Gallery datasets and starter reports
A Studio gallery reports on the things a gallery has: works, shows, class bookings, sales and the people who walk in. The Report Builder lists them as datasets alongside Events and Volunteers (each listed only while Event Manager or Volunteer Manager is on), and a new gallery starts with six saved reports already built.
Who this is for: Owners and Admins at a Studio gallery, and anyone granted the Organization Insights capability (reports_manage).
The datasets
The builder’s Dataset list is decided by the server for your organization: a dataset appears only when your gallery is on the Studio plan and the extension that owns it is switched on under Settings → Extensions. Requests and Expenses — the Ops datasets — do not appear for a gallery.
| Dataset | Owned by | Group or filter by (time) | Group or break down by (category) | Measures |
|---|---|---|---|---|
| Artworks | Artwork catalog | Added, Showing from, Sold (the latest sale in the ledger) | Status, Artist, Medium, Consigned?, Showing venue, Location | Number of works, Total list price, Average list price |
| Exhibitions | Exhibitions | Start date, End date, Go-live date, Created at | Status, Published?, Exhibition | Number of exhibitions, Works on the checklist, Average works per exhibition |
| Class bookings | Classes | Booked at, Confirmed at, Cancelled at, Refunded at | Class, Booking status, Refund status, Online class?, Members only? | Number of bookings, Booking revenue, Revenue after refunds, Average booking value |
| Sales | Artwork catalog (Square sales, register sales and sales recorded by hand all land in the ledger) | Sale date, Recorded at | Artist, Medium, Channel, Sold by (who rang the sale up), Origin (transacted / historical), Needs review?, Payout status, Refunded? | Number of sales, Sales total, Sales total after refunds, Average sale, Gallery commission, Artist share |
| Register sales | Point of Sale | Sale date, Recorded at | Cashier, Desk, Sale classification, Artist, Tender, Discounted?, What was sold | Number of items sold, Taken at the till, Average line, At list price, Discount given, Items |
| Register discounts | Point of Sale | Date discounted, Recorded at | Cashier who attested, Approving manager, Desk, Artist whose money it was | Number of discounts, At list price, Sold for, Discount given, Average discount |
| Register refunds | Point of Sale | Date refunded, Recorded at | Cashier who asked, Manager who approved, Completed, refused or failed, Why it was refused, Original tender, How the money went back | Number of refunds, Refunded, Average refund |
| Patrons | Patrons | Added, Visited, Marketing opt-in date | Source, Contact consent?, Marketing opt-in?, Consent method, State, City, City, State (one row per city with its state, Seattle, WA; spelling and spacing folded together; a blank reads (none)), Country (US, USA and United States count as one United States row; any other country is title-cased; a blank reads (none)) | Number of patrons |
Notes:
- Sales reads the sales ledger — the snapshot taken at the moment of sale, the same figures as Financial → Sales report. Gallery commission and Artist share are the payout split recorded for each sale; a sale with no payout yet counts as zero on both. A refunded sale stays in the ledger: Sales total counts it at its full price (what went through the till), and Sales total after refunds counts it as zero (what the gallery kept) — pin the second one if the dashboard should show net revenue. A sale reversed because it was recorded in error (Artwork Catalog, Reverse sale) is treated the same way in the totals, but its Refunded? value reads Reversed (recorded in error) instead of Yes, because nothing was refunded.
- Register sales, Register discounts and Register refunds read the till itself — one row per line, per discount attestation and per refund raised at the Point of Sale register. A sale rung up at the register is also a row in Sales (the same sale, once as a ledger entry and once as a register line); the register datasets answer questions the ledger can’t on its own, such as which cashier or desk a sale, discount or refund went through. A refund made in the Square Dashboard instead of at the register is not in Register refunds.
- Patrons is labelled with your own word for them (Patrons, Collectors, Clients or Customers — set under Settings → Patrons). Reports over patrons are counts only: no name, email or address ever reaches a chart or a PDF.
- The Map chart type is for Requests only and is not offered on a gallery dataset.
- Patrons by name are not part of these chart datasets. For top patrons or sales per patron, build a table report in Reports Manager: its Sales and Register sales data carry Patron, Patron email and Patron city/state (for people who can open Patrons), and the Top patrons starter lists the 25 patrons who spent the most this year.
The six starter reports
Every gallery provisioned on the Studio plan starts with these saved reports. They are ordinary reports: rename them, change them, pin them, delete them.
| Report | Dataset | What it shows |
|---|---|---|
| Works by status | Artworks | How many works are available, reserved, sold, on loan or archived right now. Pinned to the dashboard. |
| Sales by artist by month | Sales | Sales total per month, split by artist. Pinned to the dashboard. |
| Class booking revenue by month | Class bookings | What the classes brought in each month, after refunds. |
| New patrons by month | Patrons | How many people were added each month, and where they came from. |
| Patrons by city and state | Patrons | How many patrons live in each city, with the state beside it. |
| Works per exhibition | Exhibitions | The checklist count for each exhibition. |
A starter you delete stays deleted: the seeding is recorded once for the organization and is never repeated on its own.
