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WrkLst Classic
The previous WrkLst interface: the original guides and videos for WrkLst Classic.
Works
Learn how to manage artworks in WrkLst, including creating inventories, adding artists and artworks, editing, multi-editing, and working with editions.
Contacts
Manage the people around your works — collectors, artists, curators, museums and suppliers.
Holds & Sales
Reserve works for clients and record sales, invoices and payment status.
Shipments
Move artworks with proforma invoices, customs paperwork and live carrier tracking.
Exhibitions
Plan and archive gallery exhibitions, art fairs and other exhibition projects.
Consignments
Track incoming, outgoing and third-party consignments, and never miss an expiry.
Lists
Save selections of works or contacts and reuse them across WrkLst.
Presentations
Share artworks with clients through private viewing rooms.
Media Library
Upload and organise images, documents and links in bulk.
WrkLst Mobile App
Install and use the WrkLst app for iPhone and iPad, including offline access.
Account Setup
Getting Started with your WrkLst Account
FAQ - Frequently Asked Questions
Security, privacy, hosting, AI and other questions we are asked most.
Dashboard
Your customizable home screen in WrkLst.
Messages
Email written and sent from inside WrkLst.
Outreach
Campaigns and personal communication at scale.
Timeline
Plan exhibitions, fairs and projects on a calendar-based timeline.
Collection Values
Cost, estimated and insured values across your collection.
Reports & Analytics
Sales, facilitators, exhibitions and consignments on one page.
Biographies
Maintain artist CVs in one place and publish them everywhere.
Integrations
Connect WrkLst to your website and other systems.
Settings
Workspace and account settings, inventories and appearance.
Popular articles
What other people are reading right now.
Exhibitions
Keep track of exhibitions in WrkLst — gallery exhibitions, art fairs and any other kind of exhibition project — from the first checklist to the sales report and the costs. This article describes WrkLst 10. The exhibitions list Exhibitions shows your shows as cards in the Grid view or as a Table view, sorted by title or date. The list runs by the date a show starts, newest first; a show whose dates are still Dates TBC takes the place of the day it was last worked on, so a plan you are busy with stays in view. Filter by Kind — Solo, Two person or Group — by When, by Venue type — Institution, Gallery, Fair or Other — and switch on At our Locations for shows at your own spaces. An exhibition opens without losing the list, which stays beside you as a rail. Its cover is put together from its works, and in the record a click on any picture opens that artwork full screen. The exhibitions list: 1 Search exhibitions · 2 Filter · 3 Table view · 4 Add exhibition The exhibitions list: 1 Search exhibitions · 2 Filter · 3 Table view · 4 Add exhibition What an exhibition record holds An exhibition brings together everything about a show in one place. Under Venues you record the venue, its Venue type, the Exhibition dates with their Accuracy — full date, month and year, or year — and whether the show is Ongoing or its dates are still to be confirmed; a show with several venues is marked as travelling. The record carries the Artists with a Lead artist, a Caption generated from title and dates that you can customise, Installation shots with their photo credit, Documents, the Press release, linked Contacts with their roles, Tags, Timeline entries and a Provenance entry that writes an exhibition line onto its works. Loans and transport are linked under Consignments and Shipments, and Linked biography items shows the entries the show generated in the artists' CVs. Large shows load their works in pages. An exhibition record: 1 Edit exhibition · 2 Share / export as · 3 More actions An exhibition record: 1 Edit exhibition · 2 Share / export as · 3 More actions Years later the record is still there, which is the point — a show you can reconstruct is a show you can cite, insure and publish. Building the checklist Checklists usually start as a filtered view or a basket selection of works — see Works: inventories, filter and search, views and the basket. Choose Exhibit and the exhibition opens with those works on it. The Works are a list, one per line with inventory number, artist, title, details, price and location; tick Confirmed as works move from considered to confirmed, and keep your own Order or sort by inventory number or year. Creating and editing happen on the same screen as the exhibition, and WrkLst warns you if a colleague is editing the same show. Sales report An exhibition shows what it actually sold: the total, how much each colleague sold, and every sold work with its buyer and invoice. Under Sales by facilitator, unfold a facilitator to see their sales with picture, client, invoice and payment status; one click opens the sale. A bar shows where every work stands — sold, donated, gifted, on hold, offered, available, not available — by Works or by Value. Your own sales, external sales and Donations & gifts are kept in separate groups; donations and gifts are valued at the work's list price. A work that came back or was resold no longer counts, so a work on the wall is never reported as sold. The report is shown to everyone who may see sales reports. Production & expenses Expand Production & expenses to see what the show cost. The production and framing costs of the works are summed and grouped By payer or By work; with Add expense you book the exhibition's own costs — Shipping, Framing, Photography, Hospitality/Dinners or Other — with amount, date, description and Paid by. The report shows Artwork costs, Exhibition costs and the total. Download PDF gives a dated document headed with your gallery's name and address, grouped by payer, ready for your accountant; Download spreadsheet gives one row per entry. Under Include you choose All costs, Artwork costs only or Exhibition costs only. Connections to other records Loans and incoming works are handled as consignments (Consignments), transport as shipments (Shipments), and anything sold from the show as a sale (Holds & Sales). The calendar feed can put Exhibition runs into your calendar app. Still using WrkLst Classic? This topic in the Classic documentation: Exhibitions Related articles - Consignments - Shipments - Biographies - Timeline - Reports & Analytics
