Add New Items to Auctria
Auctria allows you to add or edit items at any time before, after, or during your event activities, including auctions. This is an overview of the process.
To add a new item, the fastest way is to click the + icon in the Items block on the main Event Dashboard. This will open the Add Item dashboard.
You can also find additional ways to add items in More Ways To Add New Items at the bottom of this page.
Before adding items, it's worth familiarizing yourself with the available Item Types and how they work.
See Introduction To Items for a full overview.
Add Item Dashboard
| Field | Description |
|---|---|
| Item # | Assigned automatically by Auctria, or set manually. |
| Title | The short name or description of the item. |
| Type | Select from the pre-set item types. See Item Types for an overview, or jump directly to a specific type: Paper Bidding Type, Live Bidding Type, Online Bidding Type, Partial Items, For Sale Items, Donation Items, Raffle Prize Items. |
| Item Category | A category you define to help organize items in your event. An item can only be in one category. See Item Categories. |
| Tags | Tags help filter items in searches and reports. An item can have multiple tags. See Where Tags Can Be Used In Auctria. |
A complete view of the Add Item dashboard.
Item
The Item section is where the Item #, Title, Type, Item Category, and Tags are initially set. All of these can be edited afterward — see Item Details for more information.
Required Fields
Every item in Auctria is required to have an Item Number, Title, and Type set during item creation.
Item Number
Auctria can assign an Item # automatically, or you can enter your own. Item numbers can include both letters and numbers, but must be unique across all items in your event.
Item Numbering
If you manually enter a numeric-only value when creating a new item, the Next assigned item# value in the main Item Dashboard will also be updated. See How To Set The Next Item Number for more information. You can also renumber items later if needed.
Title
Every item must have a Title — typically a short, one-line descriptive name. The title is used to identify the item on Bid Sheets, in Participant Statements, and in the Item Catalog and Item Details elements.
Common Property Sections
The following sections are available for all item types and are all optional. They can be filled in when creating the item or updated at any time afterward.
Description
| Field | Description |
|---|---|
| Description | Additional detail about the item. Any URLs entered here will become clickable links when shown online. |
| Terms and Conditions | Any terms and conditions to be included on bid sheets or other forms for this item. |
| Reference Number | An optional field for any external reference associated with the item. |
Pricing
The Pricing section is where you set the item's value and any related costs.
| Field | Description |
|---|---|
| Value | The monetary value of the item, shown in the catalog or on a bid sheet. Leave blank or enter 0.00 to omit it. Enter -1 to mark the item as Priceless. |
| Taxable Value | Use this if the item's taxable value is less than its stated value — for example, a $200 ticket where only $75 is considered taxable. See Taxable Value for more information. |
| Shipping Cost | The amount charged for shipping to the winner of this item. See Shipping for more details. |
| Sales Tax Category | User-defined categories for organizing items that need to be taxed. See Sales Tax for more information. |
Donor
If an item was donated, you can record the relevant donor information here. See Item Donors Dashboard for more information.
| Field | Description |
|---|---|
| Donated by | The person or organization that provided the donated item. |
| Add Another Donor | Use this link when an item has multiple donors. |
| Solicited by | The name of the person who approached the donor. This is an internal field only. |
| Receiptable Value | The value to show on the donor receipt, if different from the item value. |
| Receipt Required | An informational checkbox only — can be used as a reminder that the donor requested a receipt. |
Options
| Field | Description |
|---|---|
| Is basket/lot package? | If enabled, a Contents tab will be added to the item, allowing you to define the items in the basket or package. See Baskets And Packages for more information. |
| Is gift certificate | If enabled, Auctria can generate a simple gift certificate for this item. |
| Is event | Marks this item as a scheduled event (e.g., a concert or dinner party) happening at a specific time. |
| Highlight item | If enabled, this item will appear when an Item Catalog is configured to display highlighted items. See Configure Items Displayed for more information. |
| Exclude from catalog | If enabled, this item will not appear in online or printed catalogs. |
Images
Items can have images associated with them, added either when creating the item in the Images section, or afterward from the Item Details page on the Images tab.
Images can be uploaded from your computer or added by providing a URL. Uploaded images are resized as needed, but the aspect ratio is never changed.
Image Recommendations
For the best results, use approximately square images. Narrow or rectangular images may not display well in the space available on catalog and item pages.
See Images and Links for more information.
