title: “Your artwork”

Your artwork

For member artists. The page is called My Artwork, and it lists your own pieces — nobody else’s.

New here? Start with Signing in.

Adding a new piece

1. Open My Artwork.

2. Press New artwork (top right).

3. Fill in the form. The fields are explained below.

4. Choose the image, or ask the gallery for one. The image box says: “You can provide your own image for the piece or the gallery can do this for you. If you want the gallery to do this, check the box below.”

   • To use your own photograph, press Add an image and pick it. A preview appears in the box straight away, with the note “The image is sent when you press Add artwork.” A photograph straight from a camera or phone is fine: it is shrunk in your browser before it is sent, so there is no need to resize it first. JPEG, PNG, GIF, WebP and HEIC are accepted; a WebP or HEIC picture is turned into a JPEG as it is sent. If your browser cannot read the picture, you are asked for a JPEG or PNG instead. A solid white band along an edge of the picture (a photo padded to a square, or a product shot on white) is cut off as it is sent, so the piece shows at the photo’s own proportions; a thin white edge, a cream, grey or black border, a transparent margin and a GIF are left as they are.
   • To have the gallery photograph the piece, tick Ask the gallery to provide the image. The piece goes onto the gallery’s Gallery to photograph list as soon as it is added.

   Add artwork stays grayed out until you have done one or the other, and the reason is shown beside it.

5. Press Add artwork.

6. Check the price. A box shows the price you typed, with the words “The price is locked once submitted; any change needs a gallery admin.” Press Confirm and add artwork to add the piece, or Change price to go back to the form with nothing saved.

7. The piece is saved, and then its image is sent. The image box shows Uploading… while that happens, then the image itself, with “Image uploaded.” underneath.

If the piece saves but the image does not, the form says “Your piece was saved, but its image did not upload”, and why. The piece is kept. Press Add an image and pick the picture again, there on the form or later from Edit.

Required fields (the red *)

In the member portal press My Work, then My Artwork, then New artwork (or Edit on a piece). A red * beside a field’s name means the piece cannot be saved without it, and the note * Required at the top of the form says so. The starred fields are:

• Title, Medium, Height, Width, Price (USD) (on a new piece only), Where will this be shown? and Showing from.
• Depth, when the Medium is a sculpture, ceramics, jewelry or glass piece.
• Where?, when Where will this be shown? is Somewhere else.
• Medium detail, when your gallery chooses mediums from its own lists and the Medium you picked has details.
• Image, unless you tick Ask the gallery to provide the image.

Year, Description, In your own words, Wall-label subtitle, Edition size and number, and Is this a commission? have no star: they are optional.

If you press Add artwork or Save changes with a starred field empty, nothing is sent. Each empty field shows its own message in red right beside it, for example “Choose the month this starts showing”, and the form moves you to the first one. Fill it in and the message goes away; then press the button again.

Editing needs the same fields. Edit shows the same stars and checks the same fields, so an older piece saved before a field was required has to have it filled in before any change saves (for example, a piece with no Showing from asks for one even if you only changed its Description). Two exceptions: the price is locked after a piece is added, so it has no star on Edit; and a piece that already has its picture (or has asked the gallery for one) never has to be given the picture again.

A piece in a show is not asked where or when. If the gallery has put the piece in a show (for example one brought in from EntryThingy), Edit shows Where will this be shown? as Members’ show and Showing from as the month the show starts, both filled in and with no star, and the note “Set by the show” with the show’s name. You cannot change them there; the gallery can. If the show has no start date yet, Showing from is asked as usual.

”This piece was not saved.”

If the gallery’s system could not accept the piece, a red box appears at the top of the form saying “This piece was not saved.” It means exactly that: the piece is not in your list yet. The box lists each thing to fix, such as “Showing from: Choose the month this starts showing”. Press one and you are taken straight to that field, where the same words are shown in red.

Everything you typed is still there, and the image you chose is still chosen. Fix the fields, then press Add artwork again (Save changes when you are editing). The piece is saved once, with its image.

