🎓Volunteer Guide to Using the Butler for Event Check-In & Check-Out

✅ Butler Volunteer Training Guide

The Butler is a dedicated interface volunteers can use to help with guest check-in, check-out, bidding support, and more, without needing full access to the admin dashboard. This guide will walk you through how to create volunteer logins, train your team, and use the Butler on event night

⚙️ Creating a Volunteer User Account

To get your volunteers started, you'll need to create a login they can use to access the Butler.

1. Go to your ClickBid Admin Dashboard.

2. Navigate to Software Settings > Users.

     3. Click Create New User.

     4. Set the password that your volunteers will use.

 

     5. Assign Butler-only access to restrict them from viewing admin pages.

     6. Share the login credentials and Butler URL with your volunteers: cbo.io/butler

• Volunteers logging in through cbo.io/butler will only see the Butler interface.

• If they access Butler through Event Central > Butler, you can adjust the user permissions to ensure they only have access to the areas you want them to see.

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📝 Pre-Event Training Tips

Help your volunteers feel confident before the event starts.

• Email the downloadable training sheets and videos (linked below) ahead of time.

• Do a quick overview of Check-In and Check-Out processes with your volunteers about an hour before your event begins.

• Reinforce best practices, like verifying contact info and ensuring payment methods are on file.

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🎟️ Downloadable Training Sheets

These guides help your volunteers handle real-time tasks with confidence:

• Check In
• Check Out
• Updating Contact Information
• Concierge Bidding
• Adding Live Winning Bidders
• Adding Raise The Paddle or Fund a Need Donations
  

   

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🎥 Training Videos

Send these videos to your volunteers or review them together during your training session.

• Check-In Training Video
• Check-Out Training Video
• Concierge Bidding

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👥 How to Check In Guests

1. Go to Event Central > Butler or visit cbo.io/butler directly.

2. Log in with your username (email) and password.

3. Click into Bidder Lookup and type the bidder's last name or number.

4. You can also search by phone number, table, company, email, or tag.

5. Review the bidder's profile to confirm key details:

   • Phone number (for text bidding access)

   • Email address (for receipts)

   • Credit card status

   • Ticket type and table number

6. Click Check Bidder In to send the welcome text and complete check-in.

7. To make edits, click the pencil icon next to their name.

8. Use Tap to Add Credit Card to manually enter card details if needed.

9. If the Accepts Texts box isn’t highlighted, notify the guest they won’t receive updates.

10. Add or update phone and email if necessary.

11. Click Complete to save everything and finish check-in.

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💳 How to Check Out Guests

1. Go to Event Central > Butler.

2. Look up the bidder by name or number.

   • You can also search with just partial info (e.g., only first name).

3. If the bidder has items to pay for, you’ll see a red Checkout! button.

4. Select a payment type (credit card, cash, check, or other).

5. Make sure an email address is on file and click Submit.

6. Once paid, the Checkout! button disappears and is replaced by Paid Items.

7. Click Paid Items to view a full list of what the bidder purchased.

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🔁 Quick Recap & Helpful Resources

• ✅ Create a dedicated Butler user account for volunteers.

• 📝 Train your team with downloadable guides and videos.

• 🎟️ Use Butler to streamline check-in and check-out on event night.

• 💡 Keep volunteer login info handy on printed handouts.

• 📋 Use the Current Winning Bids report to organize auction items for pick-up.