Once artists start submitting work to your call, the Submissions Intake View is your command center. This card-based interface lets you browse, filter, search, and organize submissions for jury review and curation. This guide walks you through the intake view and how to make the most of it.
Accessing the Intake View
Navigate to Calls → [Your Call] → Submissions. You'll see a card-based grid of all submissions to that call. Each card shows a submission at a glance, with key metadata and status.
The Submission Card
Each card displays:
Thumbnail image: The first image from the submission (or a placeholder if images haven't loaded)
Custom field preview (optional): A short snippet of important custom field data (e.g., "Available for sale: Yes")
Submission date: When the artist submitted
Quick actions: Icons to view details, change status, or add notes
Click any card to view full submission details, including all images, metadata, custom fields, and artist contact info.
Filtering & Sorting
The intake view provides powerful filters to narrow your view and find submissions quickly.
Filter by Status
Most submissions go through these statuses:
Submitted: Received but not yet reviewed
Accepted: Selected for the exhibition
Rejected: Not selected (optional rejection reason visible to artists)
Waitlisted: Ranked position; auto-accepted if spots open
Under Review: Marked as in-progress by a juror
Archived: Hidden from the main view (for old submissions or withdrawn works)
Click the status filter to show only submissions in specific statuses. Example: Filter by "Submitted" to review all pending submissions.
Filter by Custom Fields
If your call includes custom fields with select or checkbox options, you can filter by those values.
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Example: If you have a "Medium" dropdown with Painting, Sculpture, Photography, etc., you can filter to show only paintings, or only works by first-time submitters.
This is powerful for categorizing submissions or identifying subsets for targeted jury rounds.
Search by Artist Name or Title
Use the search bar to find a specific submission:
Artist name
Work title
Keyword from custom fields
Searching is live—results update as you type.
Sort Options
Sort submissions by:
Date submitted (newest or oldest first)
Title (alphabetical)
Artist name (alphabetical)
Status (grouped by submission status)
Custom field value (e.g., sort by price or artist experience level)
Sorting helps you organize your review workflow. For jury evaluation, sort by submission date (most recent first) or by the custom field that determines jury round advancement.
Status Indicators & Badges
Visual badges quickly show a submission's status:
Blue badge "Submitted": Awaiting review
Green badge "Accepted": Selected for exhibition
Red badge "Rejected": Not selected
Yellow badge "Waitlisted": Ranked; awaiting final confirmation
Gray badge "Archived": Hidden from active view
Jury-specific badges may also appear:
"Under Review": A juror is currently evaluating this submission
"Flagged for Conflict": A declared conflict of interest exists
"Awaiting Round 2": Passed first-round evaluation; in pipeline for next round
Submission Count & Analytics
The top of the intake view displays summary stats:
Total submissions: how many for the entire call
By status breakdown: X submitted, Y accepted, Z rejected
Submission rate: (submissions received / invitations sent) if tracking registrations
Average submission time: how long submissions take to complete
These stats update in real-time as submissions arrive and statuses change. Use them to track your intake progress and gauge participation.
Tip: Monitor submission count over time. A sudden uptick near the deadline is normal. If you're far below your target, consider extending the deadline or promoting the call.
Viewing Submission Details
Click any card to open the full submission detail view. You'll see:
Images
All submitted images in a gallery or carousel format. Zoom, pan, and compare images side-by-side if multiple images were submitted.
Metadata
Title, Medium, Dimensions, Price (if provided)
Artist statement (if provided)
Custom field responses: All answers to your gallery-specific questions
Artist Information
Name, email, phone (if provided)
Website/portfolio link (if provided)
Bio or artist statement (from their profile)
Submission Timeline
Submitted date/time
Last modified: if the artist updated their submission
Status history: who changed the status and when
Admin Notes
A text field where you and other admins can add internal notes about the submission. These are not visible to the artist.
Example notes:
"Check artist's website—similar work in progress"
"Discussed with Jen; leaning toward acceptance"
"High-priority for publicity; contact about interview"
Blind Review Mode
If you're running a fair, unbiased jury process, use Blind Review Mode to hide artist identity from jurors.
When activated:
Artist name and contact info are replaced with "Artist [ID]"
Artist bio and social media links are hidden
Only work images, title, and dimensions are visible
Jury scoring is based purely on artistic merit, not reputation
Jurors see:
Work images and title
Dimensions, medium, price (if relevant to curation)
Custom field data only if you explicitly enable it for blind review
You, as the admin, still see full artist information so you can track submissions and coordinate logistics.
Best practice: Use blind review for jury-selected exhibitions. Skip it for community-focused or open studio calls where artist identity is part of the experience.
Bulk Operations
Manage multiple submissions at once:
Select multiple cards
Check the checkbox on any card to select it. A top menu appears with bulk actions:
Change status: Update all selected submissions to Accepted, Rejected, or Waitlisted
Add tag: Apply a label to organize submissions (e.g., "Finalists", "Not Suitable")
Archive: Hide selected submissions from the main view
Export: Download selected submissions as CSV for external review
Bulk operations are fast for moving many submissions through a status at once. Example: select the top 50 scores, change all to "Accepted" in one click.
Performance & Load Time
The intake view loads submissions in batches. If your call has hundreds of submissions:
Initial load shows 50 cards
Scroll down to load more
Use filters to reduce the view to a manageable subset
Large calls may take a few seconds to filter or search. If you're experiencing slowness, narrow your filters and search terms.
Workflow Tips
Tip 1: Multi-tab review
Open the submission detail in a new tab while keeping the intake view in another. Review details while filtering the list—speeds up scrolling through many submissions.
Tip 2: Use custom fields for categorization
If you added custom fields, sort and filter by them to organize submissions by theme, medium, or artist background. This groups similar work together for jury discussion.
Tip 3: Admin notes for coordination
Use the notes field to flag submissions for your team. "Check dimensions with Jen" or "Contact artist re: logistics" keeps communication inside Crafted Call.
Tip 4: Regular status updates
Update submission status frequently as your jury decides. This keeps artists informed and helps you track progress toward your exhibition numbers.
Next steps: Once you've reviewed submissions, learn how to accept, reject, or waitlist them in "Accepting, Rejecting & Waitlisting Submissions."
