Auction New | NewMusicalsInc /* Mobile Menu Retract ---------------------------------*/

set up NEW auction

SAVE LAST YEAR'S DATES

When you are ready to set up for a NEW auction - COPY THE DATES from the Auction Admin page that are found in the “Auction Info” toggle and PASTE them below (with the correct year) at the top of the list.

Use these dates as a reference point to set up the corresponding NEW dates for the new auction.

====================================================

 

2019 Auction

The Auction will open on Fri, Nov 29 at 8:00 am PST and end on Sun, Dec 8 at 9:00 pm PST

Auction items can be picked up from NMI during the following times:
Thu, Dec 12 from 2:00 pm to 10:00 pm
Fri, Dec 13 from 11:00 am to 7:00 pm
Sat, Dec 14 from 10:00 am to 6:00 pm

2018 Auction

The Auction will open on Fri, Nov 23 at 8:00 am PST and end on Sun, Dec 9 at 9:00 pm PST

Auction items can be picked up from NMI during the following times:
Thu, Dec 13 from 2:00 pm to 10:00 pm
Fri, Dec 14 from 11:00 am to 7:00 pm
Sat, Dec 15 from 10:00 am to 6:00 pm

2017 Auction

Auction will open on Fri, Nov 24 at 8:00 am PST and end on Sun, Dec 10 at 8:00 pm PST

Auction items can be picked up from NMI during the following times:
Thu, Dec 14 from 2:00 pm to 10:00 pm
Fri, Dec 15 from 11:00 am to 7:00 pm
Sat, Dec 16 from 10:00 am to 6:00 pm

 

2016 Auction

The Auction will open on Fri, Nov 24 at 8:00 am PST and end on Sun, Dec 10 at 8:00 pm PST

Auction items can be picked up from NMI during the following times:
Thu, Dec 14 from 2:00 pm to 10:00 pm
Fri, Dec 15 from 11:00 am to 7:00 pm
Sat, Dec 16 from 10:00 am to 6:00 pm

 

2015 Auction

The Auction will open on Fri, Nov 25 at 8:00 am PST and end on Sun, Dec 4 at 8:00 pm PST

Auction items can be picked up from NMI during the following times:
Thu, Dec 8 from 2:00 pm to 10:00 pm
Fri, Dec 9 from 11:00 am to 7:00 pm
Sat, Dec 10 from 10:00 am to 6:00 pm

MOVE LAST YEAR'S ITEMS TO ARCHIVED CATEGORY

Go to the post category type AUCTION CATEGORIES and RENAME the “CURRENT: category (AND IT’S SLUG) to be 20**(the auction year that has just ENDED).  Then, create a new category called CURRENT (and make sure the slug is also CURRENT).

LINK TO AUCTION CATEGORIES 

SADLY, because changing the name of the category doesn’t fool Toolset, you will also need to go into the following VIEWS and change the filter for category from 20** back to CURRENT.

Auction Donor Need Item at NMI View
Auction Donors Detail View
Auction Donors View
Auction Estimated Value
Auction Final Totals
Auction Finalize View
Auction Item Export View
Auction Items No Shipping
Auction Items Simple List View
Auction Items Simple Title View
Auction Items Suggested Shipping
Auction PDF Fulfillment View
Auction Shipping Needs View
Auction Shipping Totals View
Auction Shipping Tracking View
Auction Winners Detail
Auction Winners View

SET UP NEW AUCTION ENTRY

Go to the custom post type AUCTION and create a new entry for the current year - assign it to the category CURRENT. Then remove any of the numbers in the new record that can’t yet be known (only keep the standard fees and percentages)

LINK TO AUCTION POST TYPE 

 

DELETE LAST YEAR'S WINNING ITEMS

Go to the post type AUCTION WINNERS and move ALL items to TRASH.

LINK TO AUCTION WINNERS

SET UP NEW AUCTION DATES

Next, create the new start and end dates and shipping deadline for the new auction year by going to EVENTS and filtering for PAST EVENTS with the category AUCTION DATES.

EDIT all three dates (do NOT clone them).

LINK TO FILTERED EVENT LIST

SET UP NEW PICK UP TIMES

Next, create the new PICK UP dates for when winning bidders can come to NMI to pick up their items by going to EVENTS and filtering for PAST EVENTS with the category AUCTION PICK-UP TIME.

EDIT all three dates (do NOT clone them).

LINK TO FILTERED EVENT LIST

SET UP NEW AUCTION VOLUNTEER TIMES

Next, create the new AUCTION VOLUNTEER dates by going to EVENTS and filtering for PAST EVENTS with the category AUCTION HELP SHIFT.

EDIT the existing items (do NOT clone them).

For each item, as you enter the NEW DATE AND TIME for the CURRENT YEAR, make a note of that date and time, and then scroll down to the VOLUNTEER TASKS section and make sure the VOLUNTEER TASK ADMIN STATUS is “AVAILABLE”; and the text for the POST TITLE reflects the correct date; and the VOLUNTEER TASK DATE is the right date.

Click SAVE for the Volunteer Task section item, then scroll back up to the top of the page and update the page for the event.

(You might also have to go to the post type “Volunteers” and make sure nobody is still in there - although those should already be cleared out for the new season)

LINK TO FILTERED EVENT LIST

PREPARE REGISTERED USER LIST

Go to the AUCTION folder on Elise’s laptop and find the PREVIOUS REGISTERED USERS spread sheet. Prepare it to use to send emails to alert folks about this year’s auction once it’s open.

 

ADD ARCHIVED ITEMS TO LIST

Edit the AUCTION ITEMS ADMIN PAGE (the page you just came from which should still be open in a tab): go to the final module (ARCHIVED ITEMS) and set up a new view for the most recent year’s worth of items to show (ABOVE the ones already listed).

 

SET UP FOR NEXT YEAR

Finally, to make sure it is clear that you have taken all of these steps - change the button on the Auction Items tab to say the NEXT year.