Plan Your Event
This guide will walk you through the steps of planning your event fundraiser.
🪄 Step 1: Add Your Items
Items are the heart of your auction or fundraiser. In Auctria, you can add all kinds of items — from auction packages to raffle prizes and sponsorships.
Items have Item Types, and choosing the right type helps your items behave correctly in the app and on your event website.
Adding Items
You can add items directly through the Items dashboard (left sidebar).
Each item can include:
- Item Type
- Title & description
- Images
- Starting bid & bidding rules
- Buy Now price (optional)
👉 See Introduction To Items for more details about Items and Item Types.
💚 Step 2: Manage Donors & Donations
Most events rely on generous donations from individuals and businesses. Auctria supports every stage of the donor journey.
Accept Donations Online
You can add a donation form to your event website so donors can easily submit their donations and details.
Manage Donor Info
All donor information is stored in Auctria, making it easy to track in-kind donations and donor history.
You can find Donor reports by visiting Reports Donor tab.
If you receive cash or check donations, you can enter them manually through the Donations Dashboard.
Learn more about Item Donors and Donations:
🌐 Step 3: Build Your Event Website
Your Event Website is your event’s online home base — where guests can register, bid, buy tickets, donate, and browse items.
Smart Templates
Auctria’s smart templates automatically update as you add items, sponsors, and other content — saving you valuable editing time.
Need to update your site later? Use the Website Editor anytime to make changes. Changes are saved instantly.
👉 Learn more about the Event Website at Introduction to Websites.
🎟️ Step 4: Set Up Tickets & Guest Management
You can add tickets to your event through the Tickets dashboard.
Tickets can be sold directly through your event website, the Auctria Dashboard, or the Auctria Admin App!
Each ticket purchase automatically registers guests to your event guest list.
Guest Management
Guests in Auctria are managed through the Participants dashboard.
How to Manually Add & Manage Guests
You can add guests directly through the dashboard by going to Participants (left sidebar) Add New Participant.
👉 See Introduction To Participants to learn more about Participants in Auctria.
Event Night: Guest Check-In
Use Check-In (left sidebar, Actions) to manage guests as they arrive on event night — confirm attendance, verify guest info, and link bidders to tickets.
Learn more about Tickets and Guest Management:
🤝 Step 5: Add Sponsors
Click Sponsorships on the left sidebar to open the Sponsorships dashboard.
You can add Sponsorship Items, set sponsorship prices, and feature sponsor logos directly on your event website.
Display Sponsors
The Sponsors page is automatically generated and updated as admins add new sponsors and their logos — ensuring they get the visibility they deserve.
Learn more about Sponsorships:
🎟️ Step 6: Set Up Raffles (Optional)
If your event includes a raffle, Auctria helps you sell raffle tickets and manage prizes directly within the Raffles dashboard.
Raffle Ticket Sales
Raffle tickets can be sold directly on your event website, alongside regular auction items and donations.
Raffle Prizes
Admins can also manage raffle prizes and award winners directly through the dashboard.
Raffle prizes can be added like any other item, with clear labeling so guests know what’s up for grabs.
Learn more about Raffles:
✉️ Step 7: Review & Edit System Emails
Auctria automatically sends helpful system emails — like registration confirmations, winning bid notices, and receipts.
Customize Emails
You can edit the default system emails to match your event’s branding and voice.
Create Custom Emails
If you have an Emerald or Diamond license, you can also create and send custom emails through Auctria’s Email Editor, making it easy to send reminders, updates, and thank-yous.
Learn more about Emails:
💬 Step 8: Text Messaging (Emerald & Diamond Plans Only)
If you’re on an Emerald or Diamond plan, you can set up text messaging to keep guests updated before, during, and after your event.
What Texting Can Do
- Send bid confirmations
- Send outbid notifications
- Share important updates (like auction closing times)
- Collect donations via text
- Let guests register or check out via text
How to Enable Text Messaging
- Head to your Event Dashboard
- Visit the Texting page in the Communication dashboard (left sidebar)
- Set up your Event Texting Number and customize your messages
Learn more about Text Messages:
✅ Final Check
Once these steps are done, your event will be well on its way!
What’s next? Running your event.
Last reviewed: November 2025