title: “Setting up your profile”
Setting up your profile
For member artists. Your profile is the page you land on when you sign in, and it is titled My Profile.
The page tells you what it is for, right at the top:
This is what the gallery — and, where they publish it, visitors — see about you.
So it is worth ten minutes. If your gallery publishes artist pages on its website, this is the text and the photograph that appear there.
New here? Start with Signing in.
Your photograph
The photo box sits at the top of the page, above everything else.
- Press the button to choose a photo.
- Pick a picture from your computer or phone.
- Wait for it to finish uploading. The photo box shows Uploading… and the button is grayed out while your photo is resized and sent. When it is done, the new photo appears in the box, and in the small round picture at the top left of every portal page, with “Photo updated.” underneath. A large photo straight from your phone is fine: it is shrunk in your browser first.
If the upload fails, your old photo stays and a message under the button says why.
You can also drag a photo file from a folder on your computer onto the My Profile page. While you drag, the screen shows Drop to upload; let go and the photo is uploaded exactly as if you had chosen it with the button. If you drag several files, only the first is used. A file that is not a PNG, JPG or WebP picture is refused with the same message. Drag away from the window, or press Esc, to cancel. In Chrome and Edge the button opens the picker in the folder you last took your photo from.
A clear photo of your face, or of you working, does more for a visitor than a picture of your studio door. Landscape or portrait both work.
To change it later, upload another one. The new photo replaces the old.
Your photo is saved as soon as it appears in the box. It is still there when you refresh the page or sign in again, and pressing Save profile keeps it; you do not need to press Save profile for the photo itself.
Cropping or turning your photo (Edit photo)
Once you have a photo, press Edit photo beside Change photo. Your photo is always cropped to a square and shown as a circle, the way the gallery’s website shows it.
- Drag the circle to move it over your face, and drag a corner of it, or the Zoom slider, to zoom in (pinch on a phone or tablet).
- Press Rotate 90° if the photo is on its side.
- Press Save. The edited photo appears in the box with “Photo saved. This is the photo the gallery will show.”
Your photo as it was is kept privately, never on the website, so you can press Edit photo again to change the crop, or Reset and then Save to go back to it. Cancel changes nothing. Remove takes away your photo and the kept original together.
Your gallery link
When your gallery has a website, a Your gallery link box sits under your
photo. It shows the full address of your page on the gallery’s website, made
from your name, for example https://yourgallery.example/artists/jane-doe.
Press Copy to put it on your clipboard and paste it anywhere: your own
website, a social media profile, an email signature. If your browser does not
allow copying, the box says so; select the link and copy it yourself.
If two artists at the gallery share a name, the second one’s link ends in
-2. Links from the gallery’s old website in the form /project/jane-doe
open the same page.
You cannot change the link here. If it should read differently, ask the gallery: staff can change it, and links using the old name keep working. A gallery without a website shows no box.
The things you can fill in
Work down the page. Only Name is required; everything else is optional, and a blank field simply doesn’t appear.
Grey italic text inside a box is only an example. In the member portal, on My Profile and every other form (Add artwork, My Classes, the Text Alerts section, the sign-in page), an empty box may show a hint in grey italic that starts with e.g., such as e.g. they/them in Pronouns or e.g. (555) 123-4567 in Phone. That box is still empty: nothing is saved unless you type in it. What you type appears upright in the normal text color.
| Field | What to put |
|---|---|
| Name | How you want to be credited. This is the name on your artist page and on wall labels. |
| Pronouns | How you would like to be referred to — she/her, he/him, they/them, or whatever is right for you. Shown beside your name on the gallery website. |
| Bio | A short introduction — the page says “what you make, and why”. |
| Mediums | What you work in: tick each one from your gallery’s own Medium list (the list its artwork uses). A medium you typed before the list was used shows as (not in your list); it stays until you press its ×, and you can tick the matching medium in its place. A medium not on the list cannot be saved. |
| Phone | Your number, as (555) 123-4567. |
| Website | Your own site, such as example.com or https://example.com. If you leave out https://, it is added for you when you leave the box. |
The address of your profile, like instagram.com/yourname; https:// is added for you. | |
The address of your page, like facebook.com/yourname. | |
| X | The address of your profile, like x.com/yourname. |
The address of your profile, like linkedin.com/in/yourname; https:// is added for you. It shows with your other links on your artist page, with a LinkedIn icon. | |
| Exclude from Member directory | A checkbox. Tick it to keep your phone and email out of the member directory; your name still appears there. Only shown if your gallery has the Member Directory module. Greyed out if your gallery has decided for every member (see below). |
| Hide ‘Member since’ on my profile | A checkbox, unticked to start. When your gallery has your start date, your artist page on the gallery website shows Member since March 2019 (or Member since 2019 if only the year is known) under your name. Tick it and click Save profile to hide that line; untick it to show it again. Only shown to member artists. See Member since on your artist page. |
Website, Instagram, Facebook, X and LinkedIn must be web addresses. Anything else (an @name on its own, or text with spaces) is not saved, and the message under that box says what to enter.
