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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.
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.
Leads
Follow every enquiry from the first contact to the sale, an exhibition or any other goal: the Leads page, offers, holds and sales from a lead, goals, settings and the Leads report.
Account Setup
Getting Started with your WrkLst Account
Website
Your WrkLst website, made from your artists, exhibitions and works: pages and blocks, publishing, settings, and adding a website to your plan.
Popular articles
What other people are reading right now.
Opportunities: whom to contact next
Opportunities tells you whom to contact next: who has a reason to hear about your upcoming shows, and which clients have not heard from you for a while. Every proposal shows its reasons from your own sales, leads, waitlists and presentation views, and you act on it right there — make a lead, log a call, check back later or pass. This article describes Opportunities in WrkLst 10. https://wrklst.art/wp-content/uploads/2026/10/WrkLst-Leads-Opportunities-EN.mp4 What Opportunities does Opportunities has these lists, each a tab on its page: - For a show — the people with a reason to hear about a show: they bought the artist, hold an offer, are on the waitlist, asked about the work or looked at it in a presentation. - Stay in touch — your clients who have not heard from you for longer than their usual rhythm. - Gone quiet — the leads nobody has moved for a while. - New works — the works you added in the last 30 days, and who has a reason to hear about them. - For a client — the artists to offer one person. - Institutions for an artist — the institutions and curators to approach for one artist; and, on a curator's contact, the artists to propose to them. This article describes the first two lists and how to answer a row on any of them. The others, the contact log, the Don't reach out mark and what WrkLst keeps are in Opportunities: more lists, the contact log and Don't reach out. All of them are proposals. Nothing is sent and nothing changes until someone on your team acts on a row. WrkLst works the lists out each time you open them, from the records you may see, and nothing leaves your account. Switching Opportunities on Opportunities is off until an administrator switches it on for the account. Open Settings › Leads and find the Opportunities card: - Opportunities switches it on. Beside the switch, WrkLst tells you what it reads — your sales, leads, waitlists, presentation views and contact log — and asks you to check that your privacy notice covers this use before you turn it on. - Stay in touch every … days is the rhythm for clients who have neither a buying rhythm nor a rhythm of their own: between 30 and 730 days, and 180 days until you change it. - How opportunities are ranked shows how much each kind of reason counts — see "How the ranking learns" below. - Is your data ready? shows, for each thing the lists read — such as dated sales, waitlists, presentations for a client or curators set on shows — how much your account has, whether that is Ready, Thin or Empty, which lists use it and, under Next step, what to do. Counts only, no names. An empty tab also tells an administrator what holds that list back. The card has its own Save changes button. You need a role with the General Account right. While Opportunities is off, its page says so: an administrator can switch it on right there, everyone else is told that an admin can switch it on in Settings › Leads. Where you find it - On the Leads page, the Opportunities button (a target) in the toolbar opens it. - On the Dashboard, the Opportunities tile shows two numbers — For upcoming shows and Stay in touch, each opening its list — and the five strongest people, each a link to their contact. All opportunities opens the page. - On an exhibition, the Suggested section lists the people proposed for that show, whatever its dates — see "The show's Suggested list" below. It only appears when there is someone to propose. - On a contact, the Leads & waitlist section lists the person's opportunities below their leads: For a show: …, New work: … or Stay in touch, with the tier and the strongest reasons, followed by the artists to offer them. The five most relevant come first, the rest behind Show all. Each one opens the list, where you act on it. Below them you see the answers your team has given on this person. - Every Monday, a notice Your opportunities this week says how many people there are to reach — For upcoming shows and Stay in touch — with counts only, never a name; a click opens the list. It comes only when there is someone to reach, by email too if you receive notifications by email, and Weekly opportunities under Settings › Notifications switches it off. In presentation mode, Opportunities stays hidden — on its page, on the Dashboard, on contacts and on exhibitions. For a show For a show proposes people for every show that is running or opens within the next 90 days and has a venue with confirmed dates. Pick the show with Show: each one lists its dates, its venue and how many opportunities it has. If no show qualifies, the page says so and offers Go to Exhibitions. A person is proposed for a show when they have a reason on one of its artists — an artist linked to the show, or the artist of a work in it: - Bought — they bought works by the artist from you. When a sale names a collection, the purchase counts for the collection. - Bought for a client — they bought the artist for a collection: an advisor or a company buying on someone's behalf. - Advised — they are named as the Consultant on purchases of the artist. - Offer or hold — an open offer, or a hold that is neither released nor run out. - Waitlist — they are on the artist's waitlist. - Lead — a sale lead about the artist or one of their works: open, Long-term, or lost for Price, Bought elsewhere or Not available. A lead marked Unverified counts only once someone has verified it. - Owns — they own works by the artist, or you recorded a purchase of theirs through an external seller or gallery. - Viewed in a presentation — they opened the artist's works in a presentation you made for them. WrkLst does not propose the artist for their