FAQ – Frequently Asked Questions

We continually add questions and answers here based on actual feedback from our clients.  Browse each Q & A or use the search to narrow the list.


BidStation FAQ

Make a list of all the bidders in the group and divide the total bid by the number of bidders. From here, you may either create copies of the item won by the group so that each member can have their share of the winning bid entered against each duplicate copy of the item, or, create a receipt tag in Other bids with a label such as “Split Pay”.  Then enter the first bidder’s portion as a winning bid on the item and each subsequent bidder’s portion as an other bid.

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Yes, see merge instructions in the BidStation User Guide to learn how to quickly and easily create your own thank you letters using our supplied template or customize it. Also see video tutorial on creating documents for more info.

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Yes, follow the instructions in the create documents section to make customizations and to create any type of custom document that you need, in addition to bid sheets (certificates, mailing labels, name tags, etc.).

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Yes, and most BidStation users do this. Detailed instructions are outlined the guide, located under the Help menu of BidStation. The Excel spreadsheet used for import must match the headers. CSV can also be imported.

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No.  With practice, you’ll be ready to make required changes quickly and easily.  However, we suggest keeping last minute changes to a minimum at the auction to avoid getting bogged down in data entry tasks.

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We recommend testing this process with the actual people who will input the data to determine their individual speeds based on their keyboarding ability.  Typically, bids take a few seconds each to enter.

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No. All data is saved as entered and the next record is opened. Only the current record would be lost. Having said that, BidStation does have a cleanup function under the file menu that will erase some or all of the data permanently, but will warn before doing so.  Users should always make a backup database file and make a habit of making regular backups after making changes such as entering all items, all attendees, all winning bids, etc.

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No. This would undermine the effort to produce a speedy checkout. Print all invoices, possibly in multiple stacks, (complete each print run separately though so that one stack is ready before printing additional stacks) prior to checkout so that cashiers need only to thumb through the stack to produce the invoice. Or, print by table number and deliver invoices to tables while guests are still seated.  If the auction has a high number of invoices that only have Other Bid purchases and no auction items, consider printing only invoices with auction items first, as they are the most important ones for the checkout process.

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We recommend a minimum of two people per computer, one to read the bids and BIDDER numbers, the other to enter the data. However, a majority of events utilize two teams and two computers set up to share the database on a network so that data entry speed is doubled.

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Yes. Use the REPORTS function and choose [Print ITEMS by Category] and choose [Results]

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Yes. Use the REPORTS function and choose [Print ITEMS by Category]

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Yes. The program is ready for network sharing and only requires a simple file/folder sharing setup.  It is highly recommended that networks be created as wired gigabit-speed ethernet networks, not wireless (WiFi) to ensure network data speed and reliability.

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The short answer is yes. Any computer with BidStation installed and licensed will be able to browse a local area network (LAN) to access and load a BidStation database file. BidStation’s reliability at your event has at its foundation the fact that it’s built to be local, not hosted in the cloud or on the internet (vulnerable to hacking, connectivity issues, etc.). The longer answer involves asking you to consider what you want to do with multiple users. If you’re thinking of having multiple users working on inputting items and attendees, printing bidsheets, etc., you should ask yourself if this is a good idea. Yes, BidStation supports this type of activity, but in practice we discourage it. Our experience is that it is best practice to have one person in charge of inputting and managing the data, or having one in charge of items and one in charge of attendees. In this scenario, it is not necessary to use a networked file as the data can easily be merged into the event-ready database, when needed.

BEST PRACTICE

Our intended use of BidStation on a multi-user environment is to allow more than to clerking stations to be able to enter bids and other bids at one time. Having multiple bid entry teams will greatly shorten the clerking time required when you have an auction with a large number of auction items and/or other bids (raffle tickets, balloon pops, fund a need, etc.).

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Yes.  Items, Attendees and Winning Bids can easily be exported as Excel files or CSV files. See the user guide under BidStation’s Help menu for details or visit the support videos page to watch a guided tutorial.

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Yes.  Simply export winning bids and the data will be in Excel format ready for formatting in PowerPoint or other similar systems for displaying winning bid information. For details, see user guide or watch the video tutorial.

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PayStation FAQ

Net funds are typically transferred the day following payment approval and typically arrive in the organization’s account by the next day (business days). If your organization is also using our online registrations, they will follow the same schedule as above.

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Make a list of all the bidders in the group and divide the total bid by the number of bidders. From here, you may either create copies of the item won by the group so that each member can have their share of the winning bid entered against each duplicate copy of the item, or, create a receipt tag in Other bids with a label such as “Split Pay”.  Then enter the first bidder’s portion as a winning bid on the item and each subsequent bidder’s portion as an other bid.

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This is an emergency backup that is made in real time, in the background, as you use PayStation. When you set the location of the shadow backup folder, we recommend that it be on a removable drive, in case the computer crashes.  This way you will have a backup on the removable drive for data recovery.

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