Charity Auction Software Help Center and Knowledge Base
Find step by step guides, setup instructions, and troubleshooting help for CharityAuctions. Learn how to use online auctions, mobile bidding, checkout, item setup, ticketing, donor management, and more.
Browse 60+ help articles for auction setup, bidding, checkout, and event management
Search the knowledge base or browse by category to find answers for running online, silent, live, and hybrid charity auctions.
Help articles by category
Auctions
How to Change the End Time of Your Auction
Change your auction start or end time on Online Auction. Bidding windows sit just above Add item. Edit the window. All assigned items update. No need to edit items one by one.
How to Close Bidding and Finalize Winners
Bidding ends automatically at your scheduled end time, or close a LIVE Item Block early from Bidding Start & End Times on Item Catalog. Close early assigns all items in that window to the current high bidders. After close, use Activity Feed reports and Invoices & Payouts. There is no Finalize winners button.
How to Create a New Auction
Create a new auction from your dashboard or while inside an existing auction. Use the auction dropdown to access View All Auctions, then click Create a New Auction.
How to Launch Your Auction and Make It Live
There is no Publish button. Activate a plan under Plans & fees and set a Bidding Start & End Times timeblock. Bidding opens automatically at your scheduled start. You need at least one item.
How to Remove a Bid, Cancel a Purchase, or Remove a Winner
Only an auction admin can remove a bid, cancel a purchase, or remove a winner. A bidder cannot delete their own bid. Open Activity Feed, then Bid History. Remove the bid from that list. Online auction items already on an unpaid invoice need Support.
How to Set or Change a Custom Auction URL
Set a custom auction URL on Promote, next to Preview. The standard link is charityauctions.com/event/auction/{id}. A custom link is charityauctions.com/e/your-name. Do not change the custom name after you start sharing it. The old name will no longer work.
How to Share Your Auction With Bidders
Share your auction with its auction link. Copy Link to share on Promote (next to Preview). Send it by email and social, post it on your website or embed the auction, and use the built-in promotional tools.
How to Turn On Bidding for Your Auction
Activate a plan under Plans & fees to unlock bidding, then make sure your Bidding Start & End Times timeblock is open. Bidding opens automatically at your scheduled start time.
What Happens When My Auction Ends
When your auction reaches its end time, bidding stops automatically, winners are determined, invoices are created, and notification emails are sent. Learn what happens and what to do next.
Where Can I Find My Auction Share Link
Open Promote to copy your auction share link. The standard link is charityauctions.com/event/auction/{id}. You can also save a Custom link (for social & email) at charityauctions.com/e/your-name. Both open your auction page.
Events
Creating Item Signs and QR Codes
Print item signs and QR codes from Promote. Click Promote (next to Preview). Open Display Sheets for item signs, or Registration Sign for the check-in QR. Guests scan the code to bid or open the auction.
How to Enter Paddle Raise and Fund a Need Donations
In Paddle Raise and Fund a Need, enter 5 bidder numbers at once, add another row of 5, and save everything at once. You do not have to enter donations one at a time. Bidder numbers live on the Attendee List.
How to Run a Live Gala with Ticket Sales
Yes. Sell tickets and run gala night in the same campaign. Set up Ticket Sales, land buyers on Attendees as bidders, share the auction URL, check people in, then close bidding. Create your free account.
How to Use Message Blast
Message Blast is included with Prepay & Save ($499 Setup). Open /admin/auctions/{id}/live-event-features/custom-messages. Send now to registered guests, or turn on Before bidding starts and Before bidding ends reminders. 500 free credits, then 5¢ each.
How to Use the Top Bidders Widget
The Top bidders widget has its own toggle. When it is on, it shows bidder names on your auction page, ranked by bidding activity. It counts every item status including Buy Now, and only active bids are included.
Managing Attendees and Event Check-In
Open Attendees under Fundraising Modules in Campaign Hub. Ticket sales, Import, and Add attendee fill the Attendee List. Registration does not collect a mailing address. The platform collects a mailing address during online bidding, when the bidder chooses shipping or you require it before they bid.
Managing Tickets and Tracking Revenue
In the left sidebar, under Fundraising Modules, click Ticket Sales. Open the Ticket Reports tab for totals, orders, Export Report, and Add Offline Sale. Bidder # and Table # are on Attendees. There is no Live Event Features sidebar.
Why Is the QR Code Not Working When I Take a Picture?
QR codes must be scanned, not photographed. Taking a picture saves an image but does not activate the link. Use your phone's camera to scan the code. A link will appear to tap.
Items
Adding and Managing Sponsors
In the left sidebar, under Fundraising Modules, click Sponsor Logos. Use Add Sponsor Logo or Add First Sponsor Logo. Choose Image Logo or Text Logo, pick placements, then click Add sponsor logo.
Adding Auction Items in Bulk
In the left sidebar, under Fundraising Modules, click Online Auction to reach Item Catalog. In Add items, click Upload. Download Excel Template, fill your spreadsheet, then upload an Excel file.
Can I Automate or Bulk Upload Images to My Auction?