If the box says “The connection dropped before the piece was saved”, your internet connection or the browser stopped the save part way. Nothing you typed is lost. Check you are online, then press Add artwork again. If it keeps happening, tell the gallery: each refused save is counted for them, by day, without anything you typed.

Dragging the picture onto the form

In the member portal sidebar open My Artwork, and press New artwork or Edit on a piece. Drag a picture file from a folder on your computer onto the form. While you drag, the screen shows Drop to upload; let go and the picture is used exactly as if you had pressed Add an image and picked it. On a new piece it is shown in the image box and sent when you press Add artwork. A PDF or another file that is not a picture is refused with the same message as Add an image. Drag away from the window, or press Esc, to cancel. A sold piece does not take a dropped picture.

In Chrome and Edge, Add an image opens the picker in the folder you last took an artwork picture from. Safari and Firefox open their usual picker.

Adding the picture from your phone

If the photo is on your phone, you can send it from there. In the member portal sidebar open My Artwork, press Edit on the piece, and in the Image part of the form press Use your phone (under Add an image or Change image). The button is there once the piece is saved, so on a new piece it appears after you press Add artwork. A sold piece does not have it.

1. A window shows a QR code, the same link written out underneath, and the time left: the code works for 10 minutes.
2. Point your phone’s camera at the QR code and open the link. You do not need to sign in on the phone. The page shows the gallery’s name and your piece’s title.
3. Press Take photo to use the camera, or Choose from library to pick a photo you already took. A large photo is shrunk, and a HEIC photo turned into a JPEG, on the phone before it is sent.
4. Within a few seconds the window on the computer closes by itself and the new picture is in the image box, with “Image uploaded from your phone.” There is no need to refresh.

Each code works once, for one picture. A second photo, or one sent after the 10 minutes, is refused on the phone with “This link has been used or has expired. Scan a new code on your computer.” Press Make a new code in the window, or Use your phone again.

A code only adds a picture to the piece it was made for. If your membership ends, or the piece is no longer yours, before the photo is sent, the phone is refused.

Cropping, zooming and turning your picture (Edit picture)

Once your piece has a picture you can crop it, zoom in, move it and turn it. In the member portal sidebar open My Artwork, press Edit on the piece, and in the Image part of the form press Edit picture (under Use your phone). A sold piece does not have it; ask the gallery.

1. Drag the frame to move it, and drag a corner to crop. A small preview shows what will be kept.
2. Move the Zoom slider to zoom in, or pinch the picture on a phone or tablet.
3. Choose Free, Original (the picture’s own shape) or Square.
4. Press Rotate 90° to turn the picture a quarter turn clockwise.
5. Press Save. The edited picture is the one the gallery shows, on its website and in its catalog, with “Picture saved. This is the picture the gallery will show.” under the button.

Your original picture is kept: press Edit picture again to change the crop, or Reset and then Save to go back to the whole original. Cancel changes nothing.

A piece with no picture

In My Artwork (in the member portal sidebar), a piece that has no picture yet shows a box that says No picture yet where the picture would be, and two buttons under its details:

• Upload a picture opens your files. Pick a JPEG, PNG, GIF, WebP or HEIC photograph and it is sent straight away; a photograph from a camera or phone is shrunk first, and a WebP or HEIC picture is sent as a JPEG. When it is saved, the box shows your picture and the two buttons go away.
• Ask the gallery to photograph tells the gallery you would like them to take the picture. The piece goes onto the gallery’s Gallery to photograph list (in Artwork Catalog) straight away.

Once you have asked, the piece says The gallery will photograph this, with a Cancel request button beside it if you change your mind.

No photo, no website. A piece with no picture is not on the gallery website at all: not in the shop, not on your artist page, not on its own page, not in a search and not on the home page. In My Artwork it says Not on the website yet - waiting for a photo. The moment a picture is added, by you or by the gallery, the line goes and the piece is on the website by itself, with nothing else to do. You can still press Upload a picture yourself: the moment a picture is added, by you or by the gallery, the request is cleared on its own and the piece leaves the gallery’s list.

