Help Wiki

A good first pass

1. 01Create an account or open the demo from the homepage.
2. 02On the web, choose your profile and complete the six-step guide so the app can set artist or collector defaults.
3. 03If you are an eligible new Free web user, use Quick Add after the guide to create your first artworks from images, then set up a viewing room with those artworks already selected.
4. 04Add or edit artwork details such as title, status, category, medium, dimensions, location, and images whenever you need them.
5. 05Create one collection, one PDF catalog, or one viewing room once the first records are in place.

Start here

• Web accounts use email login, Google login, or Apple login where available.
• Download the iPhone app from the App Store, then sign in with the same account you use on the web.
• The iOS app can begin with a device session, but creating an account is what keeps your archive backed up and available on the web.
• Profile settings such as account type, preferred units, preferred currency, field visibility, artist text, and inventory code templates sync through the shared account.
• Web and iOS share the same account archive. Changes made on one side appear on the other after sync completes.

Helpful record habits

• Use tags for flexible groupings such as subject, exhibition, series, material, or storage area.
• Use collections for deliberate groups that may become catalogs, viewing rooms, or portfolio sections.
• Use field visibility settings to keep the dashboard focused on the fields you actually use.
• Use the pricing assistant on the web when you want suggested prices from saved size, match, and rounding rules.
• Use edition tools when a work has numbered copies. Sold edition copies should create real sales records.
• Use color labels on edition copies for internal visual markers such as framing, shipping, proofing, or priority without changing the copy status.

• All plans can store display images within their media limits.
• The Studio plan adds original-resolution image storage, video uploads, private artwork documents, and larger media limits.
• Artwork Codex optimizes display images for fast loading. Original images and videos stored with the Studio plan are kept privately, subject to plan limits.
• New web artwork records can add video before saving. Phone QR video upload and iOS video upload need an already-synced artwork record.

• Choose artworks, name the catalog, pick a layout, and choose which fields to show.
• Artist Bio, Artist Statement, and C.V. pages can be included when those profile texts are available.
• PDF generation needs an internet connection on web and iOS.
• Saved catalog limits depend on the plan.

• The web dashboard controls portfolio publishing, slug, templates, cover image, visible fields, artist pages, branding, and contact options.
• Current templates include Masonry, Sideways, Grid, Grid uncropped, and Editorial.
• Only selected public portfolio artworks or collections appear on the public page.
• When you open your own live portfolio while signed in, the private Owner view bar defaults to Visitor view. Choose Edit artworks, then select an artwork for a quick edit.
• Brand and logo display is opt-in.
• Website integrations provide oEmbed-compatible direct links and universal embed code for WordPress, Squarespace, Wix, and self-hosted websites. Published collection-based portfolios also provide a separate no-header embed for each selected collection. Studio accounts can separately enable a public JSON feed for a developer building a custom website.

Set up Selling

1. 01Open Dashboard, Selling and add your public seller details, policies, and private buyer-message email.
2. 02Choose your Selling page: selected work in your Portfolio, or a separate Artwork Codex page such as https://artworkcodex.com/s/your-handle.
3. 03Open Selling page to choose work and set each artwork’s buyer option. Enquire, Request to buy, and Gallery are available now.
4. 04Preview the buyer page, then turn Selling on from Overview.

Use each area of Selling

• Overview: see the next action, turn Selling on or off, and preview the page a buyer will see.
• Selling page: choose work, set buyer options, and see what is live, incomplete, sold, or unavailable.
• Messages: read and manage private buyer enquiries. A message does not reserve an artwork or create a sale.
• Orders is for online purchases. For now, use Sales records.
• Settings: resume setup or change seller details and policies.

Prepare artworks for selling

1. 01Open Selling page and add your artworks. Portfolio collections stay linked. A separate Selling page copies the collection as it is now, so later collection edits do not change it.
2. 02A work must be Available before it can be offered. Use Edit artwork to correct its status, price, currency, or edition details.
3. 03Choose Request to buy when you want to confirm the details first, Enquire for questions, or Gallery when another business is handling the sale.
4. 04Review each work's warnings before saving. Editing one work never changes the buyer option saved for another work.

Buyer actions

• Enquire lets a buyer ask a question without reserving the work or creating a sale.
• Request to buy lets you confirm availability and practical details directly. Record the sale only when you agree it.
• Gallery names the gallery handling the sale and can link to its artwork page.

What buyers see and what remains private

• Buyers see only the artwork, price or price-on-request choice, public delivery note, policies and seller details you publish.
• The email used for buyer-message notifications is private and can be different from the public business email.
• Buyers never see private inventory, notes, contacts, Sales records, account controls, private payment details, or unselected artworks.
• Buyer rights stay in place alongside your own terms.

Manage messages and orders

1. 01Messages remain in Selling even if a notification email does not arrive.
2. 02A message never reserves work. Use Record sale only after you agree a sale.
3. 03Orders is reserved for online purchases. While payments are unavailable, agreed sales belong in Sales records.
4. 04If online payments are introduced, refunds, cancellations, reversals and disputes will never put work back on sale automatically.

Troubleshooting

• Selling is not live: finish setup, add at least one Available artwork with a buyer option, check the preview, then turn Selling on from Overview.
• Portfolio page is not ready: publish the Portfolio, then open Selling page to choose the work buyers will see.
• If a notification is missing, check Messages and your private buyer-message email in Settings.

Related guidance

• Invoice PDFs use the sale currency and can include optional tax and shipping lines in addition to the artwork subtotal.
• Use the tax label for your region, such as Sales tax, VAT, GST, HST, or Consumption tax. Artwork Codex does not automatically look up tax rates or decide whether tax is required.
• If a tax amount is calculated from a rate, you can still override the amount before saving the sale.
• Sale records can be deleted from the artwork detail page, the Sales ledger, or the contact detail page. Deleting the last sale for an artwork or edition copy clears its sold status.

• CSV import is available on the web and iOS for artwork records.
• On the web, CSV update mode can edit many existing artworks from one file when each row includes Inventory Code plus the fields to change.
• Record exports include artwork, contact, sales, consignment, and exhibition data where available.
• Media export for original images and videos on the Studio plan is handled in the web dashboard.
• Instagram import is not generally available yet.

• The Free plan supports a small archive and includes one Certificate of Authenticity.
• The Starter plan supports a larger archive with 100 artworks, 300 images, 5 viewing rooms, 20 saved catalogs, and one Certificate of Authenticity.
• The Studio plan supports unlimited artworks and rooms, 200 saved catalogs, documents, unlimited COA generation, original image storage, video uploads, and higher media limits.
• Studio includes Team access for the owner and up to five teammates. The owner manages invitations and permissions on the web. If Studio ends, teammate workspace access pauses while saved memberships remain for reactivation.
• Web subscriptions are managed from Dashboard, Billing. iOS subscriptions are managed through the App Store. Plan access applies to the same account after payment processing finishes.

• If web changes do not appear on iOS, open Account, Settings, Sync, then Pull Latest Changes.
• If uploads fail, check plan limits, connection, file size, and whether the artwork has finished syncing.
• If a viewing room or public artwork link 404s, check that the room is active, not expired, and includes the artwork.
• If PDF generation fails, retry on a stable connection and confirm your account is not frozen or past due.

• Private dashboard data is protected by account sign-in and privacy controls.
• Public portfolios show only selected portfolio content.
• Viewing rooms show only selected room content and can use passwords and expiry dates.
• Frozen accounts can view and export data but cannot create, edit, upload, or generate PDFs until access is restored.
• Support will never ask for your password.