own show, a deleted contact or anyone marked deceased, anyone marked Don't reach out or set to check back later, or anyone who already has an open or Long-term lead linked to that show — that lead is the follow-up already. The people with the strongest reasons come first. People who rank equally take turns from one day to the next. The show's Suggested list On the exhibition itself, the Suggested section — its header says how many — lists the same people for that show, each with the tier, the strongest reason, Make a lead and Not relevant; Open in Opportunities opens the full list. Tick people to act on several at once, up to 50: - Make leads (…) makes one sale lead for each, with the show linked, the artist of the strongest reason and you as owner. Someone a colleague answered in the meantime gets none, and WrkLst says how many were not made. - Write to them (…) creates a draft campaign for the show to each one's first email address and opens it. It leaves out anyone marked Don't reach out, unsubscribed from the newsletter, without an email address or confidential to you, and says how many. It also says how many have only asked, with no purchase you can see — in many countries, marketing email to them needs their consent. Make leads needs Edit & delete for Leads; Write to them needs Outreach in your plan and your role. Stay in touch Stay in touch lists the clients whose rhythm has run out since you were last in touch. A person can be on it when they bought from you, advised on a purchase, are on a waitlist, have a Long-term sale lead, have a rhythm of their own or are on a shared list with a rhythm. Anyone with an open lead is left out: that lead's follow-up covers them. Each row says how long it has been, and the rhythm with where it comes from: - set for this contact — a rhythm you set on the contact; - from the list “…” — the rhythm of a shared list they are on; on several, the shortest; - from their buying rhythm — once they have bought from you on three different days, the usual gap between their purchases, never shorter than 90 or longer than 540 days; - the account's default — the days set in Settings › Leads. Last contact is the latest of two things: an entry in the contact log that counts, and the latest sale to them that you may see. Offers and holds do not count, and campaigns do not count either — a row shows the latest campaign as information, "Campaign … — doesn't count". Without any contact on record, the time is counted from their earliest purchase, lead or other reason; for someone with nothing but a rhythm of their own, from when that rhythm was last changed; for someone there only through a list, from when the list got its rhythm. When there is no date at all, the row says Never in touch. High comes before Medium before Low, and within each tier, whoever is furthest past their rhythm comes first. A rhythm for a list While Opportunities is on, a shared list of contacts shows a Stay in touch line with Change: Not set, or A rhythm for this list (Every … days, between 30 and 730). Everyone on the list is then due in Stay in touch at least that often. A rhythm set on the person comes first, and on several lists the shortest counts. Private and archived lists have no rhythm. Changing it needs the rights to edit the list and contacts. Reading a row - The tier — High, Medium or Low — says how strongly the reasons speak for this person. - The name opens the contact. Beside it, whose opportunity it is: For … · owner of the lead (the person who looks after their latest open or long-term lead), else For … · seller of the last sale, else For … · last in touch (whoever was last in touch with them). Otherwise the row is Unassigned. - The reasons, strongest first, each with its year. Three are shown, "… more" says how many follow, and a click on a reason opens the record behind it. - Notes that help you decide: "Weighted down: the latest is from …" when the strongest reason is old, a line saying who passed on this person for another show of the same artist and when, and Partner deceased. - Last contact — when, how and who. On Stay in touch also how long without contact and the rhythm, for example "every 6 months (the account's default)". Acting on a row - Make a lead opens a new sale lead with the person, the artist of the strongest reason and, for a show, the show already linked. While that lead is open or Long-term, the row stays away. - Log contact records a call, a meeting or a fair conversation (see the contact log in Opportunities: more lists, the contact log and Don't reach out). On For a show the person leaves that show's list. On Stay in touch the new last contact takes them off until their rhythm runs out again. - Check back sets a date — in 1, 3, 6 or 12 months, or Pick a date…. Until then the person leaves every opportunity list, for the whole team, and on the day WrkLst reminds you (see the check back reminders in the other article). - Not relevant passes on the proposal. For a show you choose Not this show, one of the Never for … entries under Not for this artist, or Price — the reason is right, but the price is not. Not this show and Price leave out the person for this show. Never for … removes every reason on that artist for that person, in every list and for every show. On Stay in touch, Never for … is the only choice. Under Data is wrong, This purchase isn't theirs: … or This offer or hold isn't theirs: … names each sale behind the row's reasons: that sale no longer counts for the person in Opportunities, and the ranking learns nothing from it. Something else — open the contact opens the contact so you can correct the record. - ⋯ holds Don't reach out… and, on Stay in touch, Off the Stay in touch list: the person's rhythm becomes No reminders, and they are still proposed for shows. Every action confirms itself with a short message; Check back, Not relevant and Off the Stay in touch list offer Undo for a few seconds. When you pass on a person for a second show that shares an artist with the first, WrkLst asks Stop proposing … for …? — you answer with Never for … or No. It never decides that by itself. On Stay in touch you can tick several rows on a page and log one contact for all of them with Log contact (2)… — the number says how many you ticked. They