Accepting, Rejecting and Waitlisting Submissions

The Submissions page (Admin → Calls → your call → Submissions) is where decisions become real: you mark work accepted, rejected or waitlisted, then send the artists their answers. Deciding and notifying are two separate steps, so you can settle the whole show before a single email goes out. This guide covers making decisions in bulk, the waitlist, and controlling when the emails send.

Decide in bulk

Select the submissions you want with the checkboxes. A bar appears showing how many are selected, with Accept, Reject and Waitlist.

Clicking one opens a confirmation before anything happens. It names the action and the count, and shows you:

How many of the selected submissions are eligible, how many unique artists they belong to, and how many emails will go.
A breakdown of the statuses you are acting on.
A warning if some cannot be moved from where they are now, with a count of how many will be skipped.

Read the skip warning before you confirm. A submission is skipped when it cannot legally move from its current status, usually because it was already decided or withdrawn.

Under Advanced Options you can customize the message for this batch, pick recipients who should have their status updated but receive no email, schedule the send, and require another admin's approval before anything goes out.

After you confirm, the result tells you how many were actually changed and how many were skipped. You have about thirty seconds to reverse the whole batch with the undo that appears. Undoing also cancels the pending emails.

If someone else changed a submission between your assembling the batch and confirming it, that one is skipped and named rather than quietly overwritten. Your colleague's decision stands.

Other bulk actions

The same bar carries Archive, Export, and Compare, which needs exactly two submissions selected. A More actions menu adds sending an email, adjusting mediums, recording a drop-off, and exporting the selection.

Calls without a jury

If jurying is turned off for the call, the buttons read Work Included and Unable to Include instead, and there is no waitlist. Waitlisting depends on a ranked jury result, so it is not offered.

The waitlist

A waitlist is a ranked queue, not a holding pen. Each waitlisted submission has a position, ranked by average jury score, and the Waitlist tab on the Jury page lists them by Position with the artist, their average score and the actions available.

Promote moves one to accepted immediately. Clear Waitlist moves every waitlisted submission to rejected at once, and warns you that it cannot be undone.

Two things happen without you:

When an accepted artist withdraws, the top waitlisted submission is promoted to accepted automatically and everyone below it moves up a place.
When the waitlist deadline passes, the remaining waitlisted submissions are rejected.

Set the waitlist size and deadline in your call settings. Tell artists the deadline in their notification: most people will not hold a piece indefinitely, and a date lets them plan.

Send the decisions

Decisions and emails are deliberately separate. Nothing is sent until you ask.

When there are decisions waiting, a card headed Jury Decisions Ready to Send appears with Preview and Send Decision Emails. Preview first. It is the only way to see the message an artist will actually receive.

Accepted, rejected and waitlisted artists all go out in the same batch. Waitlisted artists have their own template and are included without a separate step.

Each artist gets one email per call, however many works they entered:

Every work got the same result. The artist gets that result's email once, and it names all of their works.
The works got different results. The artist gets the Mixed Acceptance email. It lists their accepted works, their waitlisted works and the works not selected, then gives the drop-off and exhibition details once.

Mixed Acceptance is its own template, edited beside Accepted and Rejected. In it, {{acceptedWorks}}, {{waitlistedWorks}} and {{declinedWorks}} each list the artist's titles one per line, and a result none of their works got is left out along with its heading. Wrap a heading in **two asterisks** to make it bold, as the default does.

To see it before you send, choose Mixed Acceptance as the decision type in Preview and pick an artist. If all of that artist's works got the same result, the preview adds a made-up work so you can still see how the letter reads.

The same tokens work in the other letters: {{acceptedWorks}} in Accepted, {{declinedWorks}} in Rejected and {{waitlistedWorks}} in Waitlisted list every work that letter covers, one per line. The built-in Accepted, Rejected and Mixed Acceptance letters share one layout: a warm opening, the works under a bold heading, the drop-off windows, location, exhibition dates, reception and pickup each under their own bold label, a line for questions, and "Warmly, the [your organization] Team". A Rejected letter still invites the artist to the opening reception when the call has one. Any template you've saved yourself is used as written.

{{#if}} blocks can't sit inside one another. Put each optional part in its own {{#if}}…{{/if}}, one after another.

Sending now or on the date you promised

If you told artists they would hear back on a particular date and that date has not arrived, the dialog offers both:

Send Now sends immediately, and moves the call's notification date to now so that what artists were told matches what happened.
Schedule for the promised date and time holds the batch and releases it automatically. The date is shown in your organization's own time zone, not the browser's.

If a batch is already scheduled, the dialog says so and offers Cancel Schedule or Send Now Instead.

If no notification date is set, or it has already passed, you get a single send button with the number of emails it will send.

Sending is idempotent. Artists who have already been notified are not emailed again, so clicking Send Decision Emails after adding a few late decisions reaches only the new ones.

Checking that an artist was told

Open the submission. A Jury Decision Email Sent badge appears once their decision email has gone. Every surface that reports the artist has been notified reads from the same record, so the badge, the pending count and the send dialog agree with each other.

Changing a decision after the fact

Change the status on the submission itself.

If the decision email has already gone, Crafted Call warns you before you reopen it. Reopening returns the submission to the review pool and clears the recorded decision, but it does not notify the artist, who still has the earlier message. Contact them directly and tell them what changed. An email that has been sent cannot be recalled.

Every change is recorded with who made it and when.

A working order

Accept your definite yeses first, so you know how much space is left.
Waitlist the near misses, and set the waitlist deadline before you notify anyone.
Reject the rest.
Preview the emails.
Send, or schedule for the date you promised.

Deciding everything before sending anything is what makes the waitlist honest: you know the real ranking before an artist is told they are third in line.