The article covers the Attendees area of the Qgiv Auctions Virtual Terminal. We'll review the Attendees table, how to check in guests, how to send and resend ticket links, and how to view bidder activity.
Using the Virtual Terminal app on a mobile device? Check out this article!
Contents:
- Attendees Table
- Checking In Guests
- Additional Attendee Information
- Assigning Seats
- Marking Guests as "Not Attending"
- Sending Links to Guests
- Bulk Edits
- Bidder Activity
For a quick-start tutorial on auction check-in, click the video below:
If your volunteers are using the web Virtual Terminal for managing your auction on a computer, feel free to share this video with them:
Once a guest has registered for the auction or been sent a ticket, their details will appear in the Attendees tab of your Virtual Terminal. You can get there by first clicking the Virtual Terminal icon in the upper-right corner of your screen.
Select your auction form from the Virtual Terminal drop-down menu. The auction title will be displayed to make it easy to identify which auction event you're working in.
Attendees Table
Click the Attendees tab on the resulting screen to view your guests.
Guest of means a ticket has been purchased, but that it has not yet been assigned to anyone or claimed. The name after Guest of is the name of the person who purchased the ticket.
Using the drop-down next to the search bar, you can filter this table by attendee status. The available status options are:
- All
- Registered
- Checked In
Additionally, you can sort attendees by First Name or Last Name using the drop-down menu in the Name column, and you can reverse the direction of the sort using the arrows on the right side of that column. You can also sort attendees by Bidder number, by Package, and if you have enabled Table Management for the auction, by Table or Seat.
In the Status column, you'll see one of the following, depending on the status of a guest: Check In or Checked In. Let's take a look at what each status means.
- Check In: A guest has registered, but not yet checked in
- Checked In: This guest has checked in to your auction
Please note: As the auction progresses, table data may become out of date. We recommend you periodically refresh the table to ensure you are looking at the most current data.
Checking In Guests
At the top of the Attendees Tab, you'll see a summary that indicates how many attendees have been checked in and how many attendees have added a payment method.
To manually check in a guest, click Check In in the Status column.
You’ll see a confirmation modal, where you can review and edit the attendee’s ticket details, set notification preferences, and resend the attendee’s ticket via email or text.
Then, click Check In to check in the guest without adding a payment method or click Check In + Payment to add a payment method.
Please note: If the attendee already has a payment method on file, you won’t see the Check In + Payment option.
If the attendee is missing both a payment method and a bidder number, the Check In + Payment button will be replaced with Check In + Setup.
Clicking Check In + Setup will prompt you to assign a bidder number before you add a payment method. You can use the Suggested bidder number or assign one of your own. You can also Skip this step if you don’t want to assign a bidder number yet.
Once you click Save or Skip, the add payment method modal will appear.
When you’ve completed check-in, you’ll see a final confirmation message, and then the status column will change to Checked In.
You can revert the attendee’s Check In status by clicking the reverse icon.
Guests can also check in using their unique QR code, which will appear in the app after they've logged in and accessed your event.
To check in a guest using their QR code, click QR Scanner next to the search bar, which will open your device's camera.
At the top of the scanning modal, you'll see tabs for Search and Check In. Select the Search tab if you want to use the QR code just to locate an attendee. Select Check In if you want to automatically check them in when you scan their code.
Once checked in, bidders are able to place bids, make purchases from the store, and make fund-a-need donations during the auction.
Additional Attendee Information
Bidder Numbers
If you’ve opted to assign bidder numbers at check-in in your Bidding Settings, you’ll see Assign in the Bidder column for any attendees that have not yet checked in.
A bidder number will be assigned and you’ll see a confirmation message when one of the following criteria is met:
- You click Assign in the Bidder column
- You click Check In + Setup in the check-in modal
- You add a payment method in the Payment column
- You attempt to place a bid or purchase an item for the attendee
- The attendee logs in with Givi
When you click Assign or Check In + Setup, you’ll see the Assign Bidder Number modal, where you can use the Suggested bidder number or choose a new one.
