title: “Organization Insights”

This guide covers the Organization Insights module. If your gallery has not switched it on (the Owner does that in Settings → Extensions), this page will not match what you see — skip it for now.

Organization Insights

For gallery staff. Organization Insights is where you build your own charts and headline numbers over what is already in CartonCrew: works by status, sales by artist by month, what the classes brought in, how many new patrons walked in. It lives under Organization Insights in the sidebar. The page sums itself up as Build your own charts and KPI widgets over the data you collect.

Organization Insights is not Reports Manager. Organization Insights draws charts on screen and can pin them to your dashboard. Reports Manager prints records onto your letterhead; it can also print a saved report’s data table, through its Saved reports source. See Reports Manager for that.

Before you start

Organization Insights is an extension, and it is on for a new gallery. If there is no Organization Insights item in the sidebar, either the extension is off or your account does not have it:

• The extension is off. The Owner or an Admin turns it on under Settings → Extensions: find the Organization Insights card and press Enable. Anyone else sees Ask the owner to enable this extension. on the card instead of the button. Opening the Organization Insights page with the extension off shows This feature is turned off.
• Your account does not have it. Owners and admins always see Organization Insights. Anyone else needs the Organization Insights capability, which an owner or admin gives on Settings → Organization → Users: the “What John can do” button on that person’s row, then “Build and read saved reports and printable reports”, switched on Just for them. The Board member role preset is a viewer with Organization Insights ticked, so a board member can read and build reports without being able to change anything else.
• A Treasurer sees Organization Insights without the tick box, and can open and read every saved report. A Treasurer cannot save, change, pin or delete one unless an admin also ticks Organization Insights for them. See Who can do what below.

The Organization Insights page

Open Organization Insights in the sidebar. Every saved report is a card, two to a row on a wide screen. Each card shows its name, its description if it has one, the dataset and chart type in small print, and the chart itself, worked out fresh each time the page opens. While it works out, the card says Loading….

For someone who can build reports (see Who can do what), each card has three buttons:

• ☆ Pin or ★ Pinned puts the report on your dashboard or takes it off.
• Edit opens the builder with the report filled in.
• Delete removes it after you confirm.

A page with no reports says No reports yet, with a + New report button. Someone who can only read reports sees the cards and charts without these buttons, and a line under the title explaining who can tick Organization Insights for them.

The six starter reports

A gallery set up on the Studio plan begins with six saved reports already on this page, so you do not start from a blank screen:

They are ordinary reports. Rename them, change them, pin them or delete them. A starter whose extension was off when your gallery was set up was not created.

Admin transactions

At the top of Organization Insights, Admin transactions shows what your Square admin items took (dues, fees, deposits, donations), by item and by month: how many transactions, the amount, the tax, anything refunded, and the net. Choose the dates with From and To; Export gives the same rows as a CSV or Excel (.xlsx) file. Set up which Square items count in Settings → Square Integration → Admin items. Admin transactions are never artworks, so they appear here and in no artwork report.

Inventory by Artist

Inventory by Artist is a PDF of every work the gallery holds for an artist, with your gallery logo, which you can download or email to the artist. It is a card on the Organization Insights page, under Admin transactions. You see it when you have the Organization Insights permission (Owners and Admins always do) and the Artwork Catalog is on.

Download it

1. Open Organization Insights in the sidebar and find the Inventory by Artist card.
2. In Artist, which starts on Choose an artist…, pick one artist or All artists. Download PDF and Email to artist stay off until you do: the report is never produced for the whole gallery unless you chose All artists, and Email to artist is only for one artist.
3. Optionally tick Include archived works (archived works are left out unless you tick it) and Include works sold, then set Sold from and Sold to to list the works sold in those dates.
4. Press Download PDF. The PDF downloads to your computer.

The file is named after the artist and the gallery’s date, for example Ada Kessler - Inventory Report 2026-10-08.pdf, or All Artists - Inventory Report 2026-10-08.pdf. Characters a Windows file name cannot hold (such as / or :) are left out of the name.

All artists gives one section per artist who has works at the gallery, and each artist starts on a new page. One artist always gets a page, even when the gallery holds nothing for them.

