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Managing Item Donors

The Manage Donors page is where you add, edit, and organize the donors associated with your auction items. Keeping your donor records clean and accurate ensures your Thank You Letters, donor displays, and item records are all working the way they should.

🚨This version is releasing on June 22, 2026 Until then please continue to use this how to article: Click here🙌 Item Management: How to Add Item Donors in ClickBid  

 

⚙️ 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.

📝 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.