Learn how to use the Auctria Admin App to sell raffle tickets, admission tickets, sponsorships, and other items to guests on event night.
Use the Sales tab to sell items you've already set up in your event: Raffles, Tickets, Sponsorships, and For Sale Items. You can take payment right away or add the purchase to the guest's account.
One Cart for Everything
The cart is shared across all sales tabs. One purchase can mix raffle tickets, admission tickets, sponsorships, and other items.
A progress bar at the top of the screen shows where you are: Tickets → Purchaser → Assign → Payment. The Assign step only appears when the cart has admission tickets.
Step 1: Open Sales
- Tap Record in the navigation bar.
- Tap the Sales tab.
- Tap what you want to sell.
| Card on the Sales Tab | Opens This Tab | What It Sells |
|---|---|---|
| Raffle Ticket | Raffle Tickets | Raffle tickets. |
| Admission Ticket | Tickets | Event admission tickets. |
| Sponsorship | Sponsorship | Sponsorships. |
| Others | Others | For Sale Items, such as merchandise. |
You can switch between these tabs at the top of the sales screen at any time.
Step 2: Add Items to the Cart
- Find the item. Each item shows its name, price, and Item#. Items with limited stock also show how many are available, such as 12 available.
- Tap Add on the item.
- To add more than one, tap +. To take one away, tap −.
- To add items from another tab, tap that tab and repeat.
Tap the Add Button
Tapping the item itself doesn't add it. Use the Add button.
The cart bar at the bottom of the screen shows the Subtotal and how many items are in the cart.
Change or Review the Cart
| Action | How |
|---|---|
| Remove an item | Tap the X next to the item in the cart bar. |
| See the whole cart | Tap View Full Cart. Items are grouped by Raffle tickets, Tickets, Sponsorships, and Others. |
| Go back to shopping | In the full cart, tap Add More Items. |
| Empty the cart | In the full cart, tap Reset. |
When the cart is ready, tap Next • Add Purchaser.
Step 3: Add the Purchaser
Choose the guest who's paying.
- Under Choose Existing Guest, search for the guest by name or paddle number. You can also tap SCAN to scan the QR code on their E-Ticket.
- Tap the guest.
To change the guest, edit or clear the selected purchaser and choose again.
Purchaser Not Registered?
Tap Add New Purchaser to add them.
- Enter the guest's Last name. Add their First name, Email, Phone, and Paddle # if you have them.
- If the event requires a meal choice, choose one under Meal Choice.
- Tap Save & Assign.
The new purchaser isn't saved until you tap Confirm and Pay in Step 5. If you leave before then, the guest isn't created.
New Purchasers Keep Only Some Details
A purchaser added during a sale keeps only their First name, Last name, Email, Phone, and Paddle #. Their Meal Choice is kept only if they also hold one of the tickets. Address, Company, URL, and Reference aren't saved, even though the form asks for them. Add those details later on the dashboard.
Editing a Purchaser
If you edit an existing guest's details here, the change is saved to their record right away, even if you don't finish the sale.
Then tap the next button:
- Next • Assign Guests if the cart has admission tickets. Go to Step 4.
- Next • Payment if it doesn't. Go to Step 5.
Step 4: Assign Tickets to Guests
This step only appears when the cart has admission tickets. Each ticket needs a guest, so you know who's attending.
- Find a ticket marked Unassigned.
- Choose the guest for that ticket. If they aren't registered, tap New Guest. A new ticket guest keeps their name, Email, Phone, Paddle #, Meal Choice, and dietary restrictions.
- For a guest other than the purchaser, turn on Link guest to purchaser. This links the guest to the purchaser and gives them the purchaser's paddle number. If the purchaser doesn't have a paddle number yet, the app assigns one first. See How To Link Participants.
- Repeat until every ticket shows Assigned.
- To check in the ticket holders now, turn on Check-in all guests.
- Tap Next • Payment.
