---
title: 🎁Managing Item Donors
description: Learn how to add, edit, and search donor records in ClickBid. View giving history, filter your donor list, and keep your donor database organized, all in one place.
---
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3. [Item Donation Form and Donors](https://support.cbo.io/items?hsLang=en#item-donation-form-and-donors)
# 🎁Managing Item Donors
## The Manage Donors page is where you add, edit, and organize the donors associated with your auction items. Keeping donor records clean and accurate ensures your Thank You Letters, donor displays, and item records all work the way they should. There are several ways to add donors in ClickBid, each is covered in the sections below.
🙋 Ways to Add Donors in ClickBid
There are several ways to add donor information to your items in ClickBid, depending on your workflow and how many items you are managing. Here is a quick overview before we walk through each option.
**Option 1: Manage Donors page**: Add and manage donors at the organization level, then link them to items. Best for reusing donors across multiple events or keeping a central donor database. See the section below.
**Option 2: Manage Items page**: Add a donor directly to a specific item while editing it. Best for adding donor details on the fly as you build out your item list.
**Option 3: Item Import Template**: Include donor information in your item import spreadsheet. Best for bulk item entry when you have donor details ready in advance. Note that this method only works when importing new items.
**Donor Self-Entry via the Item Donation Form**: If you have a Donate an Item content block on your landing page, donors can submit their own information and item details directly through the form. This populates in ClickBid for you to review and manage. See your Landing Page Builder settings to enable this feature.
ℹ️No matter which method you use, always make sure a **Donor Display Name** is entered for each donor. That is the name that appears publicly on the bidding site, auction preview, display cards, and thank you letters.
#### 🖊️**Option 1: Manage Donors page:**
#### ⚙️ Accessing Manage Donors
1. Log in to your ClickBid event admin dashboard.
2. In the left-hand navigation, click **Items** to expand the menu.
3. Click **Manage Donors**.
---
#### 🔗 Sharing the Item Donation Form
The Item Donation Form lets donors submit their own items directly through a public link, no admin access required.
1. At the top of the Manage Donors page, locate the **Item Donation Form Link** section.
2. Copy the link displayed or click **Copy Form Link** to copy it to your clipboard.
3. Share the link with prospective donors via email, social media, or however works best for your event.
🗒️When a donor submits an item through this form, it will appear in your **Manage Items** page in the 9000 item number series. If the donor's email already exists in your system, the item will be linked to their existing donor record automatically.
---
#### ➕ Adding a New Donor
1. In the **All Donors** section, click the **Add Donor** button.
2. Fill in the donor's information in the form that appears, including:
- First Name and Last Name
- Display Name (the name that will appear publicly on items and letters)
- Address, City, State, and Postal Code
- Email
- Phone
3. Save the record when complete.
ℹ️The **Display Name** field controls how the donor's name appears on auction items in the bidding site. Use this if the donor prefers a business name or a different name than their legal first and last name.
---
#### ⚙️ Editing Donor Records
The Manage Donors table works like a spreadsheet. You can edit donor information directly without opening a separate form.
1. Locate the donor you want to update in the **All Donors** table.
2. Click into any field you want to edit and make your changes directly.
3. Press **Tab** to move to the next field and keep editing across columns quickly.
ℹ️The table includes a **+** icon next to each donor. Click it to expand the donor's record and see all items associated with that donor, including item name, number, FMV, donated item, donated FMV, status, current winning bid, and number of bids. If an item is linked to a package, it will show **Linked** instead of a bid amount or bid count.
---
#### 👥 Merging Duplicate Donors
If you have duplicate donor records in your system, you can merge them into a single record.
1. In the **All Donors** table, check the checkboxes next to the donor records you want to merge. The **Merge Donors** button at the bottom of the table will become active once two or more donors are selected.
2. Click **Merge Donors**.
3. In the modal that opens, select which donor record to keep.
4. Review the donor details and make any final edits before confirming.
5. Click to confirm the merge.
⚠️Merging donors cannot be undone. Once merged, only the selected donor record remains. All items from the merged donor records will be linked to the surviving record. Make sure you have selected the correct donor to keep before confirming.
---
#### 🗑️ Deleting Donors
1. In the **All Donors** table, check the checkbox next to each donor you want to delete.
2. Scroll down to the **Batch Update** section.
3. Check the **Delete** checkbox.
4. Type **Delete** in the confirmation field.
5. Click the **Update** button to confirm.
⚠️Deleting a donor is permanent. Make sure the donor records you are removing are not tied to any active items before proceeding.
---
#### 🖊️ Option 2: Add Donors at the Item Level
You can also add donor information directly from within an individual item on the Manage Items page. This is useful when you are editing an item and want to add its donor at the same time.
1. In the left-hand navigation, click **Items** to expand the menu.
2. Click **Manage Items**.
3. Locate the item you want to add a donor to and click the **edit icon** to open it.
4. Scroll down and expand the **Donor Information** section.
5. Click **Create New Donor** to add a new donor, or use the **Add Existing Donor** search field to link a donor already in your system.
6. Fill in the donor details and changes will save automatically.
ℹ️ The **Donated Item** field in the Donor Information section does not automatically populate with the item name when adding a donor through the Manage Items page. This is intentional, the field is meant to capture the description of what the donor contributed, and you can enter whatever label makes the most sense for your records and thank you letters.
⚠️ If a donor has contributed more than one item, you will need to add them separately to each item. Donor profiles cannot currently be linked to multiple items from a single entry.
---
#### 📥 Option 3: Add Donors Using the Item Import Template
If you are importing new items using the Item Import Template, you can include donor information directly in the spreadsheet. This saves time when you have a large number of items to add at once.
⚠️ This method only works when importing new items. You cannot use the import template to update donor information on items that already exist in your event.
1. In the left-hand navigation, click **Items** to expand the menu.
2. Click **Manage Items**.
3. Under the **Import Items** section, click **Download a Template** to get the spreadsheet.
4. In your spreadsheet, fill out the donor columns along with your item details:
- **Column W**: Donor Name
- **Column X**: Donor Display Name
- **Columns Y through AJ**: Donor contact and item info (address, phone, email, donated FMV, etc.)
5. Save your spreadsheet and upload it using the **drop files to upload** zone on the Manage Items page.
ℹ️ Only one donor per item is supported via the spreadsheet import. If an item has multiple donors, add the additional donors manually through the Donor Information section after the import is complete.
---
#### 👀 Where Donor Names Are Displayed
Once a donor is added to an item, their name can appear in several places throughout your event. To make sure donors are acknowledged properly, always enter a **Donor Display Name,** that is the name that shows publicly.
Donor display names appear in the following locations:
- Auction Preview
- Bidding Site
- Display Cards
- Thank You Letters
💡The **Donor Display Name** is what guests see when browsing items and what prints on Display Cards and Thank You Letters. If it is left blank, the donor may not be credited publicly. Always fill this field in, even if it matches the donor's name exactly.
---
#### 📝 Using Donor Records for Thank You Letters
The Manage Donors page also feeds into your Thank You Letter workflow. Several fields can be used to group donors when generating letters.
The fields available for grouping are:
- First Name
- Last Name
- Display Name
- Address
- Email
- Phone
🗒️Cell phone and work phone numbers are not available for grouping donors in Thank You Letters. Use the primary phone number field for grouping purposes.
---
#### 📝 Summary
Manage Donors keeps all of your item donor information organized in one place. Add donors manually, share the donation form link to collect donations directly, edit records right in the table, and use the Merge tool to clean up duplicates. A tidy donor list means better Thank You Letters, cleaner item displays, and smoother event management overall.
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