Congratulations on making the decision to become a member of the AuctionTrak consortium. In an effort to streamline your setup as much as possible, we have developed the following checklist.
There may be some exceptions; however, this is the order that we recommend for your setup. Please take a few minutes to view this checklist and complete step 1 asap. Once you complete this step, we are able to add your organization onto our project list. If possible, all setup correspondence should take place via email using setup@auctiontrak.net.
Embedded in this checklist are links to helpful video files. Some of these videos are very large and will take some time to open. Please be patient!
- AuctionTrak Service Agreement: To sign up for AuctionTrak, complete the AuctionTrak Service Agreement completely, scan it and email it to setup@auctiontrak.net. Once we receive your agreement, we will email the login information to your new account so you can get started.
- Prepare your copy of AuctionTrak with your organization's Setup / Options.
a. Auctions – Click here to watch this video.
b. Auction Categories – Click here to watch this video.
c. Solicitation Teams - Click here to watch this video.
d. Solicitation Status List - Click here to watch this video. - Enter your User Accounts.
Watch this video to learn about the 3 levels of permissions in AuctionTrak (Administrator, Worker - Solicitation, Worker - Event Data Entry) and learn how to enter your users into the software. - Import Donors. (optional)
a. If you already have a database of Donors that you would like to use in AuctionTrak, you can prepare your data in Excel and upload it into AuctionTrak. Click here to watch this video.
b. If you want the AuctionTrak support team to upload your data, email us at setup@auctiontrak.net. There is a fee for this service.
c. If you do not have a clean database to upload, your committee can use AuctionTrak to build a new database from scratch. In this case, you can skip the Import Donor step of this checklist.
d. If you are a RenWeb Donor Connect client you should have included your school code in the service agreement. In this case, see Import People for instructions. - Import People. (optional)
a. The People database in AuctionTrak is used for 2 purposes: 1) Attendees for auctions and 2) Donors that are Individuals. If you imported your donors in a previous step, your People Database will already be partially populated. In addition, AuctionTrak has a Attendee Registration Form that will also be useful for populating the People Database. Click here to learn more about this topic. This video will help you decide if this step is necessary for your orgaization.
b. If you already have a database of People that you would like to use in AuctionTrak, you can prepare your data in Excel and upload it into AuctionTrak. Click here to watch this video.
b. If you want the AuctionTrak support team to upload your data, email us at setup@auctiontrak.net. There is a fee for this service.
c. If you do not have a clean database to upload, your committee can use AuctionTrak to build a new database from scratch. In this case, you can skip the Import People step of this checklist.
d. If you are a RenWeb Donor Connect client you should have included your school code in the service agreement. In this case, you simply click 'Import From Donor Connect Now'. - Import Items. (optional)
a. The primary reason for doing this step is so that your solicitation team can see a list of past donations when contacting a donor for your current auction. While this data may be helpful, it is a delicate process to import your previous auction Items databases. If you choose not to Import Items, you will build up this database over time and will benefit this historical data after using AuctionTrak for a few years. Therefore, you will need to decide whether or not it is worth the cost in time and/or money to have this data in AuctionTrak.
b. If you have a clean and comprehensive database of past donations given by your donors that you would like to use in AuctionTrak, you can prepare your data in Excel and upload it into AuctionTrak. Click here to watch this video.
c. If you want the AuctionTrak support team to upload your data, email us at setup@auctiontrak.net. There is a fee for this service.
c. If you do not have a clean database to upload, your committee can use AuctionTrak to build a new database from scratch. In this case, you can skip the Import Items step of this checklist. - Training:
- AuctionTrak Admins - As an AuctionTrak Admin, you will want to have a full knowledge of the entire system. The best way to gain this knowlege is to watch the 21 minute general overview or Demo Video. Then, you can watch any or all of the Help Videos as needed.
- AuctionTrak Worker - Solicitor
Solicitation workers should watch this video to gain a better understanding of how the Solicitation side of AuctionTrak works. - AuctionTrak Worker - Data Entry
Data Entry workers should watch all the videos in the During Auction section.
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