Desktop Guest List Check-In

This guide shows you how to check in guests and register them as bidders from the Guest List in the Manager.

Before your event

Load every possible guest into the list

The Guest List should show everyone who’s coming, with one slot for every seat. If a sponsor bought a table of 8 but only gave you 6 names, still add 2 open slots for them.

guest list page

Not everyone is going to bid

Many couples prefer to bid together. When you check in a couple, ask which one will bid and register only that person.

Make bidders ahead of time (optional)

You can make a guest a bidder before they arrive, without checking them in. Click the three-dot menu in the Actions column at the end of the guest’s row and choose Make a bidder. Handbid assigns the next paddle number, or, if you’ve turned on manual paddle number assignment, you can enter any paddle number. The guest needs an email address to become a bidder.

Example: The day before your event, you want to assign paddle numbers to a sponsor’s table and set the paddles out on the table in advance. Make each guest at that table a bidder. On event night, simply confirm each guest’s arrival and keep the line moving.

Check in a guest

There are two ways to check in one guest. Start by going to People › Guests › Guest List and finding the guest. Search by first name or last name (not both), or filter by sponsor or table.

From the three-dot menu: click the three-dot menu in the Actions column at the end of the guest’s row and choose Check in.
From the action bar: check the box next to the guest’s name. When the action bar appears at the bottom of the list, click Check in selected.

If the guest is going to bid, register them as a bidder. Confirm their email and cell phone number, make sure the country code is right, and click Register to assign a paddle number.

If the guest turns out to be someone who is already a bidder, for example because they registered themselves before the event, they keep the paddle number they already have. The paddle step shows Keeps their paddle # with their number filled in. You can type a different number instead. If another guest or bidder already holds the number you type, Handbid tells you who has it and saves nothing, so you can choose another number.

The guest’s attendance status changes to Checked in.

Check in a party (several guests)

Ask whether the group is arriving together, for example “Are you all at the same table?” Large parties can also split up across check-in lines.
Filter the Guest List by their sponsor or table to find the whole group.
Check the box next to each guest. The action bar stays in place as you scroll, so you can keep selecting.
Click Check in selected. If some of the selected guests are already checked in, the button shows how many still need checking in instead, for example Check in 1.
As you go through the list, register each bidder or just check them in. Bidders need an email address and phone number.

Once a bidder is registered, the next screen shows their paddle number. A new or changed paddle number shows up right away in Enter Mass Appeals. Tell the bidder their number if they’re bidding on iPads, and hand them a paddle card if you’re holding a paddle raise or live auction.

bidder registered confirmation

On the same screen, you can add a credit card to the bidder’s account from the credit cards tab, or add a purchase.

Add cc

Checked in the wrong guest?

Select the guest and click Undo check-in in the action bar. See How to Undo a Guest Check-In.

Printable volunteer instructions

Download a PDF of volunteer instructions you can print for your check-in team.