Instructions: How to set an Auction Schedule (full details)

Overview:

There are five levels of status that an auction goes through:  Planning >> Preview >> Running >> Postview >> Archived.  There is a sixth, which is "Deleted", but doing that erases all the auction history.  We recommend only deleting test auctions, and retaining all other auctions.  There is no cost to retain auctions in the system.

Note:  The levels only move "forward" in the sequence - it is not possible to "go back".  But all auctions can be entirely duplicated, so close/end the first auction, duplicate it, and start afresh with the copy.  Archive old auctions to hide them from your menu - they remain accessible.

Explanation of each Level:

1. Planning:  The planning stage is the default when you create a new auction or duplicate an existing auction.  Auctions in planning cannot be seen or accessed by patrons, but can be viewed by patrons designated as a tester.  Bids placed by testers are wiped out when the auction is put in preview mode, so they won't affect your real auction results.  Planning is when it is best to configure all the options, set category ranges and upload items and images.  In summary, planning is where you do all the work.
2. Preview:  The transition from planning to the preview stage can optionally trigger SMS and email invitations to be sent to any patrons pre-loaded into the system.  The preview stage allows you to open the auction for viewing to patrons, but they are not able to place bids.  Patrons can create their MobilBid profile, see all the items and details, and can flag favourites.  While an auction has to pass through the preview stage, you don't have to tell patrons, so it is essentially optional.
3. Running:  The transition from preview to the running stage can optionally trigger SMS and email invitations to be sent to any patrons who have registered or been pre-loaded into the system.  The running stage is when patrons can access the auction and place bids, place auto-bids, receive outbid alerts and fully participate in the fund-raiser.  Patrons can see the bidding history as part of each item detail.  Administrators can see auction results from the auction dashboard, as well as display on a large screen the auction leaderboards for all patrons at the event to see.  Auctions that have a specified, scheduled end date/time will display a countdown timer on leaderboards and on patron phones. 
4. Postview:  The transition from running to the postview stage is when bidding ends, invoices are generated, and notifications sent to winning and non-winning bidders.  If configured, those winning patrons with a credit card on file will be charged automatically at this point.  Those without a card on file will be sent an invoice and instructions how to pay.  Patrons can view results for all items, and can review their accounts.  Administrators can send reminder messages to those with outstanding balances, can accept cash and cheque payments (which are recorded in MobilBid) and view a variety of reports (on screen, PDF and CSV downloads.)
5. Archived:  When all payments have been recorded the administrator can archive the auction, removing it from viewing by patrons, but retaining all auction information for review at any time in the future.  DO NOT ARCHIVE AN AUCTION UNTIL ALL PAYMENTS HAVE BEEN MADE.

Running an Auction -  Manual vs Scheduled:

It is entirely possible to run an auction "manually", where the administrator instructs the system to transition to the next level by pressing a button on the auction dashboard.  This is useful when testing an auction, or running an auction when the open and close times are not fixed and depend on the timing of external factors.  The functions that happen during a manually initiated transition are the same as that happen during a scheduled one - see below.  You can even "mix and match", setting a schedule, but easily override the schedule by pressing the PREVIEW, RUN or STOP button within the dashboard ( but remember, you can only move an auction "forward", never "back".)

It is highly desirable and recommended to set a schedule, to automate the running of an auction, because:

• A countdown timer is displayed on each patron's screen
• It relieves the auction administrator from having to watch the time and allows them to focus on other activities during the event 
• It eliminates the frustration if the manual finish is not spot-on to the second versus what has been published
• It lets MobilBid staff know when an auction is to end, so they can more closely monitor system performance

The administrator specifies future dates/times for three transitions:

1. From Planning to Preview: If you configure the auction to send preview invites, and you have patrons in the system, they will be sent an invitation to the auction (see Message Templates for contents of the message being sent.)  This is OPTIONAL - you can skip it and go right to Running.
2. From Preview to Running: If you configure the auction to send running invites, and you have patrons in the system, they will be sent an invitation to the auction (see Message Templates for contents of the message being sent.)
3. From Running to Postview: At the specified time, the auction will close, bidding is stopped, invoices generated, and any credit cards on file will be processed - all automatically.  If you configure the auction to send postview (end of auction) notifications, then winning and non-winning bidders will receive messages (see Message Templates for contents of the message being sent.)   Winning bidders will always receive a notification and link to view their invoice and payment options (or a receipt if their credit card was automatically charged) no matter what notification options the administrator or the patron choose.

How to set up a schedule:

From the auction dashboard >> left-side menu >> Settings >> Auction Controls:

Select/Confirm the TIME ZONE is correct for your location.  If you change it, save the page and then return to it for further editing.  Note:  The time zone cannot be changed once you move out of planning mode.

Tick the AUTO RUN AUCTION box and the date/time options will appear.  It is safe to tick the box and have a peek - you can simply untick the box to not set the schedule.

Use the "INSERT CURRENT TIME + XXX" options on the right, and they will populate the corresponding field with an example of a date and time.  Simply edit the inserted date and time, following the exact format and punctuation in use, to your desired date and time.  The hours and minutes are in military time (e.g. 6:00pm is 18:00).

Save your changes - bottom right!

You can shorten or extend the auction at any time by returning to the Auction Controls page and edit/save  the fields - with one caveat:  you cannot extending the running time of an auction once it has closed.  You can extend it ONLY prior to it ending.  Once it closes, it is too late, the system has ended bidding, generated invoices and send out notifications to winning bidders.