Managing Attendees and Event Check-In

Managing attendees is an important part of running a successful in-person or hybrid auction event. CharityAuctions provides multiple ways to add guests, assign bidder numbers, and check people in quickly and efficiently.

All attendee tools are designed to help you stay organized before and during your event.

Ways to Add Attendees to Your Event

There are several different ways attendees can be added to your auction.

Attendees can be added through:

• Ticket purchases
• Manual entry
• Importing an existing attendee list

This flexibility allows you to build your guest list in the way that works best for your organization.

Attendees Added Through Ticket Sales

The easiest way to add attendees is through event ticketing.

When you create and sell tickets:

1. Buyers purchase tickets through your auction.
2. Their information is automatically added to the attendee list.
3. Any guests included with the purchase are also added.
4. No manual data entry is required.

This method keeps your attendee list updated automatically as tickets are sold.

Manually Adding Attendees

You can also add attendees one at a time.

To manually add an attendee:

1. Open your auction dashboard.
2. Go to the Attendee/Tickets section.
3. Click Add Attendee.
4. Enter the guest’s name and contact information.
5. Save the attendee record.

This option is useful for adding sponsors, VIP guests, or people who did not purchase tickets online.

Importing an Attendee List

If you already have a list of guests, you can import them in bulk.

To import attendees:

1. Navigate to the Attendee/Tickets page.
2. Select the option to import attendees.
3. Upload your prepared attendee file.
4. Review the imported information.
5. Confirm and save.

This is a fast way to add large groups of guests without entering them individually.

Assigning Bidder Numbers

Bidder numbers can be handled automatically or manually depending on your preference.

You can:

• Enable automatic bidder number assignment for new attendees
• Manually assign specific bidder numbers
• Edit bidder numbers at any time

Bidder number settings are controlled from the Settings tab inside the Attendee/Tickets page.

To manage bidder numbers:

1. Open Attendee/Tickets.
2. Click the Settings tab.
3. Choose whether numbers are assigned automatically.
4. Update individual bidder numbers if needed.

This ensures every attendee is ready to participate in bidding.

Checking In Attendees at the Event

CharityAuctions provides fast and convenient check-in options to help your event run smoothly.

There are two main ways to check in guests:

Mobile QR Code Check-In

You can use mobile devices to scan guests in at the door.

To check in using QR codes:

1. Open the mobile check-in tool on your phone or tablet.
2. Scan the attendee’s QR code from their phone or ticket.
3. The guest will be instantly marked as checked in.

This method is fast and works great for busy events.

Manual Check-In From the Attendee List

You can also check in guests directly from their attendee record.

To check in manually:

1. Open the attendee list.
2. Locate the guest’s name.
3. Click the check-in option on their record.
4. The attendee will be marked as checked in.

This option is helpful when QR codes are not available.

Best Practices

For a smooth check-in experience:

• Set up automatic bidder numbers before the event
• Import attendee lists in advance
• Use mobile devices for quick QR scanning
• Have multiple volunteers assisting with check-in
• Test the check-in process before guests arrive

Proper preparation helps ensure fast entry and a great guest experience.

Frequently Asked Questions

How are attendees added to my event?
Attendees can be added automatically through ticket sales, entered manually, or imported from an existing list.

Can I import my own attendee list?
Yes. You can upload an attendee file from the Attendee/Tickets section to quickly add guests in bulk.

How are bidder numbers assigned?
Bidder numbers can be assigned automatically or manually from the Settings tab on the Attendee/Tickets page.

Can I change bidder numbers after they are assigned?
Yes. Bidder numbers can be edited at any time before or during the event.

How do I check in attendees at the event?
You can check in guests by scanning their QR code using the mobile check-in tool or by manually checking them in from the attendee list.

Do I need special equipment for check-in?
No. Any smartphone or tablet can be used to scan QR codes and check in guests.

If you need help setting up attendees or running event check-in, CharityAuctions support is always available to assist.

Tom Kelly

Tom Kelly, TEDx speaker and CEO of CharityAuctions.com, helps nonprofits raise millions through auctions and AI. He hosts The Million Dollar Nonprofit podcast and inspires leaders to live their legacy, not just leave it.