title: “The artist roster, and the contact list”

The artist roster, and the contact list

Who the gallery’s artists are, what each one is to the gallery, who has left — and how to get a list of them out onto paper.

Audience: gallery staff. Everything here is in the admin portal under Artists.

Adding a new artist

1. Open Artists.
2. Press + New artist.
3. Type a First name and/or Last name — the display name (what appears on a wall label, the public site, and every sale) fills in from them automatically. Type straight into the display name instead if you want something different (a mononym like Banksy, or a studio/collective name); once you’ve edited it directly, it stops following the first/last name fields. The First name and Last name also make the artist’s 3-letter code in a show SKU (see How show SKUs are made in Exhibitions & Shows), so spell them as they should read on a label.
4. Pick a Category — Member, Show artist, or Guest artist. This sets their commission split from the gallery’s rate for that category (see What an artist is to the gallery below) — leave Consignment rate blank to use it, or type a number to override it for this artist alone. Beside it, Member portal is Member or Guest — what their member portal login shows them (see Guest artists in the member portal). On a new artist it follows the category: Guest artist sets it to Guest, and Member or Show artist sets it to Member. Once you choose Member portal yourself, changing the category no longer moves it. Editing an existing artist’s category never changes their Member portal. An import (Bulk upload) works the same way: a new artist whose row has no Member portal column, or leaves it blank, gets Guest for a guest artist and Member otherwise. A Member portal value of Member or Guest in the file is always used as written, and any other value skips that row with the reason.
5. Everything else — email, phone, website and social links, a start month/year, a bio, mediums, a photo — is optional and can be added now or later. A photo can be uploaded, or (once the artist is saved) added by pasting an image link in …or paste an image URL and pressing Save URL: CartonCrew copies the picture (PNG, JPG or WebP, up to 10 MB) into your gallery’s own storage. The link must be on the open internet; a link to a private or internal network address is refused. Once the artist has a photo, Edit photo (beside Replace photo) crops it to a square, shown as a circle: drag the circle to move it, drag a corner or the Zoom slider to zoom, Rotate 90° to turn it, then Save. The photo as it was is kept privately (never on your website), so Edit photo opens on it again with the last crop, and Reset then Save puts it back. Cancel changes nothing. Remove takes away the photo and the kept original together. On a saved artist (sidebar Artists, Edit on the artist’s row) you can also drag a photo file from a folder on your computer onto the Edit artist window: the screen shows Drop to upload, and letting go uploads it exactly as Upload photo does (PNG, JPG or WebP, up to 10 MB; anything else gets the same message). Several files dropped at once use only the first; Esc cancels. A Viewer gets no drop zone. In Chrome and Edge, Upload photo opens the picker in the folder you last took an artist photo from. The Links (Website, Instagram, Facebook, X, LinkedIn) can be typed with or without https://: example.com is saved as https://example.com and shows on the artist’s page. Anything that is not a web address is refused with a message under that box, and a CSV upload row with one is skipped with the reason. LinkedIn shows on the artist page after the other links, with its own icon, and has its own LinkedIn column in the CSV and Excel export and upload. A web address typed in the Bio (https://... or www....) becomes a clickable link on the gallery website; an http:// address stays plain text.
6. Save.

Mediums come from your Medium list

An artist’s Mediums are chosen from your gallery’s own Medium list, the same list the artwork form’s Medium uses, so the artists on your website’s Artists by medium filter and your artwork agree. Nothing is typed.

1. Artists (sidebar) → Artists → + New artist, or Edit on an artist’s row.
2. Under Mediums, tick every medium the artist works in. Untick one to take it off.
3. Add artist (or Save changes on an edit).

The list is the one in Settings (sidebar) → Taxonomy → Medium (Owners and Admins). To offer a medium that is not there, add it there first; it then appears as a tick box on every artist. Each gallery’s list is its own: a medium another gallery uses is never offered and never accepted.

Mediums typed before this change are kept. An artist whose saved medium is not on your list shows it at the top of Mediums, marked (not in your list), with “Not in your list. Choose the matching medium below, then remove the old one.” Nothing is deleted or rewritten for you: the old value stays on the artist, and on your website, until somebody removes it. To tidy it, tick the matching medium, press the × on the old one, and save (Save changes). Once removed it cannot be added back unless it is on your list. A save that sends a medium not on your list is refused with “Choose mediums from this gallery’s Medium list (Settings, Taxonomy)” under Mediums, and nothing on the artist changes.

In Bulk upload, separate several mediums in the Medium column with a semicolon (Sculpture; Ceramics). Each one is matched to your Medium list whatever its capitals (sculpture is saved as Sculpture). A medium that is not on your list is not imported, and the upload’s results name it against its row; the rest of the row is still imported. Merge adds only the list mediums the artist does not already have and keeps the ones they have.

Every artist gets a gallery link: a link name made from their name (jane-doe), unique at your gallery, so their page on the gallery website is /artists/jane-doe as well as the longer /artists/<id> link. A second artist with the same name gets jane-doe-2, then jane-doe-3. Links in your old website’s form, /project/jane-doe, open the same page. Artists see and copy their own link in the member portal under My Profile, Your gallery link.

To change one: Artists (sidebar) → Artists → open the artist → Edit → Gallery link name, then Save changes. Use lowercase letters, numbers and single hyphens (up to 80 characters). A name in any other shape is refused with a message under the box, and so is a name another artist at your gallery uses now or used before. The artist’s old link keeps opening their page. An archived, hidden or former artist’s page is not shown under either name. Merging artists makes the merged-away artist’s links open the page of the artist you keep.

Name is the only required field. A gallery adding many artists at once can instead press Bulk upload on the Artists page and upload a CSV or Excel (.xlsx) file, with Name the only required column there too.

Export on the Artists page saves every artist, as CSV or Excel (.xlsx), in the same columns, so the file can be edited and uploaded again (Bulk upload reads either). Values that would run as a spreadsheet formula (one starting with an equals sign, plus, minus or at sign) are saved as text, with a leading apostrophe, and the file opens correctly in Excel, including symbols like × and accented names. Bulk upload takes the apostrophe off again, so uploading an export you did not change changes nothing.

The Pronouns column of an artist who chose Prefer not to say on their My Profile says Prefer not to say, and uploading it again keeps that choice (any capitals are fine). Such an artist shows no pronouns anywhere: not on the website, not in the member directory. Pronouns a member set themselves, including Prefer not to say, are never changed by an upload; the upload lists the row it left alone.