Inventory by Artist
The Inventory by Artist card on the Organization Insights page prints a PDF of every work the gallery holds for one artist, or one section per artist (each on a new page) for All artists. The Artist picker starts on Choose an artist… and Download PDF and Email to artist stay off until a choice is made, so the whole gallery is only produced when All artists is chosen; a request with neither an artist nor All artists is refused. Email to artist is never offered for All artists. It carries the gallery logo, the gallery name, the artist and the date and time produced in the gallery’s time zone, and lists the works by status (Available, On layaway, Reserved, On loan, Not for sale, plus Sold in a chosen period and Archived when asked) with picture, title, Label ID, medium, dimensions, year, price, location, date added, and a count and value per status. A work with no picture, or whose picture cannot be loaded, shows an Image Missing box instead of a blank one. A work on layaway shows the patron’s name, start date, total, paid so far, balance, next payment and final date, never the patron’s email or phone. Every page ends Contact your treasurer or admin team to make price changes. followed by the gallery contact email when one is set. The file is named Artist name - Inventory Report YYYY-MM-DD.pdf (or All Artists - …), with characters Windows refuses in file names removed.
An About this report box near the top of the first page carries two notes. When the gallery has set Sales records start on (Settings, Inventory reports): This report is generated from the new operations management system. As such, historic sales prior to (that date) may not be shown. If you need sales information prior to this date, please reach out to your treasury team. Always: This report is point in time as of the date and time listed above. For the latest information, we recommend you log in to the member portal and select the My Sales tab. Both notes appear on every copy, including an outside recipient’s.
Email to artist is governed:
- CC is picked, never typed: up to five of the gallery’s own staff and board members (by name) and the Owner’s approved outside recipients, plus Send me a copy. A typed address, or anyone who is not the gallery’s, is refused.
- Confirm: the window lists every recipient by name and email, the artist, the number of works and whether patron names are included; Send stays off until I have checked who this goes to is ticked.
- 30-second undo: the send waits 30 seconds on the server. Cancel in that time sends nothing; the waiting send survives a page reload and still goes if the page is closed.
- Who gets what: the artist (To) and the gallery’s people (CC) get the full report; approved outside recipients get a separate email with a separate copy in which layaway patrons read Patron (name withheld). No BCC; replies go to the gallery.
- Limits and records: at most 20 sends per person per hour. Every send is kept in the card’s Sent history (newest first, with Last sent for the chosen artist): when, who sent it, To, every recipient, the options, and the status - Scheduled, Cancelled, Failed, or the delivery status the email service reports (Sent, Delivered, Opened only if the mail app reports it, Bounced, Complained), for the outside copy too. Each send and each cancel is audited.
Settings → Inventory reports (Owner and Admin): Sales records start on (Owner or Admin), and the Approved outside recipients list (name, email, reason), which only the Owner can add to or remove from; each change is audited.
Who can use it: anyone with the Organization Insights capability (Owners and Admins always), with Artwork Catalog on. A Treasurer without the tick box does not see the card. Layaways are Owner and Admin records, so anyone else gets the report without the works on layaway, and the PDF says so. Only people who can use the report see the send history, and only for their own gallery. Step by step: Organization Insights.
When an extension is switched off
Switching off the extension that owns a dataset (for example, Classes) removes that dataset from the builder. Saved reports over it stay in your list, but running one — on the Organization Insights page, on the dashboard, or as a PDF — fails with a message naming the extension: The “Class bookings” dataset needs Classes, which is switched off for this organization. The Owner can turn it on in Settings → Extensions to run this report. Only the Owner can switch an extension back on; once they do, the same report runs again, unchanged.
Saved reports as PDFs
Every saved report, over any dataset, is a Saved reports source in Reports Manager — exactly as for an Ops organization. A report over a switched-off extension is refused there with the same message.
Common issues
- A dataset I expect is missing — check Settings → Extensions: the owning extension (see the table above) must be on. An Ops organization never sees the gallery datasets, and a gallery never sees Requests or Expenses.
- “The … dataset is not available to this organization” when saving — the report’s dataset belongs to the other vertical. Pick a dataset from the list the builder offers.
- Sales total looks right but commission is zero — the sale has no payout recorded yet (a historical sale entered without one, or a Square sale whose payout is still being matched). Record or match the payout and the commission follows.
Last updated: 2026-09-25 · Applies to: CartonCrew Studio v1.542+