Settings
Workspace and account settings, inventories and appearance.
Inventories
How to create and edit inventories, the sections your works are grouped in, under Settings → Inventories. What an inventory is An inventory is the top-level grouping your works live in, usually one per artist or collection. Most accounts use more than one: a gallery might separate its own stock from works held on consignment, an estate might separate finished works from archive material, and a studio might separate editions from unique pieces. Choosing a structure early makes everything downstream easier, because filters, permissions and synchronisation all work along these lines. Creating an inventory is the first step on the Getting started card of a new account. Creating and editing 1. Open Settings → Inventories and choose New inventory. 2. Enter a Short code. It has to be unique; while you type, WrkLst shows whether it is still Available or already Taken. 3. Enter the Inventory name and, if the list should sort it differently, a Sortable name. 4. Pick a Default type for new works in this inventory, or add one with + Add new type…. 5. Under Artists, search for the artists whose works it holds, or create them on the spot. 6. Choose Create. Settings → Inventories: 1 New inventory · 2 Edit Settings → Inventories: 1 New inventory · 2 Edit The list shows every inventory with its code, name, artists and number of works. You can edit an inventory at any time and rename it without affecting the works inside it. One inventory can be marked as the primary one with Make primary, and an inventory can be flagged as a Prioritized inventory. Which inventory opens first when you go to Works is set under Settings → General Account as the Default inventory. Choosing an inventory to work in When you open Works, the screen for choosing which inventory to open has an instant search, so a long list of inventories is no obstacle. Filtering, searching and the basket inside an inventory are covered in Works: inventories, filter and search, views and the basket. Deleting an inventory Only empty inventories can be deleted under Settings → Inventories. To delete an inventory together with every work in it, for example to undo an import that went to the wrong place, use Delete an inventory under Settings → Toolbox. It only works while none of those works is on a sale, in a group, on a shipment, in an exhibition or on a consignment; the dialog lists any works that stand in the way, and you confirm by typing the inventory's name. Deleted works can be restored from the Toolbox for seven days. Still using WrkLst Classic? This topic in the Classic documentation: Inventories Related articles - Works: inventories, filter and search, views and the basket - Creating New Artwork - Toolbox: recover deleted records and tidy up - Synchronize your Account or single inventories - Customise General Account Settings
Appearance, menu and layout
Dark mode, your language, the width of the menu and of the list beside a record, which entries the menu shows and in what order: these settings shape how WrkLst looks, and this article says where each one lives. Light, dark or system Open the menu under your name. Under Appearance, choose System, Light or Dark. Dark mode applies to the entire workspace; with System it follows your computer's setting and changes with the time of day. Appearance and language are set in the menu under your name: 1 Open user menu · 2 WrkLst accounts · 3 Settings · 4 Switch to WrkLst classic Appearance and language are set in the menu under your name: 1 Open user menu · 2 WrkLst accounts · 3 Settings · 4 Switch to WrkLst classic Language In the same menu, under Language, pick one of the sixteen languages WrkLst speaks. Your choice follows you to every computer you sign in on. Arabic reads right to left, so in Arabic the whole interface turns around to match: the menu moves to the right, and everything else with it. Reports you download as PDFs print correctly in every language. An account can also have a language of its own: the Default interface language under Settings → General Account is what everyone in the account sees, unless they have picked their own. The menu At the foot of the menu, under the WrkLst 10 badge, Layout settings holds the controls for the menu and for lists. Under Menu, choose Full menu or Icons only. The collapsed menu gives you more horizontal room, useful on a laptop and when you work with a record and a list side by side. Customising the menu: 1 Reset menu · 2 Done Customising the menu: 1 Reset menu · 2 Done Customize menu lets you arrange the menu the way you work. Hide the areas you never open; they gather under an Other entry at the end of the menu, so they stay in reach, and point at Other to slide them open. In the same view you put the menu in your own order: take an entry by the handle at its left and drag it where you want it, or move it with the arrow keys. Done keeps the arrangement, Reset menu puts everything back the way it came. Your arrangement follows you to every computer you sign in on. The works basket and the contacts basket sit next to Works and Contacts in the menu. You can see how many items are in each and use, share, save or empty a basket from anywhere in WrkLst. The list beside a record When you open a work, a contact or