all get the same day and the same channel, without a note: right for the two clients you met at a fair. A Log contact on the contact itself, outside Opportunities, counts as last contact too, so it takes the person off Stay in touch — but it does not answer a For a show row. One answer for the whole team An answer — Make a lead, Log contact or Not relevant — hides the row for everyone and says who gave it. If two people answer the same row at the same moment, the second is told that the first already answered, and nothing happens twice. Check back and Don't reach out belong to the contact itself and take the person off every list, for everyone; Off the Stay in touch list takes them off Stay in touch only. Show hidden lists, for the tab and show you are looking at, who left the list and why: - Answers — who answered, how and when, with Undo. The row comes back, and the ranking no longer counts the answer. - Checking back — until when and who set it, with Clear. - Off the Stay in touch list — No reminders, with Back on the list. - Don't reach out — since when. The mark is lifted on the contact. A marked person is listed here only, once, even if they had answers or a check-back as well. How the ranking learns Each kind of reason starts with a weight. Older reasons count for less — a purchase loses half its weight in four years, a presentation view in six months, while a waitlist entry and ownership do not fade. More records of one kind add a little, and every reason adds to the others without one outweighing the rest. Your team's answers move the weights for the whole account. Make a lead and Log contact from a row count as Acted on for every kind of reason the row had; Not this show and Never for … count as Passed. Price, Already has it, Data is wrong, Check back, Off the Stay in touch list, Don't reach out and a contact logged for several people at once teach nothing, and an answer you undo stops counting. How opportunities are ranked in Settings › Leads shows for each Kind its Starting weight, how often it was Acted on and Passed, its weight Now, and how fast it Fades by half in — or Does not fade. The weights cannot be edited by hand. Start fresh sets every kind back to its starting weight, so the ranking learns only from answers given from then on; the card then says Learning from answers since …. Nothing is deleted, and everything hidden stays hidden. Who sees what Who may do what is set per role in Settings › User Roles. - Opportunities needs View for Leads and Contacts; For a show and a show's Suggested list also need View for Exhibitions. The other lists' rights are in the other article. - Every reason is checked for the person looking at it. A purchase shows only if you may see that sale — confidential sales and, without the right to see all sales, other people's sales stay hidden. A lead counts only if you may see it. Waitlists, ownership and presentation views need their own rights, and presentation views come only from presentations in your own presentation list. A proposal whose reasons you may not see does not exist for you: no row, no count. - Mine shows the opportunities that are yours; All needs See every lead, not only your own, the same right as on the Leads page. Without it you see only your own, so unassigned ones never show. With it, the page opens on All, and it remembers your last choice in your browser. - Make a lead, Not relevant and Undo need Edit & delete for Leads. Log contact, Check back and Don't reach out… only need to see the contact. Off the Stay in touch list, Back on the list, a contact's rhythm and Lift… need Edit & delete for Contacts — on a confidential contact also Reveal confidential contacts. - A confidential contact's name shows on its row; its details stay hidden. Still using WrkLst Classic? Opportunities, the contact log and Log contact are part of WrkLst 10, and a link to Opportunities always opens it in WrkLst 10. Classic shows the Don't reach out mark on a contact and asks for a reason before a single mail goes to a marked person, but you set and lift the mark in WrkLst 10. Mails sent from Classic count as contact too. Related articles - Opportunities: more lists, the contact log and Don't reach out - Leads - From a lead to an offer, a hold or a sale - Lead goals, settings and the Leads report - Presentations
ExhibitionsExhibitions
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. https://wrklst.art/wp-content/uploads/2026/10/WrkLst-Exhibitions-EN.mp4 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 created, so it keeps its place in the programme. 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 — with only your headquarters set up, the switch carries its name: At … only. An exhibition opens without losing the list, which stays beside you as a rail. Its cover is its first installation shot or, if it has none, is put together from its works; in the record a click on a picture in the cover opens it 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 Main 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 lines in the artists' biographies that are linked to the show. Large shows load their works in pages. The Leads section lists the leads linked to the show — a fair's enquiries, for example — and New lead adds one that is already linked to it. If your account has a WrkLst website, the Website section lists the pages that show the exhibition and lets you Hide from the website or Feature on the website. 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. In the record, the Works are a list, one per line with inventory number, artist, title, details, price and location — or cards or a grid, if you prefer. Every work you add arrives Confirmed: in the form, clear the tick for works that are still only being considered, 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. A sold work counts its value as in Reports & Analytics: its price without VAT and after discounts, without shipping or additional costs. The report counts the sales of the show's works from its start date on — the first dated venue, or the day the exhibition was created — whether or not a work is marked Confirmed. In the Value view, works sold before that start date have no figure and are counted apart as Sold earlier: n; No figure: n counts only works that have no price or whose sale the report cannot see. 