Account Setup

WrkLst 10 and WrkLst Classic

WrkLst 10 is the interface every WrkLst customer works in today. WrkLst Classic, the previous interface, is still available to accounts that had it. This article explains what the two share, what is different, and how to switch between them. One account, two interfaces WrkLst 10 is the interface rebuilt in 2026. It works on the same account and the same records as WrkLst Classic: nothing is migrated or converted when you switch, and both interfaces share the same web addresses, so your bookmarks keep working. WrkLst Classic is frozen. It still works, but it receives no new features. Everything listed under What's new exists only in WrkLst 10. Switching between the two The choice is per user, and WrkLst remembers it. The menu under your name: 1 Open user menu · 2 WrkLst accounts · 3 Settings · 4 Switch to WrkLst classic The menu under your name: 1 Open user menu · 2 WrkLst accounts · 3 Settings · 4 Switch to WrkLst classic 1. In WrkLst 10, open the menu under your name and choose Switch to WrkLst classic. 2. In WrkLst Classic, a Try WrkLst 10 button sits at the bottom right of the screen. Only accounts created before 3 August 2026 can switch back to Classic. Accounts created after that date have never seen Classic and have no switch. What is different in WrkLst 10 WrkLst 10 has a cleaner, calmer design, and pages switch instantly without reloading. Beyond the look, a few things work differently from Classic: - Dark mode. The whole workspace can follow your system setting or be set to light or dark. - A flexible menu. The menu collapses to icons for more room, and you can hide the areas you never open and put the rest in your own order. - Sixteen languages. Pick yours from the menu under your name; it follows you to every computer you sign in on. Arabic reads right to left, and the whole interface turns around to match. - Accessibility. WrkLst 10 is built toward WCAG conformance. - New tabs. Right-click or ⌘/Ctrl-click a menu item, a search result or a link to open it in a new browser tab, handy for comparing two records side by side. - Downloads that finish on their own. A document you export is prepared on our servers even if you close the tab. The Downloads menu in the header shows each document's progress, delivers the file the moment it is ready, and lets you retry or clear a failed export. - Lists that are easier to click. In every list, click anywhere on a row to open it; the buttons at the end of the row stay in place on the right. In a narrow window the list scrolls sideways instead of squeezing its columns. - A better fit on a phone. On a small screen the header keeps search, notifications and your account menu within reach, the bar at the bottom of a record keeps every button available, and you step through records with two arrows and a tap-to-jump counter. - Buttons of one size. Every icon button is the same, slightly larger size, which makes it easier to hit on a tablet or phone. What's new The WrkLst 10 badge in the sidebar opens What's new in WrkLst 10, the list of everything that has been added. Each entry describes one feature in plain language. At the foot of the menu: 1 What's new in WrkLst 10 · 2 Layout settings · 3 Support & Docs At the foot of the menu: 1 What's new in WrkLst 10 · 2 Layout settings · 3 Support & Docs The help-centre videos The videos in this help centre were recorded in WrkLst Classic. The steps still apply; the screens look different in WrkLst 10. Each article that has a video says so in its WrkLst Classic section. Related articles - Appearance, menu and layout - Signing in: one login, passkeys and two-factor authentication - Working in several WrkLst accounts - Dashboard