Member since on your artist page
If you are a current member and the gallery has recorded the month and year you joined, your artist page on the gallery website shows a line under your name: Member since March 2019. If the gallery only knows the year, it reads Member since 2019. If the gallery has no start date for you, nothing is shown. The line appears on your own artist page only, not on the Artists page.
It is not shown for guest or show artists, or once you have an end date (leaving or left). Your start date itself is set by the gallery; ask them if it is wrong.
To hide it: open My Profile, tick Hide ‘Member since’ on my profile near the bottom of the form, and click Save profile. To show it again, untick the box and save. The gallery can also change this for you on your artist record.
About Pronouns
This one is entirely up to you, and it starts empty.
The gallery publishes your name and your photograph and invites people in to meet you. If you would rather visitors knew how to refer to you before they say hello, this is where you say so. If you would rather not, leave it blank — nothing at all appears beside your name, and your page looks exactly as it did before.
The box suggests a few common answers as you type, but it is not a list to choose from: type whatever is right. Anything up to 40 characters is fine.
Prefer not to say. If you would rather not give pronouns at all, and want that on record so nobody fills them in for you: sign in to the member portal, open My Profile, click the Pronouns box, choose Prefer not to say from the suggestions (or type it), and click Save profile. The box then reads Prefer not to say whenever you come back to My Profile, and no pronouns appear anywhere: not on the gallery website (the artists page, your own artist page, or “in the gallery today”), and not in the member directory. The gallery does not even receive the words on those pages. Because you chose it, the gallery cannot replace it with pronouns of its own. To change your mind, type your pronouns instead, or clear the box, and click Save profile.
You can change it or clear it whenever you like, and the website follows straight away.
Nobody guesses this for you. Nothing in the system works your pronouns out from your name, your photograph, or anything else — the box is empty until you fill it in.
And once you have filled it in, the gallery cannot change it. Staff can type pronouns for an artist who has no portal login, but if you set your own, an attempt to edit them from the gallery side is refused with a message saying they are yours. If you would like them changed, change them here.
About the Bio box
It takes up to 5,000 characters, which is far more than you need — three or four short paragraphs reads better on a website than one long one. You can use basic formatting.
A web address you type in your bio, such as https://example.com/shows or
www.example.com, becomes a clickable link on the gallery website and opens in a
new tab. Only secure addresses are linked: one starting http:// stays plain
text. A full stop or comma straight after the address is not part of the link.
About Mediums
Put commas between them. Oil, Charcoal, Ceramics becomes three separate labels; Oil Charcoal Ceramics becomes one odd-looking label. They appear on your artist page; the member directory does not show them.
About “Exclude from Member directory”
The member directory is the list of your gallery’s members with their phone numbers and email addresses, visible to the other members. If you would rather the others did not have yours, tick the box and save. The hint under it says exactly what happens:
Your name still appears in the directory; your phone and email are hidden from other members.
So your entry stays in the list — the other members can still see that you are one of them — but where your phone and email would be, it reads “This member has chosen not to share their contact details.” Untick the box and save to put them back.
You will only see this checkbox if your gallery has switched on the Member Directory module. If there is no Member Directory page when you press The Gallery, there is no directory to be excluded from and the box is not shown.
When the box is greyed out
Your gallery can decide this for every member instead of leaving it to each of you. When it has, the box is greyed out and cannot be changed, and the line under it says which way the gallery decided:
Your gallery shows every member’s phone and email in the directory.
Your gallery hides every member’s phone and email in the directory.
Your own choice is not lost. If the gallery goes back to letting each member decide, the box comes back exactly as you left it. Ask the gallery if you think the setting is wrong.
This affects the member directory only. Your artist page on the gallery’s website, your artwork and your shifts are unchanged.
How you get paid, and your commission rate
These moved to My Membership in October 2026. Press Me, then My Membership, and look under Commission and pay. See My Membership.
A guest artist whose gallery has not opened My Membership to guests still finds Commission and pay here, at the foot of My Profile.
Text Alerts
If your gallery has Text Alerts on, My Profile has a Text Alerts section below Save profile, where you sign up for text messages from the gallery, choose which kinds you get, or opt out. To get there: press Me, then My Profile, then scroll to Text Alerts. Until October 2026 this was a tab of its own; an old link to it opens My Profile at this section. See Text alerts from your gallery for everything it does.