One email address per artist

Within the gallery, no two artists can have the same email address. An artist’s email is where their sign-in code and their sale, payout and dues emails go, so two artists sharing one would read each other’s mail. Saving an artist, new or edited, with an address another artist already uses is refused with “Another artist in this gallery, (their name), already uses that email.”, and nothing is saved. Correct the address, or open the other artist’s record if they are the same person.

• Capitals and spaces around the address do not make it different: Jo@example.com and jo@example.com are the same address.
• The same address at another gallery is fine: an artist may show at more than one gallery.
• Artists with no email are not affected, and saving an artist whose address has not changed is never refused.
• In a CSV upload, a row whose email matches an existing artist is treated as that artist (the Ignore, Merge or Overwrite choice applies). A row whose Name is one existing artist but whose email is a different artist’s is refused and listed in the results with its row number, and neither artist is changed.
• This rule is enforced by the database itself, not only by the screen you are using — so it holds no matter which way an address reaches the roster.

To give a member sign-in access to the artist portal, open their record after saving and press Enable member login — see They are not offered a member login for when that button is unavailable. A member login does not change the artist’s category, so a guest artist given one is still paid at the guest rate. Disable member login does not change it either: it only stops them signing in, so a member whose login is turned off is still a member and still paid at the member rate. To change what an artist is to the gallery, change their Category.

Guest artists in the member portal

A visiting artist signs in to the same member portal as your members, but sees less. On their artist record set Member portal to Guest (in the sidebar, click Artists, open the artist, and change Member portal on the form), then press Enable member login. A guest’s portal shows their own profile and their own works, and nothing else — no calendar, sales, notices, text alerts or feedback.

Four things are the gallery’s decision, and all start off. In the sidebar, click Artists, then press Guest portal at the top of the page (Owners and Admins only) and tick any of:

• Member directory — guests can look up your members. A guest is never listed in the directory, whatever their category.
• Membership Info — guests can read the documents and links you publish for members.
• Class suggestions — guests can suggest a class.
• artMail — guests get the messages you send to all members and can read and reply to them in their portal (only when your gallery has artMail on; see artMail).

There is no longer a Guest artist staff role; a guest needs only this portal login. The pickers (class instructor, exhibition featured artists, the artist on a new artwork, the shift roster, the website’s featured artists) offer a guest exactly like any other artist while they are current, and mark them “(former member)” once their end month has passed; the public website shows a guest’s works while they are current and stops showing them after.

Changing the email of an artist who has a member login

A member signs in with a code sent to their email, so changing the email on their record also changes where their sign-in codes go. When an owner or admin saves a new address:

• From then on, sign-in codes go to the new address only. The old address can no longer sign in as the member, and any code already sent to it stops working.
• The member is signed out on every device. The old and the new address each get one email: the usual email about the change (see below), with the line “You now sign in with” the new address. No second email is sent about the sign-in.
• Every other way the member signed in is removed: their passkeys, password, Google or Microsoft sign-in and authenticator app. They sign in next with a code sent to the new address, then add those again. Until they do, another gallery cannot give portal access to the new address on that sign-in.
• Only an owner or admin can change this email. Others with access to the roster can still edit the rest of the record.
• The email cannot be removed while the artist has a member login — turn off Member login first.
• If the new address already signs in to CartonCrew as someone else, the change is refused and nothing is changed.
• If the member also uses the same sign-in at another gallery, or as a staff login, the change is refused with “…their sign-in email can’t be changed from here”. To move their sign-in for your gallery: press Disable member login, change the email, save, then press Enable member login. Their sign-in elsewhere is not affected.
• A CSV upload never changes the email of an artist who has a member login; the rest of the row is still applied, and the results list says why the email was left alone.

The artist is emailed when you change their details

Whenever you save a change to an artist’s record, the artist gets an email saying what changed, when and by whom. You do not need to do anything, and there is nothing to switch on.

• What counts. Any field you change in Edit artist (name, email, phone, website and social links, bio, mediums, category, Member portal, commission rate, dues cadence, start and end dates, pronouns and the rest), their photo, Exempt from gallery shifts, Member login on or off, and marking a bank transfer as set up. A merge emails the artist you kept about what it filled in.
• What the email says. Each changed field with its old and its new value, the date and time in your gallery’s time zone, and who made the change as “Name (Role)”, for example “Jo Park (Admin)” or “Sam Lee (Membership Manager)”. A change made by ChAImp support reads “ChAImp Support (Name)”.
• What it never shows. Bank, routing and account numbers, tax ID, SSN, EIN and W-9 details are listed as Changed only (an account number at most as its last four digits). Your Notes about the artist and the reason for a shift exemption are also listed as Changed, never their words, and so is a new photo.
• One email per save. Changing three fields at once sends one email listing all three. Set Member portal, Enable / Disable member login for many artists, a CSV upload and the EntryThingy import send one email to each artist they actually changed, listing only that artist’s changes. An artist the upload left as it was gets nothing.
• A new email address. The email goes to both the old and the new address, so a change nobody expected is seen: one email to each, even when other fields changed in the same save. If the artist has a member login, that same email also says “You now sign in with” the new address.
• Nothing is sent when an artist edits their own profile in the member portal, when you press Save without changing anything, or when Update artists from the gallery page fills in a show artist’s email (that address is the one they gave EntryThingy themselves).
• Unsubscribed artists still get it. It is a notice about their own record, not gallery news, so it is sent even if they unsubscribed from your newsletters. An artist with no email address gets nothing; the save still goes through.
• A mail problem never stops a save. If the email cannot be sent, your change is kept. Each email (sent, skipped for no address, or failed) is recorded in the activity record by artist, without the values.

What an artist is to the gallery

Every artist carries a category, and it is not decoration — it is what the commission rules read.

Member since, on a member’s website profile

A current Member with a start year shows Member since March 2019 (or Member since 2019 when only the year is set) under their name on their artist page on your website. Only on their own artist page, never on the Artists page cards. Guest and show artists never show it, and nor does anyone with an end date (leaving or left). No start year means no line.

The artist can hide it themselves on My Profile in the member portal. You can see and change their choice too: Artists (sidebar) → Artists → Edit on the artist’s row → under With the gallery, tick or untick Hide ‘Member since’ on their profile → Save changes. Unticked is the default (shown).

Someone who is leaving, and someone who has left

An artist’s departure is recorded by when it happens: an end year, and an end month if it is known. That date is now a switch with a date on it, not just a note — see What the end month actually does below.

There are three states, and the roster shows all three.