A piece that is Sold or Archived shows the No picture yet box but no buttons. Ask the gallery about a sold piece, or restore an archived one first (see Bringing a piece back). A piece in Recently deleted is not in your list at all.

Filling in the form

The basics

Two fields for medium may look like duplication. It isn’t: the list is what the gallery counts and sorts by, and In your own words is what a visitor reads.

In your own words may suggest wording the gallery uses, such as Oil on linen, as you type. You can pick one or write your own.

Format asks whether the piece is an Original (the usual answer, already chosen) or, for example, Sleeved Art (an original, one-off, wrapped). The gallery keeps the list.

When your gallery uses structured medium

Some galleries switch on structured medium. Then, instead of In your own words, the form asks:

Changing the Medium clears the detail and support, so you choose them again. The form shows how it will read on your page (Oil on canvas). There is no “Other”: if nothing fits, choose the closest and say the rest in Medium notes, or ask the gallery to add it to its list.

A juried show piece the gallery imported from EntryThingy is the one exception. While it is in a show, pressing Edit on it in My Artwork shows In your own words with your Material as you entered it on EntryThingy (for example Oil on Ivorine), and the hint says it is kept as written while it is in a show. You do not have to choose a Medium detail. Once the piece is out of every show, and for every piece you add yourself, the lists above apply.

If the gallery switches structured medium on or off while your form is open, saving tells you and shows the right boxes: check Medium, then save again. Nothing else you typed is lost. If a page you opened earlier says to reload, reload it. If the gallery’s Medium list cannot load, the form says so and offers Try again; the piece cannot be saved until the list loads.

Dimensions

Three boxes, in inches: Height, Width and Depth. The heading changes with the medium you picked:

• Most pieces: Dimensions (H × W, inches) — Height and Width; Depth is optional
• Sculpture, ceramics, jewelry and glass: Dimensions (H × W × D, inches) — all three

A medium on the gallery’s own list counts as the kind the gallery gave it, so Cast bronze asks for a depth like Sculpture does. Those four need a depth because a wall label and a shipping crate both need that third number.

Each box takes a whole number, a decimal or a fraction: 24, 7.5, 1 1/4, 1-1/4 or 7/8. Under the boxes the form shows the size exactly as the gallery’s labels, website and lists will print it, for example Shows as 24 × 30 in or Shows as 1 1/4 × 1/2 in. Zero, a negative number or a word is refused with a message under the box.

Measure with the frame, if the piece is framed. The size the gallery needs is the size that goes on the wall, so include the frame in every measurement.

A piece you added before the boxes existed shows its old size under them as Was typed as …. If the boxes are already filled from it, saving stores that size; if they are empty, type the size in inches to replace it (until then it prints as you typed it).

Under Dimensions, the form also says what the gallery’s See it on your wall preview reads your size as, for example Reads as 30 wide × 24 high in. The gallery can correct the size the preview uses; you cannot.

Price and editions

• Price (USD) — type it plainly, like 1,200. The form shows you what it will save as, so you can check before you do. You confirm the price when you add the piece, and after that it is locked: “The price is locked once submitted; any change needs a gallery admin.” When you edit the piece later, the price is shown but cannot be changed. Ask the gallery if it needs to change.
• Edition size — “Leave blank if it’s a one-off.”
• Edition number — which one this is, if it’s part of an edition.

If your gallery does not record editions, these two boxes are not on the form at all. The gallery decides that for everyone; ask the gallery if you need them.

Where it will be shown

Where will this be shown? offers:

• In the gallery
• Art table — the piece is in the gallery, on the art table rather than on a wall. It is treated like In the gallery (you say when it is dropped off, and the gallery website shows it the same way), but it gets no printed wall label, so the form does not ask for a wall-label subtitle.
• Online only
• Members’ show
• Somewhere else — then a Where? box appears, for something like “A local cafe, a pop-up, a fair”

The hint under it says:

Staff can change this if the gallery places it somewhere else.

Where a piece is shown is your choice. If the gallery puts it somewhere else, staff change it for you, and you see the new place on the piece.

