What is Saving Card on File and why is it the most important feature for your silent auction?
Saving a Card on File is the process of having guests pre-register a credit card at registration so they can avoid having to line up to pay at the end of the event. It is done with the Bidstation app, which integrates Square for card payments.
Bidstation tracks all winning bids, purchases and donations by bidder number. Square processes the payments when it is optimal for organizers (typically after the event ends, when final amounts owing have been confirmed).
Silent auctions are unique events in that they involve both an event end time, when most attendees are ready to leave, as well as auction purchases that require payment. When both these situations happen at once, it leads to exceptionally long checkout lines.
Lining up is a negative way to end an evening or special event, and it is not uncommon for some guests to leave without collecting and paying for their auction items.
The process of Saving Cards on File eliminates this issue. It involves swiping card magstrips or using the Square chip reader for chip insert at check-in/registration to securely vault a card payment token that can be charged at a later time. The credit card information is linked to the bidder number so that any winning bids or purchases made with that number are added to the attendee’s invoice. When a card is Saved on File, a card icon will be displayed in the Attendee’s profile in the app.
When saving a card on file, you may only do so using Square hardware to swipe the magstrip, inserting the chip or manually inputting the card details. Cards cannot be saved on file from digital wallets or taps.
When processing a payment in the app, all methods are supported, including tap for cards and digital wallets. Typically payments are being processed for attendees that do not have a card on file but need to pay at checkout. The app will offer options to either save the card on file or process the payment, when an attendee has a balance owing.
With this Express Checkout function, the card is not charged if no balance is owing.
For additional information, watch the Quick Start video.