Add New Participant
PARTICIPANTS
In Auctria, we use the term "Participant" to inclusively represent anyone who contributes to the event, whether it's through bidding, purchasing, or donating.
To add a new participant, from the main Event Dashboard, click Participants and then click Add New Participant under the Participants Dashboard sidebar actions menu. This will open the Add Participant page.
Add Participant
The Add Participant page is used by organizers to register participants directly.
IMPORTANT
Using the Add Participant function will always add a new participant.
Adding a new participant with this function will not trigger any System Email Notifications.
The only required field for participants using this approach is Last name. You can provide other participant information as needed. Providing as much information as possible is still strongly recommended, including an email address for the participant. The email address is recommended to be unique to each participant if possible.
It is recommended to provide a Paddle# or let the system automatically assign a Paddle# for your guests to use as needed. Also, the linking and merging functions of Auctria will require participants to have a Paddle# assigned for them to work. Otherwise, the participant number field can optionally be left blank.
Participant Panel
Each participant in your auction is given a participant number (often displayed as Paddle # in the application).
Auctria Pro-Tip from Launch Services!
Participant numbers are not required to be strictly numbers.
You can also use letters or any mix that suits your event.
The Participant panel has fields for the following information:
- Paddle # -- Optional
This value is required for linking and merging participants. It is often used internally. However, it is quite commonly used when a "Paddle Raise" is part of an in-person event. - First name
This is the participant's first name. It can be left blank. - Last name -- Required
This is the participant's last name; when a company is registered, it can be used as the company name. - Email -- Strongly Recommended
This is used for Communication features and as part of the Participant log in credentials along with a password the participant sets themselves. - Phone Number
This is typically use for "land-line" telephone numbers with the intent it will not be used for SMS texting messages. - Cell Phone Number
This is a number to accept text bids from and text notifications, for example when the guest is outbid. - Checked in? -- Checkbox
This is an informational item and does not specifically trigger any actions within Auctria. - Additional participants
Use this field to enter the names of any other people bidding with this same participant number.
This field is purely informational. See Sharing Participant Numbers for additional reference. - Seating preference
An information only field to be used as needed. - Guest of... (advanced)
This is a drop-down selector of the currently registered participants and should only be changed if moving the participant from one admission tickets purchaser to another. - Tags
You can use "Tags" for organizational and reporting purposes. If existing tags are available, clicking in the field will provide an auto-populating search. You can also add new tags as needed.
See the Optional Information section below for more details on these fields.
Address Panel
Suppose you will be mailing information or require physical locations for your participants. In that case, you can enter address details in the Address panel.
The address fields are all simple text fields. Information will need to be manually entered on this page as required.
Other Panel
The Other panel contains additional information fields for the participant.
- Company
If the participant represents a company, or organization, you can record this information here. - Meal choice
If "meals" are being offered at the event, you can choose the participant meal from the drop-down selector. See Meal Choices for more information. - Reference
If you have participant information in another system, you might use this field to cross reference it. - Notes
This is an internal field only and not displayed by default.
The Company, Reference, and Notes fields are for informational purposes only. These particular fields and not specifically acted upon by Auctria.
Credit Card Panel
If the Credit Cards integration feature set is enabled, you can register the participant's credit card in this panel.
If there is a USB credit card swiper connected to the computer, and if the swipe is successful, the credit card number and its expiration date will populate the appropriate fields in the Credit Card panel. See Credit Card Readers And Swipers for more information.
Only the credit card number and expiration date are read when using a credit card reader. The Card Verification Code (CVC, aka CCV) (found on the back of most credit cards) is absent on the magnetic strip. It will not be available by swiping the card.
If you do not have a card reader, you can manually enter the credit card number information. Using Credit Card Readers And Swipers is entirely optional.
Optional Information
| Field | Purpose |
|---|---|
| First name | The participant's first name |
| If provided, the email address will allow statements to be sent electronically. See Participant Statements for more information. | |
| Phone number | The participant's phone number. |
| Cell phone number | The participant's cell phone number. This can be used as part of text based bidding. |
| Additional Participants | If other people will be bidding under this participant's name, but do not have their own participant record then you can enter their names here. These will be shown on the participant's statement. |
| Checked In | If selected, indicates that the participant has checked in. See Check-In Participants for more information. |
| Seating preference | A participant's seating preference is usually entered by the participant during online registration if that option is enabled. |
| Meal choice | Select the meal that the participant has chosen. |
| Company | If the participant is representing a company, you can enter the company name. |
| Reference | Add any extra information you need to track about this participant. If you are importing participant information from another system then this can be used to store an internal id within that system. |
| Guest of | The name of another participant who invited or bought the ticket for this participant. With the ticket sales feature this field will be filled automatically when selling tickets. |
| Tags | Add tags to help categorize and identify the participant. See Where Tags Can Be Used In Auctria for more information. |
When you are done entering information, click the Save Participant button. The window will refresh to allow you to quickly add another participant.
Sidebar Actions
The sidebar "actions" menu allows you to Save Participant as well as linking to the Participant List report page, Participant Check-in page, and a link back to the Participants Dashboard by clicking Back to Participants.
Also to note, every time you save a participant they will appear at the top of the window in the Recently Registered Participants panel.
More Ways To Add Participants
- Copy Participants from a previous event.
- Duplicating an existing participant.
- Selling Tickets via the auction website or the auction dashboard.
- Participant "self-registration" via the auction website; see the Registration/Checkout section of the User Guide for more details.
- Importing participants using, for example, an Excel spreadsheet.
Last reviewed: September 2023