What is on it

• At the top: your logo, the gallery name, Inventory by Artist, the artist’s name, and the date and time it was produced in the gallery’s time zone (for example Produced October 8, 2026 at 2:05 PM PDT).
• About this report: a box near the top of the first page with up to two notes. When Sales records start on is set (see Settings for the report below): This report is generated from the new operations management system. As such, historic sales prior to October 7, 2026 may not be shown. If you need sales information prior to this date, please reach out to your treasury team. (with your gallery’s date). Always: This report is point in time as of the date and time listed above. For the latest information, we recommend you log in to the member portal and select the My Sales tab.
• One row per work, grouped by status: Available, On layaway, Reserved, On loan, Not for sale, Sold (no sale recorded), then Sold and Archived when you asked for them. Sold (no sale recorded) is always shown: it holds works you set to Sold by hand with no sale recorded in CartonCrew, such as a work sold before the gallery started using it. Those works have no sale date, so the Sold dates do not affect them; Sold lists only works whose sale is recorded, sold in the dates you chose. Each row has the picture, title, Label ID, medium and medium detail, dimensions, year, price, status, location (if set) and the date the work was added. Each group ends with the number of works and the value of their prices. A work with no picture, or whose picture cannot be loaded, shows a light box reading Image Missing instead.
• On layaway: under the work, the patron’s name (never their email or phone), the date the layaway started, the total, what has been paid so far, the balance, the next payment due and the final date. Layaways are Owner and Admin records, so a staff member who is not an Owner or Admin does not see works on layaway; the report says Works on layaway are shown to Owners and Admins only.
• At the foot of every page: Contact your treasurer or admin team to make price changes., followed by the gallery’s contact email when one is set in Settings.

Email it to the artist

1. On the Inventory by Artist card, pick one artist in Artist (and the options you want, as above).
2. Press Email to artist. The Email to artist window opens.
3. Optionally tick up to five people under CC (optional, up to 5). The list holds only the gallery’s own staff and board members, by name, and the approved outside recipients the Owner or an Admin has added (see Settings for the report). There is no box to type an address. Tick Send me a copy to be copied yourself.
4. Optionally type a Message (optional).
5. Check the summary: the artist, To (the artist’s name and address), every CC by name and address, the number of Works, and whether Patron names are included in the artist’s copy.
6. Tick I have checked who this goes to. Send stays off until you do.
7. Press Send. Cancel closes the window without sending.

After Send, a bar on the card reads Sending to (artist) in 30 seconds. with a Cancel button. Nothing is sent until the 30 seconds are up: press Cancel in that time and nothing goes to anyone. If you reload the page, the bar comes back. If you close the page, the email still goes within a few minutes.

Who gets what:

• The artist (To), and gallery people and you (CC), receive one email from the gallery with the full report. Replies go to the gallery.
• Approved outside recipients receive a separate email with a separate copy of the report in which every layaway patron reads Patron (name withheld).
• Nobody is copied secretly (there is no BCC).

If the artist has no email on file, the card says so and there is no Email to artist button: add their email on the artist’s record in Artists first. One person can send at most 20 of these emails an hour; the 21st is refused with a message saying so. Every send is recorded in the gallery’s audit log with who sent it, when, to which artist and every recipient, and so is a Cancel.

Last sent and Sent history

Under the buttons, the card keeps a record of every report emailed:

• Last sent (when one artist is picked): when the report last went to that artist, who sent it, and what happened to it.
• Sent history, newest first: when, the artist (when All artists is picked), who sent it, the address it went to, every person copied (name and address), the options (archived included, the sold dates) and the status.

The status is Scheduled (inside the 30 seconds), Cancelled, Failed, or, once sent, what the email service reports, updated by itself: Sent, Delivered, Opened (only when the mail app reports it), Bounced (the address did not accept it: check it), or Complained (marked as spam). When an outside copy went too, its status is shown after the artist’s, as outside copy Delivered. Bounced, complained and failed show in red. Only people who can use the report see the history, and only for your gallery.

Settings for the report

Owners and Admins: Settings → Inventory reports.

• Sales records start on: the date your sales records in CartonCrew start. Set it and press Save; the report’s About this report box then names that date. Leave it empty and the note is left out. Owners and Admins can change it.
• Approved outside recipients: the only addresses outside the gallery a report can be copied to, each with a Name, an Email and a Reason. Only the Owner or an Admin can add (Add recipient) or Remove one; anyone else who can open the tab sees the list. Every change is recorded in the audit log. Removing someone stops them being offered in the CC list; past sends to them stay in the history.

Member sign-ins

Member sign-ins shows which of your current members and guest artists are using the member portal and which are not. It is a card on the Organization Insights page, under Inventory by Artist, and Owners and Admins see it. Board members see the same report in Board → Member sign-ins (see the Board portal guide).

This is about using the portal, not about membership. Everyone on it is a current member or a current guest artist. Only member-portal sign-ins count: when a member who is also on staff signs in to the staff app, that is not counted.

