files and set up any import. No way all of that is going to be able to go into DonorPerfect. But we’ll talk about the timing of that and that you can still get into Ready Set Auction later on, but for viewing purposes, all right. So that’s what we have in store, a very full agenda. So here we go. So when we talk about a checklist you want to make sure that you have adequately staffed your event. It would be great if you say you can do it all. That’s wonderful. Maybe you can, if it’s a small event, but please make sure that you anticipate to have enough staffing, whether these are literally your colleagues, are employees, or these are people from the community who have asked to volunteer, or have volunteered for your organization in the past, but you want to make sure to try and get close to this ratio for every 50 guests, you want to have one volunteer. All right, so that is the ideal or goal to reach an E bidding station that can be used if on you know when you always have to plan not just for plan A, but Plan B. There may be a Plan C that needs to be used for certain situations. So this could be a Plan C, for instance, when your bidders or your guests come to your event and they brought their phone and they run out of juice, let’s say on their phone during the event, One Plan B might be to bring extra charging cords. For most people, it’s going to be your iPhone, but don’t forget about people like me who have an Android so maybe have some extra cords available. Or as a Plan C is you can set up a dedicated tablet or PC to do what we call E bidding so that somebody can log. In. It doesn’t have to be their own device. So determine if you want to do that. There is help on how to set that up, but something to think about. You definitely want to make sure that you can take payments in, Ready Set Auction. All right, you understood are not going to be using a square device to swipe credit cards. You are going to be processing the credit cards, so to speak, in Ready Set Auction. But behind it is the safe save merchant account. So I’m going to show you, in a minute where to confirm that that’s been entered. If it has not been entered, make sure that you reach out to DonorPerfect support or Ready Set Auction support, and they will fill in that information with what is a very important, what’s called a key, K, E, y, if, again, it’s more than just you. You might need some staff, ie volunteers, to help you with the check in and even check out purposes. You want to make sure that they are included on the staff tab. So part of this allocation is going to be people who are going to not only be able to pull the items from a particular room, but literally to be working in Ready Set Auction, to check your guests in, and possibly to check them out, and maybe even accept payments and recording RSVPs, I might say that probably comes before the check in process. But this is to reflect that guests are coming to your event and you’re gathering info like their mailing address, their email address, possibly even mobile phone at the time. All right, so couple things. Let’s go into my demo of Ready, Set Auction again. All these systems are going to look identical. What I want to do is show you where you’re going to go, under the Admin tab, under organization settings as the secondary menu. The tertiary menu is going to be merchant account. This is where you want to make sure that it is indicated to take safe save payments. For those of you, if you’re not a DonorPerfect client and you are using Ready Set Auction as standalone software for your event, wonderful, but you must have a safe, safe payments gateway, and there needs to be this whole gobbledygook, so to speak, information that’s called a security key. Without this, you will not be able to charge your donors credit cards in, Ready Set Auction understood. Okay, so once that’s entered, you’ll click Save and test connection to make sure that there is no error message. But I did that so I know that I am good to go. The other thing that I want to point out is, where are your staff entered or tracked in, Ready Set Auction, well, also under the Admin tab, but the secondary menu is going to be event staff, and this is where you can see everyone who you have entered in here as a new staff person.

I’m going to show you how easy it is to add a staff member here. We’re going to need a name, and just so I can distinguish it from other users in this that might have my name, I’m just going to make it and the password needs to be at least eight characters and two letters. And then I’m going to put initials at the end. I’m I accept the Ready Set auction Terms of Service, and if you want to get additional news, etc, this is meant for you, but for this webinar, I’m not going to check it and click register, and as long as that email was not used before, yay, right. So it’s making sure that you don’t have different staff with the same exact email, that registration is successful. So I am now. This is the view of me as staff, not as the admin. So I’m going to actually log out from here, go back in to I’m going to wear many hats in this webinar, so just stay seated. Everybody, hold on and I’m going to log in as the admin so that I can continue with this webinar. 