Holds & SalesHolds & Sales
Holds and sales record the commercial life of a work in WrkLst — from reserving a piece for a client, through turning that reservation into a sale, to the invoice and the payments on it. This article describes WrkLst 10. Before you start You need a work in your inventory and a contact for the client. See Creating New Artwork and Create a New Contact. Place a hold on a work Open the action menu on the work you want to reserve. Alongside Offer, Interest, Sell, Ship, Exhibit, Consign and Present, you will find Hold. The action menu of a work: 1 Interest · 2 Hold · 3 Sell · 4 Present The action menu of a work: 1 Interest · 2 Hold · 3 Sell · 4 Present The hold dialog: 1 Put on hold The hold dialog: 1 Put on hold 1. Choose Hold. A dialog opens for that inventory number. 2. Set how long the hold runs: Until a date with an hour and minute, or For a duration in minutes, hours or days. A two-hour reservation at a fair works the same way as a hold that runs for weeks, and a timed hold expires on its own. 3. Choose the Client and add Notes your colleagues will see, then press Put on hold. The work is marked as held in the inventory, so anyone browsing available works can tell at a glance that it is spoken for. Hold in the sale form opens the full sale form instead, where a hold can also be Indefinite. You can also pick several works in the basket and choose Hold, Sell or Offer: the new record opens with those works already on it, with prices, captions and sizes filled in. Edit, release or convert a hold The action menu changes once a work is on hold: - Edit hold — change the deadline, the client or the notes. - Release hold — return the work to available without recording a transaction. Use this when a client passes. - Hold to sale — carry the reservation straight through into a sale. Set the Sale date and the Payment status and press Promote to sale; the work and the client are already filled in. Record the sale A sale records who bought what, when, and on what terms. You set the Type — Offer, Hold, Sale, Donation, Gift or Cancelled — the Sale Date and the Facilitator, the colleague responsible for the deal. Executed through says whether the sale was made in-house, by an external seller or by an external gallery; the options Museum sale, Through auction and Confidential describe the shape of the transaction. Under Parties you choose the Client and, where they apply, the Consultant, Museum, Curator and Bill To contact. If you run more than one space, the sale also says which Location it belongs to. A sale, with its bar at the bottom: 1 Edit sale · 2 Invoice · 3 Share as A sale, with its bar at the bottom: 1 Edit sale · 2 Invoice · 3 Share as For each work you record the Price and Currency, any Discount as a percentage or a fixed amount, Additional Costs with your own label for things such as framing, and the Tax rate and label. The Item Text on your paperwork is pre-filled from the work record and can be edited for that sale. Shipping is billed on the same invoice under Bill Shipments, anything else under Other Items. The invoice is laid out line by line, with every discount, tax and currency conversion shown, and the outstanding amount at the top — so you can see whether a sale is paid without opening the PDF. The pictures at the top of the sale open the artwork full screen with its whole caption. Payments and payment links On a sold work the action menu offers Record payment: set the Payment status — Paid in full, Payments pending or Not paid — the Last payment date and Payment notes, and press Save payment. Money that arrives on your bank account or through Stripe, Shopify or QuickBooks is matched to the sale under Sales → Payments; see Payments. In the sale form you can Provide credit card payment link via Stripe or via Shopify, optionally with a credit card fee, or let the client pay the invoice in QuickBooks. The Payment link on the sale is for your client — do not open it yourself. When a sale goes to QuickBooks you can pick the Income account it posts to, so a primary sale and a resale need not land in the same place. After the sale Because sales are linked to both works and contacts, the transaction appears on the work's record and on the client's contact record. The Sales list shows sales as cards or as a table, sorted by client, invoice number or date, and filtered by type, payment status, year, facilitator or the location of the works. Searching matches the titles of the artworks on a sale as well as their inventory numbers, the artist, the client and the invoice number. The sales list: 1 Search sales · 2 Filter · 3 Show as table · 4 Add sale The sales list: 1 Search sales · 2 Filter · 3 Show as table · 4 Add sale Invoices and paperwork Choose Share as on a sale, pick a template and the PDF or Word document downloads on your own letterhead; see Document templates: PDFs, Word and Excel on your own letterhead. If your bookkeeping needs numbered, locked invoices, e-invoices or a DATEV export, see Invoices: numbered invoices, e-invoices and DATEV export. Still using WrkLst Classic? This topic in the Classic documentation: Holds & Sales Related articles - Invoices: numbered invoices, e-invoices and DATEV export - Payments: bank reconciliation, Stripe, Shopify and QuickBooks - Consignments - Shipments - Reports & Analytics