Signing in: one login, passkeys and two-factor authentication

One email address and one password sign you in to every WrkLst account you belong to. This article explains the ways to sign in, how to add a passkey or two-factor authentication, how long you stay signed in, and what to do when a password does not work. One login for all your accounts You sign in once, with your email address and your password. If you belong to more than one WrkLst account, WrkLst then asks which one you want. Tick the box on that screen, or turn off Ask me which account when I sign in under Settings → My Profile → Name & Security, to go straight to the account you used last. You can switch accounts at any time from the menu under your name. Three ways to sign in - Password: the one you set when you activated your account. - A sign-in code by email: WrkLst emails you a six-digit code and you type it in; no password needed. The code is shown large and on its own line, so your phone or Mac can offer to fill it in. - A passkey: Touch ID, Windows Hello, a security key or your phone, without a password. The sign-in screens are available in every language WrkLst speaks. Pick yours at the bottom of the page; it carries through into WrkLst. Two-factor authentication Two-factor authentication adds a second step after your password or emailed code: a code from an authenticator app such as 1Password, Authy or Google Authenticator. Settings → My Profile → Name & Security: 1 Password · 2 Enable two-factor authentication · 3 Register a passkey Settings → My Profile → Name & Security: 1 Password · 2 Enable two-factor authentication · 3 Register a passkey 1. Open Settings → My Profile → Name & Security and choose Enable two-factor authentication. 2. Scan the QR code with your authenticator app, or enter the key by hand. 3. Type the six-digit code the app shows and choose Confirm & activate. Show recovery codes then gives you a set of codes; each lets you sign in once if you lose your authenticator, so store them safely. Regenerate recovery codes replaces the set, and Disable switches two-factor authentication off; signing in then requires only your password and any registered passkey. Signing in with a passkey counts as the second factor, because the passkey proves that you hold the device and have unlocked it. No authenticator code is asked after a passkey. Passkeys Under Passkeys on the same page, choose Register a passkey and give it a name, for example "MacBook Touch ID". The list shows when each passkey was last used; you can delete one at any time and register a new one whenever you like. Passkeys need a browser that supports them. How long you stay signed in Right after you sign in, WrkLst asks once: stay signed in on this device, or end the session by itself when you stop working. Pick "this session only" on a shared or borrowed computer. A browser you chose to stay signed in on keeps you signed in for three months, counted from your last visit. Logout in the menu under your name ends your session on the computer you are using and closes every WrkLst account open in that browser. Everywhere else you stay signed in. When your password does not work A rejected sign-in is not a dead end: the login screen offers to email you a password reset link, or a six-digit code you type in to sign in straight away. If you have two-factor authentication switched on, you still confirm with your app. After you choose a new password through the reset email, you are asked to sign in with it, so a reset can never skip the confirmation from your authenticator app. On the same screen you can tick Also disconnect my apps and devices: it signs the WrkLst app out on every iPhone, iPad and Android device and ends your personal API keys and address book connections, in all your accounts, which is useful when a device is lost. If you only forgot your password, leave it unticked. To change your password while you are signed in, Name & Security offers Sign out to reset password: sign out and use Forgot account? on the login screen. If you have lost both your authenticator and your recovery codes, an administrator can reset your sign-in under Settings → User Management. That clears your two-factor authentication, passkeys and active sessions; you keep your password. Changing your email address Under Email in Name & Security, enter the new address and choose Send confirmation code. Enter the six-digit code WrkLst sends to the new address and choose Confirm new address; nothing changes until you do, so a typo can never lock you out. The address changes in every WrkLst account you belong to at once. Only you can change your own address, never a colleague or administrator, and WrkLst asks for your password first. Related articles - My Profile: security, preferences and connected apps - Working in several WrkLst accounts - Users, roles and permissions - Account Activation - Is WrkLst secure?

Account 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

Working in several WrkLst accounts

If you work in more than one gallery, studio or collection, one login takes you into all of them. This article shows how to switch between your WrkLst accounts, how to keep them one click away, and how to start another. Your accounts in the menu under your name Open the menu under your name: WrkLst accounts lists every account you belong to. The one you are in is ticked and sits at the top, and each account shows its address and, where it applies, its billing state (trial, past due, cancelled, inactive). Pick one and you are there, without signing in again. With many accounts, a Filter accounts box narrows the list. The menu under your name: 1 Open user menu · 2 WrkLst accounts · 3 Settings · 4 Switch to WrkLst classic The menu under your name: 1 Open user menu · 2 WrkLst accounts · 3 Settings · 4 Switch to WrkLst classic Typing another of your accounts' addresses, or opening it from a bookmark, takes you straight in as well. As long as you are still signed in somewhere, you are not asked to sign in again. Where you land after signing in When you sign in, WrkLst asks which account you want. To skip the question and go straight to the account you used last, tick the box on that screen, or turn off Ask me which account when I sign in under Settings → My Profile → Name & Security. Account tabs You can keep all your accounts as a row of tabs at the top of the screen. Under Settings → My Profile → Name & Security, tick Show my accounts as tabs at the top of the screen under Account tabs. The account you are in stays on the left, and a search box appears once you have more than five. The tabs are shown on larger screens only. Your own order Under Account order on the same page, drag your accounts into the order you want them in the tabs and in the account menu, or send one straight to the front with Move to top. Back to A–Z restores the alphabetical order. The account you are in always comes first. Starting another WrkLst account Below the list of accounts, Create a new WrkLst account starts a new account with a 14-day free trial. You keep the same email address and password; the new account is simply added to your sign-in. Inviting colleagues who already use WrkLst You can invite a colleague with the email address they already use at another gallery or collection. They keep one user account and one password and gain access to your account as well; no second address is needed. Naming an account The name an account shows in the account switcher, and in the mail WrkLst sends you, is set under Settings → General Account as the Account name. Copying works between your accounts When you copy works to another WrkLst account, you choose the destination from a list of your own accounts; no email address is needed. See Shared copies: copy works between WrkLst accounts. Signing out Logout ends your session on the computer you are using and closes every WrkLst account open in that browser. Everywhere else you stay signed in. Related articles - Signing in: one login, passkeys and two-factor authentication - My Profile: security, preferences and connected apps - Shared copies: copy works between WrkLst accounts - Customise General Account Settings - Subscription

