🔗 How to Set Up and Use the DonorPerfect Integration in ClickBid

🔗 How to Set Up and Use the DonorPerfect Integration in ClickBid

The DonorPerfect integration connects your ClickBid event to your DonorPerfect database so donor records, bidder information, and event sales flow between the two systems without manual re-entry. Once connected, you can import existing donors as bidders, export bidders back to DonorPerfect, push event sales as gifts, and set up automatic syncing on a schedule.

✅ Before You Start

You will need the following before connecting:

• An active DonorPerfect account with API access enabled
• A DonorPerfect API key with permission to read donors and campaigns, create and update donors, and create gifts
• ClickBid event admin access to the Integrations page

🔌 Step 1: Connect DonorPerfect to ClickBid

1. In the left-hand navigation, click Integrations to expand the menu.
2. Click Dashboard.
3. Find DonorPerfect and click Connect.
4. Enter your DonorPerfect API Key when prompted.
5. ClickBid will validate the key and store the connection for your event.

Once connected, the full DonorPerfect menu will appear in your left-hand navigation under Integrations, including Settings, Data Mappings, Import Bidders, Export Bidders, Export Sales, and Activity Log.

To disconnect at any time, return to the Integrations Dashboard and click Connected on the DonorPerfect card.

⚙️ Step 2: Configure Sync Settings

1. Go to Integrations > DonorPerfect > Settings.

Auto-Sync: toggle this on to automatically export donors and sales to DonorPerfect every 5 minutes without any manual action. You can also click Sync Now to run a sync on demand at any time.

🎁 Step 3: Set Up Export Defaults

Before exporting sales, configure how gifts should be recorded in DonorPerfect. These defaults apply to every exported gift unless a gift-type mapping overrides them for a specific transaction type.

1. Go to Integrations > DonorPerfect > Settings.
2. Scroll down to the Gift Export Defaults section.
3. Set your defaults for the following fields:
   • General Ledger Code: the GL code for exported gifts
   • Solicitation Code: the solicitation code for exported gifts
   • Sub-Solicitation Code: optional sub-solicitation code
   • Campaign: the DonorPerfect campaign to attribute gifts to
   • Gift Type: the payment method type in DonorPerfect
   • Receipt: whether exported gifts should be flagged for receipting in DonorPerfect

Export Mapping Overrides: if you need different routing for different transaction types, use the Export Type Overrides table to set specific GL codes, solicitation codes, campaigns, and gift types for Auction Wins, Donations, Tickets, Raffles, and Fixed Price sales separately. Leave any field as -- None -- to fall back to the event default for that field.

🗺️ Step 4: Configure Data Mappings (Optional)

Data Mappings control where contact information lands in DonorPerfect when bidders are exported.

1. Go to Integrations > DonorPerfect > Data Mappings.
2. Under Constituent Mappings, set the Address Type, for example: Home, Work, or Vacation,  to control which DonorPerfect address slot receives the bidder's contact details.
3. Click Save Data Mappings.

Custom Mappings: if you want to map specific ClickBid fields to DonorPerfect User-Defined Fields (UDFs), use the Custom Mappings section.

1. Click Create Custom Mapping.
2. Select the DonorPerfect Field Type: Donor or Gift.
3. Select the DonorPerfect Field you want to map to.
4. Select the ClickBid Field to map from. Options include Bidder Number, Bidder Table Number, Item Name, Item Number, Item FMV, Item Category, and more.
5. Click Create.

To remove a custom mapping, check the box next to it and click Remove Mapping.

📥 Step 5: Import Donors as Bidders (Optional)

If you want to pull existing DonorPerfect donors into your event as bidders before the event:

1. Go to Integrations > DonorPerfect > Import Bidders.
2. Browse or search the list of your DonorPerfect donors.
3. Check the box next to each donor you want to import.
4. Click Import and confirm.

Imported donors are linked to their DonorPerfect record so any future activity in ClickBid syncs back to the correct DonorPerfect constituent.

📤 Step 6: Export Bidders to DonorPerfect

After your event, push ClickBid bidders to DonorPerfect as constituent records.

1. Go to Integrations > DonorPerfect > Export Bidders.
2. Browse or search the list of your bidders.
3. For each bidder, use the Operation dropdown to choose what should happen in DonorPerfect:

     4. Check the boxes next to the bidders you want to process.

     5. Click Export/Update and confirm.

Options for: Existing Constituent already added Donorperfect ID

Options for: Adding a new constituent or linking to one already in Donorperfect

💰 Step 7: Export Sales to DonorPerfect

Push auction purchases and donations to DonorPerfect as gifts attributed to the correct donor.

1. Go to Integrations > DonorPerfect > Export Sales.
2. Browse or search the list of sales.
3. For each sale, check the DonorPerfect Match column to confirm the sale will be attributed to the correct donor. If no match is shown, you can choose Create New Contact to have a new donor record created automatically.
4. Check the boxes next to the sales you want to export.
5. Click Export Sales.
6. In the confirmation window, review or override the gift routing fields (GL Code, Solicitation Code, Sub-Solicitation Code, Campaign, Gift Type, and Receipt) for this specific export. These override your defaults for this batch only.
7. Click Export Sales to confirm.
   
   

•  Attempt Match means ClickBid was unable to automatically match this record to a DonorPerfect constituent. Click the magnifying glass to resolve, from there you can create a new constituent or select from the list of suggested matches. 
•  If none of the suggestions are correct but you know the constituent exists in DonorPerfect, look up their constituent ID in your DonorPerfect account, then return to ClickBid and click the pencil icon to enter the ID manually before exporting your sale. 

📋 Step 8: Monitor with the Activity Log

The Activity Log records every sync action: imports, exports, auto-sync runs, and errors, so you can confirm what synced and troubleshoot anything that did not.

1. Go to Integrations > DonorPerfect > Activity Log.
2. Use the filters to narrow by Type (Bidder Export, Sale Export, Bidder Import, Auto Sync), Status (Successful, Failure, Pending), Source (Auto Sync or Manual), or Date Range.
3. Click Filter Logs to apply your filters.
   
   

• If you see failures, the Response column will show the error message returned from DonorPerfect to help you diagnose the issue. Logs older than 3 months are removed automatically, or you can remove them manually by checking the box next to a log entry and clicking Remove Log.