Can I receive entries sent by mail?
Yes! EntryThingy allows you to create entries on behalf of artists who submit their work by mail or in-person. This guide walks you through the complete process.
Step 1: Navigate to Add Entry
- Log in as an admin
- Go to your call's Entries page
- Click the Add Entry button (located in the top right of the Entries list page)
Step 2: Enter Artist Information
You'll see a form to enter the artist's information:
Email (Required)
Enter the artist's email address. This is required and serves two purposes:
- If the email exists: EntryThingy will connect this entry to the artist's existing account
- If the email doesn't exist: EntryThingy will create a new artist account (you'll need to provide their name)
First Name and Last Name (Required for New Accounts)
If you're creating a new artist account (the email doesn't exist in the system), you must provide both first and last name. These fields are optional if the artist already has an account.
Phone (Optional)
You can optionally include the artist's phone number.
Step 3: Create the Entry
Click Continue to Add Artwork. EntryThingy will:
- Find or create the artist account
- Create a draft entry for this call
- Redirect you to the entry editing page
Step 4: Add Artwork and Entry Details
After creating the entry, you'll be taken to the entry editing page where you can complete the submission:
Upload Artwork
Add the artwork images that were mailed in:
- Upload images from your computer
- Or, if the artist has a portfolio, you can select pieces from their existing portfolio
For each piece, fill in the details:
- Title
- Medium/Material
- Dimensions
- Year
- Price (if applicable)
- Description (optional)
Complete Entry Information
Fill in any required entry-level information:
- Category (if your call uses categories)
- Entry description
- Artist statement (if required)
- Any other fields your call requires
Review and Submit
Review all the information, then click Submit to finalize the entry. If the call requires an entry fee, you'll need to process payment before the entry is fully submitted.
Important Notes
- Artist Account Access: If you create a new artist account, the artist won't be able to log in until they reset their password. You can send them a password reset email from their user account page if needed.
- Existing Accounts: If the artist already has an account, this entry will appear in their account when they log in.
- Entry Status: The entry starts as a draft (Not Submitted) and becomes Submitted once you complete the submission process.
- Editing: You can always return to edit the entry later by clicking on it from the Entries list and selecting Edit.
Tips for Processing Mailed Entries
- Scan or photograph artwork: If artwork is mailed as physical pieces, scan or photograph them before uploading
- Check for completeness: Make sure you have all required information before submitting
- Contact information: If the artist provided contact info in their mailed submission, add it to their account
- Notes: You can add admin notes to entries to track any special information about mailed submissions