Online only on the gallery website. As soon as you save a piece as Online only, its page on the gallery website, and its card in the shop, on your artist page and in a show, say Online only in small, quiet text near the price, so a visitor does not come to the gallery expecting to see it on the wall. This does not wait for anything. Nothing shows for any other choice, or once the piece is sold. Change it to In the gallery and the note is gone the next time the page loads.

What visitors see until you drop it off. A piece you add (with a picture) is on the gallery website straight away. Until it is dropped off at the gallery, its page and its card say, in the same small text, New piece - arriving at the gallery soon. That way nobody makes a trip to see it before it is there. The note goes as soon as the piece is at the gallery (see below). A piece you chose as Online only never shows this note: it says Online only instead, straight away.

Dropping a piece off

A piece of yours set to In the gallery, Art table or Members’ show reads one of two things on My Artwork and on its Edit artwork page (just under Where will this be shown?):

• Not dropped off yet, with an I’ve dropped it off button beside it;
• At the gallery, with the date it was dropped off where the gallery’s records have one (for example At the gallery since Oct 12, 2026).

Once you have dropped the piece off, tap I’ve dropped it off. The piece then reads At the gallery, the gallery no longer lists it as Not dropped off yet, and the website’s New piece note for it goes on the next page load. When the gallery receives a piece first, staff mark it Received and it reads At the gallery for you too. Staff can see that you marked it, and can set it back with Not here yet if the piece is not there.

• Online only and Somewhere else show neither line: there is nothing to drop off.
• The button is not offered for a piece that is already at the gallery, or for a sold or archived piece.
• If you later change Where will this be shown? on a piece that is at the gallery and save, it goes back to Not dropped off yet (the form tells you before you save), because it was dropped off for the old place.

Showing from is the month it starts showing: choose the month in the first list and the year in the second. The year list starts at the current year and goes three years ahead (a piece you are editing that was saved with an earlier year keeps showing that year). Both are needed when you add a piece; if you choose only one, Add artwork says “Choose both a month and a year.” and nothing is saved. As the hint under it says, “Before this month the piece shows on the website as Arriving, and it goes on sale on the 1st.” So a piece you add in October with Showing from set to November is on your gallery’s website straight away, labeled Arriving November, but nobody can buy it or reserve it yet. On November 1 (your gallery’s own date) it goes on sale by itself: nobody at the gallery has to do anything. The year is added only when it is not this year, for example Arriving January 2027. A piece with this month or an earlier month is for sale as usual.

Is my piece on the website?

Each piece in My Artwork has a line under it that says how it is on your gallery’s website:

• On the website - for sale: visitors can see it and buy it.
• On the website as Arriving November - goes on sale November 1: visitors can see it, labeled Arriving, and it goes on sale on that date.
• Not on the website, with the reason, for example It is marked Not for sale. Ask the gallery if it should be for sale. or It has sold.

Wall-label subtitle appears only when the piece is going in the gallery or a members’ show, because it is printed on the physical label — it shows under the title. An Art table piece has no wall label, so the box is not there for it.

Description

Optional. As the hint says, “This will show up on the website beside your artwork.” Your browser’s spell-check is on in this box, so a misspelled word is underlined as you type.

Is this a commission?

A commission is a piece you made to order for a particular person. The gallery pays a commission at its own commission rate, which is usually higher than your standard share, so it matters that the gallery knows.

1. Open My Artwork.
2. Press New artwork, or press Edit on a piece that has not sold.
3. Under Description, tick Is this a commission? The line under it says “Tick this if the piece was made to order for a particular person. The gallery pays a commission at its commission rate.”
4. Press Add artwork (or Save).

The piece is saved under the gallery’s own Commission work sale classification, the same one the gallery’s staff choose in the catalog, so when it sells, online or at the gallery’s register, you are paid at the commission rate. To undo it, open Edit, untick the box and save.

