Volunteer Resources

Thank you for volunteering your time to help create the RCS auction! 
AuctionTrak is our online auction management software

Auction Committee

If you would like to contact the auction committee, please use the contact information below. If you just have a general question or comment, email the committee at auction@randolphchristian.org
  • Mike Hoffman (Coordinator/Live Auction) 
  • Joel Bartlett  (Record Keeping)
  • Tricia DeJager and Marin Medema (Silent Auction)
  • Rachel Kile (Decoration/Setup)
  • Tara Cupery  (Meal)
  • Jamie Weaver and ​Rebecca Schmucki (Publicity)

Quick Links

  • Auction Home
    • Go to RCS Auction Home Page
  • Donor Form - Electronic
    • A donor can use this form to submit donation information. It is automatically sent to the auction committee.
  • Donor Form - Paper
    • This is a paper version of the electronic form that can be mailed or faxed to RCS. Or, if given to the solicitor, can be entered into AuctionTrak.​
  • ​Donor Letter
    • This letter was mailed to past donors in December. Some donors require it in order to provide donations.
  • Request For Reimbursement
    • This form is required if a donor needs to be reimbursed for a portion of the donation. Note that reimbursements for over $50 need to be pre-approved by the committee​
  • Solicitor Training Video (RenWeb)
    • Video describing the various AuctionTrak features for volunteers (solicitors)
  • AuctionTrak Support (RenWeb)
    • More resources for learning advanced functionality of AuctionTrak

Slides Highlighting Common Tasks

Instructions For Basic Tasks

Login - Open the software by following any of the links to AuctionTrak. Enter your user name and password by the "Administrator Login" heading, and you're in! If you forgot your username or password, send an email to 

Main menu options - The main AuctionTrak tasks are across the top of the page in the black menu bar.
  • Donor Solicitation List  - This will show you all the donors that are being solicited for the auction. You can see who the solicitor is, and what the status is. There is also a "search" link in the upper left to search for a specific donor 
  • Donors Assigned To Me - This is just the donor filtered to show only those donors assigned to you for this auction.
  • Add Donor - Use this link to add a new donor for the auction. It starts with a page to search for an existing donor, to try to prevent duplicates. Below that is "step 2" with a link to actually add the new donor information

Making Updates - You can use AuctionTrak to add and update donors and donations. All updates and additions will trigger a notice to the auction committee. The auction committee then reviews and approves all updates.
  • Donor Screen - From the donor list, choose a donor. That will take you to a page with all the info for this donor. On top you will see their contact information. To the right you will see their giving history. On the bottom left is where you can enter donations for the current auction.
  • Contact Information - Right under the donor's contact information is a link that will take you to the page to update the contact name, business name, address, and other contact information.
  • Solicitation Status - As you make contacts, you can change the "solicitation status" for the donor if you would like. There are options like "initial contact", "follow-up needed", or "complete". It's not necessary that you use the field, but the auction committee probably will be using it as we post updates to the web and track our solicitation progress.
  • Enter donations - When you get donation information, you can enter it right here. Enter the item name, description, and the value. Please enter any information about item pickup, or any other notes that would be useful for the auction committee. You can ignore the auction category, the committee will take care of that.

Change Auction - When you login, it will show you details for the current auction. If you want to view the information from prior auctions, you can change it in the upper right using the "change" link. There you can choose from the current or prior auctions.  

Change Password - If you want to change your password, you can find that option under the "Help" menu in AuctionTrak..