The amber pill exists because a future end month otherwise does nothing at all until the month turns. Somebody recording that an artist leaves in November would see no change and no way to tell it saved, which invites entering it twice or doubting it. It also lets the gallery see who is on the way out without opening every record — the practical reason to record a leaving date in advance at all.

The red pill replaces the category pill, deliberately: the designation still matters for commission, but “Member” and “Former” side by side is a contradiction to anyone glancing at the screen. The amber pill sits alongside the category, because “Member” and “Leaving · Nov 2026” are two true statements and the desk still needs their commission band while they are working.

If only the year was recorded, the pill says the year alone. It does not invent a month — and for the cutoff, a year on its own means the end of that year. An artist recorded as leaving in 2026, with no month, is a current member until 1 January 2027.

Without those pills the only way to know somebody has left is to open their record, which is how a former member gets rung up about a Saturday shift.

Hiding an artist and their work from the website

Use this for a current artist who should not be on your website for now: a test member, an artist who has asked for a break, or someone whose pieces are not ready to show. It takes the artist and every one of their pieces off the website, and nothing else.

1. Artists (sidebar) → Artists, then Edit on the artist’s row. The Edit artist window opens.
2. Near the bottom, tick Hide this artist and their work from the website.
3. Press Save changes.

What changes on the website, straight away:

• The artist is not in the artist directory, and their profile page is gone (a saved link to it shows “not found”).
• None of their pieces are on the website: not on the Works page, the homepage, the featured works, a show or exhibition page, or the gallery’s chat assistant. A saved link to one of their pieces shows “not found”, and nobody can send an inquiry about it.
• Their pieces cannot be bought in the online shop. A piece already in a visitor’s cart is refused at checkout as no longer available.
• The homepage’s count of works for sale leaves their pieces out. On the Dashboard, under the total pieces available for sale, the not-on-the-website line names them: N pieces whose artist is hidden from the website.

What does not change:

• Your staff screens (the Artwork Catalog, reports, the artist’s record) still list every piece, and the artist can still sign in and see their own pieces under My Artwork.
• The register in the gallery still finds and sells their pieces, and the pieces stay in Square as they were.
• Nothing is written to the pieces themselves.

To put the artist and their work back, open Edit again, untick Hide this artist and their work from the website and press Save changes. Everything returns by itself, with no other step.

This is not the same as archiving. Archiving is for an artist who has left the gallery: it also removes their member sign-in. Hiding keeps their sign-in, their record and their pieces exactly as they are.

Dues cadence

Each member can be given a Dues cadence on their artist record, or under Artists → Dues → How members pay (choose Change on their row): Monthly, Quarterly, Half yearly or Annual. The list offers only the cadences your gallery has priced in Settings → Membership dues; leave a price blank there and that cadence is not offered. Choosing a cadence the gallery has not priced is refused, with a message naming the ones that are.

The price is not copied onto the member. Change a price in Settings and every member on that cadence sees the new price on My Membership in their portal. If you stop offering a cadence, members already on it keep it (shown as no longer offered) until you change them, and their record still saves.

The member’s current period is counted from their start month, so set it if you want the portal to show them an expiry date. A half-yearly period is six months: a member who started in August pays for August to January, then February to July.

Changing a member’s cadence

Changing a member from one cadence to another does not cut short the period they have already paid for. The change takes effect from the first month after that period ends. For example, a quarterly member paid for February to April who moves to monthly in March starts paying monthly in May. Until then their portal shows the quarterly period and price, with the change noted as coming. Nothing is prorated and no partial amount is ever worked out.

Due dates and ways to pay

In Settings → Membership dues → Due dates and ways to pay you set the day of the month dues are due for each way of paying, and which ways your gallery accepts:

• Any day from 1 to 28 can be used, so every month, February included, has it.
• A member’s way of paying on the 1st of a month decides that month’s due day. A change made on any other day counts from the next month.
• Quarterly, half-yearly and annual dues are due on that day in the first month of the period.
• A new member who joins on or before a month’s due day starts that month. One who joins after it starts the next month. There is no partial first payment.
• CartonCrew sends no reminders and applies no late fine. The gallery does not use either.

How members pay

Each member chooses their way of paying in the portal (Membership Info → My dues) and can change it at any time. The portal shows them, in plain words, the amount, the due date and what to do for each way your gallery accepts. Zelle is only offered once Zelle to is filled in above. Zelle to takes the gallery’s Zelle email address or a 10-digit US phone number; a phone is saved and shown to members as (xxx) xxx-xxxx however it is typed, and anything else is refused with Enter the gallery’s Zelle email address or 10-digit US phone number. Only an owner or admin can change it.

Artists → Dues → How members pay lists every current member’s latest choice, the month it applies from, whether the member or the gallery made it, and their cadence. Choose Change on a row to record a way of paying for them or move them to another cadence. CartonCrew records the choice only: no card number, bank account or Zelle login is taken or kept.

Members also see every payment you record for them, including a part payment with what is still owing and a declined card with a note to contact the gallery. They never see arrangements, your notes, or the takedown list.

Arrangements and the takedown list

A member who tells the gallery about a money problem can be given an arrangement, with a short note and, if you like, an end date: open their name on the dues board and choose Open an arrangement, and Close arrangement when it is over. While it is open, that member is not listed for takedown.

Track from is the first month you record dues payments in CartonCrew: choose the month in its first list and the year in the second (choose both, or leave both blank; with only one chosen, Save stays off and says so). From that month on, a member whose dues are unpaid for two months in a row, with no open arrangement, appears on the takedown list for the Display Committee. For quarterly, half-yearly and annual members, that means dues still unpaid a month after they fell due.

• The list is only a list. It never takes work down, ends a membership or sends anyone a message.
• Leave Track from blank and nobody is listed, so switching this on never flags members for months nobody recorded.

The dues board

Artists → Dues is the treasurer’s month. The gallery’s owners and admins and anyone given the Treasurer role can open it; anybody else is refused, and nothing on it is shown to members. The gallery’s rules - prices, due dates and ways to pay - stay in Settings → Membership dues, which only an owner or admin can change.

For the month shown (use the arrows to move between months), every member is listed with how they pay, the amount for their cadence, the due date and where they stand:

The buttons above the list show only the overdue members, only the declined cards, and so on, with how many are in each. Quarterly, half-yearly and annual members are shown against the period the month falls in, and each row names the member’s cadence under the amount.