The friendly reminder. If the title or the description mentions a commission (any spelling of the word, including commissioned) and the box is not ticked, a note appears under the box: This could be a commission, “The title or description mentions a commission. If this piece was made for someone, tick “Is this a commission?” so you are paid at the commission rate. If not, carry on: you can save either way.” Press Yes, it is a commission to tick the box, or No, it is not to hide the note. It never stops you saving.

After the piece sells you cannot change the box. Ask the gallery: its Owner, Admin or Treasurer can change the piece’s sale classification in the catalog, and a sale that has not been paid yet is recalculated at the new rate.

If the box is grayed out with the note “This gallery does not mark pieces as commissions. Ask the gallery if this piece was made for someone.”, your gallery has switched off its Commission work classification. Tell the gallery about the commission directly.

You cannot choose any other sale classification or set your own rate here: the commission box is the only one a member can set.

On the gallery’s website a commissioned piece shows Commissioned Piece instead of its price and cannot be bought online by the public. The person it was made for buys it through a private link the gallery emails them. To ask the gallery to send it:

1. Open My Artwork and press Edit on the commissioned piece (it must not have sold).
2. Under Is this a commission?, press Ask the gallery to send the purchase link. The button then says The gallery has been asked.

The gallery’s staff get an email and send the link themselves; you cannot send it, and nothing goes to the buyer until they do. Asking again the same day sends nothing more. They can also sell it to the buyer in person at the gallery.

What the colored tag on each piece means

Each piece in the list carries its state:

You do not set this yourself, and there is no dropdown for it. A new piece is Available, and the gallery moves it on as things happen — they are the ones who take the payment, so they are the ones who know. A sold piece shows no Edit button, because its record is now part of the gallery’s sales history.

Editing, archiving and deleting

Next to each piece that is still live you get Edit, Archive and Delete. A sold piece has none of them.

• Edit reopens the form. It asks for the same required fields as a new piece (see Required fields (the red *) above), except the price, which is locked. On a piece that already exists, a new image is sent the moment you pick it: the box shows Uploading…, then the new image. If it fails, the old image stays and the form says why. You can also send the picture straight from your phone: see Adding the picture from your phone.
• Archive puts the piece away. It asks first, and says what archiving means.
• Delete moves a piece to Recently deleted, where you can restore it for 7 days. It is for a piece you added by mistake.

What archiving means

Archive is the right button for a piece you no longer show: one that went home with you, or that you have moved on from. Use it rather than blanking the fields.

When you archive a piece:

• It moves out of your active list into the Archived group lower down the page.
• It is hidden from the gallery’s public website and the shop.
• It is not offered to the gallery for hanging.
• Its sales history is kept. Archiving changes nothing about a sale, a payout or any other record.
• You or the gallery can bring it back at any time.

Bringing a piece back

Each piece in the Archived group has a Restore button. Restore puts the piece back into your active list with the status it had before you archived it, for example Not for sale. If that status wasn’t recorded (for example, the gallery archived it), or it was Reserved, the piece comes back as Available.

A piece that was sold can’t be restored by you. Ask the gallery.

Deleting a piece added by mistake

Delete asks you to confirm, then moves the piece to Recently deleted. It disappears from your active list, the gallery’s website and the shop straight away. If the gallery had it in its Square catalog, its Square item is archived: hidden from the register, but kept in Square. If Square can’t be reached, the piece is not deleted and you are told why; try again later.

Recently deleted

Open My Artwork in the member portal and scroll to Recently deleted (the section appears only when you have something in it). Each piece shows who deleted it and when, and the day it will be removed for good: for example Deleted by Ada Kessler on Oct 6, 2026, removed for good on Oct 13, 2026. A piece deleted before CartonCrew recorded who deleted it shows only Deleted on and the date.

Restore puts a piece you deleted back in your active list with the status it had before you deleted it, and the Square item is brought back too.

If the gallery deletes one of your pieces, it is listed here too, with the name of the person at the gallery who deleted it, but it has no Restore button: only the gallery can restore it. Ask the gallery if you want it back.

A piece in Recently deleted cannot be given a new image, from the computer or with Use your phone (a code made before the delete stops working). Restore it first, then add the image.