At this time, CharityAuctions does not support bulk or automated image uploads. Images must be added individually to each item. The fastest way is mobile upload, item by item.
How to Add an Item to Your Auction
In the left sidebar, under Fundraising Modules, click Online Auction to open Item Catalog. Click Add your first item. Enter Title, Category, and at least one price such as Starting Bid. Save Item.
How to Clone Items to Another Auction
Clone items from a previous auction into another campaign from Item Catalog. Select all the items you want first, then open Bulk Edit, choose Clone to Auction, pick the destination, then Clone N Items. Cloned items arrive as Draft. Duplicate copies an item inside the same auction only.
How to Create and Download Gift Certificates
Create a downloadable gift certificate on an auction item in Item Catalog. Open Gift Certificate (Optional) at the bottom of the form. Download from the row Actions menu, not the Certificate badge.
How to Create Item Categories
In the left sidebar, under Fundraising Modules, click Online Auction. Open the Categories tab and click Add Category. When you add an item, Category is required and pre-filled as General Items.
How to Reorder Auction Items (Guest Preview)
The guest preview follows the saved order on the event page, not the item numbers by themselves. Use Arrange Order to sort, or drag and drop. Then click Save to Event Page to lock in the sort.
How to Set Starting Bids and Buy Now Prices
In the left sidebar, under Fundraising Modules, click Online Auction to reach Item Catalog. Open an item. In Bid Panel (Preview), set Starting Bid ($) and Buy Now Price ($). The helper says at least one price.
Managing Donors and Donor Reports
In the left sidebar, under Fundraising Modules, click Online Auction. Open the Donors tab. Add donor details on an item under Donor Information (Optional). There is no Add, Export, or Filter button on Donors.
Package List
Build your package list from Organization Home → Risk Free Items. Every package includes Available Assets ready to Download. You only pay if an item sells. A local business can sponsor the first package sold so you keep 100% of every sale. Use Schedule a call for a 20-minute talk with Tom.
Uploading and Managing Images and Media
Add photos on each item with Item Image. In the left sidebar, under Fundraising Modules, click Online Auction. PNG, JPG, GIF. Upload files or drag and drop. On a phone, Take Photo.
When You Do Not Recognize a Risk Free Consignment Contact
If a Risk Free or consignment contact is new to you, check Organization Home → Risk Free Items → Package list and Enter winning bidders. There is no name-lookup screen. Email support@charityauctions.com or use Talk to Us.
Payments
Can Bidders Pay Right Away?
Yes. Invoices are generated as soon as bidding ends. Bidders receive email and SMS with a payment link and can pay immediately. Most invoices are paid within minutes.
Credit Card Processing in CharityAuctions
Card and wallet payments at checkout are processed through your connected Stripe account. Invoices go out after the close. Bidders pay from the invoice link. Stripe processing fees apply. Declines can be retried from that link.
How do I set up direct deposit?
This is for when CharityAuctions collected the money. From the dashboard, click Manage auction. In the left sidebar, under TOOLS, click Invoices & Payouts. Open the Payouts tab. After you request a payout, the CharityAuctions team reviews it. After approval, usually 24 to 48 hours, they send a Stripe secure link so you can connect ACH banking info.
How Payouts Work in CharityAuctions
The Payouts tab is only there if CharityAuctions collected the money. There is a 7 to 14 day hold before funds are available to send. Then Request Payout on TOOLS, Invoices & Payouts, then Payouts. After Request Payout, a 24 to 48 hour review, then the Stripe ACH link. If you connected your own Stripe, there is no Payouts tab. Funds are available in 48 to 72 hours.
How to Issue a Refund to a Bidder
Refunds depend on who collected the money. If CharityAuctions collected funds, contact Support. If a payout was already sent, your organization issues the refund outside that path. If you connected your own Stripe, use Invoices & Payouts → All Transactions.
How to Resend an Invoice to a Winning Bidder
From the dashboard, click Manage auction. In the left sidebar, under TOOLS, click Invoices & Payouts. You land on Invoices. Chairs see every invoice created in that auction. Status is Paid or Pending. For an unpaid invoice, click View Invoice. In the lower right corner, click Send Reminder. CharityAuctions also sends 3 payment reminders in 3 consecutive days.
Managing Invoices and Collecting Payments
Yes, bidders can pay cash offline to your organization. Then mark the invoice paid. From Campaign Hub, under TOOLS, click Invoices & Payouts. Click View Invoice. In the lower right of Invoice Details, click Mark as Paid so unpaid reminders stop.
Require Immediate Payment for Buy Now Items
Control whether Buy Now purchases require immediate payment or are added to the final invoice. Instant Buy Now Payment is on the Payments tab. In the left sidebar, under CAMPAIGN, click Campaign Settings, then open Payments. Default is ON.
What Payment Methods Are Supported?
You collect with the payment methods already set up on your Stripe account. Examples of methods Stripe accounts often have include credit cards, Apple Pay, and Google Pay. From Campaign Hub, in the left sidebar, under CAMPAIGN, click Campaign Settings. Open the Payments tab. Click Connect Stripe.
When Will I Receive My Auction Funds?
