Your Crafted Call portfolio is your permanent gallery within the platform. It's a curated catalog of your completed works that you can use for submissions, sharing with galleries, and showcasing your practice. Let's walk through how to create, organize, and maintain your portfolio.
Creating Portfolio Items
To add a new artwork to your portfolio:
Go to Portfolio in your account
Click "Add New Item" or "Create Portfolio Entry"
Fill in the following information:
Essential Details:
Title — Artwork title (required)
Date Created — Year or full date
Dimensions — Height x Width x Depth (specify units: inches, cm, etc.)
Medium/Materials — What it's made of (acrylic on canvas, ceramic, mixed media, digital, etc.)
Images (Required):
Upload at least one high-quality image
Include multiple views or detail shots if relevant
See "Uploading Images" for technical specs
Optional Details:
Description — Tell the story of the work or your creative process
Series or Collection — Group it with related works
Your portfolio item is now created and can be used in submissions.
Inventory Tracking
If you sell work or track availability:
Quantity Available:
Set to "1" for one-of-a-kind pieces (paintings, sculptures, etc.)
Set to a number for editioned work (e.g., 5 prints available)
Set to "0" if the work is sold out or no longer available
Set to "Unlimited" for digital or perpetual inventory
Why track inventory?
Prevents accidentally selling or commissioning the same piece twice
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Shows galleries what's currently available
Helps you maintain accurate records
Update inventory regularly:
When work sells, reduce the quantity
When you make new editions, increase the quantity
Archive sold-out pieces (see below)
Managing & Editing Portfolio Items
To view or edit a portfolio item:
Go to Portfolio
Find the item in your list
Click "Edit" or "View Details"
Update any information
Click "Save Changes"
You can edit:
Title, date, dimensions
Images (add, remove, reorder)
Description, materials, price
Inventory quantity
Status and tags
Pro tip: Take a few minutes quarterly to review and update your portfolio. Add new work, update quantities, and retire pieces you no longer want to promote.
Creating Collections
Collections are themed subsets of your portfolio—a way to organize and showcase related works together.
Example collections:
"Paintings" vs. "Sculptures"
"Red Series" (works from a specific creative period)
"Commissions" (works created for clients)
"For Sale" (available pieces) vs. "Sold" (archived)
"Landscapes" (grouped by subject matter)
To create a collection:
Go to Portfolio > Collections
Click "Create New Collection"
Name it (e.g., "2025 Paintings")
Add a description (optional)
Add portfolio items to the collection by selecting them
Set privacy settings (public, private, etc.)
Click "Save"
Benefits of collections:
Galleries can explore your work by category
Easier for you to organize a growing portfolio
Showcase specific bodies of work without cluttering your main portfolio
Create a narrative (e.g., "from sketch to finished piece")
Your Public Portfolio Page
If you enable sharing, your portfolio becomes a public-facing webpage that anyone can visit:
Your public portfolio includes:
Your name and artist bio
All items in your portfolio (or just public collections)
Images and descriptions
Contact form (galleries can reach you)
Link to external website or social media (optional)
To enable public portfolio:
Go to Portfolio Settings
Toggle "Make Portfolio Public"
Copy your unique portfolio link
Share it on your website, Instagram, email signature, etc.
Who can see your public portfolio?
Anyone with the direct link
Searchable on Crafted Call (if enabled)
Galleries you've applied to can always see it
Privacy & Sharing Options
Control who sees your portfolio:
Public: Anyone with the link can view your full portfolio and contact you.
Private: Only you and galleries you submit to can see your portfolio.
Unlisted: You control who accesses it (share the link with specific galleries or contacts).
Password-Protected: Share the link with a password so only invited people can view it.
Each collection can have its own privacy setting, so you can share some work publicly and keep other pieces private.
Portfolio Contact Form
If your portfolio is public, galleries can contact you via a portfolio contact form:
You control:
Whether the form is enabled
What fields galleries must fill (name, email, message, etc.)
Custom questions (e.g., "What's your interest?")
Where submissions go (your email, a contact email, etc.)
When you receive inquiries:
Respond promptly (galleries appreciate professional communication)
Inquiries may be about commissions, exhibitions, representation, or just interest in your work
Keep your portfolio contact info current. If you use a specific email for art inquiries, make sure you check it regularly.
Archiving or Deleting Work
Archive (Recommended):
Move work to "archived" status instead of deleting
Archived work is hidden from public view but still in your account
You can unarchive later if needed
Good for sold work, pieces you're less proud of, or work you're temporarily hiding
Delete:
Permanently removes a portfolio item
Cannot be recovered
Use only if you're certain you don't want to keep the work on record
How to archive:
Edit the portfolio item
Change status to "Archived"
Save changes
How to delete:
Edit the portfolio item
Click "Delete Item"
Confirm (you usually can't undo this)
Best practice: Archive old work instead of deleting. You may want to reference it later, and keeping a complete record of your practice is valuable.
Portfolio Best Practices
Keep it current:
Add new work within a few weeks of completion
Remove sold items or archive them
Update quantities and prices as they change
High-quality images:
Use professional photography or well-lit smartphone photos
Include multiple views (front, detail, context)
Consistent image quality across your portfolio
Complete information:
Always include dimensions and materials (galleries need this)
Write descriptions that reflect your practice and vision
Use consistent terminology
Organize thoughtfully:
Use collections to group related work
Order items by date or importance
Feature your strongest work first
Consistency:
Keep the tone and detail level consistent across all items
Use a uniform format for dimensions and materials
Proof for typos and accuracy
Share strategically:
Make your portfolio public to increase visibility
Share your portfolio link on social media and website
Keep it updated so galleries always see your current work
Sharing Your Portfolio Link
Once your portfolio is public, share it widely:
Add to your website and social media bios
Include in artist statements and emails
Share in artist collective or group listings
Reference in gallery conversations
Use as a backup link when applying to calls
The more accessible your portfolio, the more opportunities galleries have to discover your work.
Your portfolio is an investment in your career. Spend time getting it right, keep it current, and update it regularly. A well-maintained portfolio makes submissions faster and gives galleries a complete picture of your practice.