WrkLst Mobile AppLogin to your account
How to log in to your WrkLst account from the app on iPhone. What you need Log in with the same email address and password you use for WrkLst in the browser. It is one sign-in for everything: one email address and one password for all your WrkLst accounts. Your user also needs the Mobile App permission — see Permission Requirements. After logging in The app runs an initial synchronisation so your records are available offline, and keeps them in sync automatically from then on. See Synchronize your Account or single inventories. If you cannot log in Check first that your email address and password work in a browser. If your password is rejected there too, the sign-in screen can email you a link to reset it — see Signing in: one login, passkeys and two-factor authentication. If your credentials work in the browser and the app still refuses, the most likely cause is a missing Mobile App permission on your role. Contact your account administrator, or email support@wrklst.art. Signing the app out of a lost device When you choose a new password through the reset email, tick Also disconnect my apps and devices: this signs the WrkLst app out on every iPhone, iPad and Android device, in all your accounts. A single device can also be removed under Settings → Mobile App — see Setup WrkLst Mobile App. Still using WrkLst Classic? This topic in the Classic documentation: Login to your account Related articles - Install WrkLst App - Setup WrkLst Mobile App - Permission Requirements - Signing in: one login, passkeys and two-factor authentication
WrkLst Mobile AppSetup WrkLst Mobile App
Installing the WrkLst app and connecting it to your account. Download the app Download the app on your device — iPhone or iPad running iOS 17 or newer — from the Apple App Store: WrkLst on the App Store For Android phones and tablets, the WrkLst app is on Google Play. Log in Once the app is installed, log in with the email address and password you use for WrkLst in the browser. It is the same sign-in: one email address and one password for all your WrkLst accounts. Pair a device from Settings You can also pair a device by scanning a code. Open the menu under your name, choose Settings and then Mobile App. Choose Pair a device and scan the QR code with the WrkLst app on your device. Settings → Mobile App. Settings → Mobile App. The same page lists the Paired devices: for each one the user, the device and when it was last connected. Remove device unpairs it; the person can pair again at any time. Check your permissions Your user account also needs the Mobile App permission — see Permission Requirements. Most users have this already; legacy accounts with custom roles sometimes do not. First synchronisation After a successful login the app performs an initial synchronisation of your WrkLst database. This is what makes the app work offline: all records are held on the device, and only image data is loaded when it is needed. From then on the app keeps everything in sync automatically. See Synchronize your Account or single inventories to synchronise again later or to sync a single inventory. If a device is lost When you choose a new password through the reset email, you can tick Also disconnect my apps and devices. This signs the WrkLst app out on every iPhone, iPad and Android device, in all your accounts. If you only forgot your password, leave it unticked and everything keeps working. A single device can also be removed under Settings → Mobile App. No app? Use the web client You do not have to install anything. The full WrkLst web interface works in a phone browser too, which is useful on a borrowed device — though only the apps work offline. Related articles - Install WrkLst App - Login to your account - Permission Requirements - Share one or multiple Artworks - Navigate Exhibitions, Lists, Artists
Account SetupAccount Activation
Your WrkLst account begins with an invitation email. Activating it takes a couple of minutes and sets up the login you will use from then on. Activate your account When an administrator adds you to a WrkLst account, you receive an invitation email. Click the activation link, Activate My WrkLst Account, to open the activation page in your browser. The page is available in every language WrkLst speaks: pick yours at the bottom, and it carries through into WrkLst once you are in. New users are always invited. Nobody sets a password for you; you set up your own sign-in. Choose a secure password You are then asked to define a password. WrkLst requires a strong, complex password, because it is the main thing standing between your archive and unwanted access. In most cases the password suggested by your web browser or password manager is the best choice: it will be long, random, and stored for you so you never have to remember it. This one password signs you in to every WrkLst account you belong to. Later you can add a passkey or two-factor authentication under Settings → My Profile → Name & Security. If you already use WrkLst If you are invited with the email address you already use at another gallery or collection, there is no second login: you keep one user account and one password and simply gain access to the new account. When you sign in, WrkLst asks which account you want. Tick the box on that screen to go straight to the one you used last. After you sign in Right after you sign in, WrkLst asks once whether to stay signed in on this device or to end the session by itself when you stop working. Pick "this session only" on a shared computer. The dashboard after signing in: 1 New work · 2 New contact · 3 Customize The dashboard after signing in: 1 New work · 2 New contact · 3 Customize A brand-new WrkLst account opens on a short Getting started card on the Dashboard: create