Buckman Elementary School
I have been working on the Buckman Elementary School Auction for about 7 years. I began working on the silent auction set up and was hooked after the first one. It is a great way to work with people. Everyone does a part and when it comes together the feelings are grand and the experience is too.
Using auction software can be a great tool. It not only saves time, it can create consistency in your auction from year to year. Three years ago I organized and ran the data base for our school auction. It was my goal to diversify the job so that several volunteers could work on the data entry. I used a program the PTA had purchased. We used that software for five years and spent a lot of money. I worked with it for the last two years of our contract and then this year, the team chose a new program.
When we began to evaluate other programs, we knew we wanted to be able to do several things we couldn’t do previously: access our data base from many different locations, have several volunteers work on the data entry at the same time, and have our information viewed by anyone who could access the internet.
We began our journey with Tofino in 2007. We will be working with you for many years to come!
What were you using to manage your auction before Tofino? Why did you switch?
We were using AuctionPay. We had worked with them for 5 years. My number one complaint, no consistent customer service. I never talked to the same person.
We switched because of cost. We saved $1,050 in the first year alone by using Tofino instead of our old software, and we got a web based program.This allowed us to get answers right away while working on the data base. We spent less time later correcting entries and revising descriptions. Also, we needed a user friendly program.
Why do you prefer Tofino to other options?
First off we are supporting parents in the same district and neighborhoods as ours. Second, it is very cost effective. Third, it is pleasing to the eye on the screen. Fourth, excellent customer service. Fifth, would be having the information available on the web. It allowed a lot of folks to view our auction before that night. Sixth, it made data entry much easier being able to access it from almost anywhere.
How did using Tofino change the way you manage your auction?
We used to have one may be two volunteers enter all the data necessary before the auction. It would get very time consuming for those two people the days leading up to the auction. Using Tofino completely changed the way data entry was set up this year. We were able to have as many people entering data as needed. A very large volunteer job was broken down in to smaller more manageable parts so that many people could participate.
We had fewer committee meetings. We would all get on to Tofino in the evening and add data. We could e-mail and/or instant message each other while working. This allowed us to get answers while working on the data base.
Volunteers felt more comfortable the night of because they were familiar with the program from entering data.
It took us to the next level of technology. It also helped to create more consistency with the placards for the silent auction.
Any tips or tricks for other customers?
Actually look at each of the reports and how they are different. You can usually find one that will give you the information you need. If you don’t please tell Tofino so that they can create a way for you to see that information.
Talk with others who have used the software. Find lots of ideas and use the ones that fit your auction. Find out what worked well and what did not. Learn from others and their mistakes.
Pamela Kreutz was Technology Chair for the 2008 Buckman Elementary School Auction