Customise General Account Settings

The General Account settings adapt WrkLst to your organisation: your name and addresses, regional formats, the default language, and how works are shown. They apply to the whole account, so it is worth setting them once, early, before you start entering data in earnest. Where to find them Settings has two groups: Personal, which holds My Profile, and WrkLst account, which holds everything that applies to the account as a whole. General Account is the first page of the second group. It has tabs: General, Invoicing, Consignments, Presentations, Integrations, Backup, Webhook Sync, Artwork Import and Import. If you cannot see the page, your role does not include it; ask an administrator. Settings → General Account: 1 Default interface language Settings → General Account: 1 Default interface language Company Under Company you set the Account name, which is how the account is named in the account switcher and in the mail WrkLst sends you. The Account headquarters is the contact used as your business address on documents. If you run more than one space, add them under Additional locations. Moves between your own locations then count as internal transfers rather than third-party business, and you can filter for them in consignments and shipments. Exhibitions at any of your spaces count as your own, and a sale says at the top which space it came from. Letterheads can belong to a space too, so only that space's stationery is offered. Formats and defaults The Inventory number format decides how inventory numbers are built; its placeholders (artist shortcode, inventory number) are filled per work. Local format sets date and number formatting. The Default interface language is the language everyone in the account sees; anyone who picks their own language in the menu under their name keeps it. Below that you choose the Measurement unit, the Weight unit, the Default contact country, the Default telephone code, the Default inventory that opens first, and the Preferred caption style. Under Locations you set the Work location order (most used first or alphabetical) and the Default locations offered on a work. Image background The Image background is the colour behind your artwork in the work detail, the enlarged view and every image frame. Pick one colour for light mode and one for dark mode, or put both back with Reset to default. It applies to everyone in the account. How works are shown The Work detail summary decides what the summary of a work includes, such as the price and price notes, and how measurements behave, including whether price factor options are shown. Under Optional inventory fields you switch on the fields you need on works: framed, unfinished, not produced, extended caption, context description, series, copyright, packing, production cost, tags and acquisition information. Edition manager holds the options for editions created from a template. Availability & display lets you hide availability in the overview, show the work signature, and activate offers as a precursor to a hold or sale. Exports & shortcodes covers image file names on download and artist-specific shortcodes. AI features can be turned off to opt out of all AI processing in the account; the affected tools stay available in their non-AI form. The other tabs Presentations holds the Account logo, shown at the top of every presentation you share and used as the default logo on your PDF templates, so you set it in one place. Import opens the contact import from a file. Invoicing, Consignments, Integrations, Backup, Webhook Sync and Artwork Import hold the settings of their own areas and are covered in their own articles. When to revisit them Most people set these once during onboarding and forget about them. Come back to them if you start working in a new currency or region, if you open another space, if colleagues join and need different defaults, or if your document output needs to change. Still using WrkLst Classic? This topic in the Classic documentation: Customise General Account Settings Related articles - Inventories - Subscription - Document templates: PDFs, Word and Excel on your own letterhead - Appearance, menu and layout - Import contacts from a file or your phone

Subscription

How to set up and manage your WrkLst subscription under Settings → Subscription: what you pay, how to switch between monthly and yearly billing, and where to cancel. How WrkLst is priced WrkLst is priced by the size of your archive rather than by the size of your team. Your tier is based on the total number of records in your account, works plus contacts, and every tier includes a number of users at no extra cost. Managed editions count as a single record, so an edition of five plus two artist's proofs is one record, not seven. The full price table is published on the WrkLst pricing page. Yearly billing is paid upfront and costs less than monthly. Setting up your subscription A new WrkLst account starts with a 14-day free trial. To keep it going, open Settings → Subscription and, under Set up your subscription, choose Yearly (prepay the year and save) or Monthly (ideal to get started), then Start yearly subscription or Start monthly subscription. You can pay by credit card or SEPA Direct Debit; a SEPA mandate can take a couple of days until your bank confirms it. If your bank asks for additional confirmation, the page offers Confirm payment. If you have a coupon, enter it under Apply a coupon. As long as you are on the trial, the page shows when it ends. Cancel before that date and your card is never charged. What you pay, in plain view Current plan shows the artworks and users on your plan, the billing period, the price per month or year, any discount, whether VAT is charged, and the total, from your first day and without waiting for an invoice. Settings → Subscription. Settings → Subscription. Changing your plan As your archive grows, your tier changes with it. If your works and contacts no longer fill the plan you are on, the page says so: Switch to the cheaper plan moves you right away, or do nothing and WrkLst moves you across automatically after seven days, on the date shown, so you never keep paying for room you no longer use. Switch to yearly billing or Switch to monthly billing changes the billing period; the next invoice is adjusted accordingly. Billing details, invoices and cancelling Subscription & billing shows your billing address, VAT ID, email address and how you pay. Access billing portal opens the billing portal, where you cancel your subscription or change your payment card and billing details. When you cancel, WrkLst stays available until the end of the period you have already paid for, and you can resume before it ends. Your invoices are listed under Invoices, each with a PDF. If a subscription is not active, a banner at the top of WrkLst says so and leads to the subscription page. Estimating in advance If you are unsure which tier you fall into, or you are planning a migration and want to estimate the cost in advance, contact us at support@wrklst.art. Still using WrkLst Classic? This topic in the Classic documentation: Subscription Related articles - Customise General Account Settings - Working in several WrkLst accounts - Users, roles and permissions - Inventories