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Events

For users new to Silent Auction Pro™, the second step after creating a new group is to create an event. An event refers to a group's auction or fundraiser, whether it's held in a physical location or online only.

Anyone with a Silent Auction Pro login can create a group and subsequently, as that group's default administrator, create an event. When an event is created, only the administrators for that group can edit that event. The software allows only one active event per group, and group administrators must schedule the event date within one year of creating a new event.

To create a new event
  1. Log into Silent Auction Pro. In the message box in the middle of your home page click on the "Create an Event" link.
  2. Enter the event details (see Event Fields table below), then click Next.
  3. Choose optional Silent Auction Pro components and read the Services Agreement as it is the contract between you and Silent Auction Pro. Click on the checkbox next to "I agree to the terms and conditions of this agreement" to agree to the terms, then click Next.
  4. Enter your credit card information to place it on file as an agreement to pay at the close of your event. There are no up-front charges placed on the card and the final payment can be made by check or credit card. Click Process Card.

After creating the event, the event title, date, and count-down until the event appears in the upper right corner of the page. After a group holds its first event, the resulting data (contact records, donations, auction results, and so on) are archived in a secure database available to the group administrators, which makes planning the second event and beyond even simpler. To view the archived data from your group's previous events, see Viewing Data from Past Events.

To edit an event
  1. Mouse over the Group Admin menu item and select Edit Event.
  2. Modify the event fields as necessary.
  3. Click Update to save the changes.
Event Fields
Field Description Notes
Event Title Text box The event title is displayed on all generated correspondence, bid sheets, invoices and receipts, online program guide, and online bidding pages. Choose an event name that represents the event and the year, not the group. (i.e., Casino Night 2012).
Event Date Calendar pop-up The date of the event.   Note: After the event date has passed, by default you have 60 days to settle all transactions in your event before Silent Auction Pro archives your data. You may optionally extend the archiving of your data by up to 60 days by changing the Extend archive date value. This option is only presented after your specified event date, and will add an additional week to 60 days to the default 60 days provided by the system.
Time zone Select List The time zone for the event. This sets the time zone in which your event is located. The time zone is used in a variety of pages in Silent Auction Pro to adjust dates and times to your local time.
Buyers Premium Numeric box An optional feature that adds a percentage mark-up to the final bid amount, which is then itemized on the winning bidder's invoice. Entering a non-zero amount in this box prints a note on all bid sheets alerting bidders that there is a premium added to the winning bidders' invoices to help cover the cost of the event.
Credit Card Surcharge Numeric box An optional feature that adds a percentage mark-up as an additional donation on the winning bidder's invoice. Entering a non-zero amount in this box will cause a note to appear on the invoice page (both self-checkout and assisted checkout) stating that there is a credit card processing surcharge along with the percentage specified. On the assisted check-out the appropriate surcharge will be added as an additional donation and a note will be added to the receipt if a credit card payment type is selected. On the self-checkout page the credit card surcharge rate is shown and the credit card surcharge amount is added as an additional donation. Note that it is possible for the user to remove this amount during check-out. Adding a credit card surcharge may be illegal in some states and charging an amount greater than 4% may also be illegal.
Enable different closing times by section Yes|No Radio Buttons If set to Yes and you are using online bidding, you may set different closing times for different sections.
Enable mobile kiosk for online bidders Yes|No Radio Buttons If set to Yes and you are using online bidding, the mobile bidding kiosk (available from the More tab on mobile devices) will be accessible to all online bidders. If set to No, the mobile bidding kiosk will be accessible only to Auction Assistants or higher level members.
Show Party Code Yes|No Radio Buttons Controls the presentation of the party code field on the ticket purchase page. This option is No by default and set to Yes if you purchase the either the Bidsheet Pro™ or Mobile Pro™ packages, which allow you to manage seating assignments. If you are not allowing assigned seating or don't want people to be able to request to sit together, set this option to No.
Show Promo Code Yes|No Radio Buttons If you have purchased either the Bidsheet Pro™ or Mobile Pro™ packages and are selling tickets online through Silent Auction Pro, enabling the Show Promo Code option will allow guests to enter a promotional code on your online ticket purchase page that will reveal ticket types associated with that code. This allows you have special ticket offerings for different groups of people. Promo codes are case sensitive. Leave this option set to No if you are not planning on having any promotional ticket types.
Show QR Code Yes|No Radio Buttons If you have purchased either the Bidsheet Pro™ or Mobile Pro™ packages, Silent Auction Pro will automatically generate Display Sheets that you can use as a stand-up display to provide additional information about your auction items. If you have choosen the mobile bidding option Silent Auction Pro will place a QR code - a two dimensional "bar code" - on the display sheet that can be scanned to go directly to the auction item on the bidders mobile device - if they have a QR code reader app. In addition, if you provide a website link in the donation form, Silent Auction Pro will also place a QR code on the display sheet that will take the bidder directly to the website you entered to provide additional information on the item. QR codes are turned on by default but you may turn them off by selecting No for this option.
Banner Browse button An option available to purchasers of either the Bidsheet Pro™ or Mobile Pro™ packages to upload a full-page banner. See Uploading Images.
Online Ticket / Bidding Sign-up Message Text/HTML box You can compose an optional message, either using HTML or plain text, that will display on the sign-up page for online ticket purchasing or online bidding. Use the message to thank purchasers, tell them more about the event, talk about raffle tickets, or anything else you want to convey.
Footnote Text/HTML box You can compose an optional message, either using HTML or plain text, that will appear on all bid sheets, invoices, and receipts, such as: All Sales Final - No Returns.
Extend Archive Select List The Extend Archive select list allows you to optionally extend the archive date of your event from 7 to 60 days. The extend archive option shows to the right of the event date AFTER your event date has passed.
Archive this event Checkbox The Archive this event checkbox shows up to the upper right of the Edit Event table AFTER your event date has passed. Checking this option and clicking the Update button will immediately close the current event and log you out of Silent Auction Pro to clear all the session variables. You may immediately log back in to set up a new event.
Extend Archive Date Select List The Extend archive date by n days select list shows up to the right of the Event Date field AFTER your event date has passed. Changing the number of days from zero to one of the preset values will extend your archive date from seven to sixty days. This adds seven to sixty days to the normal sixty days the system gives you from your event date.

See Formatting with HTML for more information on using HTML to format messages.