Let's build that Auction Catalog!
1. Enter Item Details. When you choose Add Auction Item or Create Package from the "Add Item" drop down menu, the form will look like the following image.
Basic Information
2. Name. Give the item a brief name so people will know what it is.
3. Description. Provide a more detailed description of the item.
4. Category. Choose a category from the list you created in Categories or (see arrow) create a new category.
5. Item Condition. Choose the items condition, new, used, or antique.
6. Active / Inactive. Check if the auction item is active, meaning it should be shown in the catalog. Inactive means that you can see it in the backend but others cannot see it in the frontend.
7. Featured Item. Check featured item if you want the item to be featured on the landing page. It's a good idea to limit the number of items listed to only a few favorites. You can change which items are featured at any time.
Setup and Pricing
8. Venue. Choose whether the item will be listed as part of your Online or Onsite catalog. Your choice will automatically set the start and end times based on what is setup in Auction > Setup tab.
IMPORTANT: Only Onsite venue items can have bid sheets or start out as online bidding and switch to bid sheets or a live auction (manual entry). Even if an item will be biddable online, if the end of it's auction will be manual at an event, choose Onsite for the venue.
9. Sale Type. Choose one of the following sale types.
Online/Mobile = bidding will place online
Fixed Price = multiple items all selling at the same price
Bid Sheet/Live = bidding at the event only and winners will be entered manually
TIP: An item marked as Onsite venue can begin as a Sale Type of Online/Mobile to allow bidding online and then you can switch those items easily to Bid Sheet/Live prior to your event. In that case, the last highest bid received online will appear on the Bid Sheet when printed.
NEW FEATURE: Want participants to know who else is purchasing a fixed priced item? Choose show the purchasers. This feature will only appear after Fixed Priced is chosen as the Sale Type.
10. Estimated Value. It's good to add an estimated value whether it's known or just estimated. The reason is that this value is used to calculate if there is any tax deductible amount included in their purchase. If the buyer pays more than the value of an item, the difference may be tax deductible. It's also good information for your reporting purposes.
TIP: If you get 50%+ of the estimated value of your items, you've had a very successful auction.
11. Minimum Bid. Enter a minimum bid, which is the starting bid for the auction item. Option: Click the Calculate Bid Values button to use CausePilot's suggested bid amounts. These are just suggestions and can be changed at any time.
12. Bid Increment. You set a default bid increment in Auction > Setup tab. This will automatically be populated with that amount when you create a new item.
TIP: It's wise to change the Bid Increment to best match the value.
13. Buy It Now Price. Adding a dollar amount in the Buy It Now Price field will add a button to the item's bidding area. Leave it blank to not offer a Buy It Now Price. Buy It Now means that the user can purchase the item and close the auction immediately. NOTE: The item must be paid for before the auction will be closed.
Donor
14. Lookup / Change User. Each item must be associated with a Contact. Lookup button allows you to choose the user or create a new one. Change User to edit the donor/user. (See Lookup User for more detailed instructions.). The system will not allow you to save an item without a user associated with it. There are many advantages to maintaining accurate donor data in your CausePilot account. Donation receipts can be sent to the donor for tax purposes and you will have the information easily accessible to solicit these donors for your next fundraiser.
TIP: Do you have items that don't really have a donor? Set up a generic CausePilot user account to assign these items to.
IMPORTANT: You cannot save an auction item without first doing number #14 above. You CAN NOT only add a Company.
15. Company. If there is a company associated with this item, and you want the donor to be listed as a company name, with a link to the company's website, choose the company from the drop-down list. If the company is not yet in the system, click "New Company" (See arrow) to add a company.
16. Anonymous. It's best to always know who your donors are, but they don't always want to be acknowledged in the auction catalog. When this is the case, check "Do not show donor in catalog" and the donor will not be listed.
17. Update Item + Continue. Choose Update Item when you want to save the item and return to the Auction Catalog table. Choose Update Item + Continue when you want to save the item and remain on the page to add an image or continue editing.
IMPORTANT: You must first save an item before you can add image(s).
Images
19. Upload Image(s). Click the Upload Image button to choose (1) or more images from your computer. Each image should be no larger than 2MB. (See Upload Images for more detailed instructions.)
IMAGE TIPS: When taking pictures with your phone
1) Hold the phone correctly. Make sure you are holding your phone correctly so the image will not be sideways or upside down. This will save you from the need to edit the image. If you aren't sure which is up and down on your phone (it may seem obvious but it rarely is), search the net for instructions.
2) Save as smaller file. When saving an image after taking it, you generally send it to yourself or upload it to your computer. When you do this, do not choose actual size or large file sizes. The small file size will help to minimize the overall size of the file and, because it will be viewed on a computer or mobile phone, the dimensions will be big enough and the quality will be good.
Item Packaging
20. Packaged Items. You will only see the Item Packaging panel if you choose "Create Package" when Adding an Item. To choose items to add to your package, click in the field and you'll see a drop down menu of all eligible items, or simple start typing the name or ID number in the field. You can add to or delete these items at any time. When you add an item to a package, it will still be listed in your table but, in the catalog, it will only show up under the packaged item.
Timing
21. Begin & End Times. You set the begin and end times in Auction > Setup tab. The days and time set there will automatically, by default, be set for each new item. However, if you have an item that should have different begin and end dates/times, you can click "Change Item Begin and End Times" to set custom timing.
IMPORTANT: It's best to use the default days and times whenever possible. If you want to change these days and times, you can do it in Auction > Setup and change all items at once. If you set custom times, you must go to each individually and change them.
Instructions
22. Pickup Instructions. Like the Begin and End times above, you set the default pickup instructions in Auction > Setup tab. Automatically, by default, each item entered will have these pickup instructions, which appear at the bottom of the Payment Receipt email. However, if you have an item that has special instructions click Change Item Pickup Instructions to add custom instructions for that item.