Silent Auction Manager
East Tennessee Corvette Club
This is your home base for running the whole show — from items rolling in automatically off email, to printing bidding forms, tracking winners, and getting invoices out the door without you lifting a finger. No database skills needed, nothing to maintain, just a tool built to take the busywork off your plate so you can focus on running a great auction. Glad to have you trying it out!
Step 1 — Item Load
Scan the auction inbox, review emails, and load items into the database.
| Email Date | From | Subject | Preview |
|---|
| Item # | Email Date | Category | Description | Value | Reserve | Donor Name | Donor Email | Donor Phone | Date Loaded | Preview |
|---|
Step 2 — Create Bid Sheets
Print a bid sheet for each auction item.
| Item # | Submission Date | Category | Description | Value | Reserve | Donor Name | Donor Email | Donor Phone | Date Loaded |
|---|
Step 3 — Register Bidders
Add and manage auction bidders.
| Bidder # | Bidder Type | Last Name | First Name | Phone |
|---|
Step 4 — Record Winning Bidders
Enter the winning bidder number for each auction item.
| 🖨 | Item # | Description | Value | Reserve | Winning Bid | Bidder |
|---|
Step 5 — Announce Winners
Review and announce winning bidders for each item.
| Bidder # | Bidder Name | Items Won |
|---|
Step 6 — Pay & Pickup
Record payment method and item pickup for each winning bidder.
| Click Bidder # or Last Name column header to sort | ||||||||||||||
| Bidder # | Last Name | First Name | # Items | Winning Bid | Item # — Description | Cash/Check | Check # | CC Trans. | CC Total | Paid | Pay Method | Other Amt | Other Reason | Invoice |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Step 7 — Post Auction
Post-auction tasks and reporting.
Settings
Configure Gmail access and email field extraction mapping.
Define how to extract fields from each email. The Email Label is the text prefix in the email body (e.g. "Category:"). The Table Column is the database field name to populate.
| Email Label | Select By | Database Column | Loaded Items Column | Edit | Remove |
|---|
Import club members from a Club Express Additional Member Data CSV export. Expected columns: member_number, last_name, first_name, primary_email, cell_phone.
Import pre-registration bidders from a Club Express Registrant Data CSV export. Expected columns: member_number, last_name, first_name, email, cell_phone.