an exhibition, the list stays beside it. Under Layout settings you choose its width: Full list, Thumbnails only (point at one to see the whole row) or Hidden. Each part of WrkLst remembers its own setting. Layout settings at the foot of the menu: 1 Layout settings Layout settings at the foot of the menu: 1 Layout settings Views and your default view Works can be shown as a grid, as a card list (a large picture beside the work's details, price, owner, location, consignment and exhibition) or as a table. The view button in the works toolbar and Alt+V step through the three. Under Settings → My Profile → Preferences, Default view decides which one opens first, and Default inventory order how the works are sorted. The works inside a list, exhibition, consignment, sale, shipment or presentation have their own view button in the section header: list, card list or pictures. The works toolbar: 1 Search… · 2 Filter · 3 Switch view · 4 Basket · 5 Add work The works toolbar: 1 Search… · 2 Filter · 3 Switch view · 4 Basket · 5 Add work The colour behind images The colour behind your artwork, in the work detail, the enlarged view and every image frame, is set for the whole account under Settings → General Account, one colour for light mode and one for dark mode. Account tabs If you work in more than one WrkLst account, you can keep them as a row of tabs at the top of the screen; see Working in several WrkLst accounts. Tabs, phones and accessibility Right-click or ⌘/Ctrl-click a menu item, a search result or a link to open it in a new browser tab. On a phone, the header keeps search, notifications and your account menu within reach, the bar at the bottom of a record keeps every button available, and every icon button has the same, slightly larger size that is easier to hit. WrkLst is built toward WCAG conformance. Related articles - Customise General Account Settings - My Profile: security, preferences and connected apps - Works: inventories, filter and search, views and the basket - Working in several WrkLst accounts - WrkLst 10 and WrkLst Classic
Users, roles and permissions
Who can do what in your WrkLst account: how to invite team members, what a role controls, and how an administrator can see WrkLst as another user or follow what happened in the account. Inviting a team member 1. Open Settings → User Management and choose New user. 2. Enter the Name and Email and pick a Role. 3. Choose Save & Send Invite. Settings → User Management: 1 Add · 2 Role · 3 Deactivate Settings → User Management: 1 Add · 2 Role · 3 Deactivate New users are always invited: they set up their own sign-in through the invitation link, and their Status stays Invited until they do. Saving the user again sends the invitation again. 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 simply gain access to yours. Deactivating, reactivating and deleting Deactivate stops a user from signing in; their records stay untouched, and Reactivate lets them back in at any time. Delete user removes a user permanently; it is not possible while the user has linked records. A user's email address can only be changed by that person, in their own profile. If they can no longer reach it, contact support. Helping a user back in Under Security & access, Reset sign-in credentials clears a user's two-factor authentication, passkeys and active sessions. They keep their password, so this is the way to help someone who has lost their authenticator and recovery codes. Roles Settings → User Roles lists your roles. For each area of WrkLst a role grants View and Edit & delete separately, and a Share limit sets how much a user may share. Bulk edit switches everything on or off at once. System roles have fixed permissions and cannot be edited; your own roles can. To delete a role, choose Delete role, pick the role its users move to, and confirm with Delete & reassign. Settings → User Roles: 1 Add · 2 Mobile App Settings → User Roles: 1 Add · 2 Mobile App Some permissions are decided per role and are worth knowing about: - API access and AI assistant access let a role connect other software and AI assistants. Admin roles have them; others do not until you grant them. - Syncing the address book to a phone or computer is allowed per role. - Payments, the bank reconciliation under Sales, is available to administrators and can be granted to other roles. - Sales reports on exhibitions and consignments are shown to everyone who may see them. - Sharing documents from templates needs the share permission. - The Mobile App permission is needed for the WrkLst mobile app; see Permission Requirements. Administrators also see, in the change history of a work or contact, what changed in each edit, with the old and the new value side by side, for changes Privacy · Terms ·in the past year. Seeing WrkLst as another user To check what a colleague can and cannot see, an administrator opens the menu under their name and chooses Impersonate user. A banner then says that you are impersonating that user and viewing WrkLst exactly as they see it; Return to your own name ends it. Who did what: the Interaction Log Under Settings → Interaction Log an administrator can follow every request made to the account: per day and per channel (Web interface, Mobile app, API, AI assistant (MCP), WordPress plugin and Address book sync), on a