WrkLst Classic

Account Activation

This article describes WrkLst Classic, the previous interface. For the current interface, see Account Activation in the WrkLst 10 documentation. Your WrkLst account begins with an invitation email. Activating it takes a couple of minutes and sets the password you will use from then on. https://wrklst.art/wp-content/uploads/2025/02/account-activation-1080p.mp4 Activate your account Once your account has been created you receive an invitation email. Click the activation link, Activate My WrkLst Account, to open the activation page in your browser. Choose a secure password You are then asked to define a password. WrkLst requires a strong, complex password, because it is the main thing standing between your archive and unwanted access. In most cases the password suggested by your web browser or password manager is the best choice: it will be long, random, and stored for you so you never have to remember it. If the invitation does not arrive Check your spam or junk folder first. If it still has not appeared, contact us at support@wrklst.art and we will send a new invitation. Next steps - Customise General Account Settings - Creating New Artwork - Setup WrkLst Mobile App - Dashboard

Customise General Account Settings

This article describes WrkLst Classic, the previous interface. For the current interface, see Customise General Account Settings in the WrkLst 10 documentation. A quick run through the general account settings, so WrkLst matches your country and the way you prefer to work. https://wrklst.art/wp-content/uploads/2025/02/general_settings-540p.mp4 What the general settings control The general settings are where you adapt WrkLst to your own context — regional conventions on one hand, and personal working preferences on the other. They apply to your account rather than to individual records, so it is worth setting them once, early, before you start entering data in earnest. 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 colleagues join and need different defaults, or if your document output needs to change. Related articles - Inventories - Subscription - Custom Document Templates Made Easy with WrkLst - Dashboard - Dark Mode and the Sidebar

Creating New Artwork

This article describes WrkLst Classic, the previous interface. For the current interface, see Creating New Artwork in the WrkLst 10 documentation. How to create an artist contact, set up an inventory, and add your first artwork — the three steps that get a work into WrkLst. https://wrklst.art/wp-content/uploads/2025/02/create-new-work-1080p.mp4 The order to do things in A work in WrkLst is not an isolated entry: it belongs to an artist and it lives in an inventory. Creating those two things first means the work has somewhere to go and someone to belong to, and it saves you from tidying up afterwards. 1. Create the artist contact — see Create a New Artist Contact. 2. Set up the inventory the work belongs to — see Inventories. 3. Create the work itself. One record, the whole life of the work WrkLst keeps a single record per work and everything attaches to it: images and documents, exhibitions, consignments, shipments, holds and sales, and its location. The more complete the record is at the outset, the more useful every later module becomes. Related articles - Editing and Multi-Editing - Editions - Inventory, Filter/ Search Feature, and Selections Tool - Automatic Import: let AI do the data entry - View in Room

Inventory, Filter and Search, and the Selections Tool

This article describes WrkLst Classic, the previous interface. For the current interface, see Works: inventories, filter and search, views and the basket in the WrkLst 10 documentation. What an inventory is, how to move between inventories, how to use the filter and search features, and how to build an arbitrary selection of works with the basket. https://wrklst.art/wp-content/uploads/2025/02/selections-and-filters-search-720p.mp4 Moving between inventories Your works are grouped into inventories, and you switch between them to change what you are looking at. See Inventories if you need to create or rename one. Filtering and searching Filter and search narrow a large archive down to the works you actually need — by artist, by availability, by year, or by whatever criteria matter for the task in hand. Filtering is the fastest route into a big inventory, and it is also the starting point for most other work in WrkLst: an exhibition checklist, a consignment or a client selection usually begins as a filtered view. Selections and the basket The basket works like a shopping cart for artworks. You add works to it from anywhere in WrkLst, across different views and inventories, and the resulting selection can then be used to generate documents, create an exhibition, build a consignment or make a presentation. A selection can also be saved as a list and retrieved later — see Lists. Sorting You can also adjust the order in which works are shown, which matters when the sequence is going to end up in a document or a presentation. Related articles - Lists - Editing and Multi-Editing - Presentation - Collection Values (C-Values)