All right, if the access is not one of the admins, they will not see this admin tab. So that tells me, right off the bat that that staff person was not an admin. All right, so let’s go back to our presentation. In okay? So some things that you’re going to need, whether you do this two weeks or a day before, is always have a backup plan, even if your event is 100% mobile, have bid sheets printed, just in case electricity goes down, or there’s a temporary outage of the internet, which you’re going to pray doesn’t happen, but always have, as I mentioned, that plan B, maybe even a Plan C. So bid sheets, display sheets, you in terms of, let’s say, for the live auction, you may not be able to pass around that item that your auctioneer is reviewing, but you may want to have a display sheet that has the photo of it and a description of it, so that people can decide and read for themselves what you know if they’re going to be bidding in the live auction, and yes, your silent auction also should have some display sheets so they can see a full description the item is going to be right in front of them, but a full description of what they’re going to be bidding on. For that matter, you want, you may want to have a printed catalog if you’re going to be having live and or silent auction. So having images and descriptions in a printed catalog may be helpful if you’re doing uh, let’s say exclusively mobile bidding. I would say you probably do not need the printed catalog to include those images, because they’re going to be seeing the E catalog, the online catalog of those packages, gift certificates. Hmm, lots of you probably have, and I have an event coming up next Monday. I need to make sure that all of my golf foursomes have a gift certificate. So either the golf club that is donating that Foursome, you want to make sure that you have gift certificates, or is it something that you’re going to be able to make out of Ready Set auction possibility, or gift certificates to restaurants. Most of them are going to be gift cards. I know I’ve got hundreds of gift cards that I’m working with, so obviously that’s going to work, but you might need some certificates for maybe a hotel stay or foursomes, as I mentioned. And should there be? We’re doing a lot of sports memorabilia, so we need to present or share certificates of authenticity that we have. Jalen Hurts is authentic signature on that jersey. Yes, I’m from Philadelphia, and not thrilled with the fact that the Eagles lost last night, but we would want to have those certificates of authenticity in folders. Those folders should be kept by your admin team, and you may want to put labels on. This is the Jalen hertz certificate. This is the Jason Kelsey certificate, Travis Kelsey, etc, all right, so you’ve got some things that you want to make sure that they have those items. I just want to give you an idea of where the printed materials are. So under the items tab here are the printed materials or here is the printed materials menu. You have your bid sheets. Here lots of various options. The RTF is going to allow you to have a Word document. So read the descriptions. They are very, very clear in terms of what you want or don’t want to have display sheets if you want we have with or without pictures. You want to generate a catalog with or without pictures, gift certificates, as I mentioned, and labels. So everything is here in terms of templates, you do not need to do anything in Word and create any, I’ll say merge templates from that. All right, so that’s looking good. Okay? Something else to consider is, while you have these items on display in your room, depending on especially if it’s a very large room, and you’re successful to have a lot of pieces, you might want to bring attention to certain key pieces. That’s not to say that you couldn’t have every package on display. In this showcase. But Ready Set auction allows you to play a self running slideshow. So think of it as PowerPoint, but it’s within Ready Set auction. You do not need to copy images anywhere. You do not need to put any description, etc. So it’s a self running event showcase, and that is available with each package that you have. You can check the fact that, yes, you want it to be in the event showcase, or you don’t, again, probably your your bigger ticket items you would want to have there, or things that you would really want to drive your bidders to bid on can be in there. You can also opt to show the progress towards your goal, so how much money, and it will refresh real time, but this reflects money that’s in Ready Set auction. Okay, so if your tickets were sold through DonorPerfect forms. It won’t reflect that money, but it will show the auction winnings and anything else that people have bid on, let’s say monetary pledges, as I mentioned, the package slides are probably the most popular thing to do, and sponsors, they paid money to be sponsors. So not only should they be in your printed catalog or any other materials that you’re printing, but have slides that show your sponsors right? They want to. They want your your donors slash bidders, to know who they are and hopefully support their businesses. Okay, so where that is done is, let me just show you. So this is what the goal is going to look like, the progress to goal, this is where we’re going to show you and if there, if it is mobile bidding package, then we’re going to show you who is in the lead and how much time left to bid on that item. So if people want to go to Fiji, that sounds wonderful. Give them an idea of what they’d have to be bidding over and how much time is left in the evening, assuming your events are mostly in the evening, how much time they have left to act on it. And then this would be what a sponsor would look like. So it’s going to have the name of the sponsor and their logo that hopefully they sent. Now keep in mind that what you will need if you decide that you want this is to have a dedicated device that’s going to play this the website that’s going to have the showcase. So also allocate for that. So where that is done is under Setup and the very last menu here event showcase, this is where you can uncheck what you don’t want to show. For instance, a few different themes to choose from. Okay, not bad. Slide transition and how long each slide should be up for. So this is a preview of what it would look like. And if you make any changes, always in Ready, Set auction, look for the action button, usually at the bottom left. Okay, so that’s a little bit about your event. Showcase. If you want to play that again, this is really just promoting things. And if you feel that you know certain packages aren’t getting enough love, so to speak, then this might be a good way to say, You know what? Yeah, we have some really big packages, and we want to make sure that those are sold during the night. Okay, one of the most important activities is going to be to check in your guests, and then probably the other most important is going to be to check them out. We’ll address check out in a little bit, but the check in process. Why do you want to check in your guests? Well, to make sure that we have as much information on them, and ideally, as much accurate information on them as possible. So the kind of things that you’ll want to get will be an address from them, if they didn’t already create an account on the website beforehand.

