Internal System Release Notes April 8th 2026

We understand that some auction houses run onsite-only auctions without online bidding, and our system can now support that workflow. Here’s how to set it up:

• Create a webcast but do not publish it (leave in Draft mode).
• Upload your lot list. It’s best to upload more lots than you expect to sell—you can always delete any unused ones later. You don’t need detailed names at this stage; simple placeholders like “Lot 1,” “Lot 2,” etc., are fine. Just make sure any specific lot numbers you plan to use (like “Lot 1A”) are included upfront.

• Check in your onsite bidders as you normally would.
• Prepare the webcast and begin clerking. Since there are no online bidders, you’ll use the “Floor” button to enter the winning bid. You don’t need to record every individual bid unless you want to—what’s most important is entering the correct final sold price. After marking a lot as sold, go to Closed Rounds and assign the correct onsite paddle number.
• Track lot details during the auction. Download the catalog and open it in Excel (be sure to save regularly) or copy it into a Google Doc for autosaving. Focus on columns like Lot Number and Lot Name. As you clerk, replace placeholder names (e.g., “Lot 1”) with the actual lot names so invoices clearly reflect what each bidder purchased.
• (Optional) Track sellers. If your auction is using seller tracking, you can add a Seller column to your spreadsheet and enter seller numbers for settlement purposes. If this is a 1 seller auction, noting the seller is not needed as you go as you can just add the seller at the end of the auction through a bulk import and do not have to note a unique seller per each lot.  
  

This process allows you to fully manage an onsite-only auction while still generating accurate records and invoices in the system.

Once an auction is complete, you can upload the spreadsheet with the Lot #'s and lot names to update the lot names on the invoices.

Webcast Auctions with Offline Lots Sold Prior to the Online Portion

We understand that many auctions include an onsite-only portion where certain lots are sold offline (not available for online bidding), followed by an online webcast. Here’s how to properly set this up so you can clerk those offline lots while still running an online auction:

• Create a second auction (second ring).
  Set up your main auction as the primary auction (the one offering online bidding). Then create a second auction for the offline lots and assign it as a second ring by going to Auction Ring in the general settings and selecting the primary auction’s name.
  This step is important to ensure invoices from both auctions are linked together. *You can keep this auction in Draft mode

• Upload your lot list.
  It’s best to upload more lots than you expect to sell—you can always delete unused ones later. You can use simple placeholder names like “Lot 1,” “Lot 2,” etc. Just make sure any specific lot numbers (like “Lot 1A”) are included from the start.
• Check in your onsite bidders as you normally would.
• Clerk the offline lots.
  Since there are no online bidders for these lots, use the “Floor” button to enter bids. You don’t need to record every bid unless you want to—just make sure the final sold price is entered correctly. After marking a lot as sold, go to Closed Rounds and assign the correct onsite paddle number.
• Track and update lot details during the auction.
  Download the catalog and open it in Excel (save frequently) or copy it into a Google Doc for autosaving. Focus on columns like Lot Number and Lot Name, and replace placeholder names with actual item descriptions as you go so invoices clearly reflect what was sold.
• (Optional) Track sellers.
  If your auction is organized by seller, you can add a Seller column to your spreadsheet and input seller numbers for settlement purposes. This can also be completed after the auction if needed.

This setup allows you to seamlessly manage both offline and online portions of the auction while keeping everything organized and properly linked.