Closing Your Auction

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

Communications

At the end of an auction, a series of emailspush notifications, and text messages (if your account has a phone number saved) are triggered out to all guests and admins.

View Auction Results

From the Auction Dashboard, find the auction you want to enter and click Manage.

When managing the auction, navigate to the side menu on the left side of your screen and click Payment/Pickup.

Admins will have access to the Auction Results screen at any time which can be accessed from the Payment/Pickup tab in the dashboard.  For most auctions, all items will close at the end of the auction and then be paid for and picked up. 

In a past update, we’ve made it so items that close before the auction end date can be fully processed (paid by guest and marked picked up by the admin). 

For this reason, admins are now able to track payments and manage pick up of items at any point in the auction. Keep in mind that this is only applicable if you have items that close before the auction’s end date.

On the Auction Results screen, guests and admins will both see the Your Winnings tab. Next to this tab, admins will have access to unique Unpaid, Pending Pickup and Complete tabs to track and manage items as guests pay and pick up their items.

View Reports

Admins can download exportable reports to track the success and completion of the auction.
Available when your auction has ended and includes:  
  • Category, Type, Item ID, Item Name, Winner Name, Display Name, Email Address, Phone Number, Bid Amount, Bid Count, Last Bid Date, Approx. Value, Starting Bid, Paid (Y or N), Picked Up (Y or N)
Available at any time and includes:  
  • Guest Name, Display Name, Email Address, Phone Number
Available at any time and includes:  
  • Category, Item ID, Item Name, Guest Name, Display Name, Email Address, Phone Number, Bid Amount, Bid Date, Bidder Won (Y or N)
Available at any time and includes:  
  • Product Name, Item ID, Category, Item Type, Bid Count,  Approx Value, Starting Bid, Total Bid Amount, Paid (Y or N), Picked Up (Y or N)
Available at any time and includes:  
  • Product Name, Item ID, Category, Item Type, Bid Count,  Approx Value, Starting Bid, Paid (Y or N), Picked Up (Y or N)

*If a guest uses Apple’s “hide my email” service the email will be protected. Those emails appear like this: [email protected]

In this case, you will not be able to email those users outside of the app.  You can reach them using Notifications within the app only.

*Phone numbers are optional

Tracking Payments

Depending on your auction setup, you may be accepting payments online via Express Banking through Stripe Connect, Stripe (non-Connect version), Square, or PayPal.

With both Stripe options, it’s possible that payments were made automatically, at the end of the auction, as guests can be required to enter a credit card prior to bidding.

Using Express Banking Through Stripe Connect

Guests are required to provide a credit card before being able to bid, so once individual items or the entire auction closes, guests with winning bids will be automatically charged. Payments will be held in your Stripe account for 7 days before being deposited to your connected bank account (this is standard for Stripe in the event that are any disputes or refunds after the initial purchase).

  • If payment was successful, the guest’s name will display a Download Receipt option below the Mark as Picked Up button.
  • If payment was not successful (e.g. credit card was declined), that guest can re-enter their credit card information to pay for their winnings.
  • If the guest cannot pay with credit card, above the guest’s name will show a Save Offline Payment option.
  • Only use Save Offline Payment if you have collected funds outside of the app as it will disable the winner’s ability to pay through the app.
  • If the guest’s credit card fails, and they don’t wish to pay offline, you can remove their bid to trigger a new winner (the guest with the second highest bid).
  • You can view and manage payments from two areas within the auction:

Admins can also view a full list of payments made within their profile: 

  • In the top right header bar, click your Profile Icon
  • Click Payments
  • Click Guest Payments
  • A list of all payments made by your guests will show and is separated by auction name.

Using Alternate Payments

As guests complete their payments in the app, admins will see results changing in real time. 

  • If payment was successful, the guest’s name will display a Download Receipt option below the Mark as Picked Up button.
  • If payment was not successful (e.g. credit card was declined), that guest can re-enter their credit card information to pay for their winnings.
  • Only use Save Offline Payment if you have collected funds outside of the app as it will disable the winner’s ability to pay through the app
  • You can view and manage payments in your payment processor’s dashboard (Stripe, Square or PayPal)

Admins can also view a full list of payments made within their profile: 

  • In the top right header bar, click your name
  • Click Payments
  • Click Guest Payments
  • A list of all payments made by your guests will show and is separated by auction name.

Collecting Payment Offline

Your winners are sent an email outlining what they won, how much they owe, and are presented with the information you provided on the Guest Instructions page in your auction’s dashboard.

When guests click View Results in the auction, they will see the items they’ve won, and instructions on how to pay.

Make sure your payment information is detailed enough for winners to understand what to do next!

To update your payment or pick-up instructions before your auction ends:

  • Click Manage Auction
  • On the left side menu, click Guest Instructions
  • Update your Payment Instructions or Pickup Instructions
  • Click Save

As admins collect payments outside of the app, they should mark users as paid when viewing the Auction Results page.

Simplify Auction Close

Under the Manage Items section, you can toggle on Hide Items After Auction Ends to help guests easily find the View Results button.

If a guest is having trouble paying for their winnings, you can assist them by selecting the Bid as Guest option. Select the guest you want to act as, then proceed to pay for their winnings.

Curious the transactions from your auction, including all guest payments and your own payments? Visit My Transactions from the Bid Beacon dashboard to view these details.