Read it

1. Open Organization Insights in the sidebar and find the Member sign-ins card.
2. Pick a period with 30 days, 60 days or 90 days (30 days is the default). The period decides who counts as not signed in.
3. Read the box at the top: the % using the portal, with how many people that is out of the people who can sign in, how many have their portal login off, and how many are listed (members and guests). For example “Using the portal: 18 of 30 who can sign in; 4 with portal login off (34 listed: 31 members, 3 guests)”. People whose portal login is off cannot sign in, so they are left out of the percentage and of the counts below; the counts and the people with login off always add up to everyone listed.
4. Read the four counts under it, with a bar for each, out of the people who can sign in:
   • Signed in in the last 7 days
   • Signed in in the last 30 days
   • Not signed in for 30 days or more (or 60 or 90, the period you picked)
   • Never signed in
5. Under them, Members and guests who signed in, by week (last 12 weeks) shows how many people signed in each week, oldest week on the left. Someone who signs in three times in a week counts once that week.
6. The list below has one row per current member or guest: Name, Member or guest, Last member-portal sign-in (the date, in your gallery’s time zone), Sign-ins (last 30 days) and Status. Press a column heading to sort by it; press it again to reverse.
7. To narrow the list, pick a Status or type part of a name in Find a name.

The Status is one of:

Download it

Press Download PDF, Download CSV or Download Excel on the card. The file saves straight to your computer for the period you picked. The PDF has the percentage, the counts, the 12-week trend and the list; the CSV is the list, with the Member or guest column; the Excel file has the list, the counts (with the percentage) and the trend on three sheets. The files show the same people and figures as the card.

Who is on it

Current members and current guest artists. A member or guest whose membership has ended is left out, and one with a leaving date still to come is still on it. Archived artists, artists In Memoriam and anyone whose account is deactivated at your gallery are left out. Someone whose portal login is off is listed, with the status Portal login off, but is not counted in the percentage.

What counts as a sign-in, and how far back it goes

A sign-in is recorded when a member opens the member portal after signing in. A member who ticked Keep me signed in and keeps using the portal is recorded at most once a day, so they show as using the portal rather than as somebody who signed in once months ago. Only the gallery, the member’s login and the time are kept: no device, browser or location. Sign-ins older than about 13 months are removed every night, including for a member who never signs in again.

History started with this report. For members with no staff account, sign-ins on your gallery’s cartoncrew.online address from up to the previous 12 months were brought in when it was switched on; for members who are also on staff, and for sign-ins on your own web address, counting starts from the day the report arrived. The card says Sign-ins on record since the earliest date it has.

Building a report

Patron reports (top patrons, sales per patron). Organization Insights charts do not show patrons by name. To list your top patrons, or every patron’s purchases with their totals, use Reports Manager → New report → Start from a starter report → Top patrons, or build one on the Sales or Register sales data with the Patron column. See the Reports Manager guide, Patron reports: top patrons, sales per patron.

1. Open Organization Insights in the sidebar and press + New report. The New report window opens: the settings on the left, a live Preview on the right.
2. Type a Name. This is the only thing you must fill in.
3. Optionally type a Description (optional), a one-line note for your team that shows under the name on the card.
4. Under Data, pick a Dataset (see the next section). Changing the dataset resets the grouping, breakdown and measure to that dataset’s own first choices.
5. Set Group by. Choose Time or Category in the first box, then the field in the second. For Time, a third box sets the bucket: per day, per week, per month, per quarter or per year.
6. Optionally pick a Breakdown (optional), a second category that splits each bar into stacked colors. Leave it on — none — for a single series. On a Pie chart the breakdown becomes the slices.
7. Pick a Measure: a count, a total or an average, depending on the dataset.
8. Optionally set From and To dates. They filter on the time field you grouped by; when you group by a category, they filter on the dataset’s first time field (for example the date a work was added on Artworks, or the sale date on Sales).
9. Pick a Chart type: Bar, Line, Pie or Number.
10. Tick Pin to home dashboard if this report should appear on the dashboard.
11. Watch the Preview. It redraws itself shortly after every change, and reads Updating… while it does. Underneath it says how many rows were scanned and how many groups (and series) came out.
12. Press Save report. The window closes and the new card appears at the end of the page.

To change a report later, press Edit on its card. The window is titled Edit report and the button reads Save changes. Cancel closes the window without saving.