map of where requests came from, and as a searchable list filtered by channel, user, day and text. Entries are kept for one year. The Interaction Log. The Interaction Log. Working at the same time When someone else is already editing a contact or an exhibition, WrkLst shows you that it is in use instead of letting you both change it at once, and warns you before you save if the record changed while you had it open. On a work you see at a glance when a colleague is already working on a linked sale, exhibition or consignment. Related articles - My Profile: security, preferences and connected apps - Signing in: one login, passkeys and two-factor authentication - Permission Requirements - AI assistants: work with WrkLst from Claude, ChatGPT or Cursor - Sync your WrkLst contacts to your phone and computer
My Profile: security, preferences and connected apps
Settings → My Profile holds everything that is yours rather than the account's: your name and sign-in security, how works are shown to you, which notifications you get, the mail account you send from, and the apps and devices connected to your login. The settings menu: 1 Name & Security · 2 General Account · 3 User Roles · 4 Toolbox The settings menu: 1 Name & Security · 2 General Account · 3 User Roles · 4 Toolbox Settings has two groups. Personal holds My Profile; WrkLst account holds everything that applies to the whole account. My Profile has six tabs. Name & Security Under User account you see your Name and the Email you sign in with. To change the address, WrkLst sends a code to the new one; it changes everywhere, in every WrkLst account you belong to, once you confirm, and only you can change it. The Password is changed from the login screen: Sign out to reset password, then use Forgot account?. Name & Security: 1 Password · 2 Enable two-factor authentication · 3 Register a passkey Name & Security: 1 Password · 2 Enable two-factor authentication · 3 Register a passkey Two-factor authentication adds a second sign-in step with an authenticator app, and Passkeys lets you sign in with Touch ID, Windows Hello, a security key or your phone. Both are explained in Signing in: one login, passkeys and two-factor authentication. If you belong to more than one WrkLst account, the tab also holds Ask me which account when I sign in, the Account tabs switch and the Account order; see Working in several WrkLst accounts. Preferences Under Inventory display you choose the Default view when opening an inventory (grid, card list or table) and the Default inventory order, and whether Group editions and Hide group members are on by default; both can still be toggled in the filter. Alternate filter layout applies to WrkLst Classic only. Under Navigation you can have links to other modules always open in a new tab, which is not recommended: ⌘-click does the same when you need it. Preferences. Preferences. Notifications Under Channels, Email notifications sends you notifications by email in addition to those inside WrkLst, and Product updates subscribes you to WrkLst feature updates. Under Notify me about you turn on the categories you care about and choose when to be told: works marked Action Required (a week before due or when due), Holds (three days before expiration or on expiration), a Sale payment past due (on past due or a week after), a Sale paid in full, and Consignments (a week before the end or on the end). Each category can be limited to your own records. Email Account Connect a mail account to send emails and save drafts from WrkLst. The channels are Google Workspace, Microsoft 365, Infomaniak kSuite (with an application password) and IMAP / SMTP; one channel is active at a time. When a Google or Microsoft connection stops working, WrkLst tells you straight away and offers a Reconnect button, and connections survive short outages at the provider. See Email and accounting connections. Email Account. Email Account. Email Settings Email defaults are applied to new emails and drafts: whether your Signature is included, Open tracking, the Price in caption, and how Artworks in emails travel (picture with the caption underneath, picture with the caption in it, or one PDF with the artworks). Below that you write your Signature, in the text editor or as HTML code, and keep Email templates, reusable subject and body snippets with placeholders for the recipient's first and last name. Connected apps This tab lists what is connected to your login. Connected apps shows the AI assistants and other applications you signed in with your WrkLst login, each with the account it works in and its last sign-in; Disconnect takes the connection back. Address book holds one app password per device that syncs your WrkLst contacts to your phone or computer. Calendar holds your calendar subscriptions. See AI assistants, Sync your WrkLst contacts to your phone and computer and Calendar feed. Connected apps. Connected apps. Language and appearance Your language and light or dark mode are not in My Profile but in the menu under your name; see Appearance, menu and layout. Related articles - Signing in: one login, passkeys and two-factor authentication - Sync your WrkLst contacts to your phone and computer - Calendar feed: your WrkLst dates in your calendar - AI assistants: work with WrkLst from Claude, ChatGPT or Cursor - Email and accounting connections: Google Workspace, Microsoft 365, QuickBooks, Stripe and Shopify
