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🧾 Legacy: How to Prevent Duplicate Bidders in ClickBid

❓ What Happens When Guests Self-Register and Buy Tickets?

If a guest registers to bid on their own before or after purchasing a ticket, ClickBid will:

  • Create two separate bidder profiles

  • Show the same name twice in your bidder list

  • Remove email and phone info from the second profile to prevent conflicts

🛡️ 3 Ways to Prevent Duplicate Bidders

Here are your best options to prevent duplicates before they happen:

✅ 1. Create a Ticket Type for Non-Attendees

Use this if you need guests to participate remotely but not attend in person.

  • Go to Event Tickets and create a ticket for “Non-Attendees”

  • Use a discount code to set the price to $0 if needed

💡 Tip: This helps keep attendees and remote bidders clearly separated.

📝 2. Add Clear Instructions Below the “Register Now” Button

If you're keeping the Register Now button live:

  • Add a note under the button like:
    “If you've already purchased a ticket, please do not register again. You'll be added as a bidder automatically.”

📌 Info: This reduces confusion for guests unsure about what steps to take.

💬 3. Use Mass Messaging to Inform Guests

After converting guests into bidders:

  • Send a mass text or email with their bidder number

  • Include a login link using the [u] shortcode

💡 Recommended: Do this regardless of which ticket strategy you use—it improves the guest experience and reduces support issues.

🧹 How to Fix Duplicate Bidders (If It's Already Happened)

If duplicates already exist, follow these steps to clean up your bidder list.

🔄 Step 1: Convert Ticket Holders to Bidders

  1. Go to Event Tickets > Manage Guests

  2. Click Show 100 to display more guests

  3. Use the toggle at the top to Select All

  4. Filter by Bid Number Assigned = No

  5. Scroll down to Batch Update

  6. Select Make Bidder, type “Make Bidder” to confirm, then click Complete

📌 Warning: If you have more than 100 guests, repeat this process for each page.

🛑 Step 2: Resolve Duplicate Records

If duplicates were created, you'll see a message saying:

“This information is already being used for a bidder.”

Follow these steps:

  1. Go to Bidders > Manage Bidders

  2. Look for duplicate names with missing emails/phones

  3. If one record is clearly incomplete, delete it

  4. If both records have important info (credit card, meal choice, etc.), merge them

⚠️ Warning (HubSpot-style): Once you merge bidders, it cannot be undone. Double-check before proceeding!

🧩 How to Merge Bidder Profiles

  1. Check the box next to both duplicate profiles

  2. Click the Merge button

  3. Review the info in the popup and confirm

💡 Tip: Merging preserves key details like meal choice, table number, and contact info.