DONATE Auctions
Run an online charity auction
Bidders compete for your lots on their phones and winners pay by link. Gift Aid applies only to what is paid above a lot's value.
Getting started
Auctions lives in your DONATE portal. Supporters bid on their phone or computer, with no account and no app to download. When a lot closes, the winner is sent a link to pay for it, if the reserve is met.
Your auctions in one place
Every auction with its status, code, number of lots, bidding dates and the total of its highest bids.
Creating the auction
Click New auction and DONATE opens a new, untitled auction for you to fill in. It stays Not live until you switch it on, so take your time. Every change saves as you type.
Name and describe it
Give the auction a name and a description, and choose the code for its short link.
Set the bidding dates
Bidding opens and Bidding closes set when bids are taken. An optional Password means supporters must enter it to view the auction.
Dates, links and passwords
- Each lot takes its closing time from Bidding closes at the moment you add the lot. Changing Bidding closes afterwards does not move lots you have already added, so set the dates first.
- Once the first bid is in, the dates and the public link code are locked, so links you have shared keep working.
- A password is optional. It hides the auction page from casual visitors. Leave it blank for a public auction.
Adding lots
A lot is one thing people bid on, such as a hamper, a weekend away or a signed shirt. Each lot has its own page in the portal, with its pictures, its prices and its bids.
Add your first lot
The Lots tab lists every lot with its starting bid, reserve, bids and highest bid.
Describe the lot
A lot has a name, a short summary for the list, and a full description.
Market value and bids
Set the market value, the starting bid, the reserve and the bid increment for each lot.
When money can't buy it
Ticking Money can't buy sets the market value to 0, so the winner is offered Gift Aid on the whole bid. That risks an over-claim. Do not tick it unless DONATE has agreed it with you.
Add pictures to lots
Add up to five pictures to each lot. The first one is the main picture bidders see.
Many lots at once
Import lots from a CSV or Excel file. The file is checked first; nothing is imported if the check finds errors.
Put lots in order
Reorder sets the order of your lots on the auction page. Once lots have bids, the page shows the most recently bid on lots first.
What each price does
- Market value: what the lot would cost to buy in a shop. It is not shown on the page. It decides the Gift Aid, which is only ever on what the winner pays above it. Always enter a market value before a lot goes live.
- Starting bid: the bidding page only accepts a first bid of at least this amount.
- Bid increment: the bidding page only accepts bids that are at least the highest bid plus this amount. It offers the next three amounts as buttons.
- Reserve: the lowest price you will sell for. It is not shown on the page. If bidding ends below it, nobody is asked to pay unless you choose to sell.
Silent and live lots
- Every lot is bid on online, silent auction style, and closes at the time it was given. There is no separate live, auctioneer led mode.
- For a gala, share the link on the night and let guests bid on their phones in the final hour.
Checking it before you go live
Look at your auction exactly as bidders will before anyone else can. The preview works whether or not the auction is live.
Preview the bidding page
Preview the auction opens the bidding page, with every lot, before it is published.
Switch each lot on
Switch lots on from each lot's own page, after entering a market value. That page checks the value; the switch in the Lots table does not.
Test bids stay
- Until bidding opens, the page shows your lots but takes no bids.
- A bid placed once bidding is open is a real bid, even in the preview, and it is not cleared for you. If you try one, remove it from the lot's page.
Going live and sharing
When everything looks right, switch the auction Live. Bidding starts at the opening time you set.
Switch the auction Live
Going live publishes the auction page. Supporters can bid from the opening time.
Share your link
Share the short link, easydonate.org and your code, or download the QR code for posters and tables.
What bidders see
Bidders need no account. They give an email address or a UK mobile number the first time they bid, and that is how they are told if they are outbid or have won.
Your auction page
The countdown to closing, a description of the auction, and every lot with its highest bid.
Every lot up close
Tapping a lot shows its pictures, its description and the highest bid. The Bids tab lists the bids so far.
An email or mobile number
The first time someone bids, they give an email address or UK mobile number and agree to the terms.
Pick an amount and bid
The page asks for at least the next bid, and offers three amounts as buttons.
Bid accepted straight away
An accepted bid shows at once as the new highest bid, and the page offers the next amounts.
Winning or outbid, at a glance
Lots someone has bid on or chosen to watch sit at the top, marked Winning or Outbid.
Outbid alerts, on screen too
When someone bids higher, the bidder who was winning gets an email or a text, and a banner if the page is open on their phone.
Outbid alerts
- The alert goes to the person who was winning a moment before, by email if they bid with an email address, or by text if they bid with a mobile number.
- To avoid a flood during a bidding war, a bidder gets at most one alert per lot every five minutes.
- Bids are placed on the bidding page. Bidding by sending a text message is not available.
During the auction
The Lots tab updates as bids come in, so you can watch the auction live from the portal.