Toolbox: recover deleted records and tidy up
Settings → Toolbox is where you tidy up and undo: recover records deleted in the last seven days, rename tags, locations and carriers everywhere at once, re-apply an artist's price factor, and delete a whole inventory. Settings → Toolbox: 1 Recover recent records · 2 Shipping carriers · 3 Artist price factors · 4 Delete an inventory Settings → Toolbox: 1 Recover recent records · 2 Shipping carriers · 3 Artist price factors · 4 Delete an inventory Recover deleted records Deleted something by mistake? Recover recent records lists every work, contact, sale, exhibition, presentation, list, consignment, shipment and document deleted in the last seven days, each with the date it was deleted. Choose Recover and confirm; the record is restored, and its history shows that it was recovered and by whom. When nothing has been deleted, the list says so. This is also the safety net for deleting several works at once: put them in the basket and choose Delete works… from the basket menu. The dialog lists exactly which works go and which stay; a work that is on a sale, in a group, on a shipment, in an exhibition or on a consignment is kept, the same rule that applies when you delete a single work. You confirm by typing the number of works being deleted. Rename tags and locations Inventory locations, Inventory tags, Contact tags and Exhibition tags list what you have typed on your records. Rename one to fix a typo or tidy up a name, and every record that uses it is updated in one go; renaming to a name that already exists merges the two. A tag can also be removed from all the works, contacts or exhibitions that carry it, which cannot be undone. Shipping carriers Shipping carriers lists the carrier names you have typed on your own shipments. Rename one and every shipment using it is updated at once. Carriers with live tracking are built in and stay untouched. Artist price factors Artist price factors lists the factor set for each artist. Edit factor changes it. Re-apply factor recomputes the factor-based prices of all that artist's works in one click, handy after you add new works, without opening and re-saving each factor. Price factor options are switched on under Settings → General Account, in the measurement settings of the work detail summary. Delete an inventory Delete an inventory deletes an inventory together with every work in it, the quickest way to undo an import that went to the wrong place. It only works while none of those works is on a sale, in a group, on a shipment, in an exhibition or on a consignment; the dialog lists any works that stand in the way. You confirm by typing the inventory's name. Deleted works can be restored from Recover recent records on the same page. An empty inventory is deleted under Settings → Inventories instead. Related articles - Inventories - Editing and Multi-Editing - Works: inventories, filter and search, views and the basket - Shipments - Users, roles and permissions
Calendar feed: your WrkLst dates in your calendar
Subscribe your calendar app to your WrkLst dates, from exhibition runs and consignment deadlines to payments due and holds, so they appear next to your other appointments and stay up to date by themselves. Creating a subscription 1. Open Settings → My Profile → Connected apps and, under Calendar, choose Add a subscription. 2. Give it a Name, so you know later which app this link went to. 3. Under Which calendars, tick what goes in: Exhibition runs, Consignments out, Consignments in, Consignments, third party, Payments due, Holds, Works needing attention, Pickups and deliveries, Productions, Timeline, Birthdays and Presentation links expiring. 4. Choose Create link and copy the link with Copy link. Settings → My Profile → Calendar: 1 Add a subscription · 2 Google Calendar Settings → My Profile → Calendar: 1 Add a subscription · 2 Google Calendar The link is shown once, when the subscription is created. If you lose it, make a new one. Each subscription has its own link, and the calendar is read-only: your calendar app shows the dates, but changes are made in WrkLst. The calendars offered depend on your role; if your role has access to none of them yet, the page says so. What your calendar shows Everyone sees only what they may see in WrkLst anyway, checked afresh each time the calendar refreshes. No amounts are ever written into an appointment's title. How to subscribe Paste the link into the program you keep your calendar in. - iPhone, iPad and Mac. On a Mac, open Calendar and choose File → New Calendar Subscription. On an iPhone or iPad, go to Settings → Apps → Calendar → Accounts → Add Account → Other → Add Subscribed Calendar. Paste the link and confirm. Under Refresh you choose how often the device looks for changes. - Google Calendar. Open calendar.google.com, click + beside Other calendars, choose From URL and paste the link. On an Android phone the calendar then appears in the Google Calendar app as well. - Outlook. Open the calendar, choose Add calendar, then Subscribe from web, paste the link and give the calendar a name. It appears under Other calendars. - Thunderbird. Choose Calendar → New Calendar → On the Network, pick the format iCalendar (ICS) and paste the link. In the calendar's properties you set how often it refreshes. Calendar apps fetch on a schedule of their own. Apple Calendar and Thunderbird check often; Google Calendar can take up to a day and offers no refresh button. Disconnecting Disconnect next to a subscription stops it from receiving dates. The WrkLst entries disappear from that calendar at its next refresh. Related articles - My Profile: security, preferences and connected apps - Timeline - Exhibitions - Consignments - Holds & Sales
