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Account Setup
Getting Started with your WrkLst Account
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.
Settings
Workspace and account settings, inventories and appearance.
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.
Popular articles
What other people are reading right now.
Exhibitions
Keep track of exhibitions in WrkLst — whether gallery exhibitions, art fairs or any other kind of exhibition project. https://wrklst.art/wp-content/uploads/2025/02/create-an-exhibition-1080p.mp4 Note: this video was recorded in the previous WrkLst interface. Some screens look different in WrkLst 10. What an exhibition record holds An exhibition brings together everything about a show in one place: the works considered and the works confirmed, the paperwork, installation images, the press release, and links to the consignments and shipments the show depends on. 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 Exhibition checklists usually start as a filtered view or a basket selection of works — see Inventory, Filter/ Search Feature, and Selections Tool. Works can move from considered to confirmed as the show firms up. 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). Related articles - Consignments - Shipments - Presentation - 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 converting that reservation into a sale, to invoicing and payment tracking. https://wrklst.art/wp-content/uploads/2025/02/hold-and-sell-a-work-1080p.mp4 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 Interest, Sell, Ship, Exhibit, Consign and Present, you will find Hold. Choosing Hold opens a new hold for that inventory number. Set Hold Until as a date and a time, so a two-hour reservation at a fair works the same way as a hold that runs for weeks. Choose the Client the work is being held for, and add Notes that your colleagues will see. Once the hold is saved, the work is marked as held in the inventory, so anyone browsing available works can tell at a glance that it is spoken for. 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, with the work and the client already filled in. Record the sale A sale records who bought what, when, and on what terms. You set the transaction Type, the Sale Date and the Facilitator — the colleague responsible for the deal. Flags for Museum, External, Auction and Through Curator let you describe the shape of the transaction, including consultant-mediated and third-party sales. For each work on the sale 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 that appears on your paperwork is pre-filled from the work record and can be edited for that sale. 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. 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. Sales can be sorted by client, invoice number or date, and filtered by payment status or year. Generate invoices and paperwork Sales feed WrkLst's template engine, so invoices, statements and other documents can be produced from the sale on your own letterhead. See Custom Document Templates. Related articles - Consignments - Shipments - Creating New Artwork - Reports & Analytics
WrkLst Mobile AppLogin to your account
How to log in to your WrkLst account from the app on iPhone. https://wrklst.art/wp-content/uploads/2025/02/login_to_your_account-1080p.mp4 Note: this video was recorded in the previous WrkLst interface. Some screens look different in WrkLst 10. What you need Log in with the same email address and password you use for WrkLst in the browser. Your user also needs the Mobile App permission — see Permission Requirements. After logging in The app runs an initial synchronization so your records are available offline. See Synchronize your Account or single inventories. If you cannot log in Check first that your credentials work in a browser. If they do 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. Related articles - Install WrkLst App - Setup WrkLst Mobile App
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 Log in Once the app is installed, log in with the email address and password you use for your WrkLst account. 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 synchronization After a successful login the app performs an initial synchronization 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. See Synchronize your Account or single inventories to synchronize again later or to sync a single inventory. No app? Use the web client You do not have to install anything. The full WrkLst web interface works on a phone browser too, which is useful on Android or on a borrowed device — though only the iOS app works offline. Step-by-step videos for iPhone - Install WrkLst App - Login to your account - 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 the password you will use from then on. https://wrklst.art/wp-content/uploads/2025/02/account-activation-1080p.mp4 Note: this video was recorded in the previous WrkLst interface. Some screens look different in WrkLst 10. Activate your account Once your account has been created you receive an invitation email. Click the activation link, Activate My WrkLst Account, to open the activation page in your browser. 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. If the invitation does not arrive Check your spam or junk folder first. If it still has not appeared, contact us at support@wrklst.art and we will send a new invitation. Next steps - Customise General Account Settings - Creating New Artwork - Setup WrkLst Mobile App - Dashboard
WorksCreating New Artwork
How to create an artist contact, set up an inventory, and add your first artwork — the three steps that get a work into WrkLst. https://wrklst.art/wp-content/uploads/2025/02/create-new-work-1080p.mp4 Note: this video was recorded in the previous WrkLst interface. Some screens look different in 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 — see Inventories. 3. Create the work itself. 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. Related articles - Editing and Multi-Editing - Editions - Inventory, Filter/ Search Feature, and Selections Tool - Automatic Import: let AI do the data entry - View in Room