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🎯 Running a Seamless ClickBid Auction with Minimal Staff

Are you short on staff or volunteers?
Good news—ClickBid is built to help you run your event efficiently, even with a lean team. From pre-registration to check-out, the platform reduces friction, shortens lines, and simplifies support needs.

Let’s walk through how to host your auction with minimal staff while still providing a great guest experience.

🛠️ 1. Prep Your Auction Items Early

Aim to upload 80–90% of your items at least a week before the event.

  • Don’t worry if everything’s not finalized—you can add more items later.

  • The goal is to open the auction early, so guests can explore, register, and start bidding.

ℹ️ Info: Early access gives guests time to familiarize themselves with your auction and reduces day-of questions.

đź“Ł 2. Promote Pre-Registration and Early Bidding

Encourage guests to register before the event.

  • Share your event link: http://KEYWORD.cbo.io

  • Use your usual email tools (e.g. Mailchimp, Constant Contact, iContact) to spread the word.

  • Let attendees know they can start bidding before the event, saving time at check-in.

đź’ˇ Tip: Include a message like:
“Pre-register now to save time at the door and start bidding early!”

📲 3. Use QR Codes and Signage at the Event

Print and post your event QR code at key locations like:

  • Silent auction tables

  • Registration desk

  • Coat check

  • Entrance

 

Find your QR code under:
Software Settings > Account Settings > Basic Account Info

Screenshot 2025-06-11 135658

 

Add signs that explain how to scan the QR code and start bidding.

💡 Tip: Use simple instructions: “Scan to Sign Up & Start Bidding!”

🙋 4. Minimal Staff, Maximum Efficiency

A few well-placed volunteers go a long way:

  • 2–3 volunteers at check-in to help guests:

  • Once most guests have arrived, your volunteers can roam the auction area to assist with bidding and registration.

⚠️ Warning: Make sure volunteers are familiar with the registration process and can guide guests using phones or tablets.

đź’ł 5. Easy Mobile Checkout

After the auction ends:

  • Guests can check out directly from their phones.

  • Enable this option under:
    Software Settings > Auction Settings > Payment. 

     

Screenshot 2025-06-11 140622Screenshot 2025-06-11 140622

If credit cards are required at sign-up, payment is automatic and checkout is seamless.

Volunteer Role at Checkout:

  • Ask guests to show their digital receipt (emailed and visible on their phone).

  • Alternatively, volunteers can:

    • Look up guests in the Butler

    • Click “Paid Items” to confirm purchases

    • Use an iPad running Butler to check payment and item

💡 Tip: Set up a “Pick-Up” station where guests show their receipts and volunteers hand over items by matching the item number.

🧾 6. Post-Auction: Batch Process Unpaid Guests

If you required credit cards during sign-up, you can batch-process any unpaid items easily after the event.

This saves you from chasing down payments and ensures a smooth wrap-up.

âś… Final Thoughts

You don’t need a huge team to run a successful ClickBid event. With:

  • Pre-event promotion and registration

  • QR codes and mobile check-in

  • A few trained volunteers

  • Self-service bidding and checkout

…you’re all set to run a professional, streamlined auction with minimal effort and maximum impact!