The Qgiv Virtual Terminal app makes it easy to manage and accept in-person payments, registrations, and other forms of payment for your auction, standard Qgiv events, or donations from your mobile devices.
This article will focus on auctions.
To learn more about event and donation form management in the Virtual Terminal, check out this article.
To learn more about peer-to-peer campaign management in the Virtual Terminal, check out this article.
You can download the app from the App Store on both Apple and Android devices.
When you search for "Qgiv" in the app store, you may notice two apps. Givi is our donor-facing app for donations and auctions. For auction management, use the app with a white background titled Qgiv Virtual Terminal.
Using the Virtual Terminal on the web? Check out this article to get started with Attendee Check-In and Management.
Contents:
- What Can I Do in the App?
- Tracking Auction Progress with the Form Dashboard
- Mobile Virtual Terminal Menu
- Payments Screen: Donations
- Registering Auction Attendees
- Check In and Manage Attendees
-
Managing Bidders
- Managing Items and Placing Bids
- Auction Checkout
If your volunteers are using the Qgiv Virtual Terminal app for managing your auction on a mobile device, feel free to share this video with them:
What Can I Do in the App?
You can log in to the Virtual Terminal app with your Qgiv credentials or assign temporary access codes so volunteers can log in. While logged in, you can register auction event attendees through the app, make Fund-a-Need and store item transactions on their behalf, and place bids on auction items for guests who don’t have their phones handy.
Donations, registrations, and auction purchases can be paid for by credit card or eCheck. We also support cash and check for offline transactions. You can also check in attendees and open checkout and change participants’ checkout statuses within the Virtual Terminal app. This app supports card readers for credit card payments.
If you'd like to use a card reader, you can purchase one from us. We offer card readers that connect via Bluetooth, Lightning, or USB-C for $139 each. Just send an email to support@qgiv.com to request one!
Here’s how you can start managing your auction via the Mobile VT app.
After downloading the app, log in using your Qgiv credentials.
If you're logging in using a temporary access key, tap Access Key and enter the key you generated in your control panel. You can read about how to create a temporary log-in code that's good for one log-in session here.
Once you're logged in, you'll land on a screen asking you to choose a form. Select your auction form.
Tracking Auction Progress with the Form Dashboard
Upon selecting your auction form. a dashboard is displayed showing your current auction stats across three screens. The first screen shows the percentage of fundraising goal reached and the amount raised so far.
The second screen shows where funds going toward the overall fundraising goal are coming from. They’re broken down into Registration fees, Store Items, Auction Items, GiftAssist, Fund-a-Need contributions, and Payments (donations to the event).
The third screen shows this breakdown in an alternate format without displaying the percentage of goal reached. This view provides an easy visualization of where funds are coming from and how much has been raised so far.
Below the charts showing what’s been raised so far is a Countdown timer for different item categories. Auction Items, Store Items, Fund-a-Need Items, and any custom item categories are displayed showing how much time is left until the category ends.
Beneath the countdown, you can see which auction items are performing the best and which are performing worst as far as the activity on the item or the amount people have bid on these items.
Below the performance widgets are two additional widgets:
- One indicates how many guests have checked in.
- The other shows progress toward the auction’s Fund-a-Need goal.
The Mobile Virtual Terminal Menu
Tapping the three lines in the top left corner of the dashboard opens the Mobile Virtual Terminal menu for your auction form. From here, you can navigate to:
- Dashboard
- Payments (on iOS)/Donations (on Android)
- Registration
- Attendees
- Items
- Checkout
- My Forms
- More
The More option is where you can connect a card reader and access FAQs about the app. You can also read the app's licensing and privacy policy or log out.
View on iOS:
View on Android:
Payments Screen: Donations
The first menu option takes you to the Payments screen. Payments is where Mobile VT users can accept and document donations from auction attendees. Please note, the first menu item is called "Donations" on Android devices.
Users can choose one of the preselected donation amounts or enter a custom amount on the payment screen. Once the desired donation amount is entered, enter the donor’s Contact Information below the payment amount section.
Once the donor’s contact information has been captured, complete the Custom Fields and Additional Details sections to collect answers to custom fields you've configured, specify a restriction if necessary, or opt the donor into communications from your nonprofit. Then tap Continue.
Choose whether the donor wants to use GiftAssist to help offset processing fees and enter the donor’s payment information. General donations can be made via credit card, eCheck, check, or cash. You can capture the donor’s card information using a Card Reader or by manually entering their credit card information.
If you haven’t already connected your card reader to Mobile VT, tap Add Card Reader to connect your device. If you need help connecting your card reader, check out this article.
