Participant Details

The Participant Details page shows the contact information, registered credit card, activity, audit record, and other information about a participant separated across the Summary, Images, Tickets, Raffle Tickets, Activity, and History tabs.

Summary

The Summary tab allows you to edit the information associated with the participant as well as it shows the participant's Current balance.

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An example participant (and sponsor) from a demonstration event.

INFORMATION

To edit the Participant Details sections, use the pencil icon to open the panel and the checkmark icon to save your changes. See Unknown link 'EditInformation' for more details.

Participant

The Participant panel allows you to modify the participant's name and provides a reference to the related guest details.

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An example from a demonstration event.
  • Paddle #
    This is the current paddle# and can be edited as needed.
  • First name
    The participant's first name (it can be left blank and often will be if the participant is a "company").
  • Last name
    When a participant is acting on behalf of a company, the Company's name should be used here; otherwise, the participant's last name goes here. This field is considered as required.
  • Nickname
    This can be used as a customizable alias for the participant allowing them to identify themselves by a common "nickname" or something that only they recognize.
  • Additional participants
    Enter the names of any other people bidding with this number.
  • Guest of
    The participant/purchaser of the event tickets can be selected from the drop-down selector as needed.

Contact Information

The Contact Information panel allows you to modify the participant's contact details.

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  • Email
    This will be used as the primary contact detail where most notifications and other participant relevant information will be sent. This field should be considered as required.
  • Phone Number
    This can be used as a secondary contact telephone number as needed.
  • Cell Phone Number
    This will be the telephone number used with the Text Messages feature set. This field will be filled as the "phone number" for participant online registration.

Address

The Address panel allows you to modify the participant physical address details. These would be used as the default if the organization is "shipping" items to participants. This information is optional.

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  • Address line 1
  • Address line 2
  • City
  • State/Province
  • Zip/Postal code
  • Country

Other

The Other panel provides more information details that can be modified.

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  • Company
    If this participant represents a company, or organization, and you want to save that information you can record it here.
  • Reference
    This field is commonly used when you have participant information in another system and want to cross-reference it.
  • Website Address
    This can be a personal website or company website. The address should be entered with its full HTTP protocol, for example, https://example.com/.
  • Seating preference
    This is an informational only piece of information and is often used for more details about a participant's seating assignment.
  • Meal choice
    The participant's meal choice can be entered or selected from the auto-filled drop-down selector.

Options

The Options panel has checkboxes for participant specific details.

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  • Checked in?
    This checkbox indicates if a participant has checked in, or to check in the participant if not enabled.
  • Exempt from sales tax
    This check box will exempt the participant from taxes for all purchases made after it has been enabled.

    WARNING

    The Tax Exempt property should only be changed before any bidding takes place. Sales Tax is applied at the time of the bid and carried foward.

Notes

The Notes panel is an informational text field what is not displayed by default and can be used as needed for various additional details about the participant.

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An example taken from a demonstration event.

Recommended Reading

See Unknown link 'EditBidderDetails' and Open Participant Details for more information about working with the Participant Details.

Images

The Images tab is only used when a Participant purchases an item with the Is Sponsorship option checked. These images are manually curated.

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An example from a demonstration event.

To add the participant's "Sponsorship" image (often their logo) you would click on the Upload New Image button and follow the prompts in the Choose Files window.

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This is very similar to the process to Batch Image Upload for items.

IMPORTANT

The image dimensions are not modifiable once uploaded into Auctria. Please look at Image Sizes in our User Guide for more information.

More Reading

See Adding And Modifying Images under Learning Auctria for more information on working with these participant details.

Tickets

The Tickets tab shows all Tickets Assigned as well as Tickets Purchased by the participant.

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An example taken from a demonstration event.

Transfer Tickets

Tickets can be transferred from one participant to another from the Tickets tab by clicking on the appropriate Transfer Ticket link at the right of each Tickets Purchased row.

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An example taken from a demonstration event.

This will open the Transfer Ticket pop-up window.

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An example taken from a demonstration event.