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; in the exhibition's form, Add expense under Production & expenses books the exhibition's own costs — Production, Framing, Shipping, Photography, Hospitality/Dinners or Other — with amount, currency, 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. Both sit behind the Download button; when the show has both artwork costs and costs of its own, Include lets you choose All costs, Artwork costs only or Exhibition costs only. The panel is shown to everyone who may see the values of works. 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 - Leads: follow every enquiry from first contact to sale - Works, artists and exhibitions on your website - 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. https://wrklst.art/wp-content/uploads/2026/10/WrkLst-Holds-Sales-EN.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 Offer, Lead, Sell, Ship, Exhibit, Consign and Present, you will find Hold. Offer is there once offers are switched on under Settings › General Account. 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. When the time is up, the hold shows as expired, but the work stays on hold until you release it or turn it into a sale; under Settings › Notifications › Holds WrkLst can remind you three days before and when it expires. 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. The ⋯ beside Hold (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; Lead instead records one lead with all of those works. You can also start an offer, a hold or a sale from a lead: the person and the works are filled in, and the record shows the lead it came from in its Leads section — see From a lead to an offer, a hold or a sale. Edit, release or convert a hold The action menu changes once a work is on hold, as long as the hold is for that one work and you are its facilitator or may see all sales. A hold on several works, such as one made from the basket, is changed in the hold itself: open it under Sales, choose Edit sale, and set the Type to Sale — or tick Release. In the work's action menu: - 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. Check the Sale date, the Client and the Notes and press Promote to sale; the work, its price, the client and the hold's facilitator carry over. The new sale is Not paid until you record a payment with Record payment. 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 there is one, the Consultant; with a consultant on the sale, Bill to says which of the two receives the invoice. On a museum sale the two fields read Museum and Curator, and a sale executed externally names its External Seller or External gallery here too. 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. The total and the payment status sit at the top, and the Payment section below shows what has been received and what is still Outstanding — 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 (for a sale of that one work; a sale of several works takes its payment in the sale form under Payment information): 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. Send it from the sale, or let the invoice carry it: the invoice document's Payment link element prints it with a QR code — see Invoices. 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 - From a lead to an offer, a hold or a sale - 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; the app then says Signing in with the WrkLst app is not permitted for this user. The app's sign-in messages appear in your phone's language. 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. https://wrklst.art/wp-content/uploads/2026/10/WrkLst-Mobile-App-EN.mp4 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. Your devices in Settings No code is needed: a device connects when you log in in the app. To see the connected devices, open the menu under your name, choose Settings and then Mobile App. Settings → Mobile App. Settings → Mobile App. The page lists the Paired devices: for each one the device, the user, when it was last connected and when it was created. The bin icon, Remove device, unpairs it; the person can connect again at any time by logging in in the app. 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
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. https://wrklst.art/wp-content/uploads/2026/10/WrkLst-Works-EN.mp4 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 the same 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 — and, if that inventory belongs to an artist, the artist too; 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 (a new work gets the next free number as soon as it has an inventory section; the form tells you whether a number you type is still free, and Get next free # fetches the next one again if you clear the field), 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. - Website — only if your account has a WrkLst website and your role may see the Website module: Show on the website, Show its availability, the Price (Not shown, Price on request or Shown, and Which price — only that one is published, never the others; it offers the prices already saved, so on a new work save first, then choose it; offered only if you may see prices), Visitors can (Enquire or Only look) and a Public note. Once the work is saved, a line at the top says what still keeps it off the website — see Works, artists and exhibitions on your website. - 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. In Attached documents, Add document opens the document picker: next to the Media Library it has a tab for each kind of record, so you can add a document that an exhibition, consignment, shipment, work or biography already holds, or make a new PDF from one of your templates — see Adding a document to a record in 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 and size 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 and also picks up the artist, the price and an old inventory number, which goes into Legacy / external number. With AI features switched on, a second tab, File import, 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, leads, 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 - Works, artists and exhibitions on your website