To enter the card information manually, tap the Enter Card Manually button and complete the fields.
Once you’ve entered the card number and expiration date, tap Continue to complete the payment. A Thank You screen will appear with the transaction details. From this screen you can enter the donor’s email address and send the donation receipt to them.
Tapping New Payment returns you to the first step in the Payments process to enter another donation.
Registering Auction Attendees
The next menu item is Registration. The simplified version of your event registration includes a brief description of the event and a section to choose Packages. Each package for your event will be displayed here. You can choose which packages to purchase and what quantities. Once selected, the total cost is calculated for the selected packages.
Next, input an Optional Contribution if your registrant wants to donate toward the event. This second step is also where donors can choose to purchase store items during registration.
When optional contributions and store items are entered, the total will be updated.
In the next step, you'll enter the registrant’s contact information. This is useful if shipping auction items and is also used to send them an invitation to bid using the Givi app if they choose to use their own device.
If Company Registrations are enabled for the auction, you’ll also see an option to register the attendee as a company on this screen. When Registering as a company is toggled on, you'll see a field to enter the Company Name and an additional toggle to Include all tickets under this company name.
Next, you’ll be prompted to fill in or confirm the attendee’s ticket details. If the attendee has purchased multiple tickets, this is where you can enter guest information.
The last step is taking payment for registration. Like the Payments menu, registrants can choose to pay by credit card, eCheck, check, or cash. Select the payment method they’d like to use first. For credit card and eCheck transactions, registrants can opt in to GiftAssist to offset processing fees.
Enter the payment method for registration. Then, scroll down to Promo Codes and enter any applicable codes for your registrants. When you're ready, tap Process.
On the confirmation screen you can enter any Transaction Notes for the registration. To enter the next auction registration, tap New Registration.
Check In and Manage Attendees
The next menu item is the Attendees section. This is where you can view all auction attendees, determine who has checked in and who hasn't, and see who has added their payment method. You can also tap an attendee’s name to view more details about the attendee.
Checking In Attendees
To check an attendee in from the Attendees screen in the Mobile VT, tap the green Check In button to the right of an attendee who has yet to be checked in to the event.
The Ticket Details screen will slide up from the bottom of the screen, where you can verify the attendee’s details, including answers to custom fields and notification settings. If you need to resend the attendee’s ticket via email or text message, you can also do that from this screen.
If the attendee has not yet added a payment method, tap Check In + Payment to enter a payment method and complete the attendee’s check-in.
To check in the attendee without adding a payment method (or if a payment method is already on file), tap Check In.
If you select Check In + Payment, the Payment Details screen will appear. Enter the attendee’s payment information and then tap Submit Payment Method.
Or, if the attendee isn’t listed, you can scan the QR code from their ticket email to open their ticket in the Mobile VT.
Click on the icon in the upper right corner to open your device’s camera for scanning.
Click "Allow While Using the App" when asked for device permissions.
There are two options to find an attendee in the Mobile VT app using the QR code scanner: Search and Check In.
Click Search to scan an attendee's QR code to get to their attendee details. Then tap Check In to start the check in process.
Alternately, click Check In from the Scan QR Code screen and then scan the attendee's QR code to automatically check them into the auction.
If an attendee is already checked in, you'll see the message below. Go back to the QR code scanner and click search to get their attendee details.
If an attendee hasn't added a payment method yet, you'll see Add Payment next to their name. Attendees can check in without adding a payment method, but they will need a payment method if they intend to purchase or bid on items.
To add a payment method, click Add Payment.
Enter the attendee’s auction payment method and tap Submit Payment Method to save.
Once attendees are checked in and they've added a payment method, the two icons below will appear below their names. If they've been checked in with no payment method, you'll only see the checked-in icon. You can add a payment method for an attendee without checking them in and vice versa.
To undo check-in for an attendee, click on their name and click Undo Check In at the bottom of the screen. Their status will be reset to registered.
Managing Bidders
The image below is what you’ll see when you tap a checked-in bidder’s name. You'll see the bidder's status at the top, name, their seating assignment, and any details about their auction balance. Below the header you can view and edit the attendee’s Ticket Information, Payment Method, Activity, and Notification preferences. Note that Transaction Details will only appear if the attendee has completed a transaction during the auction.
Changing an Attendee's Bidder Number
Please note: The functionality to change an attendee's bidder number in the app is currently only supported on iOS devices. Support for Android devices is coming soon!
If you need to change or unassign an attendee’s bidder number, tap the pencil icon next to the bidder number at the top of the screen.