So check the address or enter the mailing address and get an email, okay, and possibly even a mobile phone number. So those key pieces of information will play a big role. Email allows you to invite them to create an account if you are going to either have E bidding. Have mobile bidding, or if you would like to allow your guests to check out themselves and pay their balances at the end of the night, even if you’re just having live and silent and there is no electronic bidding going on. This is a convenience that if they leave early, they can do this in their car, hopefully not while they’re driving, or in the comfort of their home or the next day. If once you’ve emailed them an invoice, they can pay them pay their own invoices. Wouldn’t that be cool? Okay, so checking in guests, it’s important to distinguish, are they alone? Has nothing to do with necessarily marital status. Are they? Did they buy one ticket and they’re checking in alone and the bidding, bidding activity is going to be just one person, or were two tickets purchased, and they are bidding as a couple. In most cases, they would be sharing the same bidder number, although they don’t have to. But the advantage of checking in as a couple is that they are sharing the credit card. Now, if they choose to use their own credit card, that’s perfectly fine. So I’m not saying that a couple has to be checked in as a couple. It really depends on and what you want to find out is, will they be bidding using the same credit card? That’s really the most important component of this. All right, so let’s show you how I would check in my guests. So under the ad event, this is the focus of what we’re doing today. The first menu says, Check in guests. So when they line up, and this is where hopefully you’re going to have more than one person there at the check in table, or have more than one table to check in, are you here by yourself, or are you here with someone else? Okay, that’s going to determine, are you going to click on the single or if they’re here with someone else. And then you say, are you going to be using the same credit card? Then you’re going to check them in as a couple. So let’s click on the single I’m going to look for a name here, and oh, what do you Okay, Greg and Marcia. Well, they are siblings, hopefully using different credit cards. Actually, they do have the same bidder number, so actually they are going to be bidding together. All right, let’s look for somebody. So Paula burns comes to our table. Ah, Paula, I have you at 601 office Center Drive. And she says, Well, that was our old office address. My address is 123 Red Robin lane. Okay, fantastic, no suite number, and that town is Ambler, Pennsylvania, and the zip code for that Paula is 19001 I think. All right, great. Thank you for that update. Paula, what is your mobile phone? Now? I’m just going to put in a bogus number, but this is where you would hopefully get the mobile number, which, if you want, can send them an invitation to register for E bidding via their mobile phone and via email address, if we were to get that from her, as well as if she does any mobile bidding and she wants to get outbid notifications, she can Get them on her mobile phone and or email on her phone. Okay, mobile phone being text messages, so this might be okay and Paula, what is your email? Some of you might be working with Paula as your account manager, great, so we fill in as much of this information as possible. We go to next. Ah, okay, so she actually is, I didn’t see in the list, so she’s sharing someone else’s bitter number. Okay, so we’re not going to get another credit card from her. I’d go to next, and if we’re not using the other bitter number from Noel, then we can say that she’s not sharing it with anybody else. And we’re going to send a welcome email, and we’re going to send a well. Text message to Paula, let her know to look for that and use just one. She does not need to do it twice, but just like Arlene or AP lessee got the email to register and create an account, another communication will be going to Paula, so give her a heads up before she walks away from the table, that she’s going to be getting this invitation, all right, I can check in another guest. Let me try and find somebody who has not and I’m going to look for somebody that’s Noel, okay, can look for let’s try this. Jenny Hammond, Donny, okay, next, great. I’ve got an email for her. I’m going to skip the mobile phone right now. The point is that at the check in, okay, this is where I’m going to delete this, because I want to show you at this check in, what you want to do is try to get one credit card from your bidders. Why? Because they will probably say, but I’m not going to be bidding on anything. Hahaha, yes, you will. We know that you’re going to wind up and love something, okay. But the point being, you want to tell them that this is going to make it easier for them, either to check out. Should they be the winning bidder or with if they come to the desk, then I already have their credit card, and it’s easy peasy to check them out. So again, they won’t be charged. You’re going to do this, we’re going to check the name and address. Yes, that’s correct. And here is where either you’re going to manually enter the credit card info, or I’m a real big proponent for the card readers, it’s not a swipe device, per se, it’s a card reader that works with a with a USB, so the card reader could not be used on an iPad. And if you want more information, please reach out to race at auction support, and they’ll give you the link for the card reader. They’re very affordable, but well worth your time. You at this point, you would swipe the card on this card reader, and it’s gonna fill in all of this info for me. I probably should have counted how many of these. Hold on a second. Okay, great. This is a dummy card. You’re going to capture expiration month and the year and the security code. This is not a legitimate credit card, so I am safe to use that all right. Now I can check in the bidder successfully, beautiful. I go to next, and this is where you would then say, Okay, your bidder number is 223, hand out any materials you want. And if we only have the email, then she is going to get an invitation to create an E, I’ll say an E bidding account to do her e bidding. All right, so check in guest, voila. Check in new. GUEST, just showing you that if you choose the couple, I’m going to look for, hopefully a related, ideally the same last name, but let’s we know, not necessarily, but I’m going to look for, where do I see the same bitter numbers? Thought I saw Marcia, and now that I’m trying to look for it, of course, I don’t see something that’s really close. Okay? Evan Doyle, I’ve got a few of them.

