Closing Your Auction

In this short video, we’ll be reviewing the auction close procedure and what it looks like when an auction ends in Bid Beacon.

The action is over, the event is wrapping up.  If you’re an auction admin you’re likely wondering, what happens now?

An in depth look at the Auction Close for an Admin

At the end of an auction, a series of emails are triggered out to all guests and admins.

  • Admins receive an email that outlines the total raised, and who won which item.
  • Item winners receive an email that outlines what they won, how much they owe and how to pay.
  • Participant non-winners receive an email that thanks them for participating but lets them know they did not win any items.

You should also review in app messages that may be sent to you by users who have questions for you about collecting their items or how to pay.

What’s next?

You will return to the auction “browse” screen, and you’ll find 3 new buttons at the top. 

Manage Pickup Screenshot

Manage Pickup

  • View the list of items
  • Track who won
  • Track whether they have paid yet
  • Add manual payments if someone wants to give Cash or a Cheque rather than using online methods.
  • Mark things as “picked up” to show they’ve been distributed to winners.

Tip: Search users by name at the top of the page to make this easier to sort through

Tip:  Utilize “act as guest” when you have a guest who cannot figure out how to pay -you can click the button, find their name, and complete the payment with them.

Reports

View of screen with 3 links

*Email may be protected like this: xspz5x88sn@privaterelay.appleid.com if the user is using Apple’s Hide My Email
service.  In this case, you can only
message them from within Bid Beacon app, using the Message function

*Phone numbers are optional

Export Results:

Category, Type, Item ID, Item Name, Winner Name, Display Name, Email Address, Phone Number, Bid Amount, Bid Count, Last Bid (Date/time), Approximate Value, Starting Bid.

Export Guest List:

Guest Name, Display Name, Email and Phone number *Phone number is optional

Export All Bids:

Category, Item ID, Item Name, Guest Name, Display Name, Email Address, Phone Number, Bid Amount, Bid Placed (date/time), Bidder Won (Yes or No)

Survey

This last button is a link to a quick survey about Bid Beacon, so we can continue to add features that matter, and improve our app.  

Tracking Payments

As an admin, setting up your auction you’ve either chosen to integrate one of the three payment processors (Stripe, Square or PayPal), or you’ve chosen to accept payments offline.

Here is what happens in either case

Using payment integrations

Your winners are sent an email outlining what they won and how much they owe, and are instructed to return to the app to pay.

When they return to the auction again they are presented a new view results button on the Browse Screen.

When they click View Results they will see all of the items they won, and their grand total owed. 

At the bottom, they can click pay now to complete their credit card payment.

A receipt will be emailed to them and your manage pickup will now show them as paid.

View Results Pay Now

Collecting Payment Offline

Your winners are sent an email outlining what they won and how much they owe, and are presented the information you wrote in the payment instructions field upon auction setup to pay.

When they return to the auction on the Browse Screen they are presented a new view results button.

When they click View Results they will see all of the items they won, and their grand total owed. 

At the bottom of this screen, the information you typed into the Payment Instructions field while setting up your auction is presented to the user.   Be sure this information is detailed enough for them to understand what to do next!

You can edit payment instructions before the auction ends, by clicking Edit Auction and finding the Payment Instruction Field.

As payments are collected outside of our app, admins will need to manually mark users as paid in the Manage Pickup screen.

Showing Payment Instructions on Screen

Features that Simplify Auction Close

Toggling on Show guests only their winnings helps guests to easily see what they won!

Manage Pickup Sceren with Toggle highlighted

      If a guest is having trouble completing their payment within the app, Admins can click Act as Guest to assist with their payment