Goodworld's Auction feature transforms online fundraising auctions by making them accessible, engaging, and easy to manage. Generate excitement with sneak peeks of auction items, ensuring high engagement before the event. Host virtual auctions from any device, allowing broad participation. Utilize a secure, centralized database to track bids, manage communications, and acknowledge bidders. Enjoy limitless auction listings with detailed photos and descriptions, automated email receipts for winning bids, and simple text-to-register functionality. Follow best practices by optimizing item previews, ensuring cross-device functionality, and personalizing bidder communications to maximize the success of your auction.
Setting up an auction
An auction is a type of event that can be added to any existing event. Auctions can be a component or an experience of an event. So while an event might be for a whole day at a particular location, auctions might only take place for 2 hours for some part of the event. Both the event and the auction will each have their own controls. The event start date and end date could be different from the auction start time and end time.
Navigate to the Events tab and select the event to which you want to add an auction.
Click on the Auction tab within the event page.
Select Create Auction to begin adding auction items.
If creating an auction from scratch:
Go to the Events section.
Click Create New Event and follow the setup prompts.
When prompted, select Yes to add an auction module.
Once the auction is enabled, you can start adding and managing auction items.
Conducting the auction
After setting up the auction, you will have access to tools for managing and monitoring auction activities. Auctions can be opened or closed manually. Each item can be individually opened or closed within the auction. Items can be displayed in list view or thumbnail view for easy navigation. Auctions can be embedded on the event landing page. Or, a “Visit auction” button can direct bidders to a separate auction page.
It is important to consider your primary audience when planning an auction. Will your expected top bidders be in the ballroom or at home bidding? When you are making decisions specific to the live auction, it is important to make it easy for the audience to participate. Will everyone be bidding on their phones? Goodworld strongly advises against having both live bidding in-person and virtual bidding. There should only be one place people can place bids. Either on their mobile devices or on pieces of paper. Do not allow both. Transparency and real-time data is fair. And fairness is the backbone of an auction.
Bid items vs. Fund-a-need
There are two primary types of auction items. Bid items are standard auction items where only the highest bidder wins. Usually, these are tangible items like art, jewelry or tickets to an experience. A fund-a-need is used for paddle-raise auction experiences, where multiple donors can contribute specific amounts. A fund-a-need experience means that each bidder will be charged for the amount that they pledge during the auction experience.
Bidding Elements
The following elements are available for admins to customize for each item.
Starting Bid: The minimum amount at which bidding starts for an item. This ensures that bidding begins at a reasonable price rather than at an unreasonably low amount.
Market Value: The estimated retail value of the item being auctioned. This gives bidders an idea of the item's worth and helps them decide how much they are willing to bid.
Bidding Increments: The predefined amount by which a new bid must exceed the current highest bid. This prevents bidders from increasing bids by very small amounts and keeps the auction moving efficiently.
Optional Buy Now Price: A set price at which a bidder can immediately purchase the item without waiting for the auction to end. This option is useful for bidders who want to secure an item instantly rather than engaging in competitive bidding.
Bidding Process
How do bidders place a bid?
To place a first bid: Once a bidder has looked through the list of auction items available on your event site and found an auction item they’d like to bid on, they can select the “Place Bid” button to the right of the item. If they haven’t registered for the associated event, they will be prompted to provide their contact details and enter a payment method in order to place a bid. Payment information is only required once.
To place a second bid on the same item: If a bidder is outbid, they will receive a notification by phone, email, or both. They can tap the link in that notification to return to the item and place a new bid.
To place a bid on another item: Bidders can return to the full auction item list by tapping the “View All Items” button at the top of each item’s bidding page. They can then navigate to the desired item and click "Place Bid." Payment information is only required once.
Is a bidder’s credit card charged every time they place a bid?
No. A bidder’s credit card is only charged if they win the auction. If they do not win an auction in which they participated, encourage them to consider making a donation or bidding on another item.
What happens if a bidder is outbid?
Bidders will receive a notification by text or email when their bid has been exceeded. If the auction is still open, they have the opportunity to place another bid.
Managing bidders
To manage bidders effectively, you can view or change bidder information within your event settings.
View and Edit Bidder Information
From inside your Event tab, click on the Registrants tab.
Scroll or search for your registrants, then click on their name to Edit or Visit their profile.
Basic information can be edited from the Edit drawer, including:
Name
Email address
Phone number
Shipping address
Each registrant is assigned a unique registration ID #, which can also be used as a paddle number when they register.
Deleting a Bidder
If you need to remove a bidder from the auction:
Click on the name of your Event in the left-hand menu bar.
Click on the Registrants tab.
Find the registrant you'd like to remove.
Click the three dots (...) to the right of the registrant's row.
Select Delete.
Confirm by clicking the Confirm button.
Adding a bid (on behalf of a bidder) manually
Manage live and online auctions like a pro with manual bidding. If you need to enter a bid manually for a participant, follow these steps:
Click on the name of your Event from the Events tab in the left-hand menu bar.
Click on the Auction tab.
Click on the item you want to enter a bid for manually.
Click the Place a Bid button.
Search for the registrant by name or registration #.
Select the Bid Amount.
Click Place Bid.
Note: If the previous highest bidder had a max bid set that is higher than the manual bid you're about to enter, give the screen a few seconds to update. This ensures that you can confirm who the current highest bidder is before proceeding.
Tracking Winners and Losers
The system automatically tracks all bids and determines winners and losers in real time. As bids are placed, the highest bidder is designated as the "current winner" until they are outbid. The winning bidder at the close of the auction is finalized as the item’s owner, and their payment status can be managed from the admin panel.
Winning bidders are charged automatically or manually, depending on the auction settings.
Losing bidders receive automated outbid notifications (if enabled), encouraging further engagement.
You can export auction data, including winners, highest bids, and payment statuses, for reporting and reconciliation purposes.
Charging and Checking Out
Payment Process:
Bidders must provide a payment method before placing a bid.
Once the auction closes, winners can be charged manually or invoiced.
Charging Options:
Click on the Action Icon next to the winner’s name.
Select Charge to process payment.
If invoicing, select Invoice Now to send a payment request email.
Checkout Confirmation:
The checkout screen allows admins to confirm a winner’s cart before processing the payment.
Goodworld’s auction module is designed to empower organizations with a powerful, user-friendly solution for fundraising events. Whether hosting a live gala or an online charity auction, our platform ensures a smooth experience for both administrators and participants, helping organizations raise more funds with less effort.
If you have questions about Auctions, schedule a support call with our success team.