an inventory, add your first work, then add your artists and clients. Dismiss it when you are done; you can bring it back from Customize. If you created the account yourself, your gallery's own record is already filled in from the address you gave when you signed up. You only check it and confirm. If the invitation does not arrive Check your spam or junk folder first. An administrator can send the invitation again: open your user under Settings → User Management and save it; while the status is Invited, saving sends the invitation again. If it still has not appeared, contact us at support@wrklst.art and we will send a new invitation. Still using WrkLst Classic? This topic in the Classic documentation: Account Activation Related articles - Signing in: one login, passkeys and two-factor authentication - Customise General Account Settings - Creating New Artwork - Dashboard - Setup WrkLst Mobile App
WorksCreating New Artwork
How to add a work to WrkLst: what needs to exist first, where the form opens, which fields it holds, and how to fill it faster by pasting a caption or dropping in images. This article describes WrkLst 10. The order to do things in A work in WrkLst is not an isolated entry: it belongs to an artist and it lives in an inventory. Creating those two things first means the work has somewhere to go and someone to belong to, and it saves you from tidying up afterwards. 1. Create the artist contact — see Create a New Artist Contact. 2. Set up the inventory the work belongs to — a group of works, usually one per artist or collection. See Inventories. 3. Create the work itself. A new account opens on a Getting started card on the Dashboard that walks through exactly these steps: Create an inventory, Add your first work, Add your artists and clients. Dismiss the card when you are done; Customize brings it back. Opening the form Open Works and pick the inventory section you want to work in — the picker has a search box, Search sections, so a long list is no obstacle. Then choose Add work. The form opens in the page itself, with the inventory section already set; if you start from All Works, pick the Inventory section first, because the form asks for it before anything else. Open Works and choose: 1 Search… · 2 Filter · 3 Switch view · 4 Basket · 5 Add work Open Works and choose: 1 Search… · 2 Filter · 3 Switch view · 4 Basket · 5 Add work The same form is used wherever you edit a work. If you open a sale, shipment, exhibition, consignment, list or presentation and edit one of its works, the editor opens right there and saving takes you back to that work inside the record. What the form holds The form is divided into sections, so you can fill in as much or as little as you have: The form for a new work. The form for a new work. - Basic data — Inventory number (the form tells you whether a number is still free, and Get next free # picks the next one), Legacy / external number, Title, Alternative title, Year, Medium, Type. - Artists — Add artist, or Create new artist without leaving the form. - Dimensions — one or more sizes with height, width and depth, a Size unit, and Swap height / width for the quick fix. - Prices — one or more prices with Currency and Tax; Set as active price marks the one that is used, and Prices are confidential hides them from users without the permission to see them. - Edition and Group / set — see Create and Manage Editions. - Artwork images, Videos and Attached documents — upload, add a link, or search what is already in the Media Library. - Locations — where the work is and since when; Track shelf location adds the shelf. - Provenance, Condition, Certificate, Insurance values (insurance value, estimated value, date and source) and Acquisition (Acquired from, Acquisition date, Acquisition price). - Tags, Notes (with Confidential notes), Packing, Production & framing and Related works. The sale status of a work — hold, sold, donated — is not set in the form but from the work's Actions menu; see Holds & Sales. Paste a caption instead of typing The Import tools section at the top of the form has a Drop caption tab. Paste a caption as you would find it on a price list or in an email — artist, title and year, medium, size — and choose Fill found information: WrkLst copies the title, year, medium, size, price and artist it found into the fields below. The pasted text itself is not saved. If AI features are switched on for your account, Use AI-assisted extraction reads less tidy text as well. The File import tab does the same with a document: upload a PDF, Word or OpenDocument file of up to 25 MB, pick the pages to read, and choose a work if several are found. For many works at once, use the Artwork Import instead — see Automatic Import: let AI do the data entry. Add images Drag photos straight onto the work's image area, or use Add Images. They upload in the order you drop them, and you can name the Photo credit or Choose photographer once for the whole batch. See Artwork images: upload, edit, view and download. On the work: 1 Enlarge image · 2 Add Images On the work: 1 Enlarge image · 2 Add Images When a colleague is already editing a work, its button reads Edit (in use), so two people cannot overwrite each other — see Editing and Multi-Editing. One record, the whole life of the work WrkLst keeps a single record per work and everything attaches to it: images and documents, exhibitions, consignments, shipments, holds and sales, and its location. The more complete the record is at the outset, the more useful every later module becomes. Still using WrkLst Classic? This topic in the Classic documentation: Creating New Artwork Related articles - Editing and Multi-Editing - Create and Manage Editions - Works: inventories, filter and search, views and the basket - Automatic Import: let AI do the data entry - Artwork images: upload, edit, view and download