All right, Iris and Nina. So let’s say that Iris is the one who is going to give you the credit card, but Nina, and instead of looking at the drop down, I can type, ah, Nina flowers. Okay, I’m checking them in as a couple.

So this is where, ah, interesting, Nina Flowers and Pluto Dog. We would want to make sure that we have for Nina her information, and for Iris up here, I would want Iris. Dot whoops.flowers@test.com.

Uh, Iris, all right, so we have at least an email, ideally as a phone, a mobile phone as well. We go to Next, we add a credit card, as you saw before, and that would allow you to check in both, so that they can use the same credit card for purchases, all right, so that is what your check in looks like.

Okay, so at that last screen on the check in, guess, extremely important to notice that they’re going to get an email and or a text message. I always like to tell them that as they’re walking away, because otherwise they want to get started with the party and probably go to the cocktail party, so please mention to them that they’re going to need to create an account to do e bidding or to check themselves out at the end of the night. Ideally, they do that at the end of the night. Okay, so they get this invitation, which you saw when I created an account for me as a staff person. But they don’t need that secondary email with that staff access code Correct. They’re going to create an account, they’re going to need to put in phone number, address, etc, and they’re going to fill in all of the contact information. It knew what email because it sent this invitation via email, unless it was only by text. So they would fill in an email. They’re going to need to fill in a password, up to eight characters, combination of letters and numbers, minimum of two letters. And they’re going to need a pin. This bidding pin wallet is required, is only needed if they’re going to be bidding on that bidding station, because keep in mind that that bidding station is really a shared device that doesn’t belong to anyone that’s not authenticated to be owned by a particular bidder. So that’s how they’re going to say, yes, it’s really me, not so and so, pretending to be Kelly Ramage, and here’s where they can opt in for outbidding information. We call it auto bid. Auto auto bid, so to speak. They can either get it via email or by text or both. If they want it to be a text message, then they’re going to need to provide their mobile phone. What the auto bid allows them to do is essentially put in a bid and walk away from it. And if they really want that item, they can put in the maximum that they’re willing to spend. Therefore they don’t have to go back and forth and go and try and bid them over bid or outbid the most recent bidder. This will say, Great, we’ll take care of it for you, up to a certain dollar amount. So they have that peace of mind, no guarantee that they will be the final winning bidder, but it allows them to have some flexibility, so to speak, in case there is some additional bidding, all right? And then they read it the terms, and they click Create Event. It’s really as easy as that, okay? So once they have an event, what’s going to happen is that they’re going to go to the website that will be available on on the email. It’s going to give them a link to where to find the website. They’re going to hopefully, if there are items displayed on the catalog, whether they can bid on it or not, they can view the catalog. So for those of you, if you’re not having any mobile bidding component, it still is recommended to have this website so that people can see your auction catalog. I’m also going to suggest that this catalog is available, not on the day of, but you might want to get their interest and make it available beforehand. Should you invite people to create their accounts before the event? Right? So it’s not cluttering up this check in line. But if they go peak and see, oh, what’s available, or maybe you don’t want that, and you only want the catalog available the day of your event, because you want the suspense, right? So they. Go to the website to view the catalog. If you have items that can be bid, then yes, they can bid. There. They can bid. They can look by the category, which I love to use. They can also click donate money. We’ll talk about that in a little bit. The website also has the ability to say they’re going to donate an auction item, and it can be picked up or it’s going to be dropped off, but this is what the event website would look like, Okay, this is what a bidding station looks like. So it’s going to have specifically the categories of that catalog they want to search for a particular item, fantastic. Or maybe they, you know, got some advanced access to the catalog and they favorited items. But maybe bidding doesn’t start until 6pm or 7pm or, ah, maybe there are certain things they’re going to close earlier, so I don’t want to miss out so they can go to a closing soon. Okay, so that’s what’s on the bidding station. Otherwise, when they go in from their phone or iPad, tablet, etc, most people will be on a phone. They can look in the particular categories. I love this. So in your setup, I strongly recommend that besides the featured category, which comes with Ready Set auction, that you have categories like if they apply sports memorabilia, which is a biggie for me next week, that we have restaurant or food experiences as another category. Maybe you have art items, whether they are sculptures, paintings, etc, so art, maybe jewelry, maybe travel. Some suggestions of categories, because if there are several dozen items, I might not get a chance to look at each and every one, but I’m probably going to go to the jewelry and the art categories first. So that helps your bidders actually place bids on the items that they are most interested in. So here we can see, oh, if I like that Starry Night painting, which I do, I’m a big van Gogh enthusiast. Well, the leading bid right now is only, I don’t know if you can see this, $38 Great. I’m gonna do at least 40, if not even higher. So I can look at something and say whether the bidding is within my reach, or the leading bid is beyond what I can do. Okay, so I’m going to place this is giving me a minimum bid, because there are increments set on each package, and I’m going to put in maybe 80, and maybe nobody else wants to go beyond 80. So I’m thinking I might be the winning bidder, but in order to enable it, what you want to do, or what the the bidder should do, is to check the Use auto for this bid, and the question mark will tell them that it will auto bid for them up until a particular amount that they say is their maximum. Okay, they can do a win it now I haven’t seen it used too often, because people are want to going to want to hopefully get it for less than that when it now amount. All right, confirming that you that that person is the bitter, confirming that $80 is the bid, and that Otto is turned on, beautiful, and this Susie blue can go about and finish the meal, partake in the entertainment, etc. So this is really helpful in terms of getting outbid notifications to keep them engaged and hopefully to make sure that they win it, right? They might not be too happy if the item that they really love is something that they can’t bid on. Okay? So let’s go in.