Watch bids arrive
While bidding is open, the Lots tab shows each lot's bids and highest bid as they come in.
Every bid on a lot
A lot's page lists every bid with its time. Bidders show as a code, never by name.
Remove a hoax bid
Remove a bid you do not trust. It disappears from the auction and cannot win. If bidding has closed, within a minute the next highest bidder is sent a payment link, if their bid meets the reserve.
Closing, winners and payment
Each lot closes at its closing time. Within a minute or so, the highest bidder is sent a link to pay, as long as the bid met your reserve.
Bidding has closed
After the close, the auction page says Bidding has closed and shows each lot's final highest bid.
Winners at a glance
Each lot shows Paid, Not paid, Reserve not met or Closed - no bids, with the winner's contact details.
Chase an unpaid winner
A lot's page shows the winner and whether they have paid. Resend payment link sends the same link again. Winners who bid with a mobile number get a text, not an email.
Selling below the reserve
If the highest bid missed the reserve, you can still sell to that bidder at their bid.
The winner's payment page
The winner pays the winning bid by card from their link. No login is needed.
Gift Aid above value
If the winning bid is above the lot's market value, the winner can add Gift Aid on the difference.
How winning works
- The winner is the highest bid when the lot closes. A reserve of 0 means there is no reserve.
- Winners who bid with an email address get the payment link by email. Winners who bid with a mobile number get it by text.
- If bidding ended below the reserve, nobody is asked to pay until you click Accept & send payment link. That cannot be undone.
- Someone else can pay. Gift Aid should only be ticked by a UK taxpayer paying with their own money, not a company card. The page shows part of the winner's name or contact, so the payer can check it is the right lot.
After the auction
Download the winners report for your records and for handing over the lots. Payments reach you through your usual DONATE payouts.
Payments and the report
Analytics charts the payments received. Report on the Lots tab downloads every lot, winner and payment.
The winners report
- One row per lot: code, closing time, bids, reserve, market value, highest bid, status, the winner's name, email and mobile, whether it is paid, when, and any Gift Aid.
- Use it to arrange collection or delivery with each winner.
Fees and Gift Aid
A winning bid buys the lot, so the payment is a purchase, not a donation. Gift Aid can only ever apply to the part of the payment above what the lot is worth.
Gift Aid on a winning bid
- Gift Aid is offered only on what the winner pays above the lot's market value. Example: a £95 winning bid on afternoon tea worth £60 can carry Gift Aid on £35, which is £8.75.
- If the winning bid is not above the market value, no Gift Aid is offered.
- Always enter a market value before a lot goes live.
- Ticking Money can't buy sets the market value to 0, so the winner is offered Gift Aid on the whole bid. That risks an over-claim. Do not tick it unless DONATE has agreed it with you.
- The winner decides whether to add Gift Aid. They must be a UK taxpayer paying with their own money, not a company card, and must give their house name or number and postcode.
- DONATE claims it and pays it to you with your payout. Do not claim Gift Aid on these payments yourself as well.
- Gift Aid is only claimed for charities. If your organisation is not a charity, talk to us before your auction.
Fees
- Charities: 4.5 per cent of the winning bid plus 22p, plus 40 per cent of any Gift Aid claimed.
- Other organisations: 5 per cent of the winning bid plus 22p.
- Charges on each payout: a usage fee of £3 for each week (Monday to Sunday) in which your organisation receives £10 or more, and a transfer charge of 0.5 per cent of the payout (at least £3) plus £7.50. Organisations without charity rates pay 1.5 per cent plus £7.50.
- There is nothing to pay to set up an auction.
Refunds and cancelled lots
- Refunds are handled by DONATE for now. Email hello@nationalfundingscheme.org with the lot and the winner's name.
