Managing Donors and Donor Reports
You manage item donors from Online Auction. In the left sidebar, under Fundraising Modules, click Online Auction. Then click the Donors tab. There is no left-sidebar entry named Item Management or Manage Donors.
Donors are stored on items. Add donor details when you create or edit an item. After you save, they show on the Donors tab.
To add the item first, see How do I add an item to my auction?.
Open the Donors tab
- Go to your dashboard.
- Click Manage auction on the auction card, or open the campaign.
- In the left sidebar, under Fundraising Modules, click Online Auction.
- You land on Item Catalog.
- Click the Donors tab.
The tabs next to Item Catalog are Categories, Donors, Risk Free Items, and Display Sheets.
The page URL includes /admin/auctions/{id}/item-management/item-catalog?tab=donors. If you are looking for Item Management or Manage Donors in the left sidebar, you will not find them.
What you see on Donors
The heading is Centralized Donor Management.
The helper says: Use this page to keep donor contact information up-to-date, see all items contributed by a specific donor, coordinate fulfillment based on whether the admin or donor is shipping, and easily gather info for thank you messages.
The list heading is Item Donors. The helper there is List of donors and their contributed items.
The table columns are Donor, Company, Items Donated, Fulfillment, and Actions.
If no items have donor info yet, the empty state says No donors found for this auction. Add items with donor info to see them here.
This tab does not have Add, Export, or Filter. Filter sits on Item Catalog, not on Donors.
Add donor info on an item
- Click the Item Catalog tab.
- In Add items, click Add item.
- The Add New Item drawer opens. The helper text is Edit item details, images, and bidding settings.
- Stay on the Edit Item tab.
- Scroll to Donor Information (Optional) and expand it.
- Turn on Add Donor Information.
There is no Show Advanced Details control. Donor Information is its own accordion, below Item Description and above Gift Certificate (Optional).
For an item that is already in the catalog, open the ⋯ Actions menu and click Edit. Then use the same Donor Information (Optional) accordion.
Donor fields
After you turn on Add Donor Information, the fields are:
- Donor Name. Placeholder e.g. John Smith.
- Company Name (Optional). Placeholder e.g. Acme Corp.
- Email Address (Optional). Placeholder e.g. donor@example.com.
- Website URL (Optional). Placeholder https://example.com.
- Street (Optional). Placeholder Street address.
- City (Optional). Placeholder City.
- State (Optional). Placeholder State.
- Zip (Optional). Placeholder Zip code.
- Donor Visibility
Donor Name is the name field. The others are labeled optional.
Donor Visibility
Donor Visibility is a dropdown. The default is Show Name & Company.
The options are:
- Show Name & Company
- Show Name Only
- Show Company Only
- Hide Donor Info (Internal Only)
Use Hide Donor Info (Internal Only) when the name should stay off the public item page.
Save the item
On a new item, click Save Item.
When you edit an existing item, click Update Item.
Cancel or Close leaves the drawer without saving.
After you save donor info on an item, open the Donors tab again to see that donor in the list.
File exports
The Donors tab does not export a file. It does not send thank you letters.
For a spreadsheet, in the left sidebar, under CAMPAIGN, click Activity Feed. Open the Downloads tab.
- Donations Export. Helper text is All donations (Direct, Paddle Raise, Fund a Need).
- Sold Items. Helper text is Items sold with winner and donor information.
Each listed export shows Excel and a Download button.
See Auction Reports and Data Exports and How to Export Bidder and Payment Reports.
Need help with donors? See How to Contact CharityAuctions Support. Email support@charityauctions.com.
Frequently asked questions
Where can I view all my donors?
From the dashboard, click Manage auction or open the campaign. In the left sidebar, under Fundraising Modules, click Online Auction. Click the Donors tab. Do not look for Item Management or Manage Donors in the left sidebar.
How do I add a donor to an auction item?
On Item Catalog, click Add item. On the Edit Item tab, expand Donor Information (Optional). Turn on Add Donor Information. Enter Donor Name and any optional fields, then click Save Item.
Can I hide a donor's name from the public?
Yes. In Donor Information, use Donor Visibility. The options are Show Name & Company, Show Name Only, Show Company Only, and Hide Donor Info (Internal Only).
Can I see which items a donor contributed?
Yes. The Donors tab table includes Items Donated. The empty state says No donors found for this auction. Add items with donor info to see them here.
Are donor reports on the Donors tab?
No. The Donors tab does not have Add, Export, or Filter. For files, go to Activity Feed, open Downloads, and use Donations Export or Sold Items.
Does CharityAuctions automatically send thank you letters?
The Donors tab does not send thank you letters. The helper says you can gather info for thank you messages. For a file, use Downloads. See Auction Reports and Data Exports.
Related articles
- 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?
CharityAuctions does not support bulk or automated image uploads. Images must be added individually to each item. Learn the fastest way to add photos—using your mobile phone.
- 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.