Bidstation FAQ

“Saving a card on file” refers to the process where, at check–in, a guest’s credit card is swiped and tokenized via a Square reader, then securely stored in their attendee profile. The card isn’t charged immediately; it’s only billed if the guest makes a purchase or wins an item. This method allows for a smooth, cashless checkout experience and helps prevent long lines at the end of the event.

Yes. The program is ready for network sharing and only requires a simple file/folder sharing setup. However it is not recommended, except in exceptional circumstances or for very large events, because networks are prone to disconnection at events and require specialized knowledge and equipment. If networks are used, it is highly recommended that they be created as wired networks, not wireless (Wi-Fi) to ensure network data speed and reliability.

To connect your Square account, open the Setup screen in the Bidstation software on your PC and click the “Connect with Square” button. You’ll be prompted to sign in using the primary credentials of the Square account you plan to use for your event. Once signed in, the Square account details will be displayed in the Square Account panel. If you see a message like “Not configured yet,” simply click “Refresh Status” to update the display. This connection must be set up for each new event database you create.

Bidstation streamlines the entire auction process—from entering items and registering attendees on your PC to managing on‐site check–ins and payments via mobile devices. Its integration with Square means you can securely save cards on file and process payments in real time or in batches after the event, reducing long checkout lines and improving overall event efficiency.

First, download the Bidstation app from the appropriate app store. Then, on your PC, open the Setup screen in Bidstation and start the device sync to generate an Event Device Code. Enter this code into the Bidstation app on your mobile device. Before using the app, ensure that you have connected your Square account via the desktop software. This pairing synchronizes your devices, allowing your check–in volunteers to register guests and save their card details using the Square hardware.

Bidstation offers flexible payment processing. You can choose to process payments immediately for large donations or if a guest prefers to pay at checkout. Alternatively, you can batch process all saved card payments after the event using the “Process Square Payments” button in the Payments window. This allows time to verify winning bids and reconcile amounts before charging cards.

To create a new database, simply open the File menu and choose “New Database.” Name your file and save it in a convenient location. This new file will be blank and ready for you to add event details, items, and attendee data. This separation allows you to manage each event independently and maintain accurate records.

Yes. In the ITEMS window (available from the dashboard), you will find the ‘Search by title, number or donor’ field in the top left corner.

No.  Bidstation is a unique, customized point of sale solution purpose-built for streamlining in-person auction fundraising events with silent auction bid sheets, live auctions, fund a need paddle raises, raffle tickets, wine pulls, etc.

Bidstation allows you to run an event with no lines and happy guests with limited technology and not needing them to use their phones or devices in order to participate and support your organization.

Bidstation is designed to enhance traditional, in-person auctions using paper bid sheets and live bidding. It does not support mobile bidding, ensuring guests remain engaged without the distraction of personal devices.

If you have an item number 0 in the Item number column, it means the item has not been assigned a number. This can happen if you are entering Item numbers manually and forgot to enter one, if you imported Items without numbers, or if you imported duplicate numbers. You will therefore need to assign one.

When you purchase Bidstation a license key will be emailed to you. You will also have an account created for you on the website where you can retrieve it. Check your email for the license key and for the password for logging in to your account.

The Event Device Code is generated in the Bidstation software in the Setup window when the device sync is started.

Yes. Use the REPORTS function and choose [Item Report/By Category/Results].

We recommend of two people, one to read the bids and BIDDER numbers, the other to enter the data.

Yes. Use the REPORTS function and choose [Item Report/By Category].

We recommend printing invoices and distributing them before people leave. Bidstation’s invoices clearly indicate which items were won as well as whether or not a balance is owing. You may also print a list of winning bids/purchases (under Reports/Bid Report) and post it for viewing. Emailing invoices is possible, but may not be reliable for notification purposes since some people may not bring phones or check them.

No. This would undermine the effort to produce a speedy checkout. Print all invoices, possibly in multiple stacks prior to checkout so that cashiers only need to thumb through the stack to produce the invoice. (Complete each print run separately though so that one stack is ready before printing additional stacks.) 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.

No. Data is saved before the next record is opened. Only the current record would be lost. However, 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. Also, if the computer is damaged in some way, data may be lost. 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.

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.

No. It is only necessary to be careful and precise.

Yes, most users import the bulk of their items and attendees because typically item and attendee details are initially captured in Excel leading up to the event as tickets are sold and items are collected.  Detailed instructions are outlined in the Bidstation User Manual. It’s important to follow the instructions carefully so that the import succeeds without errors. The user manual includes details on what fields are limited to certain character limits too. 

While these functions as not typically called on in most events, we have also included the capability to import winning bids, other bids and payments.

The file used for importing (Excel or CSV) must include the correct and unaltered template headers (in addition to user manual, see articles online covering importing items and attendees. A CSV file format can also be used for importing. To quickly and easily create a template for importing each type of data, use the create template function located in Bidstation™ under File/Import/Import Templates.

Yes, follow the instructions in the create documents section of the user manual 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.).

Yes, see instructions on Creating Documents in the Bidstation User Manual to learn how to create your own thank-you letters using a Bidstation template.

The easiest way to handle this kind of case is to ask your bidders if they can work it out so that only one of them pays for the item. Otherwise, make a list of all the bidders in the group and divide the total bid by the number of bidders. From here, you can 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. Split pay is also possible from within the app for payments that are processed at the moment by entering the portions to be charged one at a time.

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.

Merge document filters are optional filters that may be selected when creating documents such as bid sheets using templates in Bidstation. For users who want to create custom bid sheets for a specific group, category, section of an auction or range of item numbers, these filters can be selected from the Merge Document Filters screen offered when you open Create Documents.

Stopping the sync unpairs devices so they cannot access data and use the Bidstation app. The sync can be stopped and started at any time from the Setup screen.

Your Square account was not connected with Bidstation or the display has not been updated. Click Refresh Status to update the display.

Yes.  Items, Attendees, Winning Bids, Other Bids and Payments can easily be exported as Excel files or CSV files.

The Setup screen is where you enter key details such as your organization’s name, contact information, event name and date, connect with Square, configure invoice settings and other details.

You probably need to stop the sync in the Bidstation software. Bidstation will not let you import new items or attendees while the sync is running because this could cause errors during the event. Stop and start the sync any time by clicking the Stop/Start Sync button in the Setup window.

Yes. If you need to collect payments for any reason (e.g. someone leaves without paying), contact the guest and you can enter their card details in the app and process payment right away.

The app refreshes automatically every time you change from screen to screen. You can also refresh the Attendee list manually by swiping down anywhere in the white area.

Bidstation supports importing data via Excel or CSV files. Use the provided import templates (generated via File/Import/Import Templates) to format your data correctly. Once imported, the software automatically populates fields such as item numbers and bidder numbers, which saves time and reduces manual entry errors.

The EDC is the function that controls when the Bidstation app can connect and then update attendees, including save a card on file, process a payment, assign a bidder number, etc. The EDC generates a unique code that app users can input to be able to connect to the cloud database and work with Bidstation attendees.

Start the EDC anytime you want to use the app.  Stop it when you are not using the app.  Note that certain functions of Bidstation are not available while the EDC is running e.g., backup, generating item or bidder numbers, etc. Typically the sync is started before check-in begins (for testing at the event and for training cashiers before guests arrive) then stopped after check-in is over (to createa a backup of with the check-in data) and then re-started before checkout begins to ensure the apps are reconnected and ready for action.  Then, when the event is over, before shutting down the computer, stop the sync and make a backup on a portable drive. 

See this video, this article and the user manual for additional details.