And I’m going to go to the all right, so this is what the event website looks like I’m going to go to Setup event website.

And this is what it looks like. The auction catalog is going to have all these menu items. Okay? So you want to make sure that your event website is filled in as much as possible with what they’re going to do, the name of your organization and logo, and there might be a platinum sponsor, so you might want to put their logo there. All right.

Okay, hang on a second.

All right, so everybody’s checked in the evenings, going smoothly. They’re bidding on items. There’s the auctioneer, etc. If you have a live auction component. What else goes into Ready Set auction for things that are not E bid? Well, the wins and purchases specifically, if you’re going to have any items or packages that are live and or silent auction packages at a particular time that probably before the end of the night you’re going to either conduct the live auction or the silent auction ends at a particular time the highest bidders for those silent auction items have to Be determined. Okay, as well as when the live auction goes on, the highest bidder is also going to be recorded by someone, in terms of this particular person and or bidder number and the dollar amount that they won on a given package. You’re also going to need to record what are e pre bidding packages? So E pre bidding is an interesting hybrid. It’s where they start out on your website, and they can and your bidders can place bids on them, but a day before your event, you want to close the E bidding, and then they’re going to be converted. You’re going to be putting the starting bid for the remainder. That’s going to be done in person, that’s going to be the starting bid on those items. So it’s an interesting hybrid of both electronic and saw live or silent. I almost tried to combine those two words. Um. Also, if there are any online packages that have closed early, there might be some reason why that needs to be done, and you’re going to need to record or reflect the winning bid, for instance, or buyable packages. So these are all the things that are going to be one, okay, the other, and raffle tickets you’re going to enter who is purchasing raffle tickets. This, I love the ability to have monetary pledges, also known as fund a need. So in that instance, there’s really two ways to do a monetary pledge or fund a need. One of them is they could be packages on your catalog. And people can, just so to speak, buy them. They are buyable packages for a given dollar amount. They don’t have to bid on, okay? It starts at 200-220-5250 No, it is Bible at the dollar amount, the face value. The other is, I’ve heard it called fund a need and lots of other different names, where your auctioneer starts with probably a $10,000 amount, and your bidders will raise their paddle or hand and they sign up to make what you might call a pledge. So those sales, if you want to call it, should also be recorded by your volunteers or some staff to know the dollar amount, the bidder, number and or name. So those will have to be manually entered into Ready Set auction and proxy bids. So a proxy bid is event staff who place an electronic bid on behalf of a registered or it says activated e bidder. So what happens if Mary is expecting to, you know, bid on things and, oh no, her phone died or and there’s no chargers, and she’s like, Oh, I gotta leave. Can you and she’s gonna reach out to someone at the desk, could you do me a favor and bid on that? A particular item for me, great. So that’s what we call a proxy bid. All right, so let’s see how some of these are entered. So again, most of the fun happens at event. So on the at Event tab, everybody’s been checked in. We hope we go to record sales. So this is where, for the most part, it’s your live and silent auction or the Paddle Raise. So either look for a catalog number or you can find a package. Great. I’m going to go to next, who’s the Oh, look at that. We’ve got 21 available of the apple pie. Great. I might say, well, it’s a particular bitter number. Or, if I don’t know the bitter number, or I’m not sure, I can pick the name, okay? And this bidder is going to bid on one apple pie, and that’s at $25 and Henri is going to bid 35 so in this case, there are multiples of those items. I can do it very easily and click next, yeah. What is going on here? We have a bitter number without a name. Okay, let’s just find Joe Bag of Donuts. Interesting. All right, we’ve got lots of good stuff in here. We go to next. Great. You’re confirming and reading, oh yes, it’s Joe Bag of Donuts. It wasn’t this mysterious donor number one and Henri beautiful, confirmed purchases. This is saying that those are the people associated with that item. Beautiful, you also could have, as I mentioned, for fund a need. There could be something that is set up as a package, okay, like that. And I might have had six hands up, and this is where the price was fixed at 200 I’m sorry, there are 500 500 All right, Henri is also doing that. I don’t have a price, okay, because it was preset on the package as 500 buyable. And I might do a John blue, and I’m going to do a Marsha, Marsha, Marsha. And for now, let’s just assume one quantity each. So this is a very easy way to do those buyable fund a need, purchases, excellent. Confirm now this will not send them an invoice yet. Okay. Beautiful. Another option. This is more along the line of the auctioneer is saying, Who do I have for 10,000 How about 5000 and they go down until maybe 250 or something? Well, let’s just stick with bitter names. Susie blue, and she’s gonna raise her hand for the $100 and Dan Colvin is going to do 250 so this is really convenient for that Paddle Raise, all right, where you have lots of different amounts during the night. So this is where that they’re going to be entered as monitor, excuse me, monetary pledges go to next always check your work and confirm pledges. Beautiful, that’s going to be the bulk of what you’re going to be doing. So entering the winning bids at for the live and silent and any monetary pledges.