Seven days after a piece is deleted, it and its image are removed for good and can’t be restored. Only you and the gallery’s staff can see your deleted pieces; other members and other galleries cannot.

You can delete a piece only while the gallery has no record of it. Delete is refused, with a message that says why, when the piece:

• is sold, reserved, or out on loan;
• has a place on the gallery floor;
• has a sale, an artist payout, a refund or a sale at the gallery register;
• is in an online shop checkout, or a card payment the gallery is matching;
• is in an exhibition or on the gallery homepage, or has a buyer inquiry or a sale alert.

The gallery has to keep those records. The message offers Archive instead, which hides the piece and keeps everything.

Cards, prints and gift items

If you sell cards, prints or gift items (for example mugs, totes or ornaments) at the gallery and want to know exactly which one sold, list each design under My Other Works in the member portal. Cards and prints you do not list are still sold at the register under your name as Cards or Prints.

1. In the member portal, press My Work, then My Other Works.
2. Choose the Type (Card, Print or Gift item), type the Title, the Price ($) and how many are In stock, and press Add design. No photo is needed. The design gets its own SKU, for example AL-C-0007 for a card, AL-P-0007 for a print or AL-G-0007 for a gift item, and goes straight to the gallery’s register.
3. To restock, rename or change the price, press Edit on the design, change what you need, and press Save.
4. To stop selling one, press Retire. Press Turn on under Retired to sell it again.

When one sells, the stock goes down by itself, and the sale shows in My Sales with the design’s title. At zero it shows as sold out at the register, so restock it when you bring more in. Once a design has sold, its price is locked: ask the gallery to change it. A gift item works exactly like a card or print: its stock goes down with each sale, never below zero, and it is paid out with your normal commission. Cards, prints and gift items never appear on the gallery’s website, and you can only see and change your own.

If it goes wrong

A red box at the top says “This piece was not saved.” The piece is not in your list yet. Press each item in the box to go to the field to fix, then press Add artwork again. Nothing you typed is lost. See This piece was not saved above.

Add artwork is grayed out. A new piece needs its image first, or the box Ask the gallery to provide the image ticked. The words beside the button say so.

I need to change the price. Ask the gallery. Once a piece is added its price is locked, and only a gallery admin can change it.

“That image is too large to send.” A photograph straight from a camera is shrunk in your browser before it is sent, so this is rare. If you still see it, the picture is enormous even after shrinking (over 4 MB). Export it at a smaller size, or take the photo at a lower resolution, and try again. JPEG, PNG, GIF, WebP and HEIC are accepted. Or tick Ask the gallery to provide the image before you press Add artwork, and the gallery will take the photograph.

I ticked the box but now I have my own photo. Just add it. Your image clears the request on its own, and the piece leaves the gallery’s list.

The form wants three measurements and I only have two. You picked sculpture, ceramics, jewelry or glass. Those need a depth. If it truly is flat, choose the medium that fits it better — or put the depth in as your best measure of it.

I can’t change a piece from Sold back to Available. That’s not yours to change; ask the gallery. It follows the money rather than the catalog.

I chose “In the gallery” but it hasn’t appeared there. If it says Not dropped off yet, tap I’ve dropped it off once it is there. If the gallery placed it somewhere else, staff change Where will this be shown? for you; ask the gallery where it stands.

There is no I’ve dropped it off button on my piece. It is only offered for a piece set to In the gallery, Art table or Members’ show that is Not dropped off yet and is not sold or archived. If it says At the gallery, there is nothing more to do.

My piece is not on the gallery website. If it says Not on the website yet - waiting for a photo, it has no picture. Upload one, or wait for the gallery to add theirs: it appears on the website by itself the moment a picture lands.

I want a piece gone completely. If you added it by mistake and the gallery has done nothing with it yet, press Delete. Otherwise Delete is refused, because the gallery has to keep its records: archive it instead.

I archived a piece by mistake. Find it in the Archived group and press Restore.

What’s next

• Setting up your profile
• Calendar
• Your classes, as an instructor