Bidder Check-In And Registration

January 2023: the current dashboard release has new graphics and some interface changes. Many screenshots still reflect the older release and will be updated shortly.


  • Optional: Credit Card Integration enabled and ready to accept charges if selling tickets or other items "at the door". Credit Cards

At In-Person events, you can use Auctria to Check In Bidders as they arrive; and, if they are not already registered for the event they can also be registered through the Check-In process by adding a new bidder; or, selling the guest a ticket, if needed, where the guest is registered and checked-in during that process.

Auctria Video 2021-11-30

Bidder Check-In


An example of a Bidder Dashboard using Auctria demo data.

From the main Auction Dashboard, click through Bidders > Check-in Bidders under the Actions sidebar menu to open the Bidder Check-in dashboard.


An example of the Bidder Check-in dashboard using Auctria demo data.

Select the bidders you want to Check-in by clicking on the checkbox beside their name and then click Check-in Selected Bidders.


You can search for bidders by entering details such as their last name or a ticket number to find the bidder you want to check in.

After the bidders have been checked-in, they will show as such on the Bidder Check-in dashboard.


An example of a checked-in bidder, with the green dot under Checked In column.

Bidder Registration


If the bidder is not in the system, click the Add New Bidder button under Actions sidebar.


This action will only register the guest for the event, it will not provide for any additional options selling a ticket to the guest may include.


As part of the Add New Bidder process, you can also Check-in the bidder as you register them by checking the Checked in? box. Clicking the Save Bidder button will update/add the guest as a bidder and return you to the main Bidder Check-in dashboard page.

Sell Tickets


  • To Sell Tickets you will need to have created Tickets items first.

If your event is ticketed, meaning guests need to purchase a ticket for admission to the In-Person Event or as a requirement to bid, you can use the Sell Tickets option under the sidebar Actions menu.


The guest must be registered first to use this Sell Tickets function from the Bidder Check-In dashboard.

You can also use the Sell Tickets function from under the Tickets menu via the main Auction Dashboard although this option will not Check-In the bidder.

Tickets > Sell Tickets  

Using the Sell Tickets function from the Bidder Check-In dashboard will pre-populate the Sell Tickets form field with the selected bidder's details as the purchaser of the ticket.


An example where a bidder has been selected you want to sell a ticket to.


...continuing with the example above showing the Sell Ticket dashboard page.


You can only sell tickets to one bidder at a time. Selecting multiple bidders will produce a warning message with a reminder of this.

Once you have clicked on Record Sale under the Actions sidebar, the bidder will be registered for the event. This function does not Check-in the bidder.


To return to the Check In dashboard from the Sell Ticket dashboard, click on the Actions | Menu sidebar button for Check-in Bidders and continue with your bidder check-ins as needed.


There are more Actions you can take on the Bidder Check-In dashboard page.

Send Access Token

The Send Access Token function requires you select the bidder(s) first then clicking the button will initiate the Bidder Access Tokens function to send an appropriate email to the selected bidders.

Bidder Access Tokens

If you wish to Link two bidders when they are checking in, simply check the appropriate box beside each bidder and then click the Link Selected Bidders Actions button.

Link vs Merge Bidder

The Unlink Selected Bidders will separate the bidders and create an appropriate bidder record for each of the newly unlinked bidders beyond the first bidder record (as set by the Bidder number).

The unlinked bidders will have Bidder Numbers assigned based on your configuration choices with the default being to add an automatically generated number following the Next assigned bidder#.

Bidder Numbers | Assigning Bidder#'s

Refresh Bidders

The Refresh Bidders function is most useful when there are multiple Users working with the Check-in dashboard to keep the data being viewed current or when online ticket sales are still available for the event and guests may be purchasing them just prior to checking in at the event.

Options (advanced)

Clicking the Options action will open the Check-in Options popup window.


This will allow you to add Additional bidder fields to show in check-in list as a comma separated list of bidder fields to show on the check-in page. See Bidder Reference for a list of fields. Also to note, the intent is for "simple fields" to be used here such as Notes or Company for example.


Added Options fields may not show up without refreshing your browser. In rare cases, it may take a few minutes for caches to clear.

Assign Seating

Clicking the Assign Seating action will open the Seating Assignment page. See Assign Seating for more information.

Edit Bidder Details

If you want to edit bidder information at check-in or check the table assignment or address, click the Quick Actions icon (3 vertical dots icon at the far-right of the bidder row) and then select Edit Bidder.

Note that you can also delete a bidder and view bidder details from these Quick Actions. If you select view details, you will open the Bidder window for that bidder.


An example showing the available Quick Actions.

If you selected Edit Bidder, a popup window will appear that allows you to edit the bidder details.


An example Edit Bidder pop-up window.

You can make any changes, as needed, and then click the Save button at the bottom of the popup window to save your changes. Clicking the Cancel button will discard your changes and/or close the popup window without saving.

Reviewed: January 2023