Oh, okay, all right, check out at some point the evening ends, if you got credit card info at the beginning, that’s great, especially with the email address you’re going to be sending. And this is the most important part. I want everybody to remember when the bidding ends. It’s not necessarily the end of the night. When the bidding ends. You must go to the bidders in Ready Set auction, and you are going to select the action at the lower left corner that says invoice. All with balance do okay, you will be doing that so that if I won one or more items, great, I get an invoice. If I didn’t win, I don’t get an invoice. So when that happens. Yes, it gives the ability in the email, they can click on the email to pay. Now, fantastic, very, very successful. Or otherwise, they either don’t want to do it on their phone and they want to come in person to your checkout desk, or they want to pay by cash or check, so check self checkout can only be done with one of your pre selected payment methods, ie AmEx, Visa, MasterCard, etc. Okay, but check out using invoices. They can still come to you and pay with a credit card if they prefer, but definitely has to be done if they’re paying by cash or check, and, oh, I’m sorry, the checkout using invoices is where you can invoice them, and you can print them out. Usually it’s going to be emailed, and they can send their money in. I’m going to recommend that you try to minimize that, try to get as many people to check out the evening of your event. There’s going to be people who will leave early. I can’t, I can’t prevent that from happening. Okay, they’re going to leave early. They may be winning bidders, so that’s why having, ideally the email address and their mailing address, so that when we go to tie up all of the details the next day, that we have a way of going after them, like we still have an invoice that needs to be paid, all right, but the pay in person checkout is very, very strongly recommended. This might also be the only way, if somebody disputes a charge on there, it’s like, oh yeah, I know I did bid on that painting, but it says that I’m also responsible for that $5,000 raise, Paddle Raise, and if they say I never raised my hand, you’re going to need one of the admins or somebody with that admin access code to remove that item. Okay, so let me show you the most important thing is under patron. So again, it’s nine o’clock. It’s 10 o’clock when you are ready to start the checkout process, patrons, you’re going to go to bidders, and then you’re going to invoice all with balance. Do don’t worry about selecting any boxes. But anybody here that has a balance over here, they’re going to get invoiced. You’re going to hit Confirm. So this, again, must be either on a reminder on your phone or a few people reminding you. Hey, Abby, it’s 10 o’clock. You need to send all of the bidders with a balance do their invoice. You hit confirm, voila. And then you’re going it’s going to invoice all unpaid bidders. This is what it’s going to look like, and filling in with the amounts. And you’re going to send that to anyone who has a balance do all right, beautiful. Then when it comes to So, let me look for Rebecca Arnold at event. Let’s say that she comes to our desk. I’m going to look for Rebecca, okay. I say, Okay. Rebecca, I see these items. It’s $600 Correct? Yes, it is. Click next, okay. Rebecca, do you want to use the credit card that we have for you, ending in 111, yep, sure. Makes it nice and sweet. We’re going to send the email confirming the purchase to that when they come to you. The nice thing about this