Recording Drop-offs and Pickups

The Dropoff & Pickup page (Admin → Operations) is where staff record that accepted artwork arrived at the gallery and, after the show, that it left again. Every recorded change can send the artist one confirmation email. This guide covers recording one piece at a time, recording an artist's whole visit in one step, and checking whether a confirmation went out.

One piece at a time

Each row has its own Record Dropoff or Release button. Recording a single piece sends that piece its own confirmation, exactly as before. Use this when an artist brings one work, or when you are correcting a single record.

A whole visit in one step

When an artist arrives with several pieces, use the artist-wide action instead of clicking through the rows:

• In the Group view, each artist heading shows Check in all for artist (N) or Check out all for artist (N), where N is how many of that artist's pieces are eligible in the current organization and call.
• In the flat view, the same actions live in each row's More actions menu. When there is nothing to do, the menu item is disabled and says why (for example, a sold piece is released to its buyer separately).

The review that opens finds every eligible piece for that artist, including pieces on other pages of the table. It lists pieces whose review state is accepted; if a piece is counted in the heading but missing from the review, its review state needs repairing on the submission before it can be included. The review shows:

• Who will be told: the artist and the email address the confirmation goes to.
• Scope: the call you are viewing, or every call in the organization when no call filter is set. An action across several calls lists each call as its own section.
• Every piece and its current state, each with a checkbox. Untick anything that is not physically present. Pieces that are already checked in or out, sold pieces awaiting their buyer, and work managed by inventory are shown but cannot be selected.
• A piece that was released earlier appears with a Re-receive checkbox. It stays unchecked until you confirm you really are taking it back in.
• Notes for the artist and a Skip the confirmation email option.

The confirm button carries the count, for example Check in 3 pieces. One confirmation email lists only the pieces whose custody actually changed in that action; a separate action later sends its own email.

If an artist has more than 100 eligible pieces in the scope, the page explains the limit before anything is recorded. Narrow the view to one call, or work in smaller selections.

What the result tells you

After confirming, the review lists each piece with its outcome: checked in or out, already handled, or not eligible (with the reason). Pieces that did not change are never included in the artist's email. The summary reads, for example, Checked in 3 pieces; one confirmation queued, or explains why no email was sent (the email was skipped, the artist has no verified address, or nothing changed).

If the change does not go through, nothing is recorded and your selection is kept so you can try again.

Checking that a confirmation was delivered

A queued confirmation is delivered by the email service after the change is saved, so a successful check-in is not by itself proof that the email arrived. To see delivery state, open any of the pieces from that action and expand Email History on the submission page. A confirmation that covered several pieces appears once on each of those pieces, marked One message covering N pieces, with the same queued, sent, delivered or failed status on each.

Buyers and sold work

Sold work is released to its buyer, not returned to the artist. Check out all for artist never includes sold pieces; release those from their own rows, where the buyer is the pickup contact.