Export downloads the board for the month and the button chosen above it, as CSV or Excel (.xlsx): one row per member, with the cadence, how they pay, the amount, the start of the period, the due date, the status, what arrived, the balance, anything over, when it was received and who entered it. Amounts are plain numbers and dates are dates, so Excel can add them up and sort them. Print opens the same rows as a PDF on letter paper, headed with the gallery name, the month and how many members are in each status. Both are for the same people as the board.

Zelle to confirm. A member who pays by Zelle taps I sent it by Zelle in the portal (My Membership → My dues → Choose how you pay) once they have sent it. Each one is listed at the top of the dues board, under Artists → Dues → Dues board → Zelle to confirm, with the member, the amount, the month or months it covers and the day they sent it. Check the gallery’s bank, then:

• Received records the payment for you: a Zelle entry for that amount and month, dated today, entered by you, exactly as if you had used Record. The member’s dues then show paid.
• Not received ends the notice and records nothing. The member’s portal tells them the gallery could not find it, and they can tell you again once they have sent it.

A member has one notice waiting at a time, and cannot mark their own. The gallery’s owners and admins and the Treasurer can mark them; nobody else can, and no other gallery ever sees them. Nothing is emailed.

Recording what arrived. Choose Record on a member’s row and enter what actually arrived:

• Check: the amount, the date received and, if you like, the check number (bank bill-pay checks carry one).
• Zelle: the amount, the date received and, if you like, the reference.
• Cash: the amount and the date received.

Enter the amount that arrived, even when it is wrong. A short amount shows what is still owing; an amount over what was due is shown as over, and is not carried into another month. Every entry keeps who entered it. Card charges and declines are not entered here; dues paid through Square are recorded from Dues payments (below).

A member whose row says No dues set but who has a start month can still have a payment recorded: when the amount is exactly one of your dues prices, that sets their cadence (see below). Any other amount is refused with a message asking you to set their cadence first.

Cadence and pays by set from each payment. You do not have to set a member’s cadence or way of paying by hand. Every dues payment recorded for a member - a check, Zelle or cash payment entered here, or a Square payment matched on Dues payments, automatically or by you - sets them:

• Cadence from the amount: an amount equal to the price of exactly one cadence in Settings → Membership dues means that cadence. With monthly at $50, quarterly at $140 and annual at $500, a $140 payment means Quarterly.
• Pays by from how it arrived: a Square payment means Card, a check you record means Check, Zelle means Zelle, cash means Cash.

A member with no cadence or no way of paying yet gets it at once. A member who already has one is changed only when the payment clearly says something different - the exact price of another cadence, or a different way of paying. The change goes through the same steps as choosing Change yourself: a new cadence starts the month after the period they have already paid for (see Changing a member’s cadence), and a new way of paying counts from the next month (from this month when it is the 1st). Both show in the member’s dues history and in Recent activity as made by CartonCrew from a dues payment. A payment at the member’s own price, by the way they already pay, changes nothing, so a choice you made is never undone by a payment that agrees with it. A Square payment that was refunded, and an entry you reversed, are not counted. When you record a payment, the message that confirms it also says what it set.

Couldn’t tell. CartonCrew never guesses. When a member’s most recent payment is an amount that matches none of your prices (a part payment or an odd amount), or matches more than one (two cadences at the same price), nothing is changed - not the cadence and not the way of paying - and the member is listed under Couldn’t tell below the board, with the amount and the date it arrived. Set their cadence yourself if it needs one (Artists → Dues → How members pay, Change on their row); they leave the list when a later payment says their cadence. The list does not appear when nobody is on it.

Payments recorded before this was added. The first time anyone opens Artists → Dues after this was added, CartonCrew goes through the dues payments already recorded and does the same for every current member, using each member’s most recent payment that was not reversed. It runs once for the gallery, needs nobody to press anything, and running it again would change nothing.

A mistake is reversed, never deleted. Open a member’s name to see what was entered, then choose Reverse on the wrong entry. It stays on the record, struck through, with who reversed it, and no longer counts. Then record the right amount.

The takedown list at the foot of the board is the same list described above: members with two months unpaid in a row and no open arrangement. It is a list for the Display Committee, and the board never takes anything down or sends anybody an email or a text.

Dues payments (paid through Square)

Members who pay their dues through Square are listed under Dues payments: in the sidebar choose Artists, then the Dues tab, then Dues payments at the top (next to Dues board). The same people can open it as the board: the gallery’s owners and admins and the Treasurer.

A Square payment is a dues payment when it was rung on an admin item marked Dues (see the Square guide, Admin items), or when a line on Unmatched Payments was moved here with This is dues. Each row shows:

The buttons above the list show Needs a member (where it opens), Matched or All, with how many are in each.

Matched automatically. When the Square customer on the payment has an email address or phone number that belongs to exactly one current member of the gallery, the payment is matched to that member as soon as it arrives. Email is compared without regard to capitals; phone numbers by their digits, so (555) 201-0001 and +1 555-201-0001 are the same. A member who has left, an archived artist and a member in memoriam are never matched. If nobody matches, or more than one member does, the payment says Needs a member and why, and nothing is recorded until a person chooses.

The card’s last four digits are never used to match. Cards are shared between partners and reissued, and four digits are not unique, so they are shown only to help you choose.

Choosing the member yourself. Press Choose member on the row, pick the member from the list and press Match.

What matching records. Either way, the member gets a dues entry on the board: a Card payment for the amount, received on the payment’s date, for the month the payment was made in the gallery’s time zone (for quarterly, half-yearly and annual members, the period that month falls in), with the Square payment as its reference. The member shows Paid on the board for that month. One Square payment can only ever be matched once: a second click, or Square sending the same payment again, records nothing more.

Undo. If a payment was matched to the wrong member, press Undo. The dues entry is reversed (it stays on the member’s record, struck through, with who reversed it, and no longer counts) and the payment is back to Needs a member, ready to be matched to the right person.

Check for past payments lists the past sales of any admin item marked Dues that are not listed yet, and matches the ones it can. It also counts, in Organization Insights → Admin transactions, every dues payment of an admin item that is not counted there yet (such as payments moved here from Unmatched payments), including a payment whose Square item is not an admin item’s but whose name is the name of one of your admin items (for example a subscription payment named _Monthly dues). Marking an admin item as dues does this by itself; pressing it again adds nothing twice.

What the end month actually does

From the first day of the month after the end month, the artist’s work stops being sellable everywhere at once — the public website, the online store, and the Square register at the till. There is no window in which one of them still sells.

They are current for the whole of their end month. An artist leaving in November is on the site and selling all the way through 30 November, and goes on 1 December. The changeover happens at your gallery’s own midnight, from the timezone on the Studio site settings.