Choosing the tab the portal opens on
The member portal opens on My Profile unless you choose another page. To change it:
- Press Me, then My Profile.
- Scroll to Your portal, below Save profile (and below Text Alerts, if your gallery has it).
- In Start the portal on, pick a page, for example Calendar. It saves straight away, and “The portal now opens on Calendar.” appears.
The choice is saved on your account at this gallery, so it applies on every phone and computer you sign in on. If you belong to two galleries, each one keeps its own choice. The list only offers pages you can see. Text Alerts is not in the list, because it is a section of My Profile rather than a page; if you had chosen it before October 2026, the portal now opens on My Profile at the Text Alerts section.
The portal opens on your chosen page whenever you come in without a link to a particular page: after you sign in, including straight after pressing Sign out (or Sign out everywhere) on any page, and when you open the gallery’s Member Login. A link to a particular page (for example a notice in an email, or the website’s Calendar Login) still opens that page after you sign in.
My Profile is always one press away: press Me and it opens, whatever you chose. If the page you chose stops being available (for example your gallery switches off Notices), the portal opens on My Profile instead, and Your portal says so. To go back to the default, choose My Profile.
Your Hub sign-in code
If your gallery uses The Hub (the full-screen page on the front-desk computer), you sign in there with your own 6-digit code when you are on duty. There is no shared gallery code: each person has their own, and nobody else can use yours.
Set it near the bottom of My Profile, in Hub sign-in code: press Set a code (or Change code if you already have one), type the six digits in New code and again in Type it again, then press Save code. A code cannot be the same digit six times (such as 111111) or six digits in a row up or down (such as 123456). The page only ever says whether you have a code; it never shows the code back, so if you forget it, simply set a new one here.
At the desk, tap your name on the Hub, then type your code on the keypad. If you also work the Register, it is the same code there.
Saving
Press Save profile at the bottom. If something is wrong — a website address that isn’t a proper address, say — the page tells you which field and why, and nothing is lost while you fix it.
Things you cannot change here, and why
This is the part worth reading, because it saves you hunting for a field that isn’t there.
Your email address. It is on the page nowhere, deliberately. Your email is how you sign in — a code is sent to it — so if you could change it here, anyone who got into your account could redirect your sign-in to themselves. Ask the gallery to change it, and they can do it straight away.
Your commission rate. The gallery sets it. If your gallery has chosen to show it, it is on My Membership, under Commission and pay — see My Membership.
Your artist category — member, guest or show artist — and any dates the gallery keeps about your membership. Those are the gallery’s records of you.
When gallery staff viewed your portal
If you ask the gallery for help with the member portal, the gallery’s Owner or an Admin can open your portal to see exactly what you see. When they do, the top of My Profile (the first page of the member portal) says “Gallery staff viewed your portal on” and the date, and you are sent an email saying so. It does not say who it was; ask the gallery if you want to know.
While they look, they cannot change anything: nothing can be saved, signed up for, given away, uploaded or sent. Your register PIN, Square passcode and payment details stay hidden from them. A view ends after 30 minutes at most, and you stay signed in as you were. Each view is kept in a permanent record that cannot be changed.
When the gallery changes your details
When gallery staff, or ChAImp support helping the gallery, change anything on your artist record (your name, email, phone, links, bio, photo, category, commission rate, dues, member login and so on), you get an email titled “Your details at (gallery) were changed”. It lists:
- What changed, each field with its old value and its new value. Private details such as bank, tax and account numbers are listed only as Changed (an account number at most as its last four digits), and so are a new photo and any notes the gallery keeps.
- When, as the date and time in the gallery’s time zone.
- Who, as their name and role, for example “Jo Park (Admin)”. A change made by ChAImp support, the team behind the gallery’s software, reads “ChAImp Support (Name)”.
If the gallery changes your email address, the email goes to both your old and your new address, one to each, and says “You now sign in with” the new address when your member sign-in moved with it. Several changes saved together arrive as one email.
You are not emailed about changes you make yourself on My Profile. The email is a notice about your own record, so it comes even if you unsubscribed from the gallery’s news. If you did not expect a change, reply to the email (or contact the gallery) and they will explain.
If it goes wrong
The page won’t save and I can’t see why. Scroll up. The message sits with the field it belongs to, and if that field is above your screen you won’t have seen it.
My photo didn’t appear. Read the message under the Add a photo (or Change photo) button: it says why. A photo straight off a phone is shrunk before it is sent, so size is rarely the problem; if the message says the image is too large, any photo app can export a smaller copy.
My website link isn’t accepted.
It needs the full address including https://. www.example.com on its own is
not one; https://www.example.com is.
I changed my name and my old work still shows the old one. Tell the gallery. Wall labels and past records are theirs to reissue.