Create and Manage Editions

This article describes WrkLst Classic, the previous interface. For the current interface, see Create and Manage Editions in the WrkLst 10 documentation. How to create an edition in WrkLst, and how editioned works behave differently from unique ones. https://wrklst.art/wp-content/uploads/2025/02/introduction-into-editions-1080p.mp4 What an edition is in WrkLst An editioned work is managed as one record that carries its individual numbers and artist's proofs, rather than as a pile of near-identical entries. That keeps the inventory readable: you see the work, and within it you see which numbers exist and what has happened to each. Why it matters for pricing Managed editions count as a single record for subscription purposes. An edition of five plus two artist's proofs is one record, not seven — see Subscription. Related articles - Creating New Artwork - Editing and Multi-Editing - Holds & Sales

Editing and Multi-Editing

This article describes WrkLst Classic, the previous interface. For the current interface, see Editing and Multi-Editing in the WrkLst 10 documentation. How to edit a single work, and how to change many works at once with multi-editing. https://wrklst.art/wp-content/uploads/2025/02/edit-and-multiedit-works-1080p.mp4 Editing a single work Open the work and change what you need. Because everything in WrkLst hangs off the work record — images, documents, exhibitions, consignments, shipments, holds and sales — keeping it accurate is what makes the rest of the system trustworthy. Multi-editing Multi-editing applies the same change to a group of works in one operation. It is the right tool whenever the same correction or update applies across many records: a location change after a rehang, a credit line that needs standardising, a price adjustment across an artist's work, or a batch of records imported with the same missing field. Build the group first using filter, search or the basket — see Inventory, Filter/ Search Feature, and Selections Tool — then apply the edit to everything in it. A word of caution Multi-editing is fast, which is exactly why it is worth checking the selection before you commit. Make sure the works in front of you are the works you meant to change. Related articles - Inventory, Filter/ Search Feature, and Selections Tool - Creating New Artwork - Media Library

Create a New Contact

This article describes WrkLst Classic, the previous interface. For the current interface, see Create a New Contact in the WrkLst 10 documentation. How to create a contact in WrkLst. https://wrklst.art/wp-content/uploads/2025/02/create-new-contact-1080p.mp4 Why contacts are worth doing properly WrkLst is built on the connection between works and people. A contact is not just an address book entry: it accumulates that person's history with you — the works they have shown interest in, the waiting lists they are on, their sales, the exhibitions they were part of, and their connections to other contacts. That is what makes it possible to approach a collector with something relevant rather than cold. What a contact record holds Contact details sit at the top of the record: email addresses with their newsletter status, phone numbers, addresses, and links. Interest, waitlists, sales, exhibitions and connections sit below. Artists are a special case Artist contacts are created slightly differently, because works are attached to them — see Create a New Artist Contact. Related articles - Create a New Artist Contact - Lists - Presentation - Messages - Outreach

Create a New Artist Contact

This article describes WrkLst Classic, the previous interface. For the current interface, see Create a New Artist Contact in the WrkLst 10 documentation. How to create an artist contact in WrkLst. https://wrklst.art/wp-content/uploads/2025/02/create-new-artist-1080p.mp4 Why artists are created differently An artist contact is the record that works are attached to, so it usually needs to exist before you can catalogue anything. If you are adding your first work, start here — see Creating New Artwork. What hangs off an artist record Beyond ordinary contact details, an artist record is the anchor for their works, and it is where biography material belongs. Biographies can be maintained in WrkLst and exported as documents or synchronised with your website, so a CV is updated once and is correct everywhere it appears. Related articles - Create a New Contact - Creating New Artwork - Editions - Biographies

