arantees a smooth check-in better then getting as much information on your guests before the event as possible. The Pre-Check-in System is designed to help get your attendees to save a payment on file before they arrive at the event. Here are the steps you will need to complete for Pre-Check-in to do its best for your event.
Contact Table Purchasers and Sponsors
If you have sold tables for your event, you can start to gather information about your attendees by reaching out to those who have purchased tables. Your sponsors and table purchases typically know the names and email addresses or phone numbers of those they have invited to attend your event. We recommend having a volunteer or a member of your team reach out to them to gather and update this information. If they purchased their table or sponsorship online through Auction Frogs, they can update their guest's information there as well. It may seem like a lot of extra work, but a simple email to a few people can make a big difference.
Setting Up Pre-Check-in With A Member of Our Team
Step 1:Provide or Add content for your Pre-Check-in Initial and Complete Messages. The initial message has pre-populated instructions on how to complete Pre-Checkin, but you can customize the page content if you wish. The complete message is the last thing your attendees will see after they complete the process. This is a good page to put extra parking details or other information you want your guests to now.
Step 2:Determine the timing of your email with your Client Support Specialist. When would you like attendees to receive notifications about Pre-Checkin. We recommend the following schedule. Your attendees should receive and email from your organization letting them know to watch out for an email or text message from Auction Frogs about Pre-Check-in a week or so before your event. That way they keep an eye out for it. Our staff will push the notification for you on the date you specify, but we recommend that initial message be pushed 3 days or so before the event. Then we can send out a message a day before your event to only those who have not already completed Pre-Check-in. The last effort should go out a few hours before your event begins. Here is a sample of what the email notification looks like. Those that have cell phone numbers on file will also receive a text message with similar information.
Step 3:Watch the Attendee Status Widget on your Auction Stats Page to see how many of your attendees have completed the Pre-Check-in process.
The video below shows how your attendees will complete Pre-Checkin.
No set up fee. You will need to set up a separate merchant account through CardPointe – but the funds from transactions will be directly deposited into your organization’s existing bank account. We start the merchant agreement process for your organization and then your contact person receives an email from CardPointe with a link to continue filling out the merchant agreement and signing online. Someone in your organization will have to be the contact person and they will need to submit their own social security number as part of the signing process. This sometimes makes people uncomfortable, but it is a federal banking requirement. The person signing the agreement must be a real person and a US citizen. Usually the contact person will be you or the business manager.
$10 per month statement fee for the months the account is active. This is typically three months; the month before, the event month and then the following month to withdraw the processing fees. So plan on $30 minimum. You have the option to cancel the account, after the fees have been withdrawn. Or contact us and we'll submit a cancel request.
- Swipers are ordered by you once your merchant is open through the Cardpointe MarketPlace. They are yours to keep year after year. We suggest one swiper for each 100 guests but you can purchase as many as you like. At the event the swipers must be connected to a Windows 7, 8 or 10 computer that has installed the free EventPay! app that we provide. These swiping computers do not need the internet at your event, nor do they need to be connected to each other. So you can have them at more than one location in your venue. They do not need to be the same computers you use for Auction! data entry at the event.
Processing fees: 3.5% for MasterCard, Visa and Discover, 3.75% for American Express.
There are no other fees associated with using EventPay! for credit card processing at the event.
You will need to purchase Premium Features to enable the EventPay! menu in the Auction! software if you do not already have the feature enabled. This is a one-time purchase and is available year after year as long as you keep technical support in force.
You will also have the ability to handle Point of Sale processing through the merchant account through CardPointe. You do not use Point of Sale at your event. The transaction charges would be the same as for the event listed above and you would need to continue to pay the $10 per month statement fee if you want to do this. We have a few customers who are using the swipers year round for point of sale at the office for transactions and fundraising activities that are not related to purchases at the auction event. When the swipers are used for point of sale, it has nothing to do with Auction! but since you have the merchant account through CardPointe, you can use them this way as long as the merchant account stays active.
- Securely capture credit cards at check-in
- Retrieve encrypted credit card data from EventPay! app to Auction! software to mark guests as Quick Checkout
- Post event upload and process credit cards from Auction! desktop edition.
Is Event Pay! credit card processing PCI compliant and secure?
Yes, EventPay! credit card processing is fully PCI compliant and secure.
What information is required to complete the merchant agreement for Event Pay! credit card processing
The following information is required to complete the CardPointe/CloverConnect merchant agreement to be used with your EventPay! card processing.
We start the application process and then the signer will receive an email from CardPointe asking that person to complete the agreement and sign electronically online. The email sent from CardPointe, cannot be forwarded to another person. It must be completed and signed by the person who originally received the email.
To complete the process the following information is required. We cannot emphasize enough that the application we (Auction Systems) start must be sent via email directly to the signer. It cannot be forwarded to the signer. The email address must be the actual signer’s email. If the email and name of the signer does not match who the application is originally emailed to, the application will be rejected an we will need to start over.
- Who will be the signer? - What is the signer’s email address? - What is the signer’s phone number? - What is your organization’s EIN? - What is the official name of the organization associated with the Federal EIN? - What is the organization’s website address? - How much do you plan to process via credit card from your event? (Minimum used for application is 50,000 to prevent hold on funds) - How much would the average person charge? (Minimum used for application is $1000 to prevent hold on funds. - What would be the highest ticket amount processed?
The estimated charge numbers are used to set up the account so that once you process, there should be no hold on the funds. The total amount charged will be entered in the application in the field for Average Monthly volume.
Please tell the designated signer to NOT change any of these numbers in the application. Since you will be processing only in one month, your total is the average for one month. If these numbers get changed from the figures we enter in the application, you could see a delay in getting your funds deposited into your bank account after the cards are processed. (We purposely set the numbers high.)
We will send an email letting the signer know it has been submitted and to check spam/junk folders if it isn’t in the inbox.