If you’re selling Raffle or Sweepstakes entries offline in addition to the tickets being sold online, you’ll need to add these tickets to your entry records in Givebacks. This will ensure that all entries are included when you draw a winner.
What should I know before adding offline entries?
The Manage Outside Raffle/Sweepstakes Entries option will be available in Campaign Management once your Campaign is published.
All free entries for your Sweepstakes must be mailed in using the free entry link in the official rules section of your Sweepstakes page. For more information, see this Knowledge Base article: Understand: Sweepstakes Free Entries.
If you’re adding Sweepstakes tickets, you’ll need to confirm that the donor was informed of the free entry option before they purchased their tickets offline. This helps you comply with local and federal laws and regulations.
How are entry numbers assigned for offline entries?
The system will ask for the start and end numbers for the tickets that were sold for each person. You can have the system automatically assign entry numbers, or manually assign your own entry numbers:
Note that if you manually assign your own entry numbers, you won’t need to include the prefixes. To learn more about entry number prefixes and how entry numbers are automatically assigned, see: Understand: How Raffle and Sweepstakes Entry Numbers Are Assigned
How do I add offline entry purchases one at a time?
Go to Campaigns in the left menu.
If you have chosen a list view, click on the Campaign title. If you have chosen a grid view, click on the Campaign image.
Select Manage Outside Raffle/Sweepstakes Entries.
Click on Add tickets, then select Add single ticket purchase.
The following form will appear in a pop-up window:
Fill out the form to the best of your ability. The more information you provide, the more complete your records will be.
When you’re done, select Save and close to exit out of the pop-up form, or select Save and add another if you want to enter more ticket entries.
How do I import multiple offline entry purchases at once?
If you plan to sell many tickets offline, we recommend downloading our import template when your Campaign starts. This will allow you to add all sales to the template and import them in just a few steps rather than one at a time.
Go to Campaigns in the left menu.
If you have chosen a list view, click on the Campaign title. If you have chosen a grid view, click on the Campaign image.
Select Manage Outside Raffle/Sweepstakes Entries.
Click on Add tickets, then select Import multiple entry purchases.
This will bring up a pop-up window:
Follow the instructions in the pop-up step by step until you successfully upload all ticket entries.
When you’re done, select Import.
Can I send email receipts for offline entry purchases?
When you add offline entry purchases to your records, you can opt to send an email receipt:
Receipts contain a payment summary and entry numbers. This is ideal if you're announcing a winner at a future date and donors need to save their entry numbers for later. You'll need the donor's email address in order to send an email receipt, so we recommend collecting the donor's email address when they purchase their entries.
Frequently Asked Questions
Why do I need to add offline entries to Givebacks?
Adding offline entries to Givebacks ensures that all entries—both online and offline—are included when you draw a winner. This creates a complete record of all participants and maintains fairness in the drawing process.
When does the option to manage offline entries become available?
The “Manage Outside Raffle/Sweepstakes Entries” option becomes available in Campaign Management once your Campaign is published. It will not be visible while your Campaign is still in Draft Mode.
Should I manually assign entry numbers or let the system do it automatically?
If you’re selling physical tickets with pre-printed numbers, manually assign those specific numbers. If you’re tracking offline sales without pre-numbered tickets, let the system automatically assign numbers for simpler record-keeping and fewer errors.
Do I need to collect donor email addresses for offline entries?
While not required, collecting email addresses is highly recommended so you can send receipts containing payment summaries and entry numbers. This helps donors save their entry information if you’re announcing winners at a future date.
What about free entries for Sweepstakes sold offline?
All free entries for Sweepstakes must be mailed in using the free entry link in the official rules section of your Sweepstakes page. When adding paid offline entries, you must confirm that the donor was informed of the free entry option to comply with legal regulations.
Questions? Click the "?" icon to contact Givebacks Support.