Nothing needs to be done to make this happen. It is applied on a schedule as well as when a record is edited, so an artist whose record nobody touches still goes off sale on the right day.

Once an end month is set, the member:

• sees a notice on My Membership in their portal saying when their membership expires, with a link to download their sales;
• cannot sign up for, or be rostered onto, a gallery shift dated in any month after the end month. Their end month itself is unaffected;
• loses the member portal at your gallery from the first day of the month after the end month, at the same moment their work goes off sale. Signing in tells them their membership has ended. Nothing is deleted and their login is not removed: clear or move the end month and they can sign in again straight away. If they are still owed a payout, tell them yourself - they can no longer see it under My Sales.

One rule, and where it applies

There is exactly one answer to “is this person currently a member”, and every place that offers an artist for selection asks it. The server works it out from the end date and your gallery’s timezone and sends the answer with each artist as one of three states: current, leaving (a date recorded, not yet reached — a member in every respect) and former (the end month has passed). Nothing in the app re-derives it from the dates, so no two screens can disagree about who is here.

Where a former member is no longer offered as a new choice:

• the instructor picker on a class;
• the featured artists picker on a new or upcoming exhibition;
• the artist picker when adding a new artwork;
• the member picker on a gallery shift;
• Studio Site → Featured, for both artists and works.

A leaving artist is offered in all five, exactly like any current member. Clear or extend the end date and a former member is offered again everywhere at once, with no other step.

What is never touched: a choice you already made. A class that a former member taught, a show that featured them and a work they made all keep their name — shown, marked (former member), never dropped or blanked. The rule constrains new selections; it does not rewrite the past. A show that has already ended may still name a departed member among its artists, because who was in it is a matter of record.

Where former members are deliberately still included, because these report on what already happened rather than offering a choice:

• Consignment payouts — money owed is owed whoever has left.
• Sales reporting — a sale by a former member happened.
• The artist filter on the artwork catalog — it narrows works that exist, and works by former members exist.
• The Artists page itself — it is the roster, and shows former members under their own pill so you can see who has gone.

Three things that are deliberately not affected:

• The gallery’s own screens. Their artist record and every one of their works stay exactly where they were in the Artists and Artwork modules. The point is that the work stops selling, never that staff stop seeing it. What the Artwork Catalog says about those works does change — see In the Artwork Catalog below.
• Past sales, payouts and consignment records. Untouched and still reportable. The piece also keeps its entry in the Square catalog — it is made unfindable at the register, never deleted — so an old sale still resolves to the right artist and the right payout.
• An order already paid for. Money in flight is never dropped because a month rolled over; the sale is recorded and settled normally.
• The work itself, which is still on the wall. Selling stops at the month end; the pieces are collected on the first Sunday after it, which is a separate date and a job somebody does in the room. For an Aug 2026 departure those are 1 September and 6 September, so the work is unsellable and still hanging for the days in between — that is correct, not a gap. The catalog shows each piece’s collection date and flags the ones that are late: see Taking work off the gallery floor.

Putting it back takes one edit. Clear the end date, or move it later, and the artist, their work and their till availability all come back with no other action. An artist who returns is a normal case, not a data repair.

In the Artwork Catalog

Their work stays in the list, in its ordinary position, exactly as before. What changes is what each row says.

A piece recorded as Available or Reserved whose artist has left now reads:

Not sellable · left Aug 2026 Recorded: Available

rather than a plain green Available. The recorded status is still shown, and still says what it has always said — it is simply labelled as the status on record rather than presented as an offer, because nobody can buy the piece.

Nothing has been written to the artwork. The catalog works this out fresh every time it is opened, from the artist’s end date, so it always agrees with what the website and the till are actually doing. Clear the end date and the ordinary status pill is back on the next refresh, with no repair step.

A tick box, Not sellable, filters the list to exactly these pieces — the ones still recorded as on offer whose artist has gone. That is the list to work through when somebody leaves. It sits beside the status dropdown rather than inside it, because these pieces genuinely are Available or Reserved; that is the whole problem with them.

Three things it deliberately does not do:

• A sold piece is never relabelled. A completed sale is a fact, not a current offer, and stamping a warning across it would make the gallery’s own sales records read as problems.
• A leaving artist’s work is untouched. Their end month has not finished, so their work is still on sale and the row still says so. Nothing changes until the first of the following month.
• It says nothing about the wall. Whether a piece has come off the gallery floor is a separate question, on a later date — the collection walk happens on the first Sunday after the month end, so a piece is routinely unsellable and still legitimately hanging for up to a week.

The record is frozen, not hidden

Once the membership has elapsed, four buttons on the piece stop working: $ Record sale, Edit, Buyer and Delete. Each says why, naming the artist, when their membership ended, and the remedy — clearing or extending the end date on the artist record puts everything back with no other step.

Opening the edit form anyway — from a row that was already on screen, say — shows the fields but will not let you change them, and there is no Save button. The gallery no longer holds the rights to change a record it can no longer sell, so the refusal is enforced by the server, not just greyed out on screen.

What that deliberately does not cover:

• You can still see everything. The piece stays in the catalog with its recorded status, its images and its sale history exactly as they were. This restricts what may be changed, never what may be seen.
• A sale already recorded is untouched. It happened; it stays.
• Taking the piece off the gallery floor still works — that is precisely what you do with it next, on the collection walk.

At the till

The Square catalog item is archived, which is Square’s own switch for this. An archived item stops appearing in the Point of Sale and Terminal item search, so staff typing the title or scanning the SKU at the register get no result — a clean “not on sale” rather than a confusing half-state. The item itself survives in the catalog and in Square’s reporting, and un-archives within a few seconds when the end date is cleared.

Removing the item outright would be worse than the problem: a work missing from the Square catalog gets rung up as an ad-hoc line and records no artist, no consignment and no payout.

They are not offered a member login

Once an artist carries an end date, Enable member login disappears from their row, and the same refusal holds if the request reaches the server another way — it comes back saying which end date is in the way and asking for it to be cleared. An end date in the future counts: a departure already in the calendar is exactly when somebody reaches for “just give them access for now”.

This is the one place a leaving artist is treated differently from an ordinary current member, and it is on purpose. Everything else — the website, the store, the till — waits for the month to turn; handing out a new login to somebody with notice already served is a different question, and the answer stays no.

Clear the end date and the button comes straight back, so a member who left and returned is not locked out.

