Creating an Exhibition from a Call | Exhibitions

An exhibition is the public face of a show: the artworks, the dates, the venue, and the page visitors actually see. The quickest way to build one is straight from the call that produced it, so every accepted submission arrives with its images, artist and pricing already attached.

Creating it from the call

Once jury decisions are in and the call is closed, open the call's submissions view. Create Exhibition sits there and tells you what it will bring across, for example "Create exhibition with 34 accepted submissions".

Choosing it asks you to confirm:

Publish Exhibition? This will create an exhibition with 34 accepted submissions and publish it to your public site right away. You can edit or unpublish it afterward from the exhibition page.

Read that literally. There is no draft step on this path: the show goes live the moment you confirm. If you are not ready for that, create the exhibition and immediately unpublish it from its own page, or build it from the exhibitions list instead and publish when you are ready.

The call's own page has the same action in its Actions menu, as Create Exhibition, and it appears once the call is closed or completed.

Keeping it in step with the call

Calls do not stop moving when the show is made. Late acceptances, replacements and withdrawals all happen after the fact.

Once an exhibition is linked, the same control becomes Sync, and it tells you what is out of step, for example "Sync 36 accepted submissions to exhibition (currently 34)". Choosing it brings the exhibition's artworks back in line with the call's accepted list. Use it any time you accept or withdraw work after the exhibition exists.

Creating one from the exhibitions list

From Admin → Exhibitions, choose Create Exhibition.

At the top, Create from a call lets you pick a call under Call. Each call in the list shows how many accepted submissions it has, and a call with none warns you that the exhibition will be created empty. Picking a call fills in its title, dates and venue wherever you have not typed your own. When you choose Create Exhibition, the call is linked and its accepted work is added. The show starts as a draft unless you turn on Publish immediately.

Leave Call on No call (start blank) for a show with no call behind it: invited shows, staff curations and gallery-held inventory. Add artworks after saving.

Publishing and who can see it

A show is on your site only while it is Open (or Closing), Publish on your site is on, and Who can see it is Public. The badge on the exhibition says which of these is missing, for example "Not live: move to Open".

Open to Public turns publishing on for you. Before a show opens there is nothing to switch: it goes live when you open it. Once it is open, turning Publish on your site off hides it everywhere, which is the fastest way to pull a show back.

Who can see it decides who gets in:

Public is open to anyone with the link.
Private keeps it off your site entirely, even while it is open.
Password is for partner sites that use the public API. Your Crafted Call pages cannot ask for the password yet, so the show is hidden there.

Collectors who follow your gallery get one email when a show first goes live on your site.

Co-hosting with another organization

A show run jointly with a partner gallery does not have to be rebuilt on both sides. On the exhibition's Details tab, Collaborating organizations lets you give a partner organization edit access to this one show:

Enter the partner's organization name slug or id under Add collaborator, then choose Add.
The partner appears in the list, and their owners and admins can immediately edit the exhibition and its artworks.

The boundary is deliberately tight. A collaborating organization can work on this exhibition and nothing else. They cannot delete the show, touch billing, or add or remove collaborators, and they get no access to the rest of your organization's data. Only owners and admins of the organization that owns the show can add or remove partners.

Access takes effect the moment you add them. There is no invitation to accept and no pending state, so add the right organization and tell the partner it is there.

To remove one, use Remove on the row. They lose access to the exhibition, and nothing about their own organization changes.

Co-hosting controls who can work on the show. It does not add a partner credit to the public page on its own. If you want the partner named or their logo shown, set the exhibition's own subtitle, featured artist and partner logo fields on the Details tab.

Adding and removing artworks

Artworks live on the exhibition's Works tab. Pieces brought in from a call arrive with their images, artist, medium, dimensions and price. You can add work that did not come from the call, reorder pieces, and remove anything that did not make it.

What you can change depends on where the show is in its life. A draft or planning exhibition is fully editable. Once work is being taken in or installed, the artwork list locks down to protect the record, though you can still remove a piece that never arrived. A running show accepts late additions, because calls keep accepting after the doors open.

Troubleshooting

Create Exhibition is not on the call. The call has to be closed or completed. Finish jury decisions and close the call first.

The button says Sync instead of Create Exhibition. An exhibition is already linked to this call. Sync updates it rather than making a second one.

The exhibition went public before I was ready. Creating from a call publishes immediately. Open the exhibition and turn Visibility off, then publish again when you are ready.

A newly accepted piece is missing from the show. Use Sync on the call. The exhibition does not follow the call automatically.

Creating or duplicating an exhibition is refused with a payment notice. Your organization has a platform usage invoice that has gone unpaid for more than seven days. The notice names the amount and links to it. Settle it from Admin → Billing and exhibitions can be created again; nothing you have already published is affected. See Plans and Pricing.

A partner cannot see the exhibition. Check the slug or id you entered under Add collaborator matches their organization. The show does not appear in their organization switcher, so they reach it by link.

Next steps

For more help, contact support@craftedcall.com.