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➕ How to Assign and Manage Bidder Numbers in ClickBid

Bidder numbers are a key part of organizing your event and keeping track of guest activity. ClickBid allows you to automatically assign these numbers or customize them depending on how your guests are added — whether they register themselves, purchase tickets, or are uploaded in bulk. This guide walks you through each method, including how to reassign numbers if needed.

⚙️ Setting the Starting Bidder Number

If you want to customize the starting number for your bidders, you can do that in your auction settings.

  1. Go to Software Settings.

  2. Click Auction Settings.

  3. Select Bidder Settings.

  4. Enter your desired starting number in the Starting Bidder Number field.

  • By default, the system starts at #100. The admin/event contact receives #90.

  • This starting bidder number only affects newly registered bidders going forward.

This setting only applies to self-registered bidders and doesn’t affect tickets or imported records.

🧍‍♂️ Self-Registered Bidders

Guests who register themselves through your Landing Page will automatically be assigned a bidder number.

  • The numbers start at 100 (unless a different starting number is set by the instructions above).

  • Each new bidder is assigned the next available number in numerical order.

🎟️ Assigning Numbers to Ticket Purchasers

When guests purchase tickets, they are not automatically assigned bidder numbers. You’ll need to convert them manually. This can be done in bulk. 

  1. Go to Event Tickets.

  2. Select the correct ticket page. If you only have one ticket page, the dropdown menu will display. 

  3. Click Manage Guests.

  4. Type "No" in the filter field for Bidder # Assigned to view only guests that have not yet been assigned a bidder number. If this is your first time converting guests within this event, you may skip this step.

  5. Set the view to show 100 entries for easier batch updates.

  6. Check the top-left box to select all guests. This will select all 100 guests in view. If you have more than 100 guests to convert, you'll have to do this in a couple of steps.

  7. Scroll down past the list of bidders to the Batch Update section.

  8. Click check box next to the Make Bidder field.

  9. Type Make Bidder, then click Update.

  • Guest records will now appear on the Manage Bidders page with numbers assigned in order.

If you have more than 100 guests that need to be converted to bidders, click to the next page and repeat the steps above.

Filter the Bid # Assigned column by No to avoid duplicate records.

If bidder numbers already go past 100, new bidders will start at the next available number.

📥 Importing Bidders in Bulk

If you're uploading a list of guests manually, you can assign bidder numbers in advance or let the system do it for you.

  1. Go to Bidders > Manage Bidders.

  2. Scroll to the bottom of this page to the Mass Import Bidders section and click Download! to get the bidder import template.

  3. Fill out the spreadsheet.

    • Include a Bidder Number column if you want to assign specific numbers. If left blank, the system will automatically assign the next available numbers.

  4. Save as CSV UTF-8, then upload via the designated field.

  • If duplicate contact info is detected, you’ll see a warning, but records will still upload.

Duplicate contact info may cause multiple bidder records — double-check your data before uploading.

🔁 Reassigning Bidder Numbers in Bulk

You can reset or reassign all bidder numbers before your event.

  1. Go to Bidders > Manage Bidders.

  2. Use the dropdown to show all entries.

  3. Check the box to select all.

  4. Scroll down below the list of bidders to the Batch Update section.

  5. Click the Bidder Number field.

  6. Enter your new starting number.

  7. Click Update, then confirm in the popup window by clicking OK.

  • All bidders will be renumbered sequentially from the number you entered.

🧑‍💼 Reassigning Individual Bidder Numbers

There are two different ways you can update an individual's bidder number. You can do so from the Manage Bidders page, or through the Butler at event check-in. 

Reassigning from the Manage Bidders Page

  1. Go to Bidders > Manage Bidders. 
  2. Locate the bidder you wish to update and click the green pencil/edit icon to the left of their name. 
  3. Edit their associated number using the Bidder Number field. 

Reassigning Using the Butler Tool (often at event check-in)

  1. Launch the Butler by going to Event Central > Butler in your event admin, or by going to http://cbo.io/butler and signing in to your event. 

  2. Click into the Search for Bidder field. Type in the name of the bidder and click Search.

  3. Click the blue edit pencil next to the name.

  4. Enter the new Bidder Number, then click anywhere outside the box to save.

  • If the number is already taken, it will revert to the original number. 

  • If successful, you'll see a confirmation message.

Butler updates are great for on-the-fly changes during your event, like reassigning at the door to match paddle numbers for your live auction. 

 

📌 Best Practices for Managing Bidder Numbers

  • Assign numbers before the event to avoid confusion.

  • Use the Make Bidder tool consistently for all guests.

  • Periodically check the Manage Bidders page for duplicates or missing numbers.

  • Always confirm updates before your event begins.