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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.
Biographies
Biographies keeps artist CVs in one place, so a line is updated once and is correct everywhere it appears. Writing a biography Each artist has a short bio and a structured CV. Add categories and lines, and reorder them by dragging or with the arrow keys. You decide per line what appears on your website, so an internal note can sit alongside a public exhibition history without leaking. Pasting an existing CV You can paste a whole CV at once and WrkLst reads the years and ranges out of it, rather than making you retype it line by line. Publishing Biographies can be exported as documents or synchronised with your website through the WordPress plugin or a custom integration — see WordPress Plugin and REST API. This is what makes the single-source-of-truth idea work: your website, your PDFs and your Word documents all derive from the same version. Related articles - Create a New Artist Contact - Custom Document Templates Made Easy with WrkLst - Exhibitions
OutreachOutreach
Outreach is for writing to many people at once without the result reading like a circular. Campaigns Each campaign shows at a glance how far it has got: how many people the letter reached, and how many of them opened it. The recipient list Open a campaign and you see exactly who is on it, whether their letter has gone out, and whether they have read it. Recipients can be added, removed, and put into the order they will be written to — which matters when you want your closest collectors to hear first. Writing the letter The letter is written in the same editor as Messages — with artworks, prices and your signature — so anything you can do in a single message you can do in a campaign. Sending When the letter is ready, send it to everyone still waiting in one go rather than clicking through recipients one at a time. Building the audience Campaign audiences usually start as a saved list of contacts. See Lists. Related articles - Lists - Create a New Contact - Presentations
SettingsDark Mode and the Sidebar
Switch the whole workspace to a dark theme, and collapse the sidebar when you want more room to work. Dark mode Dark mode applies to the entire workspace. You can turn it on outright, or let it follow your system setting so it changes with the time of day. The flexible sidebar The menu collapses to icons, which gives you more horizontal room — useful on a laptop, and useful when you are working with a record and a list side by side. Language and accessibility WrkLst is translated into more languages over time, and the interface is built toward WCAG conformance. Related articles - Customise General Account Settings - Inventories - Setup WrkLst Mobile App
WorksView in Room
View in Room previews any artwork at true scale in a virtual room, so a client can see how it lives on a wall before it leaves the crate. What it does The preview uses the work's real dimensions, which is the whole point: it is not an impression, it is the actual size of the piece in a room. Flat works hang centred at eye level the way they would really be hung, and sculpture and crated works can be previewed too. Units Dimensions can be shown in centimetres or inches, so the same preview works for a European and an American client. When to use it It answers the question clients ask most often and photographs answer worst — how big is it, really. It is also useful internally when planning a hang and deciding what fits a wall. Related articles - Presentations - Creating New Artwork - Exhibitions
WorksAutomatic Import: let AI do the data entry
Drop in your files and let WrkLst prepare the records. You review and approve every one before it is added. What you can drop in PDFs, Word documents and Excel files, and even a link to a gallery page. WrkLst reads them and catalogues the works it finds, which removes most of the typing from a migration or a new consignment list. Nothing is added without you Every record is presented for review first. You approve what is correct, fix what is not, and discard the rest. The import never writes straight into your inventory behind your back. Consent and transparency Automatic import is an AI feature, and it is labelled as one. WrkLst does not run AI over your data without your active, prior consent, so nothing here happens until you have agreed to it. AI can also be switched off for the entire workspace. How the AI is handled Processing runs on open-source models hosted in Switzerland. The prompts used to extract your data are never recorded and are never used to train AI models. See Does WrkLst use AI on my data?. Larger migrations If you are moving an existing database or a pile of spreadsheets into WrkLst, we do that with you rather than leaving you to it. Contact support@wrklst.art. Related articles - Creating New Artwork - Editing and Multi-Editing - Media Library
Reports & AnalyticsReports & Analytics
Reports and Analytics is a one-page overview of your sales, facilitators, exhibitions and consignments, with the ability to drill down to any individual sale. What the overview shows The page pulls together how the year is going: what has sold, who sold it, and how exhibitions and consignments contributed. Rather than a static summary, every figure can be opened up until you reach the individual sale behind it. Reports on a single record Exhibitions and consignments each carry their own sales report. Open one and you see what it actually sold: the total, how much each colleague sold, and every sold work with its buyer and invoice. The report covers the whole record — there is no period to choose. Who can see it Sales reporting is shown to everyone who has permission to see sales reports. If you cannot see it, that is a role permission — speak to your account administrator. Related articles - Holds & Sales - Exhibitions - Consignments