Use the Attendees area of the Auctions Virtual Terminal to view your attendee list, check in guests, send and resend ticket links, and review bidder activity.
If you are using the Bloomerang Fundraising app on a mobile device, read Bloomerang Fundraising App: Managing Auction Donations, Registrations, and Bids.
For a quick-start tutorial on auction check-in, watch this video:
Note: Qgiv by Bloomerang is now Bloomerang Fundraising. This video does not yet reflect the new branding and visual layout. Updates are in progress.
If your volunteers use the Virtual Terminal on a computer, share this video with them:
View the Attendee List
When a guest registers for the auction or receives a ticket, their details appear in the attendee list. To open the attendee list:
In the left navigation, click Terminal.
In the Virtual Terminal drop-down list, select your auction form.
Click Attendees to view the attendee list.
In the Name column, “Guest of” means that a ticket has been purchased, but it has not been assigned to a specific person or claimed. The name shown after “Guest of” is the name of the person who purchased the ticket.
Filter Attendees by Status
To filter the attendee list:
Next to the search bar, open the status drop-down.
Select a status:
All
Registered
Checked In
Sort Attendees
To sort attendees:
In the Name column, click the drop-down list.
Select First Name or Last Name.
To reverse the sort order, click the up or down arrows next to the Name column.
You can also sort by other columns, including Bidder, Package, and (if Table Management is enabled) Table or Seat.
Check In Attendees
At the top of the Attendees screen, a summary shows how many attendees are checked in and how many have added a payment method.
The Status column shows the attendee’s check-in status.
Check In: The guest is registered, but not checked in.
Checked In: The guest is checked in to your auction.
Note: As the auction progresses, table data might become out of date. Refresh the table periodically to view the most current data.
To manually check in a guest:
In Bloomerang Fundraising, click Terminal.
In the Select a Form, Auction, or Peer-to-Peer Campaign drop-down list, select your auction.
In the Status column for the attendee, click Check In.
In the Ticket Details, review and update the attendee’s ticket details as needed.
(Optional) To update the attendee’s notification preferences, select or clear the boxes in the Notification Preferences section.
(Optional) To resend the ticket, select one or both boxes in the Resend Ticket section.
To complete check-in:
Click Check In to check in the guest without adding a payment method.
(Optional) If the attendee does not have a payment method, the Check In + Payment option appears. If the attendee already has a payment method on file, this option does not appear.
Click Check In + Payment to add a payment method. Enter the payment information, if applicable, then click Submit Payment Method.
If you select Credit Card, select Swipe Credit Card or enter the card details manually, then select Submit Payment Method.
(Optional) If the attendee does not have a payment method or a bidder number, the Check In + Setup option appears.
Click Check In + Setup to assign a bidder number and a payment method.
Bloomerang Fundraising suggests a bidder number. To keep this number, click Keep.
(Optional) To change the number, enter a new number in the box, then click Save.
(Optional) To unassign the bidder number, click Unassign Bidder Number.
Set up the attendee’s payment information, then click Submit Payment Method.
A summary of the attendee’s information displays. The information will close automatically after a few seconds.
After you complete the check-in process, the guest status changes to Checked In. After check-in, bidders can place bids, make store purchases, and make Fund-a-Need donations during the auction.
To undo check-in, click the Reverse arrow in the attendee list.
You can also check in attendees by scanning their QR codes in the Bloomerang Fundraising app. For more information about checking in attendees by scanning their QR codes, read Auctions: Scannable QR Tickets.
Manage Attendee Notification Settings
Attendees can receive notifications by text message, email, and through the Givi app. The Notifications column of the attendee list, displays the notification types that an attendee uses.
To update attendee notification settings:
In the attendee row, click the entry in the Notifications column.
In the Notification Preferences window, select or clear the checkboxes for email or phone (text) notifications.
(Optional) Add or change the phone number or email address.
Click Save.
Note: Givi notification settings are controlled by the attendee’s mobile device and cannot be updated in the Bloomerang Fundraising Virtual Terminal.
View, Send, and Resend Notifications during an Auction
To view messages sent to an attendee during the auction:
On the attendee list, click the attendee name
Click Messaging.
To send a new notification:
Click Send Notification.
On the Send Notification screen, fill out the required information.
Verify the attendee’s email
Create a title for the notification
Write the body of the message.
(Optional) To insert dynamic information such as the attendee’s display name, company name, and balance due:
Place your cursor in the message body where you would like to insert the information.