Nobody is signed out by this. An artist who already has a login keeps it, and recording an end date does not take it away — Disable member login stays on the row, so a login is only ever revoked on purpose.

“A login already exists for this email address, but its owner has never confirmed the address…” Enable member login only links an artist to a login whose email address has been confirmed. This message means a login for the artist’s email exists, was never confirmed, and is already in use at a gallery, so it is not linked and nothing about it is changed. Contact support. A login for that address that was never confirmed and is not in use anywhere is not a problem: it is taken over for the artist, any password set on it stops working, and the artist signs in with the code emailed to them.

Exempt from gallery shifts

A current member the board has excused from shift duty is marked on their record: press Edit on the member, tick Exempt from gallery shifts at the top, optionally add a reason (only staff see it) and an Until date, and press Save exemption. Editors, Admins and the Owner can do this; a member cannot mark themselves.

The row then shows Exempt from shifts (or Exempt from shifts until the date). The member is left off the rota’s Not signed up list and is not sent the reminder about open shifts, and can still take any shift they want. The exemption ends on its own after the Until date. See Excusing a member from shifts for how it shows on the rota.

Signing a member out of all their devices

If a member has lost a phone, or someone else may be using their sign-in, you can end every sign-in they have. Go to Artists in the left-hand menu, press Edit on the member, and press Sign out of all devices at the top. Read the confirmation and press Sign them out. Every phone, tablet and computer they were signed in on is signed out at once. Next time they want the member portal, they sign in again with an emailed code. Their record, shifts, sales and history stay as they are, and you stay signed in.

• Who can do it: the Owner, an Admin, or a Calendar Manager (the role, or the Calendar Manager tick box). A Calendar Manager cannot open Artists, so they use the same button on the member’s row in Schedule → Coverage → Shifts per member (see Signing a member out of all their devices). Nobody else sees the button.
• Only for a member with a member login. An artist with no login has nothing to sign out, so the button is not shown.
• A member of another gallery too. A sign-in is shared by every gallery the person belongs to. If the member also belongs to another gallery, signing them out here would sign them out there as well, so CartonCrew refuses and nothing changes. The dialog says so. The member can sign themselves out everywhere from their own Security settings, or CartonCrew support can do it.
• Never upward. A Calendar Manager or an Admin cannot sign out the gallery’s Owner, and a Calendar Manager cannot sign out an Admin.
• It is recorded. The audit log shows who did it, when, and how many sign-ins were ended.

Viewing the member portal as a member

When a member has a problem with the member portal, you can see exactly what they see. Go to Artists in the left-hand menu, press Edit on the member, and press View as this member at the top. Read the confirmation and press Open their portal. Their member portal opens in a new tab, with a banner across the top: Viewing as their name (read-only), the time it ends, and Stop. Press Stop when you are done; the tab returns you to Artists.

• Who can do it: the Owner and Admins. Nobody else sees the button. ChAImp support can use it during a support session only if your gallery allows it: go to Settings in the left-hand menu, the Roles tab, and in ChAImp support and member portals tick Allow ChAImp support to view member portals, then press Save. It is off unless an Owner or Admin turns it on, ChAImp support cannot change it, and every change is recorded. Turning it off, or the support session ending, ends any view ChAImp support has open at once.
• Read-only. You can open every screen, but nothing can be changed while you view: saving, signing up for or giving away a shift, adding or editing artwork, uploading, sending feedback and every other change are refused by CartonCrew, whatever the screen shows. Their register PIN, Square passcode, payment details and any sign-in codes stay hidden.
• Thirty minutes at most. The view ends after 30 minutes, or when you press Stop, whichever comes first. Start it again from Artists if you need longer. Starting a new view ends the one you had open.
• It is not their sign-in. Viewing uses a separate, short-lived pass of your own. The member stays signed in wherever they were and notices nothing in their own browser.
• Only your gallery’s members, and never upward. You can only view members of your own gallery. If the member also belongs to another gallery, you see only what they see at yours. An Admin cannot view as the gallery’s Owner, and nobody can view as themself.
• The member is told. They get an email saying gallery staff viewed their portal, and their My Profile page shows “Gallery staff viewed your portal on” the date. Neither names who it was. When ChAImp support viewed, both say ChAImp support instead, and the email says it was with the gallery’s permission.
• Every view is recorded. Each start, stop and expiry is kept in a permanent record (who, which member, when, for how long, and from which computer) that cannot be changed or deleted.

Merging an artist entered twice

The same person can end up on the roster twice: a spelling variation, a middle name, extra spaces, or one record from the member roster and one from a bulk artwork load. An Owner or Admin can merge the extra record into the one to keep.

Possible duplicates. At the top of Artists (sidebar) → Artists, a Possible duplicates box lists pairs that look like one person (same name apart from punctuation or spacing, a middle name or initial, or a one-letter spelling slip), with a Merge button beside each. It only suggests; check before you merge.

To merge: on the artist you do not want to keep, press Merge into another artist, then choose the Artist to keep. Nothing changes until you have read the preview, which shows:

• how many works move, and which stay and why: a piece sold at the desk and taken home by the buyer stays, and so does every piece of an artist whose membership has ended;
• every other record tied to the artist you are merging away, and whether it moves, stays with the old record, or blocks the merge;
• what is copied to the artist you keep: only details they have no value for (bio, photo, website, email, phone, social links, pronouns, mediums). Nothing they already have is changed;
• both commission rates, and which one moved works are paid at;
• whether the old record is then deleted (nothing else points at it) or archived (past sales or payouts still point at it, so they keep their artist).

If one of the two has a member account or an email, the preview offers to keep that one instead, with a Keep button that names it.

Removing a member who has money history. Removing a member (or artist) deletes them only when nothing at all is tied to them. If they have artworks, payouts, dues (entries, payments, a payment plan or a change of how they pay), sale lines from the register, QuickBooks pushes, payout settlements or shift fines, they are archived instead: they leave the active roster and lose portal access, and every one of those records stays. The Remove window lists what it found before you confirm. A merge never deletes dues either: a record with dues entries or a payment plan blocks the merge, and one with only dues payments is archived.

Press the Merge into button (it names the artist you keep) to do it. It all happens in one step: if anything fails, nothing changes. Moved works follow to Square if the gallery is connected.

Re-issue Label IDs. Tick this to give the moved works new Label IDs under the kept artist’s prefix, numbered after their existing ones. It is offered only while none of the moved works has been sold, sent to Square or given a show label, because a Label ID that is already printed or in Square must stay.