Enter the bidder number you’d like to use, and if the bidder number is available, tap Confirm. You’ll see a message in the app if the number is already in use by another bidder. Tap Unassign Bidder Number to remove the number entirely.
Please note: Bidder numbers cannot be changed or unassigned if the attendee has begun participating in the auction.
Modifying a Bidder's Ticket Information
To adjust the attendee’s ticket information, tap the Ticket Information tab. From here, you can make changes to the registrant’s personal and contact information.
Adding a Bidder's Payment Method
To change the payment method, select the Payment Method tab and then tap Add Payment Method.
Registrants can choose to pay with credit card, eCheck, check, or cash. For credit card and eCheck, enter the required information in Payment Details and complete the Billing Details section. Tap Complete to save the new payment method.
Viewing Bidder's Auction Activity
Tap Activity to view a guest's bids, store item purchases, and Fund-a-Need purchases.
Toggle on Show checkout summary to display only items that the attendee has won or purchased.
From here, you can also fulfill won or purchased items by tapping Bulk Item Fulfillment at the top of the screen.
Tap the items the attendee has received and then tap Fulfill Items at the bottom of the screen.
Finally on the Activity page, you can add items to the attendee’s cart by tapping Add Item at the bottom of the screen.
Locate the auction, store, or fund-a-need item in the list.
Set the quantity or bid amount, and then tap Contribute, Buy, or Bid to add to the attendee’s cart.
Attendee Notifications
Attendees can receive auction notifications via email, text, or Givi. When you tap Notifications, you can view and edit the attendee’s email and text notification settings.
You can also see the History of notifications the attendee has received and resend notifications if you need to.
Please note: You can only turn on email notifications if you have the attendee’s email address. Likewise, you can only turn on text notifications if you have the attendee’s phone number. Givi notification settings are managed by the attendee’s mobile device and cannot be viewed or edited from this menu.
Tap Save once you’ve made adjustments to the notification settings.
Sending a Ticket
To send or resend an auction ticket to your attendee, tap the icon in the upper right-hand corner on the Attendee screen. If you don't see this option, you'll need to add an email address and/or phone number in the Ticket Details area.
Then, choose to send via email or SMS. The email address listed will match the email supplied at registration.
For iOS devices, if the SMS option doesn't display a phone number, tap the green link below the Send Via SMS option and then add the attendee's cell phone number.
For Android devices, you'll see the screen below. In order to send a text, you'll need to go back to the Ticket Information screen and add the attendee's phone number then revisit the screen below.
Tap Send when you're ready to send the ticket.
Viewing a Bidder's Transaction Details
Lastly, if the attendee has made purchases during the auction, you can view their transaction details by tapping the Transaction Details tab. This opens the details for the transaction made in the auction.
Beneath the detailed information about the transaction is the option to Resend Receipt. Tapping the button automatically sends an emailed copy of the receipt to the email associated with the transaction.
Managing Items and Placing Bids
The next option from the Mobile VT menu is Items. This is where you can manage items associated with your auction.
This view defaults to the All items tab and shows auction, store, and Fund-a-Need items. You’ll see:
- Current price
- Time left on the category
- Item name and number
- Item’s status
Tapping into the item provides a more detailed look at the item, including Item Activity, Item Information, and Item Fulfillment options. Item Fulfillment for auction items can only be completed when checkout has been opened for the item’s category. Users can fulfill store items at any time during or after the event.
Placing Bids for Bidders
If the auction bidding hasn’t ended, you can place bids on behalf of your attendees from the Items menu.
First, locate the item on the list. If an item has no bids, the No Bids message will be displayed on the item card in the list.
If active and the item has been bid on, you can see the current highest bid for the item.
To place a bid, tap the auction item and then tap Place a Bid at the bottom of the screen.
Choose which bidder to bid on behalf of.
Then, select the bid amount and tap Bid.
If the auction item has a Buy Now price and the bidder is willing to pay outright to win the item, set the bid amount to the Buy Now price and then tap Bid.
Now, the bid will appear in the item’s activity.
Pro tip: You can also place bids for an attendee from the attendee’s Activity screen.
Purchasing Store Items
Navigate to the Store tab to view store items. Then, select the item the attendee wants to purchase.
Tapping into the item will display a green Buy button. Items in the store can be purchased even after the category has ended.
From here, you can also access the Item Activity, Item Information, and Item Fulfillment pages to see more details about the item and track purchased items that have been or need to be fulfilled.
Selecting Buy opens a new view where you select the participant who wants to purchase the item.
