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Onsite Setup: Kiosk & Bid Clerk Print Article

INTRODUCTION

Your guests use the Friendly URL or a One-Click Login link to access the Giving Center before, during and after an event, on any device.

During an event, you may find that not all guests can use their own device for a variety of reasons (left at home, low battery, trouble connecting to the internet, etc.). Below we'll review several options for handling this scenario, including setting up stand-alone Kiosks and having volunteers place proxy bids for guests via Bid Clerk.

Please click on links below to jump to sections:

      Kiosk
            How to set up
            Best Practices
      Bid Clerk
            How to set up
            Best Practices


KIOSK

A kiosk is a laptop computer or tablet that is designated as a bidding station at an event. Attendees can log into kiosks to browse items, place bids, or enter donations just like they would on their smartphones. Kiosks are an ideal option to support guests who don't have a device onsite if your organization does not have many volunteers on hand.

Important notes for Kiosk:

  1. Kiosk requires email/password login
  2. Kiosk automatically logs out a guest after 3 minutes of inactivity
  3. Kiosk can be launched on an unsupervised/stand-alone device at the event for self-service by guests

 

HOW TO SET UP

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Connect kiosk to the internet. If using a laptop, use an ethernet cable to connect to venue internet or turn on Wi-Fi and connect to the venue's wireless network. We recommend using a secure Wi-Fi network to ensure a strong connection. Tablets with 3G/4G capabilities also work.

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Disable screen savers and adjust brightness settings. Make sure the kiosks are easy to view with the placement in the venue and event lighting. 

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Launch the device’s internet browser, navigate to the Go page (ex. http://bidpal.net/friendlyURL/go), and click Kiosk. If using a tablet, be sure to turn the device to landscape mode before navigating to the Go page. If a bidder walks away without logging out, the kiosk will automatically log the bidder out after 3 minutes of inactivity. 

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Display the kiosk in full screen mode. On laptops, clicking F11 will display it in full screen. If using an iPad, add a bookmark to the Home screen, close the Safari browser, and re-launch the kiosk from the Home screen bookmark. The kiosk will display in full screen, with the address bar hidden.

Tip! Remove the password on the laptop or tablet. If the laptop or tablet is accidentally shut down or put into sleep mode, your guests will not be locked out.

 

BEST PRACTICES

  • We recommend 1 kiosk for every 100 guests.
  • Pick locations that are easy to see and have power outlets available, ex. by the bar, by the auction item area.
  • Tall cocktail tables or bar countertops work well so users can comfortably browse the kiosks while standing.
  • Mark kiosks with signage (See an example of one here.)
  • Use balloons or other decoration to draw guests to kiosks.
  • Station a dedicated volunteer at each kiosk to answer questions.
  • Kiosks are best viewed in landscape mode on tablets.

BID CLERK

Bid Clerk provides an organization's staff or volunteers a way to get into a guest's record to bid/donate on their behalf (proxy bidding), or to loan a device so a Guest can bid/donate on their own. Like Kiosk, the Bid Clerk still makes use of the familiar Giving Center interface for a consistent user experience, but there are a few key differences:

  1. Bid Clerk should always be managed by organization staff/volunteers
  2. Bid Clerk allows the volunteer to search for an existing guest by Name, Bidder #, Company, or Table and bypass logging in via email/password
  3. Bid Clerk's search functionality is contained in a pop up, so your device will need to have any pop up blocking software disabled
  4. Staff/volunteers must enter the Event PIN in order to access Bid Clerk from the Go page
  5. Bid Clerk does not automatically log a guest out at any point
  6. When you sign out of a guest's record on Bid Clerk, you'll be returned to the Go page 

Because Bid Clerk has such powerful lookup capabilities, it requires entry of the Event PIN with each guest lookup for an extra layer of security.

 

HOW TO SET UP

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Connect to the internet. If using a laptop, use an ethernet cable to connect to venue internet or turn on Wi-Fi and connect to the venue's wireless network. We recommend using a secure Wi-Fi network to ensure a strong connection. Tablets with 3G/4G capabilities also work.

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Launch the device’s internet browser, navigate to the Go page (ex. http://bidpal.net/friendlyURL/go), and click Bid Clerk. You will be prompted to enter the Event PIN to continue.

Note: Bid Clerk requires any pop-up blockers on your device to be disabled.

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Search for an existing guest by Name, Bidder #, Company, Table Name or Table #.

Tip! Bid Clerk's search is similar to SmartPay in that it will filter out any non-attendees by default. If you can't find the guest you are looking for, try unchecking the "Only Show Attendees" checkbox!

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Fill out any required registration info. Any required registration information (e.g. mobile #, email, or address) will still apply when logging in as a guest via Bid Clerk. Similarly, if your event is set up to require a credit card, this will still be needed in order to complete any proxy bids, donations, or purchases.

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When finished with the current guest, click SIGN OUT on the menu. You will be returned to the Go page where you can re-launch Bid Clerk for a new guest by repeating the previous steps.

 

BEST PRACTICES

  • Bid Clerks should always be staffed by volunteers!
  • Ensure volunteers know the Event PIN and have the Go page bookmarked on their devices.
  • Disable any pop up blockers on devices your volunteers will be using.
  • Bid Clerks can be used by roaming volunteers or by volunteers stationed at central, easy-to-see locations that guests will be able to find quickly.
    • If using Bid Clerk at stations, mark them with signage and use balloons or other decorations to draw in guests (See an example of one here.)
  • Remind volunteers that guest lookup isn't just by name! They can also search by company, table, or Bidder #.

 

 

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