When a merge is refused. The preview says why, and the button stays off:

• the record you are merging away has its own member login: keep that one instead, or merge by hand;
• it still has live records: a volunteer record, classes it teaches, shift sign-ups or stand-in arrangements, text-alert consent, a board seat, dues, ACH payout set-up, or a place among the featured artists on the website. Move these to the artist you keep first, then merge;
• the artist you keep has left the gallery (their works would be frozen).

These are the gallery’s current rules for merging and can be changed: the merge refuses rather than moving a login, a dues record or a payout set-up on its own; moved works are paid at the kept artist’s rate (a rate set on a single piece is kept); and re-issued Label IDs continue the kept artist’s numbers without renumbering their existing works.

Showing two artists as a duo

A couple, or two artists who exhibit together, can be shown on your website as one artist while staying two members. Only an Admin or the Owner can set this up.

1. In the sidebar, open Artists.
2. Press Duos (beside Sale classifications).
3. Press + New duo, type the Duo name (what visitors see, for example Ann and Bob Lee), and pick the First artist and Second artist.
4. Press Save duo.

To change the name or either artist, press Edit on the duo and Save duo. To end it, press Dissolve and confirm.

A duo is only a grouping. Each person stays a separate member: their own membership, dues, member login and shifts, exactly as before. Every piece still belongs to one artist, so commission and payouts follow the artist the piece is attributed to, and nothing about money changes when you make or dissolve a duo. Dissolving a duo leaves both artists and all their work as they were.

The rules: a duo is exactly two different current artists of your gallery, an artist can be in only one duo, and each duo needs its own name.

On your website the Artists page shows an Artist duos section at the top with one card per duo (the page’s search narrows them by duo name or either person’s name). It opens a page with both people and all of their available work; each piece names the person who made it. A piece opened from the duo page has Previous and Next that step through every work on that duo page, across both people, in the same order, under “More works by” and the duo’s name. Opened from an artist’s own page or the Works page, they step through that one artist’s work as before. Each person still has their own artist page and card. A duo shows only while both people would show on their own: if either is hidden from the public, has left, or is archived, the duo is not listed and neither person’s work appears through it. A person who is In Memoriam (below) still counts as shown, so their duo stays on the website. While one of the two is In Memoriam, the duo cannot be edited or dissolved.

In Memoriam

When a member of a duo has died, you can mark them In Memoriam. It keeps their place on your website and their work for sale, stops everything the gallery would otherwise ask of them or send to them, and pays the commission on their sales to the other person in the duo. Only an Admin or the Owner can do this, and it can be undone.

What stays the same

• Their artist page, their works and the duo on your website stay exactly as they are. Nothing is added to the page: no new wording and no dates.
• Their works stay for sale at their prices, in the gallery and online, and you can put them in new shows and rotations.
• Past sales, payouts and history keep their name. Nothing is deleted.

What stops

• Dues. They are left off the dues board and the takedown list. No reminders and no fines.
• Shifts. They are not offered on the rota, cannot be put on a shift, and cannot be named as a stand-in or picked for by another member.
• The member portal. Their member login is closed, and they are not listed in the member directory or counted as a current member. Enable member login is not offered on their row, and the gallery cannot give them a login while they are In Memoriam.
• Merging. Merge into another artist is not offered on their row, they are not offered as the artist to keep when you merge somebody else, and a Possible duplicates pair that includes them has no Merge. Their record is what pays the commission to the other member, so it cannot be merged in either direction while they are In Memoriam.
• Email and text messages. No automated email of any kind goes to their address: no dues or shift messages, newsletters or campaigns, invitations, sale alerts or receipts. No text alerts are sent to them either.

Commission is paid to the other person in the duo. Each sale of their work is calculated at their commission rate, as before, and then paid to the other member of the duo. On payouts, statements, the remittance email, the Commission To Pay report and the other member’s My Sales, these pieces say on behalf of and the name of the person who died. They count as income paid to the other member in year-end reporting and in QuickBooks. The sale alert for each piece goes to the other member.

To set it

1. In the sidebar, open Artists.
2. Press Edit on the artist.
3. At the top of Edit artist, the In Memoriam section names the other member of the duo, who will be paid. Read the list of unpaid payouts that will move to them.
4. Tick Pay (their name) on behalf of (the artist’s name).
5. Press Set In Memoriam.

The artist’s row then shows In Memoriam. Who set it, and when, is recorded in the audit log.

Some things to know before you set it:

• Only for a member of a duo. If the artist is not in a duo, the section says so. Set up the duo first (see Showing two artists as a duo). The other member must be a current member of your gallery.
• Unpaid payouts move to the other member. Payouts already paid stay as they are.
• Payouts already in QuickBooks stay. An unpaid payout that QuickBooks already holds as a Bill to the artist stays under the artist’s name here, and the section lists it. Change that Bill in QuickBooks if it should be paid to the other member.
• Not while a payout run is open. If any of the artist’s unpaid payouts are in a payout run that has not been paid yet, the section says so and the button stays off. Finish that run, or take those payouts out of it, first.
• Any end date is cleared, so their works stay for sale. It is kept, and put back if you undo.
• Category. If the artist’s Category was changed to stop dues or shifts, set it back to Member (Edit artist → Category) so the profile and the duo show on the website as before. The section reminds you.
• Shifts they were already signed up for are not removed for you. Take them off each one: in the sidebar, open Schedule, open the month, press Roster on the shift, then Release beside their name (see Taking somebody off a shift). No email is sent to them.

If the other member leaves, or the duo changes. Each new payout is checked again when the sale is recorded. If the other member has since left, been archived, or is no longer in the duo, the payout stays under the artist’s own name instead, and is not paid to anyone automatically. Decide with the family who should be paid, then contact CartonCrew support.

A shared email address. If the couple shared one email address, the other member keeps receiving their own email (including the sale alerts and remittances that are now theirs). Only messages meant for the person who died are left out.

To undo it

1. In the sidebar, open Artists.
2. Press Edit on the artist.
3. In the In Memoriam section, press Take out of In Memoriam.

Their unpaid payouts that were moved to the other member move back, any end date is put back, and everything that stopped starts again. Enable member login and Merge into another artist are offered on their row again.

Narrowing the list

A Category list and three checkboxes above the roster:

• Category — All categories (the default), Member, Show or Guest. Pick one to show only the artists in that category.
• Exclude former members — ticked by default. The everyday view is who is here now. It hides only people whose end month has passed; somebody leaving in November stays in the list, because they are still a member.
• Exclude guest artists — ticked by default.
• Exclude show artists — ticked by default.