is you can ask them, would you mind putting on an additional $18 to cover the processing fees? And of course, she’s going to say yes, and then great. So, Rebecca, we’re going to charge your credit card $618 Process Payment, voila. And this is the receipt that will be emailed if you want to print it right here you can do that. Okay, so that’s how the checkout process works okay, since we are at the top of the hour, there’s one last thing that I want to make sure that you’re aware of, is what happens to get the data to DonorPerfect. Right? Okay, your event has to be locked. So what that means is you are most likely going to feverishly check on the sales and make sure that people pay what they said they were going to pay, and you’re going to make any adjustments in the day or days after your event, great, yes, it’s extremely busy. Okay, when you’re happy that everything’s done, all the sales are in, we are good to go. You are then only an admin can do this. Able to go to admin, and you’re going to make sure that your support person gives the API key and puts it into your system. Okay, you will notify support that you are done with all the adjustments and your event needs to be locked, l, O, C, K, E, D, when it is locked that will allow the transfer of donor perfect information. Okay? Because when you go to set up the Donor Perfect transfer, it’s going to ask you, you’re going to need to fill in all of these values that the gifts will have when they come into Donor Perfect think of this as setting the item codes. If any of you are familiar with the classic forms, this is pretty much identical to setting the item codes so that the proper values in the solicitation, sub solicitation, etc, on these different tabs are filled in after it’s downloaded to DonorPerfect. Okay, so again, after your adjustments are made, let DonorPerfect know that you’re good and you would like to get stuff over to DonorPerfect. Wonderful. They will then lock the event, and you have to wait maybe a couple hours to actually transfer it. You’re going to look to see if that DonorPerfect transfer key is in here, if not, let them know that it needs to be put in here. That’s something that they’re going to do. And then you’ll be able to review these values. And then on the preview and Send tab is where everything is going to be sent. Feel free to download a CSV, just in case you want to review something before you send it over to DonorPerfect. It is a one time transfer. It cannot be done a second time. So it’s not a bad idea to look at the CSV file and then take a handful, just like when you import records, take a handful and review that the data successfully went back into DonorPerfect when you hit Send records, voila. All right, feel free reaching out to support if you’re not sure how this is done again, the lion’s share the work is already done because of that API key that automatically sends it. But after your event, reach out to support. We’ll actually be sending you emails to say, congratulations, your event is now over. Make your adjustments, and then you’ll want to lock the event. So we’ll continue to keep in touch with you, to let you know that it doesn’t just magically go over this process has to be initiated. Okay, so with that whole lot of stuff in here, I hope that I’ve answered some, if not many, of your questions. Please don’t hesitate to reach out to Ready Set Auction support or use the help link at the top of Ready Set Auction, a lot of good information is in there. And if you have any questions, I’m here for a few minutes, I’ll be happy to answer them.