How the chart is drawn

• Time groups run in date order; Category groups run largest first.
• An empty value appears as its own group, (none), so a work with no medium is counted rather than dropped.
• Number is one headline tile, worked out over every row. With a count or a total it reads Total; with an average measure it reads Average and shows the average of every row (not the averages of the groups added together). across N groups sits under it.
• Every figure is worked out over all the rows that match, however many there are. A chart draws at most 100 groups and 12 breakdown series; when there are more, the card says so under the chart, for example Showing the top 100 of 140 groups. Totals include every row.

The datasets a gallery has

The Dataset list is your gallery’s own. A dataset appears only when the extension that owns it is switched on, so if one you expect is missing, look under Settings → Extensions.

A few things worth knowing:

• Sales keeps a sale that was later refunded. Its sales total counts it at full price; the total after refunds counts it as zero. Pin the second one if the dashboard should show what the gallery kept.
• A sale rung up at the register is in Sales and in Register sales. Do not add the two together.
• Patrons gives counts only. No name, email or address ever appears in a chart.
• Patrons can be grouped by State, by City, by City, State (one bar per city with its state beside it, such as Seattle, WA), or by Country. Spelling and spacing differences are folded together, so seattle and Seattle count as one city, and a patron with no city or no state on file shows as (none). For Country, US, USA, U.S.A. and United States are one bar, United States; any other country is written with capital letters (canada and CANADA are both Canada); and a patron with no country on file shows as (none). The counts add up to the number of patrons in the date range.
• The datasets for the nonprofit operations product (requests, expenses) are not part of a Studio gallery and are never listed. Nor is the map chart type, which only works over requests.

Pinning to the dashboard

Press ☆ Pin on a card, or tick Pin to home dashboard in the builder. The button turns to ★ Pinned and a message says Pinned to dashboard. Press it again to take it off: Unpinned from dashboard.

Pinned reports appear on the Dashboard under Pinned reports, below the gallery’s own panels, with a Manage in Organization Insights → link. The section appears only for people who hold the Organization Insights capability (owners and admins included) and only when at least one report is pinned. Pinning is for the whole gallery, not just you: everyone with Organization Insights sees the same pinned set.

On the dashboard, ☆ Pin and Delete work as they do on the Organization Insights page. Edit opens that report in the Edit report window on the Organization Insights page.

Deleting a report

Press Delete on the card. The card asks Delete “name”? This cannot be undone. Press Delete again to confirm, or Keep to leave it. Confirm and the card goes. Only the chart definition is deleted; the works, sales and bookings it counted are not touched.

Who can do what

A Treasurer without the capability does not see + New report, ☆ Pin, Edit or Delete. To let them build reports, an owner or admin goes to Settings → Organization → Users, clicks the “What John can do” button on the Treasurer’s row, and switches on “Build and read saved reports and printable reports” Just for them.

When it goes wrong

“Report name is required.” The Name box is empty. Type a name and press Save report again.

The preview or a card says “No data for this configuration.” Nothing matched. Check the From and To dates first, then whether anything of that kind has been recorded yet (no classes booked, no sales in the ledger).

The card says “Showing the top 100 of N groups”. The report has more groups than a chart can draw. The totals and the Number tile still count every row; only the smallest groups are left off the chart. Group by something coarser (per month rather than per day), or set From and To to a narrower period.

A card shows red text instead of a chart, naming an extension. The report’s dataset belongs to an extension that has since been switched off. The message says which one and that it can be enabled under Settings → Extensions. In Edit, the Dataset box shows the old dataset marked as not available, and the builder says This report’s dataset is not available to your organization right now. Turn the extension back on, or pick another dataset and save.

There is no + New report button, and the cards have no Pin, Edit or Delete. You can read reports but not build them (for example a Treasurer without the Organization Insights capability). Ask an owner or admin to tick Organization Insights for you under Settings → Organization → Users.

“Could not load reports”, “Could not save report”, “Could not delete” or “Could not update pin”. The page could not reach CartonCrew, or the change was refused for a reason not covered above. Reload the page and try again. If it keeps happening, tell support what you pressed.

The dataset I want is not in the list. Its extension is off, or it is not part of a gallery. Sales needs Artwork Catalog, the three Register datasets need Point of Sale, Class bookings needs Classes, Events needs Event Manager and Volunteers needs Volunteer Manager. Look under Settings → Extensions.

Pinned reports do not appear on the dashboard. You need the Organization Insights capability (a Treasurer without it does not get them), and at least one report has to be pinned.

Related

• Reports Manager: print a saved report’s table, and much else
• The gallery dashboard: where pinned reports appear
• The register: the till behind the Register datasets
• Patrons: the people behind the Patrons dataset