They combine, so the roster can be reduced to current members alone.

The page remembers your choice. Untick a box (or tick it again) and the roster opens the same way the next time you come back, in that gallery, on that computer. It is kept for you personally: someone else who signs in on the same computer, or you in a different gallery, start from the defaults above. If the browser does not allow it to remember (a private window, for example), the page simply opens on the defaults each time. Nothing about the artists is stored, only which boxes are ticked.

When you pick Guest or Show in the Category list, that category is shown even though its box is ticked, for that visit only. The ticked box is not changed in what the page remembers.

Enabling or disabling member login for many artists at once

Owners and Admins can turn member login on or off for a whole group instead of one row at a time. In the admin portal, open Artists in the sidebar, stay on the Roster tab, then:

1. Narrow the list to the artists you mean, with the search box, Category and the three checkboxes above (see Narrowing the list).
2. Tick the box at the start of each artist’s row, or tick Select all shown under the filters to select every artist the list is showing.
3. In the bar that appears above the list, press Enable member login or Disable member login, and confirm. The question says how many artists it will change.

Select all shown means exactly what the list shows. An artist hidden by the search or a filter is never selected, and an artist you had selected leaves the selection as soon as a search or filter hides them. Showing them again does not select them again.

Each artist is handled exactly as if you had pressed the button on their own row, so the same rules apply:

• An artist with no email address is skipped. Add the address first; that is where their sign-in code goes.
• An artist who has an end date, or who is archived, is not given a login.
• An artist who already has a login (for Enable), or has none (for Disable), is left as they are and counted, not treated as an error.
• Disable removes only the login. Category, commission rate, profile and artwork stay as they are, and so does Enable.

When it finishes, a summary shows how many artists changed, how many were already in that state, and every artist that was skipped, by name, with the reason.

Setting Member portal for many artists at once

Owners and Admins can set Member portal to Member or Guest for a whole group, for example every guest artist at once. In the admin portal, open Artists in the sidebar, stay on the Roster tab, then:

1. Set Category above the list to Guest (or whichever category you mean).
2. Tick Select all shown. Only the artists the list shows are selected, so members and show artists are not.
3. In the bar above the list, press Set Member portal: Guest (or Set Member portal: Member), and confirm. The question says how many artists it will change.

Only Member portal changes. Category, commission rate, member login, profile and artwork stay as they are. An artist who is already set that way is counted, not changed. The summary afterwards lists how many changed, how many were already set, and anyone skipped, by name, with the reason.

Card and print line items

Cards and prints sell at prices you key in at the register, one line per piece. So every artist has two Square items, named like Ada Lovelace - Cards and Ada Lovelace - Prints, in the Square categories Cards and Prints. Their price is entered at the register for each piece, and no stock is counted. A sale of one is recorded as a sale of that artist’s card or print at the keyed price, with the artist’s normal commission. It shows in payouts and in the artist’s My Sales as Card or Print.

A new artist gets both lines automatically. For artists who were added before this existed, Owners, Admins and Editors can create them. In the admin portal, open Artists in the sidebar, stay on the Roster tab, then:

1. Tick the box at the start of each artist’s row, or tick Select all shown to select every artist the list is showing.
2. In the bar above the list, press Generate card & print line items, and confirm.

Only missing lines are created. An artist who already has both is left as they are, so pressing it twice creates nothing new. If your Square catalog already has an item named exactly like the line (for example Ada Lovelace - Cards), that item is linked instead of a second one being made. The summary says how many lines were created and how many existing Square items were linked.

Card and print lines are never artworks. They never appear on your website, in Works, on the floor or in artwork reports, and they cannot be opened or edited as a work. When an artist leaves or is archived, both lines are archived in Square; if the artist comes back, they are restored.

Card, print and gift item designs

Some artists want to know exactly which card, print or gift item (for example a mug, tote or ornament) sold. For them, list each design on its own. A design has a type (Card, Print or Gift item), a title, a fixed price and the number in stock. No photo is needed. Each design is its own item at the register, named like Ada Lovelace - Heron, in the Square category Cards, Prints or Gift Items, with its own price and Square stock count. A gift item works exactly like a card or print design. The artist’s Card and print line items stay as they are, for pieces they do not list one by one.

Owners, Admins and Editors manage an artist’s designs. In the admin portal, open Artists in the sidebar, stay on the Roster tab, press Edit on the artist’s row, and use the Cards & prints section at the top of Edit artist:

1. To add a design, choose the Type, type the Title, the Price ($) and how many are In stock, and press Add design. It gets a SKU made from the artist’s Label ID letters, C (card), P (print) or G (gift item), and a number, for example AL-C-0007 or AL-G-0001. A number is never used twice, even after a design is retired.
2. To restock, change the price or rename a design, press Edit on it, change what you need, and press Save. Square follows straight away.
3. To stop selling a design, press Retire. It is archived in Square and moves under Retired. Press Turn on there to sell it again.

When a design sells at the register, CartonCrew records a sale of that design at its price, with the artist’s normal commission, and takes the pieces sold off its stock, never below zero. At zero it shows as sold out at the register. The sale shows in payouts and in the artist’s My Sales under the design’s title and SKU. On the Commission To Pay Report its Category is Card, Print or Gift item.

Artists can also add and restock their own designs in the member portal (My Other Works). Once a design has sold, only staff can change its price. Designs are never artworks: they never appear on your website, in Works, on the floor or in artwork reports.

The contact list

Artists → Contact list opens the list the gallery hands round: last name, first name, phone, email, a date, and notes. Sorted A–Z by last name, and grouped, with members first.

Phone numbers are formatted (xxx) xxx-xxxx, and that is the only shape the gallery stores. Type the ten digits. A country code is not needed; if you type one it is discarded rather than becoming part of the area code. Anything that is not a US ten-digit number is refused and says so, rather than being quietly cut down to ten digits that look right.

The date column changes meaning by section

For the live sections the date is Start — when they joined, which is what those sections are for.

Under Recently left the column is End instead, showing the month and year they went. Once somebody has left, the end date is the interesting fact about them and the start date is not. The Notes column stays in both, because it is the column the gallery actually writes in.

Export

Export saves the same document, as CSV or Excel (.xlsx), with the group headings preserved — a flat list of everybody is a different document from the one that was asked for. The RECENTLY LEFT block carries an End column to match the screen, and notes containing commas are quoted properly. Values that would run as a spreadsheet formula are saved as text, and the file opens correctly in Excel, including symbols like × and accented names.

The file is named contact-list-<date>.csv.