Select the attendee. Then, choose the quantity to purchase. If a quantity limit was placed on the item, it will be displayed in this view. Once you’ve selected the quantity, select either Buy or Buy & Fulfill to complete the transaction.
The store item will be added to the attendee’s cart for purchase when checkout opens. If you tap Buy & Fulfill, your inventory will report that the item was given to the attendee. Choose this option if giving the item to the attendee right away. Otherwise, select Buy now and fulfill the purchase later.
Pro tip: You can also add store items to an attendee’s cart from the Activity screen.
Bulk Store Purchases
To add a store item for multiple attendees at once, tap Bulk Purchase.
Then, use the search bar to find the attendees you’d like to select. You can search by name, email, or bidder number.
Once you’ve selected all of the attendees who want to purchase the item, tap Purchase at the bottom of the screen.
Purchasing Fund-a-Need Items
You can also purchase Fund-a-Need items on behalf of your attendees. Navigate to the Fund-a-Need tab and select the Fund-a-Need contribution to purchase on behalf of the attendee.
In this view, you’ll see a description of the Fund-a-Need item including the cost, amount raised, and the goal for the item. From here, you can also access the Item Activity and Item Information pages to view the item’s activity, description, and additional details.
Tap the green Contribute button to start the process of donating on behalf of an attendee. First, you’ll need to select the attendee from the list.
Then choose the quantity of the Fund-a-Need item to purchase.
When the quantity is set, tap Contribute. The item will automatically be added to the bidder’s cart and can be purchased when checkout opens.
Note that this category is for donors to fund-specific needs for your organization and attendees don’t receive the item they purchase. Fund-a-Need items can be purchased even if the item category has ended.
Pro tip: You can also contribute on an attendee’s behalf from the Activity screen.
Bulk Fund-a-Need Contributions
To add a fund-a-need contribution for multiple attendees at once, tap Bulk Contribution.
Then, use the search bar to find the attendees you’d like to select. You can search by name, email, or bidder number.
Once you’ve selected all of the attendees who want to contribute to the fund-a-need, tap Contribute at the bottom of the screen.
Auction Checkout
The last menu item is Checkout. This is where you can open auction checkout and assist attendees through the checkout process.
First, you’ll need to open checkout if it hasn’t already been done.
In the Categories menu at the bottom of the screen, you can see at a glance how many categories are ready to be opened for checkout. Tap the menu to expand it.
Tap Open Checkout for an available category to see the Checkout Review, which includes details for the auction category, such as the total raised, total bids, the average bid amount, the highest winning bid amount, top items, and top bidders.
There’s also an item review section which shows which items (if any) didn’t meet the reserve price or ended with no bids. Reviewing these items is optional before opening checkout.
When satisfied with your review, tap Open Checkout. You’ll then be prompted to confirm you want to end bidding and open checkout for the category.
Select the Yes, open checkout button to proceed. Bids will be finalized, and winning bidders will see the items added to their cart on the Attendees tab.
When checkout is open, you can help your attendees pay for their items. To see which attendees have pending payments, view the Pending tab on the Checkout screen. This will list all attendees with a status of pending.
Tap a bidder with a pending status to start the process of completing their transaction.
You’ll see the attendee's checkout details, with their remaining balance, the auction items they won, and any items they purchased listed below their name. Select the Pay Now button to start the checkout process.
This will take you to the Make a Payment screen.
The total owed will be input automatically. Attendees can choose to pay with their saved payment method or choose a new payment method if needed. Users can also choose to opt in to GiftAssist to help offset processing fees.
When the payment method is chosen and the attendee has decided whether to opt in to GiftAssist, tap Process.
The bidder status will change from Pending to Paid. After the purchase, you can complete item fulfillment if necessary and give the purchaser their items or view the transaction details.
If you'd like to give bidders the option to pay for their purchases later, tap Pay Later on the checkout screen instead of Pay Now.
You’ll be prompted to add a note before confirming the bidder’s Pay Later status.
To process payment for multiple bidders at once, you can use the Group Edit feature. Just tap Group Edit, select the bidders you’d like to mark as Paid, and then tap Move to Paid.
To fulfill auction items, tap Item Fulfillment. Then, when you hand the attendee the items they won or purchased, select the items listed and then select Fulfill Items. These items will then be marked as Received.
Once any pending item fulfillment has been completed, tap Check Out to update the status of the bidder from Paid to Checked Out. Their transaction will then be complete.
As you move attendees through each stage of checkout, you can tap the tabs on the Checkout screen to view which attendees still have a Pending status, who has Paid and is awaiting their items, and who has completed checkout.