Timing depends on who collected the money. If you connected your own Stripe, funds are available in 48 to 72 hours. If CharityAuctions collected the money, there is a 7 to 14 day hold before funds are available to send. Then you request a payout. After Request Payout, a 24 to 48 hour review, then the Stripe ACH link.
Why Don't I See Payment Settings in My Account?
Payment settings are not in your personal account. They live on the auction. From the dashboard, click Manage auction. In the left sidebar, under CAMPAIGN, click Campaign Settings. Open the Payments tab. If you click Connect Stripe, bidder payments go to your Stripe account and there is no Payouts tab. If CharityAuctions collected the money, the Payouts tab is there.
Pricing
CharityAuctions Plans and Included Fundraising Modules
Nothing Out of Pocket is 5%. Prepay and Save is $499 plus 3%. Fundraising modules are included on every plan. Message Blast is only included with Prepay and Save.
How Fees Work on CharityAuctions (No Optional Tips)
CharityAuctions does not use optional tip prompts at checkout. Current plans are Nothing Out of Pocket 5% and Prepay and Save $499+3%. Fundraising modules are included on every plan.
Reporting
Auction Reports and Data Exports
From the dashboard, click Manage auction. In the left sidebar, under CAMPAIGN, click Activity Feed. There is no sidebar item named Post Event Tasks. The tabs are Live Visitors, Live Analytics, Financial Summary, Item Performance, Bidder Activity, Bid History, and Downloads. File exports are on Downloads. Each listed export shows Excel and a Download button.
How to Export Bidder and Payment Reports
From the dashboard, click Manage auction. In the left sidebar, under CAMPAIGN, click Activity Feed. Open the Downloads tab. File exports are there. Each listed export shows Excel and a Download button. There is no sidebar item named Post Event Tasks or Download Reports.
How to See Bids (Bid History)
Two views. To show bid history to bidders, it appears on the item slideout under the bid box. New auctions start with that off. To see every bid per item as an admin and remove a bid, use Activity Feed, then the Bid History tab.
Setup
Can I Change Font Colors in My Auction?
Yes. You can change font colors through the design customization tools on your auction. Use theme colors, accent colors, or custom hex codes to match your organization's branding.
Change Your Auction's Share Image (Event Banner)
The social media image for your auction link is your event banner. From Campaign Hub, under CAMPAIGN, click Campaign Settings. Open Page Branding. Open Main Banner. Choose Upload Custom Banner, then Upload Banner or Change Banner.
Getting Started with CharityAuctions
How do I get started? Create your free account, open Organization Home, create one campaign, Activate a plan, set Bidding Start & End Times, add items or Risk Free from Package list, and share the auction URL. You do not need to book a demo.
How to Add a Donation Button
Let guests give without bidding. From Campaign Hub, in the left sidebar, under Fundraising Modules, click Donation Button. Turn on Enable Donation Button, set amounts and copy, then Save.
How to Add or Edit Auction Administrators
From Campaign Hub, in the left sidebar, under TOOLS, click Invite Team. Enter Email Address. Choose Access level Staff or Volunteer. Click Send Invitation. Register with that same email, then accept on Auctions I'm Managing. If the portal shows active but pending registration, accept the invite with the matching email. Check spam if the invite is missing.
How to Contact CharityAuctions Support
Reach CharityAuctions by phone, email, live chat, a booked call, or SAM Ai Bot. Say talk to a human when you want a person. Call 1-844-234-2335 or email support@charityauctions.com.
How to Delete Your CharityAuctions Account
Go to charityauctions.com/bidder/dashboard. That page is Auctions I'm Managing. Click your name or initials chip in the top right. Click Edit Profile. Scroll to Account Deletion. Deleting your account is permanent and cannot be undone.
How to Invite Organization Team Members
Invite organization managers and board members from Team & Settings. Enter Email address and click Send invitation for org admin access to this organization workspace. Event-specific staff and volunteers belong on auction Invite Team (Staff or Volunteer), not at the organization level.
How to Preview Your Auction
If you cannot see the auction you already set up, open Online Auction and click Preview in the top right. That opens the guest event page so you can review what bidders see.
Planning Your Charity Auction Event
Pre-account planning FAQ for volunteer chairs. Timeline, online vs in-room, items and Risk Free Package list, guest bidding with no app, when to open and close bidding, fees if asked, team roles, and a soft close to Create your free account.
What is Organization Home?
Organization Home is the organization level of your CharityAuctions account. It sits above each auction campaign. New accounts with no campaign land here after login. If you already have a campaign, login opens Auction Campaigns instead.
What is Team & Settings?
Team & Settings is where you keep your CharityAuctions organization and the people who run it in one place. Open it from Organization Home to invite organization managers and board members, edit the organization name, and update MAIN ACCOUNT HOLDER profile details.
Where Can I See Past Auctions?
Past auctions show on Auction Campaigns at the organization level. If you are inside one campaign, click All Campaigns under the logo. If you used CharityAuctionsToday before, ask support to migrate those auctions. If you still do not see them, you may be signed in on a bidder account instead of your auction admin account.