Tickets Assigned

In the Tickets Assigned section you can manage these tickets further.

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All examples taken from a demonstration event.
  • Send e-ticket Clicking this option will trigger a pop-up confirmation window.
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  • Create new participant & assign ticket Clicking this option will trigger a pop-up confirmation window.
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  • Deactivate ticket Clicking this option will trigger a pop-up confirmation window.
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Tickets Purchased

In the Tickets Purchased section you can manage these tickets further.

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An example taken from a demonstration event.
  • Send e-ticket Clicking this option will trigger a pop-up confirmation window. img
  • Transfer ticket See above under Transfer Tickets.
  • Deactivate ticket Clicking this option will trigger a pop-up confirmation window. img

Raffle Tickets

The Raffle Tickets tab lists all of the participant's current raffle tickets they have purchased.

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An example taken from a demonstration event.

Activity

The Activity tab shows a categorized list of details for the participant's Items Won, Purchases, Donations, Payments, and In-Progress Winning Bids. There are also quick-reference banners at the top of the page indicating the participant's "amount owing" and their total "in-progress bids".

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Total owed = Items Won + Purchases + Donations.
Total paid = the sum of all Payments recorded for the participant.
  • Items Won
    These items have already been recorded as won by the participant.
  • Purchases
    These items have been purchased by the participant.
  • Donations
    These items were designated as Donation items and listed separately for reference.

  • Payments
    These entries represent the payment types as well as the amounts and when they were recorded.
  • In-progress Winning Bids
    These entries show what the participant is currently "winning".

History

This History tab shows an audit trail listing of all the changes to the participant record.

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An example taken from a demonstration event.

Participant Details Sidebar

There are several actions and additional functionality available on the Participant Details page via the sidebar on the left-hand side of the page.

Access Code

If an Access Code needs to be created, clicking "Assign Access Code" will generate one. See Participant Online Access And Tokens for more information about using the Access Code.

Seating

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If the participant has been assigned to a table, the Tables And Seating reference will be displayed. A quick-link to change the participant's seating is also available.

Tags

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Participants can be assigned Tags for better organizing and/or reporting. See Where Tags Can Be Used In Auctria for more information.

Credit Card

Hovering your mouse pointer over "Credit Card Details" will pop up a window with details referencing the credit card on file. This reference will be either "no card on file" or the last four digits of the card.

Activity

  • Bid
    Links to the Record Bid page with the participant pre-populated on the page.
  • Checkout
    Links to the Reference: Checkout page with the participant pre-populated on the page.
  • Export Activity
    Generates an Excel spreadsheet for the specific participant and triggers the browser to download it.

Communication

All Communication emails will pop up a confirmation window requiring you to click on "Continue" before sending.

  • Send Access Token
    This will send an access code email to the address on file for the participant.
  • Send e-ticket
    This will send an e-ticket email to the address on file for the participant.
  • Send tickets statement
    This will send a tickets statement email to the address on file for the participant.
  • Statement
    • Show Printable Statement - generates a preview of the printed participant statement.
    • Preview Email Statement - generates a preview of the email participant statement.
    • Send Email Statement - this will send the "Email Statement" to the address on file for the participant.
    • Show Small Printable Receipt - generates a preview of a "narrow" formatted participant statement.

Editing

  • Add New Participant
    Links to the "Register Participant" page.
  • Duplicate Participant
    Links to the "Register Participant" page with some fields pre-populated by the current participant details.
  • Link Participants
    Opens a pop up window to "link" two participants. The Paddle# on the participant you select will be changed to the current paddle number.
  • Merge Participants
    Opens a pop up window to "merge" two participants. The participant you select will be deleted and all their activity moved to the current participant.
  • Refresh Participant
    Force refreshes the current participant details page.
  • Delete Participant
    Opens a pop up window requiring you to click "continue" before removing the current participant.

More Reading

See Sharing Participant Numbers and Linking Versus Merging Participants for more information on the Link Participants and Merge Participants options.


Last reviewed: May 2024
ParticipantDetails
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participants
reference_participants
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Participant Details