You can manually edit an attendee's bidder number after it's assigned by clicking the pencil icon next to the bidder number at the far left of the table.
When you click the pencil, a Change Bidder Number modal will appear. Enter the new bidder number. If it's available, you'll see a green check mark. Click Save to save the new number.
Alternately, if the bidder does not yet have any auction activity, you can Unassign Bidder Number from this modal.
Attendee Notification Settings
There are three ways attendees can opt to receive notifications for the auction: text message, email, and the Givi app.
In the Notifications column, you can see which notifications the attendee has opted to receive, as well as opt attendees in or out of text and email notifications.
When you click in the column, a modal will appear to opt the attendee in or out of text and email notifications. You can also add a phone number or email address in this view.
Please note: Givi notification settings are controlled by the attendee’s mobile device and cannot be opted in or out in the Virtual Terminal. Attendees can access their notification settings from the Ticket Details screen in Givi.
To see what notifications an attendee has received during the auction, click the attendee’s name and navigate to the Messaging tab on the Attendee Details screen.
You can also Resend notifications from this tab.
To send a new notification to the attendee, click the Send Notification button at the top of the screen.
To learn more about auction notifications, check out this article.
Payment Methods
If you need to add a payment method for an attendee and you didn’t add one during check-in, click Add Payment in the Payment column.
Once added, the information in the Payment column will be updated to display the last 4 numbers of the credit or debit card used, or it will display eCheck, Cash, or Check.
If you need to edit the payment method for any reason, click the pencil icon.
Registration Details
To add or edit an attendee's registration information, click on a guest's name to reveal the Attendee Details and click the Registration tab. From here, you can edit the registrant's First Name, Last Name, Email, and Phone, as well as any custom fields you've configured for the event.
Please note: If you change an attendee's phone number, it will update the phone number for their linked donor account. However, if you change an attendee's email address, it will unlink their donor account.
If Company Registrations are enabled for the auction, you’ll also see a Company Name field on this screen.
On this page, you can also view the attendee's Ticket Details and edit their bidder number, check-in status, notification settings, and payment information. To edit the Bidder number, Notifications settings, or Payment information, click the pencil icon next to those fields. To undo an attendee's check-in, click the reverse arrow icon next to Status.
Beneath the Email and Phone fields, you'll see links to send the attendee a copy of their ticket via email or text.
If you need to download or print a copy of the attendee's ticket, click the View Ticket PDF button next to the attendee's name.
Assigning Seats
If you’ve enabled Table Management for the event, you’ll see an additional column labeled Table (if you selected Manual table management) or Seat (if you selected Visual Seating Charts).
Click Assign Table/Seat for each attendee to assign them to a table and/or seat.
If you chose Manual Table Management, you’ll see a drop-down list of the available tables and the number of seats open at each one. Choose the table you want and click Assign.
If you chose Visual Seating Charts, clicking Assign Seat will open the chart. From here, you can select the specific table and seat you’d like to assign the attendee to. Then click Assign to [seat number].
Once you’ve assigned a seat, the assignment will appear in the Table/Seat column. You can edit or unassign seats at any time.
You can also assign tables or seats in bulk. To access the bulk edit menu, click the checkbox next to the name of each attendee you’d like to assign.
From the drop-down, select Assign Table Seats and then click Apply.
The option to select a table (for Manual Table Management) or seats (for Visual Seating Charts) will appear.
Please note: You can only assign seats in bulk if there is a table with enough seats for all the attendees you selected. If you select more attendees than available seats at a table, you won’t be able to select that table.
You can pull a detailed list of your attendees with their table and seat assignments by downloading the Auction Attendees Report.
You can also print a copy of your seating chart with attendees’ seat assignments by clicking the printer icon in the column header.