Otherwise, I want to thank you so much and look out for the video that will be coming to you later this afternoon.

Oh, hang on. I’m just now seeing the chat you.

Okay, so, Amy, what should you do if you don’t have the safe save drop down? You’re going to reach out to Ready Set Auction support, and they will set that up. It depends on whether you have a safe save account or not, so let them start the research. Okay?

Lindsay, okay, my bad. So for event showcase under the. Setup. This is event showcase. So that’s what you should see. Lindsay, it depends on your access. If your access is view only, it most likely is not going to be there.

And Amy, how do we get the guests from events management, DonorPerfect form into Ready Set auction? Okay, great question. There is actually an import template, same concept as if you were importing into Donor Perfect, but it is specific to Ready Set auction.

What I’m going to do Amy, is send that to you. I can’t upload it here, and that’s for your bidders spreadsheet, so I will email that over to you later today. Okay, Amy, because it needs to be in a specific format that Ready Set auction reads when it comes to patrons, everyone the tab here, where it says Import is where you’re going to identify the CSV file. So I will send you a sample of what that looks like. All right. Great questions. Great questions. Okay, everybody, please don’t hesitate. Please don’t forget about reading the countdown to your auction documentation. The help is extremely valuable, and reach out to Ready Set auction support with any and all questions. All right. So thank you so much. It’s been a pleasure having you, and good luck with your event. It’s going to be a wonderful evening or perhaps even afternoon, and we look forward to seeing you in another webinar. So thank you so much, everybody.