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Adding Items: How to Mass Import & Number Auction Items (Template + Auto-Indexing)

This guide walks through how to use ClickBid’s Mass Import tool to quickly upload and number auction items. Learn how to prepare the item spreadsheet template, organize categories and numbers for auto-indexing, and upload items in bulk. Also covers manual and batch numbering adjustments after import.

👀 Why Use Mass Import & Item Numbering?

ClickBid’s Mass Import tool allows you to quickly upload auction items in bulk using a spreadsheet template. This saves time, reduces errors, and makes it easy to organize your auction by categories and item numbers.

You'll also learn best practices for numbering your items to:

  • Take advantage of auto-indexing

  • Keep categories organized

  • Simplify future item additions

Item names are limited to 64 characters. If your title exceeds this limit, it will display with “…” on the bidding site. However, the full name will still appear when bidders click the Bid/Info button.

We recommend keeping item names short and clear, and placing additional details in the Item Description for the best experience.

 

⚙️ How to Download & Prepare the Item Import Template

✅ Step 1: Download the Template

  1. Go to Items > Manage Items in the admin.

  2. Click Mass Import Items.

  3. Click Download a Template.

  4. Click Ok to save the file.

  5. Open the file and click Enable Editing at the top.

item template 1

✅ Step 2: Organize Your Items in the Spreadsheet

  • Best Practice: Number your items starting at 100 or higher to allow auto-indexing.

  • Group by hundreds to keep categories together:

    • Sports: 100s

    • Travel: 200s

    • Entertainment: 300s

    • For Her: 400s

    • Baskets: 500s

item template 2

✅ Important Notes:

  • Every item must have an item name.

  • If Fair Market Value (FMV) is left blank, it will display as PRICELESS on receipts.

  • Silent auction starting bids and increments will default to $1.00 if left blank.

  • Save the file as CSV UTF-8 for the best upload results.

  • You can import items multiple times—just use a new, clean template for each import to avoid duplicates.

  • You must use this specific template for ClickBid uploads.

  • The Status field cannot be set via template—it must be assigned in the admin after upload:

    • Active = visible and open for bidding

    • Closed = visible but closed for bidding

    • Invisible = hidden from bidders

 

🔢 How to Number Items Effectively

✅ Template Tips:

  • Item numbers must be unique.

  • Stick with numbers 100+ to allow auto-indexing for future additions.

  • You can sort how items display on the site under Items > Categories & Ordering > Sort Order.

  • Items without a category will display first by default.

✅ Spreadsheet Column Overview (Key Fields to Know):
Column Description
A Item Name (Required)
B Item Number (Unique per item)
C Category (e.g. Electronics, Sports)
D Description
J FMV (Fair Market Value)
K Starting Bid
L Bid Increment
P Item Type (Silent, Live, Donation, etc.)
Q Buy Now Price (Optional)
V Tags (for filtering & reports)
X Donor Display Name (Shown to bidders)
 

 Tip: Not every column is required for upload, but Item Name, Item Number, Description, and Starting Bid must be included in the file for a successful import.

 

🚀 How to Upload the Spreadsheet

  1. Return to Items > Manage Items > Mass Import Items.

  2. Drag and drop your file into the Drop Files Here to Upload box or double-click to select it.

  3. Follow prompts to complete the upload.

 

✏️ How to Adjust Item Numbers (After Import)

If you need to adjust item numbers after upload:

✅ Manually Change Item Numbers:

  1. Go to Items > Manage Items.

  2. Click the item number you want to change.

  3. Enter the new number and click Update Item

  • Item numbers can’t be changed if bids have been placed.

  • You can only use numbers not already assigned.


✅ Batch Re-Number Items:

  1. In Items > Manage Items, select the checkboxes for the items you want to re-number.

  2. Enter your desired starting number.

  3. Click to apply numbering—ClickBid will auto-index from there.