Set up an account, choose the right app, and add your first artwork record.
Artwork Codex is an inventory system for artists and collectors. The web dashboard is the main workspace for setup, publishing, billing, imports, exports, and larger editing tasks. The iOS app is built for mobile capture, quick editing, sync, and field work.
A good first pass
- 01Create an account or open the demo from the homepage.
- 02Complete onboarding so the app can set artist or collector defaults.
- 03Add one artwork with a title, status, category, medium, dimensions, location, and one image.
- 04Create one collection, one PDF catalog, or one viewing room once the first records are in place.
Last updated June 10, 2026
Use the same account on web and iOS so records can move between devices.
- 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.
Last updated June 10, 2026
Artwork records are the core of the system. Collections, catalogs, rooms, portfolios, sales, and documents all build from them.
A useful artwork record should have enough detail to identify the work later: title, status, category, medium, year, dimensions, duration when relevant, weight when relevant, price or value, currency, location, notes, provenance, tags, and inventory code.
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 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.
Last updated June 10, 2026
Attach images and media to records, store originals on Studio, and keep private documents with artworks.
- All plans can store display images within their media limits.
- Studio adds original-resolution image storage, video uploads, private artwork documents, and larger media limits.
- Artwork Codex optimizes display images for fast loading. Studio original images and videos are kept privately, subject to plan limits.
- New web artwork records can stage video before save. Phone QR video upload and iOS video upload need an already-synced artwork record.
Video upload rule
Video upload requires Studio, an internet connection, and a saved artwork record that has finished syncing.
Last updated June 10, 2026
Collections group artworks for projects, series, exhibitions, or private working sets.
Collections do not publish by themselves. They are working groups that can feed catalogs, viewing rooms, and portfolio selections. You can keep a collection private, reorder artworks inside it, and reuse the same artwork across multiple collections.
Last updated June 10, 2026
Generate saved PDF catalogs from selected artworks with configurable fields and artist pages.
- 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.
Last updated June 10, 2026
Create private share links for selected artworks with optional password, expiry, layout, branding, and contact details.
Viewing rooms are separate room records. They do not change your public portfolio settings, and they only show the artworks and fields selected for that room. Expired or inactive rooms stop showing publicly.
Last updated June 10, 2026
Publish a public portfolio from selected artworks or collections while keeping the rest of the archive private.
- 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.
- Brand and logo display is opt-in.
- Website integrations provide a universal embed code and direct embed link for WordPress, Squarespace, Wix, and self-hosted websites.
Last updated June 10, 2026
Track buyers, galleries, institutions, sales records, and invoice PDFs.
Contacts and sales are shared across web and iOS. A sale can be linked to an artwork, an edition copy, and a buyer contact. Currency is stored per sale and per artwork, so older records keep their original currency even if the account default changes.
Last updated June 10, 2026
Bring data in from CSV and export records or media when you need a copy outside the app.
- CSV import is available on the web and iOS for artwork records.
- Record exports include artwork, contact, sales, consignment, and exhibition data where available.
- Studio media export for original images and videos is handled in the web dashboard.
- Instagram import is not generally available yet.
Last updated June 10, 2026
Plans are Free, Starter, and Studio.
- Free is for trying the system with a small archive.
- Starter supports a larger archive with 100 artworks, 300 images, 5 viewing rooms, and 20 saved catalogs.
- Studio supports unlimited artworks and rooms, 200 saved catalogs, documents, COA generation, original image storage, video uploads, and higher media limits.
- 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.
Last updated June 10, 2026
Common fixes for login, sync, uploads, PDFs, viewing links, and billing access.
- 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.
Last updated June 10, 2026
Your archive is private unless you publish or share selected content.
- 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.
Last updated June 10, 2026
Send a concise report with account, device, browser, and steps to reproduce.
Email hello@artworkcodex.com. For web issues, include your browser, page URL, account email, and what you expected to happen. For iOS issues, include device model, iOS version, app version, connection state, and whether the record was pending sync.
Last updated June 10, 2026