Holds & Sales

This article describes WrkLst Classic, the previous interface. For the current interface, see Holds & Sales in the WrkLst 10 documentation. Holds and sales record the commercial life of a work in WrkLst — from reserving a piece for a client, through converting that reservation into a sale, to invoicing and payment tracking. https://wrklst.art/wp-content/uploads/2025/02/hold-and-sell-a-work-1080p.mp4 Before you start You need a work in your inventory and a contact for the client. See Creating New Artwork and Create a New Contact. Place a hold on a work Open the action menu on the work you want to reserve. Alongside Interest, Sell, Ship, Exhibit, Consign and Present, you will find Hold. Choosing Hold opens a new hold for that inventory number. Set Hold Until as a date and a time, so a two-hour reservation at a fair works the same way as a hold that runs for weeks. Choose the Client the work is being held for, and add Notes that your colleagues will see. Once the hold is saved, the work is marked as held in the inventory, so anyone browsing available works can tell at a glance that it is spoken for. Edit, release or convert a hold The action menu changes once a work is on hold: - Edit Hold — change the deadline, the client or the notes. - Release Hold — return the work to available without recording a transaction. Use this when a client passes. - Hold to Sale — carry the reservation straight through into a sale, with the work and the client already filled in. Record the sale A sale records who bought what, when, and on what terms. You set the transaction Type, the Sale Date and the Facilitator — the colleague responsible for the deal. Flags for Museum, External, Auction and Through Curator let you describe the shape of the transaction, including consultant-mediated and third-party sales. For each work on the sale you record the Price and Currency, any Discount as a percentage or a fixed amount, Additional Costs with your own label for things such as framing, and the Tax rate and label. The item text that appears on your paperwork is pre-filled from the work record and can be edited for that sale. The invoice is laid out line by line, with every discount, tax and currency conversion shown, and the outstanding amount at the top — so you can see whether a sale is paid without opening the PDF. After the sale Because sales are linked to both works and contacts, the transaction appears on the work's record and on the client's contact record. Sales can be sorted by client, invoice number or date, and filtered by payment status or year. Generate invoices and paperwork Sales feed WrkLst's template engine, so invoices, statements and other documents can be produced from the sale on your own letterhead. See Custom Document Templates. Related articles - Consignments - Shipments - Creating New Artwork - Reports & Analytics

Shipments

This article describes WrkLst Classic, the previous interface. For the current interface, see Shipments in the WrkLst 10 documentation. How to keep track of shipments, proforma invoices, customs paperwork and everything else involved in moving artworks, nationally and internationally. https://wrklst.art/wp-content/uploads/2025/02/coordinating-shipments-1080p.mp4 What a shipment record holds A shipment records what is in the crate, where it is going, and the paperwork that has to travel with it — proforma invoices, customs documents and anything else you attach. Because shipments are linked to works and exhibitions, you can get from a work to the shipment it is on, or from an exhibition to everything moving for it. Customs paperwork Customs documents can be generated pre-filled from the details already in the shipment, rather than retyped. Tracking For trackable carriers such as FedEx, DHL and UPS, live tracking and delivery status are available directly on the shipment, so you can answer "where is it?" without leaving WrkLst. Related articles - Exhibitions - Consignments - Custom Document Templates Made Easy with WrkLst - Timeline

Exhibitions

This article describes WrkLst Classic, the previous interface. For the current interface, see Exhibitions in the WrkLst 10 documentation. Keep track of exhibitions in WrkLst — whether gallery exhibitions, art fairs or any other kind of exhibition project. https://wrklst.art/wp-content/uploads/2025/02/create-an-exhibition-1080p.mp4 What an exhibition record holds An exhibition brings together everything about a show in one place: the works considered and the works confirmed, the paperwork, installation images, the press release, and links to the consignments and shipments the show depends on. Years later the record is still there, which is the point — a show you can reconstruct is a show you can cite, insure and publish. Building the checklist Exhibition checklists usually start as a filtered view or a basket selection of works — see Inventory, Filter/ Search Feature, and Selections Tool. Works can move from considered to confirmed as the show firms up. Connections to other records Loans and incoming works are handled as consignments (Consignments), transport as shipments (Shipments), and anything sold from the show as a sale (Holds & Sales). Related articles - Consignments - Shipments - Presentation - Timeline - Reports & Analytics

Consignments

This article describes WrkLst Classic, the previous interface. For the current interface, see Consignments in the WrkLst 10 documentation. How to keep track of consignments, loan agreements and the other contractual frameworks that govern where artworks are. https://wrklst.art/wp-content/uploads/2025/02/creating-a-consignment-1080p.mp4 What a consignment records A consignment says which way the art is moving, between whom, and for how long. Incoming, outgoing and third-party consignments are all handled the same way. Each work on the consignment carries its price, the commission and any additional costs, and the loan conditions and documents live on the record. Never missing an expiry Consignments have deadlines, and missing one is expensive. WrkLst tracks the timeframes and sends email and in-app notifications for expiring consignments, and the calendar view shows what is current and what is about to run out. Seeing consignment status on a work The consignment status of each artwork appears on the work itself, so when you are browsing available works you can see immediately what is genuinely free to offer. Related articles - Exhibitions - Shipments - Holds & Sales - Timeline - Reports & Analytics