Click the Insert Tags drop-down list
Select the type of information to add.
Click Confirm, then click Send.
To resend a notification, click Resend in the Actions column.
To learn more about auction notifications, see Auctions: Attendee Notifications.
Add or Edit Payment Methods
To add a payment method after check-in:
In the attendee row, in the Payment column, click Add Payment.
Select a payment method.
Enter the payment information, if applicable.
If you select Credit Card, select Swipe Credit Card or enter the card details manually, then select Submit Payment Method.
Click Submit Payment Method.
After you add a payment method, the Payment column displays the last four digits of the card. It can also display eCheck, Cash, or Check.
To edit a payment method:
In the Payment column, click the pencil
.
Update the payment method, then click Submit Payment Method.
Update Registration Details
To add or edit registration details:
Click the attendee name.
Click Registration.
Update the registrant’s first name, last name, email, phone, and any custom fields configured for the event. If company registrations are enabled, you also see Company Name on this screen.
(Optional) To resend the registration ticket link to an attendee, click Send Ticket Email or Send Ticket Text. Make sure that you’ve entered the corresponding contact information for the attendee. The registration ticket link also contains a link to download the Givi app.
Click Save.
Note: If you change an attendee’s phone number, it updates the phone number for the linked donor account. If you change an attendee’s email address, it unlinks their donor account.
To download or print an attendee ticket, click View Ticket PDF next to the attendee name.
Assign Seats
If Table Management is enabled, the Table column (if manual table management is enabled) or a Seat column (if visual seating charts are enabled) appear on the attendee list.
Note: You can only assign seats in bulk if there is a table with enough seats for all selected attendees.
To assign seats:
In the attendee row, click Assign Table or Assign Seat.
(Optional) To manage tables and seats for multiple attendees at once, select the checkboxes next to the attendee names, then click the Bulk Actions drop-down and select the appropriate option.
If you use manual table management, select a table from the drop-down list then click Assign.
If you use visual seating charts, click individual seats to select or clear them, then click Assign to [seat number].
(Optional) To remove table seating assignments, select seats, then click Unassign.
After you assign a seat, the assignment appears in the Table/Seat column. You can edit or unassign seats at any time.
To export a list of attendees with their table and seat assignments, download the Auction Attendees Report.
To view a printable seating chart, click the printer in the column header.
Mark a Guest as Not Attending
To mark a guest as not attending:
Click the attendee name.
In the Registration section, disable the Attending option.
Marking a guest as not attending returns the ticket to your inventory, but it does not refund payment.
View Registration Transactions
To view the attendee’s registration transaction and access refund options:
On the attendee list, click the attendee’s name.
Click Transactions to view the details of the attendee’s transactions.
Click Registration [number] to view the details of the attendee’s registration transaction.
If Table Management is enabled, marking a guest as not attending also unassigns the seat and displays Not Attending in the Table or Seat column.
Take Bulk Actions on the Attendee List
You can take several actions in bulk on the attendee list. These include:
Resend ticket emails or texts
Send notifications
Unassign bidder numbers
Assign table seats
To take bulk actions on the attendee list:
On the attendee list, select the checkbox next to multiple attendees.
Click the bulk actions drop-down.
Select a bulk action to take.
Follow any prompts to complete the bulk action.
Note: You can only send ticket emails to attendees who have an email address on file. You can only send ticket texts to attendees who have a phone number on file.
Review Bidder Activity
To view a bidder’s activity:
In the attendee list, click the attendee name.
Click Activity.
(Optional) To show only the items that the bidder needs to be billed for, enable Show Checkout Summary.
Add Items to an Attendee’s Cart
On the Activity view, you can add Auction, Store, and Fund-a-Need items directly to the attendee’s cart by clicking the Select Item to Add drop-down list.
Note: The Select Item to Add drop-down only displays if the attendee has a payment method on file.
If you select an Auction item, you can place the next highest bid on the attendee’s behalf. You may also see Buy Now, if applicable.
If you select a Store item, select the quantity the attendee wants to purchase, then click Buy Item.
If you select a Fund-a-Need item, enter the quantity or contribution amount.
Mark Store Items as Picked Up
If a bidder picks up store items during the event but not at checkout, you can track pickup in Activity.
To mark a store item as received:
In the item list, click the item name.
Review the quantity purchased.
In the Action tab, click Fulfill.
Enter the quantity of items to mark as picked up.
Click Fulfill.