What's happening on August 1, 2023:
As of August 1, 2023, Legacy Auctions will no longer be available for use in hosting an auction. Any auction with an end date after August 1st must be created on our new Auctions platform instead.
Why is the legacy auction platform going away on August 1, 2023?
We have a new easy-to-use auction platform that is already in use by many auction customers! In order to provide a modern auction experience for you and your bidders, we are moving all new auctions to that platform. We have training videos, articles, and live training sessions every Thursday to help you make the most of our new platform.
What's happening on October 1, 2023?
Log-in ability will be turned off - which means that all bidder and item information needs to be exported from the system if you would like to continue to access or review that data.
After October 1, you will no longer have access to any of the data stored within the legacy auction platform. You must export it into a spreadsheet or request it be migrated to Donor Management, if you haven't already done so.
If you are a current Bonterra Donor Management customer and you'd like for us to transfer any data into Donor Management that hasn't already been imported, here's how to complete that request.
I have an auctions package on my subscription but when I go to My Tools. I'm not able to access the new Auctions platform. How can I get access?
Fill out this form and we will turn on access for you within 7 business days.
I do not currently have an auctions package on my subscription and I would like to talk to someone about adding it to my available tools. How can I schedule the call?
Use this calendar link to speak with a member of the sales team.
I am a fiscally sponsored organization or I do not have my 501c3, can I use the new Auction Platform?
As of 2023, only registered 501(c)3 organizations can use our Auctions platform. We are working with our payment processing partners to make the platform accessible to more organizations that do not have a 501c3, but unfortunately, we won't have an update for you on that process until 2024.
What if I don't want my data imported by your team into my Donor Management System? Or, what if I don't have a Donor Management System for my auction data to be imported into?
Not a problem at all! If you want to manually export your bidder or item data from the Legacy Auction platform, it's easy to do.
Exporting Bidder Data
To export bidder data, navigate to "Bidders" on your Legacy Auctions page, then click the "Export" button at the top of the bidder's page inside the Legacy Auctions platform to start the process.
You'll then download each of the four reports available, and the system will export your list of bidders into .CSV files and download them directly to your computer. Those four reports - Unpaid Bidders, All Bidders, Payments, and Bidder Statistic - should reflect all of your necessary bidder information.
Exporting Items Data
To export Items data, go to "Auction Items," then click "Export." You can then export multiple reports about various auction items and item activity, including winning bids, donor thank-yous, and item statistics.
Please note, you will have to perform this task for every auction you have hosted on the platform. To collect all data within the Auction Legacy platform, you'll need to export the item and bidder information for every auction.
Requesting Auction Data be added to Donor Management
After you've collected all payments from winning bidders and you're ready for our team to transfer your auction data into Donor Management, simply click the button labeled "Request Data Transfer" at the top of the bidders page inside the Legacy Auctions platform to start the process.
After you fill out the form, our team will work from their queue of requests to export your data from your auctions and format it for import into Donor Management.
Processing times for a Legacy Auction data import request may vary and depends on several factors. We appreciate your patience and are happy to answer any questions you have about this process.
How will a bidder's information appear in Donor Management?
If you choose to transfer all bidders' information into Donor Management, they will be added as contact records.
We will make it easy for you to segment these supporters by adding them to a group with a title like this: BonterraAuctions: May 2021
How will a winning bidder's financial gift appear in Donor Management?
If you chose to transfer all winning bidders' information into Donor Management, they will be added as donation records attached to the supporter's contact record in Donor Management.
To make segmentation easy, we will add all of these donations into a campaign titled like this: BonterraAuctions: May 2021.
There will also be fair market value details and other auction item notes added in Donation Notes.
For example, if Lisa Stokes was the winning bidder on a cutting board with a fair market value of $45, her donation (winning bid) would appear in Donor Management like this:
How will an Item Donor's Information Appear in Donor Management?
To help you keep track of items that supporters donated to your auction, they will be added to Donor Management as an in-kind gift, with the value of the donated item in the fair market value field.
Please be aware that all in-kind gifts are always recorded as zero-dollar contributions, as they were not made as a financial (cash/check etc.) gift to your organization.