Consignment
The Consignment section is used when managing consignment items.
| Field | Description |
|---|---|
| Consignment Category | User-defined categories to help organize consigned items. |
| Consignment Minimum | The minimum cost for this consignment item. |
| Consignment Maximum | The maximum cost for this consignment item. |
Other
| Field | Description |
|---|---|
| Location | The physical location of the item at the event — often a table number. This can be shown on some forms. |
| Closing Time | For Paper type items, the time when bidding will close. This can be printed on the item's bid sheet. |
Forms
The Forms section lets you override the item description with custom text on specific forms and pages. If left blank, the item description is used by default.
| Field | Description |
|---|---|
| Display Page Text | Shown on the item's display page instead of the description. |
| Bid Sheet Text | Shown on the bid sheet instead of the description. |
| Certificate Text | Shown on the certificate instead of the description. |
| Catalog Text | Shown in the item catalog instead of the description. |
| Statement Text | Shown on participant statements. |
Notes
The Notes section provides a free-form text field for internal notes about the item. Notes are not displayed publicly anywhere.
Basket
The Basket section is only available for Partial item types. If you have existing Baskets And Packages, you can assign Partial Items to them while adding the item.
Biddable Property Sections
The three biddable item types — Online Bidding Type, Paper Bidding Type, and Live Bidding Type — each have the following additional property sections.
Online Bidding
The Online Bidding section sets the closing mode and allows you to override the default online bidding start and end times for the item.
| Field | Description |
|---|---|
| Closing Mode | Controls how the item closes during online bidding. Intended for use with the virtual live auction controller. |
| Override online visibility start | Sets a visibility start time for this item, overriding the event default. Leave blank to use the event default. |
| Override online visibility end | Sets a visibility end time for this item, overriding the event default. Leave blank to use the event default. |
| Override online bidding/sales start | Sets a bidding start time for this item, overriding the event default. Leave blank to use the event default. |
| Override online bidding/sales end | Sets a bidding end time for this item, overriding the event default. Leave blank to use the event default. |
Online Bidding Settings
The following pages have more information on how these settings affect your items:
Availability
The Availability section sets the quantity available and whether multiple winners are allowed.
| Field | Description |
|---|---|
| Quantity | The number of this item available. Defaults to 1. For Auctria to manage multiple items individually, Allow multiple winners must be enabled. |
| Allow multiple winners | If enabled, more than one bidder can win the item. |
| Max per bidder | The maximum number a single participant can win (applies to multiples only). |
Multiple Winners
See Multiple Winners for more information on how this setting affects your event.
For Sale Items
The For Sale section provides availability settings and ticket configuration for For Sale Items. The Quantity value is optional — you can generally leave all other fields as-is when creating a For Sale item.
Creating Ticket Items
It is not recommended to create a Tickets item using the Add New Item routine. Please use the Adding And Editing Tickets function instead.
Ticket Items
The default Ticket Type is None, meaning the For Sale item will be a simple purchasable item. You can change this using the drop-down selector.
Admission Tickets
When Ticket Type is set to Admission, the Admission Ticket Items panel is added to the page. This is configured automatically when using the Adding And Editing Tickets function.
Raffle Tickets
When Ticket Type is set to Raffle, the Raffle Ticket Items panel is added to the page. This is configured automatically when using the Creating Raffles function.
Other Tickets
The Other ticket type is available for items that should be treated as tickets without fitting the Admission or Raffle categories — for example, drink tickets. Aside from being recognized as a ticket item, there is no functional difference between the None and Other options.
For Sale Availability
The Availability section for For Sale items works differently from the Biddable item version. The Quantity and Max per participant values limit the total number available and the number any single participant can purchase.
For Sale Availability Settings
Most For Sale Availability settings are configured automatically when creating admission tickets or raffle tickets. See the following for more details:
Donations
The Donations section manages settings specific to Donation Items.
Fundraising Target
Setting a Fundraising Target applies only to the specific item and will trigger a Progress Tracker element on the item's details page.
See the following for more information on Donation item options:
Save the Item
Once you've filled in the necessary information, click the Add Item button on the left side of the page. A confirmation message will appear at the top of the screen along with a link to the newly created item's details page.
More Ways To Add New Items
Beyond adding items manually from the dashboard, you can also:
- Duplicate an existing similar item.
- Copy items from a previous event.
- Import items from an Excel file.
- Allow donors to submit item donations online and then promote them to items.
Last reviewed: April 2026