Document templates: PDFs, Word and Excel on your own letterhead
Templates turn your WrkLst records into documents, PDFs, Word files and spreadsheets on your own letterhead, in one click from any list of works, a sale, a shipment or an exhibition. You set them up under Settings → Templates, or let us build them for you. How templates work Every template has a Data source (Works, Contacts, Sale (Invoice), Sales (Report), Consignment, Shipment (Proforma), List of Works, List of Contacts, Exhibition or Bio) and a Format: HTML → PDF, Excel, PDF (no HTML needed), CSV, JSON (WrkLst transfer), Word .docx (Mustache) or Invoice document (configurable, PDF). Once saved, the template is offered in the share menu of every record of that kind. Add a template opens a gallery of ready-made starting points; Start from a blank template begins from nothing. Settings → Templates. Settings → Templates. The document is created on our servers and downloads by itself when it is ready, even if you close the tab. The Downloads menu in the header shows its progress and lets you retry or clear a failed export. Ready-made PDF layouts for your works With the format PDF (no HTML needed) you set the whole document up in a form. Under PDF document you choose the Layout: - List — one work per row: a small picture, the caption and the details you pick. - Full page — one work per page: a large picture with the details underneath. - Images — every picture on its own page: each picture sized to the artwork with its caption underneath, no letterhead and no page numbers. At download time you choose between one PDF and single images with the caption inside the picture, and what the caption says. Resolution, Include works without images, Font, Font size, Image size and an optional Document title complete the page. Under Letterhead, tick Print a letterhead, choose the Logo (Use the account logo, Use a different logo or No logo), add your Letterhead lines such as company, address and website, and decide whether to Repeat on every page. Under Footer, tick Print a footer, add your Footer lines and tick Print page numbers. The account logo is set once under Settings → General Account → Presentations and used everywhere; a single template can still use a different logo, or none. Word templates With the format Word .docx (Mustache) you upload your own Word file under Template files; the first file (★) is the default style, and you can add further styles. Default download format decides whether the result arrives as PDF or Word DOCX, and Image quality sets the resolution of the pictures. The download icon next to a file name gives you the Word file a template is built on, handy for editing it or reusing it in another template. Choosing what goes in Under Fields you select which fields are customisable when exporting and which are selected by default. When you download a document, Customize lets you pick the fields, set the start position on a label sheet and, for Word templates, choose the style and PDF or Word. The invoice document For a sale, the format Invoice document (configurable, PDF) assembles the invoice from elements you switch on and arrange: recipient address, invoice details, title, introduction, positions with pictures, totals, payment terms, closing text, terms from the sale, signature and tax notes, with your logo, a stationery PDF, letter or A4, and a live preview. The same document is used for downloads and, once invoice bookkeeping is on, for issued invoices. A template can belong to one Location, so only sales from that space are offered it. Documents for a single record A PDF or Word document for a single sale, exhibition or shipment can be generated straight from the work page wherever you have the share permission and templates set up. The cost report of an exhibition or consignment needs no template: expand Production & expenses and download it as a PDF or a spreadsheet. We build custom templates for you We create templates tailored to how your organisation works. Once a template is in place, the document is generated straight from your WrkLst records, with no copying and no reformatting. Typical templates include tear sheets, checklists, consignment forms, condition reports, invoices and full work reports, all with your letterhead and fonts applied. To request one, contact us through the in-app support messaging feature or email support@wrklst.art. Send examples of the documents you want to produce, preferably as Microsoft Word files: your existing paperwork tells us how your documents are laid out and which fields matter to you, which makes the result far closer to what you had in mind. Related articles - Holds & Sales - Invoices: numbered invoices, e-invoices and DATEV export - Shipments - Consignments - Customise General Account Settings