Marking Guests as "Not Attending"
If an auction guest can no longer attend the event, you can mark them as "Not Attending" from the Attendee Details page.
Click the attendee's name in the table. On the Registration tab of the Attendee Details page, set the Attending toggle to the off position.
Marking a guest as "Not Attending" will return the ticket to your inventory, but it won't refund any money. Click Transactions at the top right of the screen (beneath the Billed amount), and then click the Registration button to view the attendee's registration transaction and access refund options.
If you have Table Management enabled for the auction, marking a guest as "Not Attending" will also unassign their seat and display "Not Attending" in the Table/Seat column.
Sending Links to Guests
If your guests need a link to download the Givi app on their smartphone, you can send a text message from the Virtual Terminal with a link to download Givi. Click the name of the guest you wish to text in order to open the Attendee Details view.
Then, make sure you're viewing the Registration tab and enter the guest's mobile phone number if you haven't already. Click Save.
Once their phone number is saved, click Send Ticket text located under the Phone field. This will send a text to the user with the link.
When your guests receive the text message, it'll say "Welcome to" followed by your event name so they know the message is from your organization and why they were sent the text.
The text message will look something like this:
Similarly, if a guest needs another copy of their ticket emailed, it can be sent from the same area. Just click Email. Guests invited by someone else through a multi-ticket package will be able to re-receive the auction invite email if an email address is entered for them.
The email they receive will look something like this:
Bulk Edits
You can use the bulk edit feature in the Attendees table to send ticket emails, ticket texts, or notifications, unassign bidder numbers, or assign seats for several attendees at once.
First, click the checkbox next to the name of each attendee to whom you’d like to send a ticket email/text or notification, unassign a bidder number, or assign a seat.
From the drop-down, select Resend Ticket Email, Resend Ticket Text, Send Notification, Unassign Bidder Number, or Assign Table Seats. Then, click Apply.
Please note: If you select Unassign Bidder Number, the numbers will be unassigned as soon as you click Apply.
If you selected Resend Ticket Email/Text, you’ll be asked to Confirm your selection before the emails or texts are sent.
Please note: You can only send ticket emails to attendees with an email address on file. Likewise, you can only send ticket texts to attendees with a phone number in the system.
If you selected Send Notification, you'll be prompted to draft your notification and then click Confirm to send it.
You'll then be asked to click Send to send your message to the selected recipients.
To learn more about auction notifications, check out this article.
If you selected Assign Table Seats, you'll be prompted to select a table to assign the attendees to.
Check out the Assigning Seats section earlier in this article to learn more about assigning attendees to tables.
Bidder Activity
Once bidders at your auction make a purchase or bid on an item, their information is visible in their Attendee Details View. From the attendees tab, click the name of a bidder whose activity you want to view.
A popup will appear displaying the bidder's activities. Click the Activity tab.
From here, you can add Auction, Store, and Fund-a-Need items directly to the attendee's cart using the Select item to add drop-down menu.
Please note: You won't see this drop-down if the attendee doesn't have a payment method on file.
If you select an Auction item, you'll be prompted to place a the next highest bid for the item on the attendee's behalf. You'll also see the Buy Now option, if applicable.
If you select a Store item, you'll be prompted to select the number of the item the attendee wishes to purchase.
If you select a Fund-a-Need item, you'll be prompted to input the number or amount of the contribution.
On the Activity tab, you'll also notice the Show checkout summary toggle. When toggled on, the only visible activities are what the bidder will need to be billed for. Other activities, such as cancelled bids, will be hidden.
If the bidder is choosing to claim one or more purchased store items during the event but not at checkout, you can track that these items were picked up in this view. Find the item in the list and click the item's name. This will display the quantity purchased. Click Fulfill to change the item status to Received.
A popup will appear so you can select the quantity of the purchased item picked up by the bidder.
When you click Fulfill, the status of the item will change to the quantity received in the item list.