Prerequisites
Before setting up auctions, make sure you have already created an event on Almabase. Auctions are configured as a fundraising option within an existing event.
Step 1: Enable Auctions on Your Event
Navigate to your Event Homepage in the admin panel.
Scroll down to the Fundraising Options section.
Click the Configure Auctions button.
This opens the auction configuration panel, where you'll set your auction timing and payment window.
Step 2: Set Auction Timing
Configure when bidding opens and closes:
Set the Auction Start Date — the date and time when bidding becomes available to participants.
Set the Auction End Date — the date and time when bidding closes. The highest bid at this point wins each item.
Step 3: Set the Payment Window
The payment window is the period after the auction ends during which winners can pay for their items.
Set the Payment Window Start Date — typically this is the same as or shortly after the auction end date.
Set the Payment Window End Date — the deadline by which winners must complete payment.
Once configured, click Save Changes.
Step 3a: Configure Saved Cards & Auto-Charge
Below the payment window settings, you'll find options for saved cards and automatic payment processing.
Allow Saved Cards
Enable this option to let bidders save a payment card on their account before or during the auction. Saved cards make the payment process faster for winners and enable auto-charging.
Require Saved Cards to Bid
When enabled, only users who have saved a payment card on file will be allowed to enter the auction and place bids. This ensures that all winning bidders have a valid payment method ready, reducing the risk of unpaid items after the auction closes.
Auto-Charge Winners
Enable auto-charge to automatically process payment for winning bidders when the auction ends, using their saved card.
Auto-charge timing — Set a specific date and time after the auction closes when the auto-charge will be triggered. This gives winners a brief window to review their won items before payment is processed.
Manual trigger — If you prefer, you can also trigger the auto-charge manually from the auction dashboard at any time after the auction closes, rather than relying on the scheduled time.
Bidder consent — When auto-charge is enabled, bidders will see a consent checkbox during the bidding process. They must agree to automatic payment before placing a bid.
Step 4: Add Auction Items
With the auction enabled, you can now add items for bidding.
Click Add Item on the auction dashboard.
A side panel will open with the following fields:
Item Details:
Item Name — A clear, descriptive name (e.g., "Napa Valley Wine Country Escape")
Description — Explain what the item includes, why it's valuable, and any terms (e.g., "A three-night luxury retreat for two. Includes a Michelin-star vineyard dinner, private chef dinner on night two, and a spa treatment. Dates flexible within October.")
Images — Upload one or more photos of the item
Auction Type:
Silent Auction — The item will appear on the auction website and bidders can place bids online.
Live Auction — The item will appear on the site for preview only. Bidding happens in person and the admin manually records the winner.
Bid Settings:
Starting Bid — The minimum amount for the first bid on this item.
Bid Increment — The minimum amount each new bid must increase by (e.g., $50, $100, $200).
Fair Market Value (FMV) — The actual market value of the item. This is used to calculate the gift portion of the winning bid (winning bid minus FMV = tax-deductible gift amount).
Fund Designation:
You can assign each item's proceeds to a specific fund. This is useful when your auction spans multiple days or departments. For example:
Day 1 items → Physics Department Fund
Day 2 items → Chemistry Department Fund
Day 3 items → Philosophy Department Fund
Item Availability Window:
You can control when each item becomes available for bidding. Even if the overall auction runs for five days, you can set individual items to become available on specific days. This lets you stagger items across the auction duration.
Step 5: Publish Items
Once all details are filled in:
Click Publish to make the item live on the auction site.
Click Save Changes in the side panel.
The item will now appear on your auction site for participants to view and (for silent auction items) bid on.
Step 6: Customize the Auction Landing Page
Your auction site includes:
Auction Title — Displayed at the top of the page.
Landing Page Image — You can set a hero image for the auction.
Search — Participants can search for specific items by name.
Item Cards — All items are displayed as browsable cards. Live auction items show an "Available at live event only" badge.
What’s Next?
Once your auction is live, head to [Managing Bids & Auction Dashboard] to learn how to monitor bidding activity, assign live auction winners, and manage participants.