Lists

This article describes WrkLst Classic, the previous interface. For the current interface, see Lists in the WrkLst 10 documentation. How to manage lists of contacts or artworks in WrkLst. https://wrklst.art/wp-content/uploads/2025/02/lists-and-selections-1440p.mp4 What a list is A list is a saved selection. You build it once — with filter, search or the basket — and then reuse it wherever it is needed: to generate documents, to create an exhibition or consignment, to build a presentation, or to address a mailing. Lists of works, lists of people A list can hold artworks or contacts. A mailing list of collectors and a checklist of works behave the same way, which is what makes lists useful as a general-purpose tool rather than a feature of one module. Keeping them tidy Lists can be filtered by who can see them, by category, and by whether they have been archived, so a few years of accumulated selections stay manageable. Related articles - Inventory, Filter/ Search Feature, and Selections Tool - Presentation - Create a New Contact - Outreach

Presentations

This article describes WrkLst Classic, the previous interface. For the current interface, see Presentations in the WrkLst 10 documentation. How to share selected artwork information with third parties through private viewing rooms. https://wrklst.art/wp-content/uploads/2025/02/introduction-into-presentations-1080p.mp4 What a presentation is A presentation is a private viewing room: a link you send to a client showing artwork images and captions, with optional details such as availability and retail prices. It replaces sending a PDF, and unlike a PDF you stay in control of it after it has gone out. Choosing what travels with the work You decide exactly which details of a work appear — from prices to availability — and which layout the client sees. That means the same selection can go to a museum curator and to a private collector with different information attached. Seeing what happened next A presentation records the client it was made for, the link you sent, whether that link is still active, and how often the client has opened it. So you know whether a selection was actually looked at before you follow up. Building the selection Presentations usually start from a basket selection or a saved list — see Inventory, Filter/ Search Feature, and Selections Tool and Lists. Related articles - Lists - Exhibitions - Share one or multiple Artworks - View in Room

Media Library

This article describes WrkLst Classic, the previous interface. For the current interface, see Media Library in the WrkLst 10 documentation. How to manage and upload images and documents in bulk with the Media Library. https://wrklst.art/wp-content/uploads/2025/02/intro-to-media-library-720p.mp4 What the Media Library is for The Media Library is the single place your images, documents and links live. Rather than uploading files one work at a time, you can bring in a batch and see which artworks each file belongs to. Working with files Browse images, documents and links side by side, search them, and sort by name or by when they last changed. Because files are linked to the works they belong to, you can tell at a glance whether a work has its installation shots, its condition report or its certificate — and find the right file without hunting through folders. Where files show up Documents attached to a sale, a shipment, a consignment, a presentation or an exhibition appear as visible previews rather than a list of file names, and can be opened in WrkLst or downloaded. Related articles - Editing and Multi-Editing - Presentation - Custom Document Templates Made Easy with WrkLst - Automatic Import: let AI do the data entry

Permission Requirements

This article describes WrkLst Classic, the previous interface. For the current interface, see Permission Requirements in the WrkLst 10 documentation. What permissions you need in order to use the WrkLst mobile app. Subscription To use the WrkLst app you need an active WrkLst account with a valid subscription. Using the app is included in your subscription at no additional fee. The Mobile App permission Most users have a role that already allows the mobile app. Legacy users, however, may have custom roles that do not include the Mobile App permission. To check, open your Settings and look at the role assigned to your user, then at that role's permissions. To reach Settings, open the profile menu: Then choose Settings: Open the user and role settings: And check that the role includes the Mobile App permission: If you cannot see these options If any of these menu options do not appear for you, your user probably does not have permission to edit Users or Roles. Contact your account administrator or owner, who has full access to all WrkLst functionality. Related articles - Setup WrkLst Mobile App - Install WrkLst App - Login to your account If you have any questions, get in touch at support@wrklst.art or through the support function in WrkLst.

Install WrkLst App

This article describes WrkLst Classic, the previous interface. For the current interface, see Install WrkLst App in the WrkLst 10 documentation. How to install the WrkLst app on your iPhone. https://wrklst.art/wp-content/uploads/2025/02/install_wrklst-1080p.mp4 Requirements The WrkLst app runs on iPhone and iPad with iOS 17 or newer, and is downloaded from the Apple App Store. It is included in your subscription at no additional cost. Next steps Once installed, log in and run the first synchronization: - Login to your account - Synchronize your Account or single inventories - Permission Requirements

