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📱 How to Set Up a Staff-less Check-In Experience

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Going Staff-less at check-in means fewer lines, less paper, and a smoother arrival experience for your guests. ClickBid supports several ways to make this work depending on your event setup. This article walks through the most common approaches.

🔧 Step 1: Configure Your Bidder Settings

Before your event, set up how bidders will register and check in.

  1. Go to Software Settings > Auction Settings > Bidder Settings.
  2. Enable Allow Bidder Registration if guests will be registering themselves on arrival. This allows new bidders to create their own account directly from your landing page.
  3. Enable Allow Mobile Check In to let bidders check themselves in from their own device when they arrive.

ℹ️ By default, ClickBid requires first name, last name, phone, and email for registration. You can also require an address and credit card from this same settings page.

📋 Option A: Guests Are Registering on Arrival (No Tickets)

If you are not selling tickets and guests will register as bidders at the door, share your event landing page link or display a QR code at the entrance that links directly to it.

When a guest scans the code or visits the link, they will:

  1. Enter their required information (name, phone, email, and any other required fields).
  2. Click Continue and receive a login code.
  3. Enter their login code.
  4. Enter a credit card if required, or proceed to the attendance screen.
  5. Select In-person and click Continue.

They are now checked in and ready to bid.

💡Display a QR code at your check-in table, entrance, or on printed programs that links directly to your event landing page. Guests can scan and complete the process entirely from their phone.

🎟️ Option B: Guests Already Have Tickets (Mass Messaging Required)

If you are selling tickets and have the Mass Messaging feature, you can convert your guests to bidders before the event and send them a personalized link to check in from their phone.

Before the event:

  1. Go to Event Tickets > Manage Guests.
  2. Select up to 100 guests using the checkboxes.
  3. Scroll down to Batch Update.
  4. Check the box next to Make Bidder.
  5. Type Make Bidder in the confirmation field and click Update.
  6. Repeat for remaining guests as needed.

Send the personalized bidding link:

  1. Go to Bidders > Text Bidders or Email Bidders.
  2. Use the [u] shortcode in your message to include each bidder's unique personalized link.
  3. Send the message to your guest list.

When guests receive the link and tap it, they will:

  1. Be prompted to enter any required information they have not already provided.
  2. Select In-person or Online/remote only and click Continue.

They are now checked in and ready to bid, no front desk required.

ℹ️The [u] shortcode inserts a unique link for each bidder that logs them directly into your bidding site. No username or password needed.

🪧 Option C: Staff-less Paddle Pickup for a Paddle Raise

If your event includes a paddle raise or Fund-a-Need appeal, you can set up a self-serve paddle station so guests find their own paddle without needing a staff member. The key is sending bidder numbers in advance so guests know exactly where to look when they arrive.

Set up your paddle station:

Organize physical paddles into baskets or bins grouped by number range, for example, 100s, 200s, 300s, and 400s. Label each basket clearly so guests can find theirs at a glance.

Send bidder numbers in advance via Mass Messaging:

  1. Go to Bidders > Text Bidders or Email Bidders.

  2. Compose a message using the [b] shortcode, which inserts each bidder's unique bidder number automatically.

  3. Send the message 24 to 48 hours before the event so guests arrive already knowing their number.

A sample message might look like this:

"Hi [f], your bidder number for tonight is [b]. Paddles are organized by number at the check-in table, grab yours from the bin that matches your number range. See you tonight!"

When guests arrive, they simply find the bin for their number range, grab their paddle, and head in, no waiting, no staff needed at the paddle station.

💡 Keep a small stack of extra paddles and a volunteer nearby for guests who need help or did not receive the message. You can look up any bidder number in the Butler by searching the bidder's last name.


👀 What Guests See at Check-In

Whether guests are self-registering or using a personalized link, the final step is the same. They will see a screen asking:

How are you attending the event?

  • In-person
  • Online/remote only

Selecting In-person marks them as checked in. Selecting Online/remote only keeps them active as a remote bidder.

✅ Tips for a Smooth Staff-less Check-In

  • Print or display a QR code linking to your landing page at every entrance point. This link is found in the Welcome section on your event admin home page.
  • Send personalized bidding links 24 to 48 hours before the event so guests can register in advance.
  • Require credit cards ahead of time to speed up checkout later.
  • Have a volunteer or device nearby as backup for guests who need help.