Features

Collection & inventory

• Item records — Title, artist, year, medium, condition, value, asset tag, description, and more
• Add & edit — Full forms with single-column layout that works on phone and desktop
• Photos — Multiple images with captions and alt text; optional camera capture
• Documents — PDF attachments on each item
• Recordings — Audio or video notes stored with the object
• Categories — Three-level org-owned pick lists (L1 → L2 → L3)
• Search — Find items quickly in inventory
• CSV bulk upload — Load many objects at once
• Delete with confirmation — Safe removal with audit trail
• OCR assist — Optional scan of wall text or labels into the description field

Exhibits

• Create exhibits — Name, dates, building, floor, status
• Link items — Attach collection objects to an exhibit; unlink when the show ends
• Bidirectional view — See exhibits from the item, and items from the exhibit

Custody, parties & location

• Custody types — Owned, consignment, incoming loan, outgoing loan, deposit
• Parties — Owners, lenders, consignors, conservators, labs, and related contacts
• Agreement & return dates — Track start, expected return, and actual return
• List price, commission, insurance — Gallery-friendly commercial fields
• Buildings & floors — Organization profile locations; assign items and exhibits
• Organization profile — Address, hours, description, public image, management team

Care — maintenance & conservation

• Maintenance schedules — Monthly, six months, yearly, two years with due dates
• Maintenance horizon — Upcoming records generated so work stays planned ahead
• Conservation jobs — In-house, on-site vendor, or off-site vendor workflows
• Shipments — Carrier, tracking, addresses, packing notes for moves and conservation

Public presence

• Draft → Live — Keep the public face offline until the organization is ready
• Per-item Public flag — Choose which objects appear online
• Public collections directory — Browse institutions, categories, and objects
• Organization hub — Image, location, description, category counts
• Image care — Soft organization-name overlay on public images
• QR codes — Printable codes for floor labels; scan opens the public object page
• QR export — Single PNG or ZIP batch for your printer or label vendor

Accounts, security & access

• Multi-tenant organizations — Each museum or gallery has its own data boundary
• Roles — Organization Admin, Editor, Viewer; Platform Sysadmin for the operator
• Two-factor authentication — Email one-time code
• Password reset — Secure self-service with strength rules
• User management — Invite, activate, deactivate staff
• Idle timeout — Automatic sign-out after inactivity
• Audit log — Key actions recorded for organization admins
• Active sessions — Platform view of who is signed in (operator only)

Operations, alerts & reporting

• Dashboard — Snapshot of inventory, activity, and open alerts
• Alerts — Returns due, maintenance, conservation, plan and storage thresholds
• Email notifications — Event updates with deep links into the app
• Reporting — PDF and CSV exports for organization and platform views
• Support & Feedback — Categories, description, screenshots; platform case queue and response

Plans & administration

• Subscription plans — Starter, Starter Plus, Standard, Plus (annual primary)
• My Plan — Seats, item caps, storage usage, renewal dates
• Platform plan controls — Free forever / free one year where appropriate
• Card billing — Annual checkout and automatic renewal through Stripe (test cards first)
• Organization signup — Request flow, Terms of Service, platform approve/deny
• Help on every page — Role-aware guidance for staff

Designed in, held for a later release

These capabilities exist in the product design; they are not the focus of the first public release.

• Artist submissions portal — Submit work for review (accept / under review / reject)
• Inter-museum trading — Browse, propose, loans, transfers, exchanges
• Gallery / artist sales storefront — Expanded commerce beyond core custody