How do I manually add an entry?

Yes! EntryThingy allows you to manually create entries on behalf of artists. This is especially useful when you receive entries by mail or in-person submissions—artists who prefer traditional submission methods or galleries that accept physical submissions can have their entries entered into the system by administrators. This guide walks you through the complete process.

When to Use This Feature

You might want to add entries manually when: - An artist submits physical artwork by mail - An artist drops off submissions in-person - An artist has technical difficulties submitting online - You're processing entries from a partner organization - You need to enter historical submissions into the system

Step 1: Navigate to Add Entry

1. Log in as an administrator
2. Navigate to your call (click "Calls" in the top navigation, then select your call)
3. Click the "Entries" tab
4. Click the "Add Entry" button (located in the top right of the Entries list page)

You'll see a form titled "Add Entry on Behalf of Artist" with a helpful note explaining how it works.

Step 2: Enter Artist Information

The form asks for basic artist information:

Email (Required)

Enter the artist's email address. This field is required and serves two important purposes:

• If the email already exists in EntryThingy: The entry will be connected to the artist's existing account. They'll see this entry when they log in, and any future submissions will be linked to the same account.
• If the email doesn't exist: EntryThingy will create a new artist account automatically. You'll need to provide their first and last name (see below).

Auto-population: As you type an email address, EntryThingy automatically checks if that artist already exists. If found, the form will: - Display a green confirmation message showing the artist's name - Auto-fill the First Name, Last Name, and Phone fields with their existing information - Make the name fields read-only (since you're using their existing account)

This saves time and prevents typos when entering existing artists.

Pro tip: Always use the artist's real email address if possible. This ensures they can access their entry later and receive important notifications.

First Name and Last Name (Required for New Accounts)

• If creating a new account: Both first name and last name are required. EntryThingy needs this information to create the artist account.
• If the account already exists: These fields are optional—EntryThingy will use the name already on file.

What happens: If you enter an email that doesn't exist and don't provide names, you'll see an error message asking you to provide both first and last name.

Phone (Optional)

You can optionally include the artist's phone number. This is helpful for contact purposes but isn't required.

Step 3: Create the Entry

Click "Continue to Add Artwork". EntryThingy will:

1. Check if an artist account exists with that email
2. Create a new account if needed (using the name you provided)
3. Create a draft entry for this call
4. Redirect you to the entry editing page

You'll see a success message confirming the entry was created, and you'll be taken directly to the entry editing page where you can add artwork and details.

Step 4: Add Artwork and Entry Details

After clicking "Continue to Add Artwork," you'll be taken to the entry editing page—the same interface artists use to submit entries. Here's what to do:

Upload Artwork Images

If you have digital images: - Click the upload area or drag and drop image files - Upload images from your computer (scan or photograph physical artwork first if needed) - You can upload multiple images at once

If the artist has a portfolio: - Look for the option to "Select from Portfolio" (if available) - Choose existing artwork pieces from their account

For each piece, you'll be prompted to fill in: - Title (required) — The artwork's title - Medium/Material — What the piece is made of (e.g., "Oil on canvas", "Bronze", "Digital print") - Dimensions — Height, width, and depth (if applicable), plus unit of measurement - Year Created — When the artwork was made - Price — Sale price if applicable (with currency) - Description — Additional details about the piece (optional, depending on call settings)

Pro tip: If you're scanning physical artwork, make sure images are clear and well-lit. Jurors will be viewing these images, so quality matters!

Complete Entry-Level Information

After adding artwork, fill in any required entry-level information:

• Category — If your call uses categories, select the appropriate one
• Entry Description — Overall description of the submission
• Artist Statement — If your call requires a statement specific to this entry
• How did you hear about this call? — Source information (if collected)
• Any custom questions — Answer any additional questions your call requires

Review and Submit

Once you've added all artwork and filled in required information:

1. Review everything carefully
2. Click "Submit" or "Submit Entry" to finalize

Important: The entry starts as "Not Submitted" (draft status). When you click Submit, it becomes "Submitted" and will appear in your entries list with that status.