Login to your account

This article describes WrkLst Classic, the previous interface. For the current interface, see Login to your account in the WrkLst 10 documentation. How to log in to your WrkLst account from the app on iPhone. https://wrklst.art/wp-content/uploads/2025/02/login_to_your_account-1080p.mp4 What you need Log in with the same email address and password you use for WrkLst in the browser. Your user also needs the Mobile App permission — see Permission Requirements. After logging in The app runs an initial synchronization so your records are available offline. See Synchronize your Account or single inventories. If you cannot log in Check first that your credentials work in a browser. If they do and the app still refuses, the most likely cause is a missing Mobile App permission on your role. Contact your account administrator, or email support@wrklst.art. Related articles - Install WrkLst App - Setup WrkLst Mobile App

Synchronize your Account or single inventories

This article describes WrkLst Classic, the previous interface. For the current interface, see Synchronize your Account or single inventories in the WrkLst 10 documentation. How to synchronize your WrkLst account with the WrkLst app on iPhone or iPad, and how to synchronize a single inventory rather than everything. https://wrklst.art/wp-content/uploads/2025/02/synchronization_2-1080p.mp4 Why synchronization matters The WrkLst app keeps a copy of your records on the device, which is what allows it to work offline. That is the point of it: at an art fair, in a viewing room or anywhere the signal is poor, the record is still with you. Synchronization is how that local copy is kept current. Full account or single inventories You can synchronize your whole account, or restrict synchronization to individual inventories. Restricting it is useful when your archive is large and you only need part of it on the device, or when you are travelling with a specific selection of works. When to synchronize Run a synchronization before you leave for a fair or a studio visit, and again after a session where records changed on the device. Images are loaded on demand, so an initial synchronization brings across the records themselves rather than every image file. Related articles - Setup WrkLst Mobile App - Login to your account - Permission Requirements

Share one or multiple Artworks

This article describes WrkLst Classic, the previous interface. For the current interface, see Share one or multiple Artworks in the WrkLst 10 documentation. How to share a single artwork, or several at once, using the basket selection tool in the WrkLst app on iPhone. https://wrklst.art/wp-content/uploads/2025/02/share_one_or_multiple_works-1080p.mp4 Sharing one work Open the work and share it directly. This is the quick path when a client asks about a specific piece while you are standing in front of it. Sharing several For more than one work, use the basket. Add works to the basket as you move through the app, then share the whole selection in one go — the same basket concept used in the browser, so a selection behaves the way you expect. See Inventory, Filter/ Search Feature, and Selections Tool. Why this matters offline Because the app holds your records locally, you can build and share a selection at a fair or a studio visit even when the booth has no signal. Related articles - Navigate Exhibitions, Lists, Artists - Presentation - Synchronize your Account or single inventories

Navigate Exhibitions, Lists, Artists

This article describes WrkLst Classic, the previous interface. For the current interface, see Navigate Exhibitions, Lists, Artists in the WrkLst 10 documentation. How to navigate exhibitions, lists and artists in the app, mark favourites, and get where you want to go quickly. https://wrklst.art/wp-content/uploads/2025/02/navigate_exhibitions_lists_artists-1080p.mp4 Getting around The app is built for browsing and presenting rather than data entry, so navigation is organised around the things you actually show people: exhibitions, lists and artists. Favourites Marking favourites puts the records you use most within immediate reach. At a fair, that usually means the current booth list and the artists you are showing. Preparing before you travel Build the lists you will need before you leave, and synchronize — see Lists and Synchronize your Account or single inventories. Related articles - Share one or multiple Artworks - Setup WrkLst Mobile App - Lists

Inventories

This article describes WrkLst Classic, the previous interface. For the current interface, see Inventories in the WrkLst 10 documentation. How to create and edit inventories in WrkLst. https://wrklst.art/wp-content/uploads/2025/02/setup-inventories-1440p.mp4 What an inventory is An inventory is the top-level grouping your works live in. 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 synchronization all work along these lines. Creating and editing Inventories are created and edited in Settings. You can add new ones as your archive grows and rename existing ones without affecting the works inside them. Related articles - Inventory, Filter/ Search Feature, and Selections Tool - Creating New Artwork - Synchronize your Account or single inventories

Subscription

This article describes WrkLst Classic, the previous interface. For the current interface, see Subscription in the WrkLst 10 documentation. How to set up and manage your WrkLst subscription. https://wrklst.art/wp-content/uploads/2025/02/intro-subscription-settings-1440p.mp4 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. Annual billing is paid upfront and costs less than monthly. Changing your plan As your archive grows your tier changes with it. 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. Related articles - Customise General Account Settings - Inventories - Custom Document Templates Made Easy with WrkLst