Treat every movement as a custody event

Accepted artwork moves through a chain: expected, received, inspected, stored, installed, sold or unsold, released, and returned. A title on a spreadsheet is not enough to distinguish two similar objects or explain who had custody.

Before work arrives

For each accepted object, confirm the artwork ID, title, artist, dimensions, medium, declared value, sale status, delivery method, expected date, handling notes, and return plan. Send appointment windows and shipping instructions. State who pays and insures transit, what packing must be retained, and what happens when a deadline is missed.

At check-in

Use a receiving sheet or check-in view and verify the physical object against the expected record. Record time, receiver, package condition, object condition, photos, storage location, and artist or carrier acknowledgement. Never overwrite the arrival condition after installation; add later observations as new events.

Generate labels only after checking the public title, artist name, medium, dimensions, price, sale status, and accessibility text. Crafted Call's existing print tools support operational sheets and labels. Labels Hub is implemented and in controlled rollout, so access to its consolidated label workflow varies by organization.

During installation

Assign every work to a space and location. Gallery Spaces supports planning and layout workflows; multi-room Gallery Spaces V3 is implemented in controlled rollout, so organizations may see different room-planning capabilities. Record installers, hardware, final condition, and any curatorial location change.

At sale and checkout

Link the point-of-sale or order record to the exact artwork. Confirm buyer, tax treatment configured by the organization, discounts, commission, payout state, pickup or shipping method, and release authorization. A QR or barcode can speed lookup, but staff should still verify identity and custody before release.

At pickup or return

Compare outgoing condition with arrival and installation records. Capture who released and received the work, time, new photos, packaging, tracking, and exception notes. Keep sold-work checkout separate from unsold-work return so settlement and artist communication remain accurate.

When an artist misses the window, follow the written agreement and local law. Do not improvise storage fees, disposal, or abandonment rules after the fact; have counsel review those terms before the call opens.