Skipping This Step
If any ticket is unassigned, the button reads Skip • Go to Payment. Tapping it shows Tickets need to be assigned!
- Tap Assign Tickets to go back and finish assigning.
- Tap Continue Anyway to go to payment without assigning.
Each skipped ticket is given a placeholder guest named Guest of plus the purchaser's name, such as Guest of Jane Smith. Update that guest's details later, at check-in or on the dashboard. See Admin App Check-In.
Step 5: Take Payment
The Payment screen shows the Purchaser, the Purchase Summary, and the Payment Method list.
- Tap Purchase Summary to check the items and Total. If a Credit Card Fee applies, it's included here.
- Choose a payment method.
| Payment Method | When To Use It |
|---|---|
| Add to account to Pay Later | The guest will pay at checkout. You can add a Note (optional). |
| Saved card (such as Visa ••••1234) | Charge a card already saved on the guest's account. |
| Tap to pay | Take a card payment with your phone or connected card reader. Greyed out until a card reader is connected. |
| Your event's own options | Other methods your organizer set up, such as cash or check. |
Covering the Card Fee
If your event lets guests cover the credit card fee, a Cover Credit Card Fee toggle appears under saved cards and Tap to pay. Ask the guest before turning it on. If the guest has already agreed, their saved card shows that they opted in to cover credit card fees.
Check the Total Before Charging
Saved cards are charged as soon as you confirm. With Tap to pay, the guest is charged when they tap their card. Check the purchaser, items, and Total first.
- Tap Confirm and Pay • $total.
Pay Later Uses the Same Button
The button says Confirm and Pay for every payment method. With Add to account to Pay Later, nothing is charged. The purchase is added to the guest's account.
The app shows one of these messages.
| Message | Meaning |
|---|---|
| Purchase complete | The payment went through. |
| Complete! | The items were added to the guest's account. The guest pays at checkout. |
Tap Back to … to return to the tab you started from, such as Back to Raffle Tickets.
No Emails From App Sales
The app doesn't email tickets or a receipt to the guest. If the guest needs their e-tickets, send them from the dashboard. See E-Tickets.
Admin Setup
Complete this section before event night so volunteers have everything they need.
| What To Set Up | Why | Where |
|---|---|---|
| Items for sale | Only items set up in your event appear in the app. | Introduction to Raffles, Tickets, Introduction To Sponsorships, For Sale Items |
| Stripe and a card reader | Needed for Tap to pay and saved cards. | Admin Setup |
| Payment options | Adds options such as cash or check to the Payment Method list. | Checkout Payment Options |
| Credit card fees | Shows the Cover Credit Card Fee toggle. | Let Participants Cover Credit Card Fees |
| Meal choices | Adds Meal Choice to the new guest form. | Meal Choices and Dietary Restrictions |
Troubleshooting
| Problem | What To Try |
|---|---|
| An item isn't listed | Check the other tabs. If it's still missing, the item may not be set up for sale, or it may be sold out. |
| Tapping an item doesn't add it | Tap the Add button on the item. |
| Tap to pay is greyed out | No card reader is connected. Connect one in Settings. See Admin Setup. |
| The guest has no saved card | Use Tap to pay, another payment method, or Add to account to Pay Later. |
| Tickets need to be assigned! appears | Tap Assign Tickets and choose a guest for each ticket, or tap Continue Anyway to use placeholder guests. |
| A new guest is missing their address or company | The app doesn't save those details from a sale. Add them on the dashboard. |
Quick Reference
| Step | Screen | Button To Continue |
|---|---|---|
| 1. Open Sales | Record → Sales → choose a card | — |
| 2. Add items | Sales tabs → Add on each item | Next • Add Purchaser |
| 3. Add the purchaser | Choose Existing Guest or Add New Purchaser | Next • Assign Guests or Next • Payment |
| 4. Assign tickets (admission tickets only) | Choose a guest for each ticket | Next • Payment |
| 5. Take payment | Choose a Payment Method | Confirm and Pay • $total |