Running Your Jury

A checklist for gallery staff running a jury someone else set up, from inviting the juror to sending the letters. Everything happens on the call's Jury page: open Admin → Jury and pick the call. If the rubric and round aren't set up yet, start with Setting Up a Jury.

1. Invite the juror

On the Members tab, in the Invite Juror card, choose New Juror, enter their email and name, and click Send Invitation. The invitation appears under Invitations with the juror's name.

If the row says Not delivered, the email didn't go through: check the address for a typo and click Resend.

2. Check they accepted

When the juror accepts, they move from Invitations to Current Jury Members. Until then the row says Pending. If a few days pass, click Resend, or phone them: the link is in the email they already have.

Once they have accepted, View as on their row shows you their review screen exactly as they see it.

3. Open the round

On the Rounds tab, click Open Round. Read the preview: it names who will be emailed and lists anything that would stop the juror scoring. Click Open Round again to confirm. The confirmation says how many jurors were emailed, and each juror's row on the Members tab shows when they were last emailed.

If the juror wants to mark works on paper as well, click Print Jury Sheet at the top of the Jury page. On a blind round the sheet carries no artist names or prices.

4. Watch progress

Each juror's row on the Members tab shows how many reviews are in, for example "18 of 58 reviews in · 40 owed". The Rounds tab shows the total for the round. The Admin → Jury list shows every call's round, its end date and how many jurors are behind.

Two days before the end date, if reviews are still owed, the Rounds tab shows a warning with the exact time the round ends.

5. Remind

To nudge one juror, click Send Reminder on their row. To nudge everyone at once, click Remind Everyone Who’s Behind. Both send the juror our reminder email, which tells them how many works they have left, the deadline, and a link straight to their review. Jurors who have finished get nothing.

If the round has Scoring Reminders on, reminders also go out on their own at the times you ticked.

6. Close scoring

The round finishes on its own at its end date, and it can't be reopened after that. To finish early once every review is in, click Finish Scoring on the Rounds tab.

7. Decide

On the Results tab, see the works ranked by score and mark each one accepted, declined or waitlisted. See Finalizing Jury Decisions.

8. Send letters

Artists get a decision letter only when you send letters, from the Submissions page. Preview each letter first. See Accepting, Rejecting and Waitlisting Submissions.