If your call requires an entry fee: - The entry will be marked as submitted, but payment processing may be needed separately - You can handle payment manually or through your payment system - See our guide on payment processing for more details

Understanding Account Creation

New Artist Accounts

When you create a new artist account: - The account is created immediately with the email and name you provided - No password is set — the artist cannot log in until they reset their password - The artist will need to use the "Forgot Password" feature to set their password - You can send them a password reset email from their user account page if needed

To help the artist log in later: 1. Go to your platform's Users page 2. Find the artist's account 3. Click on their name to view their profile 4. Use the "Send Password Reset" option (if available) to email them a reset link

Existing Artist Accounts

If the artist already has an account: - The entry is automatically linked to their existing account - They'll see this entry when they log in - All their information (name, contact details, etc.) is already in the system - They can edit the entry themselves if needed (depending on your call settings)

Entry Status and Workflow

Initial Status: When you create an entry manually, it starts as "Not Submitted" (draft status).

After Submission: Once you complete the entry and click Submit, it becomes "Submitted".

What this means: - Draft entries won't appear in public views or jury reviews - Submitted entries are visible to jurors (if the call is in jury review) - You can change the status later if needed (e.g., to "Accepted" or "Rejected")

Pro tip: You don't have to complete everything in one session. You can save the entry as a draft, add artwork later, and submit when ready.

Editing Entries Later

You can always return to edit an entry:

1. Go to the Entries page for your call
2. Find the entry in the list
3. Click on the entry to view details
4. Click "Edit" to make changes

This is helpful if: - You need to add more artwork later - Information needs to be corrected - The artist provides additional details

Tips for Processing Mailed Entries

Before you start: - Organize submissions: Have all the information ready before entering - Scan/photograph artwork: If artwork is physical, digitize it first for best quality - Check requirements: Make sure you have all required information (categories, statements, etc.)

While entering: - Double-check email addresses: Typos in emails can create duplicate accounts - Use consistent formatting: Keep names, titles, and other information consistent - Add admin notes: Use the notes feature to track special information (e.g., "Received by mail on [date]")

After entering: - Verify completeness: Review the entry to ensure all required fields are filled - Test the artist's access: If possible, have the artist try to log in to confirm they can access their entry - Keep records: Maintain your own records of mailed submissions for reference

Best practices: - Process mailed entries promptly to keep your call organized - If an artist calls asking about their mailed submission, you can quickly find it by searching their email - Consider adding a note in the entry description indicating it was received by mail

Troubleshooting

"I can't find the Add Entry button" - Make sure you're logged in as an administrator (not just a juror) - Verify you're on the Entries page for the correct call - Check that you have permission to manage entries for this call

"I get an error saying first and last name are required" - This means the email you entered doesn't exist in the system - Provide both first and last name to create a new account - Double-check the email address for typos

"The artist says they can't log in" - New accounts created this way don't have passwords set - The artist needs to use "Forgot Password" to set their password - You can send them a password reset email from their user account page

"I need to edit an entry I just created" - Click on the entry from the Entries list - Click "Edit" to make changes - You can add more artwork, update information, or change the status

"The entry isn't showing up in jury review" - Check the entry status—it needs to be "Submitted" (not "Not Submitted") - Verify the call is in jury review phase - Make sure the entry status is set to "Show to Jury" if your call uses that status

Related Features

• Adding demo entries: For testing purposes, you can quickly create demo entries using the "Add Demo Entry" button
• Bulk status updates: After entering multiple mailed submissions, you can update their statuses all at once
• Entry notes: Add notes to entries to track special information about mailed submissions
• User management: View and manage artist accounts from the Users page

Need More Help?

Adding entries manually is straightforward once you get the hang of it. The key is having all the information ready before you start, and taking your time to enter everything accurately. If you run into issues or have questions about specific scenarios, don't hesitate to reach out—we're here to help!