Settings reference
Details
| Setting | What it does | Default |
|---|---|---|
| Auction name | Shown at the top of the auction page. Up to 64 characters. Needed to go live. | Untitled auction |
| Description | Shown to bidders under About this auction. | Empty |
| Public link code | The code in your short link, easydonate.org/CODE. Locked once there are bids. | A code DONATE makes |
| Bidding opens | When bids start being taken. Needed to go live. Locked once there are bids. | Empty |
| Bidding closes | When bidding ends. Each lot takes this closing time when it is added. Needed to go live. Locked once there are bids. | Empty |
| Event date | The date of your event, if the auction is part of one. Locked once there are bids. | Empty |
| Password | Hides the auction page from casual visitors. Blank means a public auction. | Empty |
| Live | Publishes the auction page. Needs a name and bidding dates, and your organisation must be live. | Not live |
Lot
| Setting | What it does | Default |
|---|---|---|
| Lot name | Shown on the auction page and in the winner's email. Up to 64 characters. | Untitled lot |
| Summary | A short line under the lot. Up to 150 characters. | Empty |
| Description | The full details of the lot. | Empty |
| Market value | What the lot would cost to buy. Not shown on the page. Gift Aid is only on what the winner pays above it. The lot's own page checks it before the lot goes live, unless Money can't buy is ticked; the Live switch in the Lots table does not. Always enter one before a lot goes live. | 0 |
| Money can't buy | For a lot with no shop price. Ticking Money can't buy sets the market value to 0, so the winner is offered Gift Aid on the whole bid. That risks an over-claim. Do not tick it unless DONATE has agreed it with you. | Off |
| Starting bid | The bidding page only accepts a first bid of at least this amount. | 0 (the page then asks for at least £1) |
| Reserve | The lowest price you will sell for. Not shown on the page. 0 means no reserve. | 0 |
| Bid increment | The bidding page only accepts bids that beat the highest bid by at least this amount. | £1 |
| Lot images | Up to 5 pictures. The first is the main picture. | None |
| Live | Puts the lot in the auction. Switch it on from the lot's own page, after entering a market value. That page checks the value; the switch in the Lots table does not. | Not live |
Messages DONATE sends for you
| Message | When | Who gets it |
|---|---|---|
| Outbid alert | When someone beats their bid. At most one per lot every five minutes. | The bidder who was winning, by email or text |
| Payment link | When a lot closes with its reserve met, or when you accept a bid below the reserve. | The winner, by email or text |
| Payment link again | When you click Resend payment link. | The winner |
| Receipt | When the winner pays. | The person who paid |
Questions
- How is an auction different from a raffle?
- In an auction, people bid on a particular lot, and the highest bid wins and pays for it. In a raffle, people buy tickets for a chance to win, and winners are drawn at random from all the tickets sold.
- How do I run an online charity auction with DONATE?
- In your DONATE portal, open Auctions and click New auction. Add a name and bidding dates, add your lots with pictures and prices, switch the lots and the auction Live, then share your link. When bidding closes, winners are sent a link to pay if the reserve is met.
- Is a winning bid a donation?
- No. A winning bid buys the lot, so it is a payment for the lot. Only the part paid above the lot's market value can carry Gift Aid, and only if the winner chooses to add it.
- Can I claim Gift Aid on auction lots?
- Only on what the winner pays above the lot's market value, and only for charities. The winner's payment page works this out and offers Gift Aid on that part alone. If the winning bid is not above the market value, no Gift Aid is offered. Always enter a market value before a lot goes live.
- What is the market value of a lot?
- What the lot would cost to buy normally, in a shop or from the supplier. It is not shown on the page. DONATE uses it to work out how much of the winning payment can carry Gift Aid.
- What does Money can't buy mean?
- It is for a lot with no shop price, like switching on the Christmas lights. Ticking Money can't buy sets the market value to 0, so the winner is offered Gift Aid on the whole bid. That risks an over-claim. Do not tick it unless DONATE has agreed it with you.
- What is a reserve price in a charity auction?
- The lowest price you will sell the lot for. It is not shown on the page. If bidding ends below the reserve, the winner is not asked to pay unless you click Accept & send payment link on that lot.
- Do bidders need an account or an app?
- No. Bidders use the auction link on any phone or computer. The first time they bid, they give an email address or UK mobile number and agree to the terms.
- How are bidders told they have been outbid?
- By email, or by text if they bid with a mobile number, with a link back to the lot. If the auction page is open on their phone, a banner shows too. Each bidder gets at most one alert per lot every five minutes.
- Can people bid by text message?
- No. Bids are placed on the auction page. Bidders who give a mobile number get their outbid alerts and payment link by text.
- How do winners pay?
- When a lot closes, the winner is sent a link by email or text if the reserve is met. They open it and pay the winning bid by card. No login is needed, and someone else can pay. Only a UK taxpayer paying with their own money, not a company card, should tick Gift Aid.
- A winner has not paid. What can I do?
- Open the lot in the portal, check the winner's contact details, and click Resend payment link. The report on the Lots tab lists every unpaid lot.
- Can I run a silent auction at a gala dinner?
- Yes. Every DONATE lot is bid on online, silent auction style. Put the QR code on the tables and let guests bid on their phones until the closing time. There is no separate auctioneer led mode.
- Can I test my auction before it goes live?
- Yes. Click Preview the auction on the Details tab to see the bidding page with all your lots before you publish. Bids placed once bidding is open are real bids and are not cleared for you, so remove any test bid from the lot's page.
- Can I change the closing time?
- You can change Bidding closes until the first bid, but lots already added keep their own closing time. Contact DONATE to change them. Set the bidding dates before you add lots.
- Can I make my auction private?
- Yes. Add a password on the Details tab. It hides the auction page from casual visitors.
- What does an online auction cost?
- Nothing to set up. For charities, each winning payment costs 4.5 per cent plus 22p, plus 40 per cent of any Gift Aid claimed. Other organisations pay 5 per cent plus 22p. Payments reach you through your usual DONATE payouts, which carry the payout charges in Fees and Gift Aid.