Explain what the entry statuses mean?

Entry statuses help you organize and track submissions throughout your call for entry process. You can change an entry's status using the dropdown menu next to each entry on your Entries list page. Here's what each status means and when to use it:

Submission Statuses

Not Submitted

What it means: The artist has started an entry but hasn't completed the submission process yet. They may still be uploading artwork or filling in details.

When to use: This is the default status for new entries. You'll also see this if an artist saves their work as a draft.

Important: No token is charged until an entry moves to "Submitted" status.

Submitted

What it means: The artist has completed and submitted their entry. They can see your post-submission instructions, and payment has been processed (if your call charges an entry fee).

When to use: This status is automatically set when an artist clicks "Submit this entry." You can also manually set entries to this status if you're entering submissions on behalf of artists.

Important: One token is charged when an entry becomes "Submitted." If you change it back to "Not Submitted," you'll receive a token credit. This is useful if an artist needs to make changes to their entry.

Fee Paid

What it means: Payment has been received for this entry, but the entry hasn't been fully submitted yet. This is a transitional status used during the payment process.

When to use: This status is typically set automatically during payment processing. You usually don't need to manually set this.

Jury Statuses

Show to Jury

What it means: This entry is ready for your jurors to review. Only entries with this status will appear in your jury review interface (both online and offline jury views).

When to use: Set entries to this status when you're ready for jurors to start reviewing. You can filter your entries list to show only "Submitted" entries, then bulk update them to "Show to Jury" all at once.

Important: Entries with any other status are hidden from jurors. This gives you control over what jurors see during the review process.

Decision Statuses

Accepted

What it means: This entry has been accepted for your show or exhibition.

When to use: Set entries to this status after your jury process is complete and you've made your final decisions. You can use bulk status updates to automatically set entries to "Accepted" based on jury points if you prefer.

Important: Only entries with "Accepted" status will appear in the accepted entries widget that you can embed on your website.

Partially Accepted

What it means: Some pieces in this entry were accepted, but not all of them. This is useful when an artist submits multiple pieces and you only want to accept some of them.

When to use: Use this when you want to accept specific pieces from an entry but not the entire entry. You'll need to set individual piece statuses as well.

Not Accepted

What it means: This entry was not selected for your show.

When to use: Set entries to this status after jury review is complete for entries that didn't make the cut. You can bulk update multiple entries at once.

Waitlist

What it means: This entry is on your waitlist in case accepted entries drop out or you have additional space.

When to use: Use this for entries that were strong contenders but didn't quite make it into the accepted group. This makes it easy to find and promote waitlisted entries if spots open up.

Withdrawal Statuses

Withdrawn (Refund)

What it means: The artist withdrew their entry and you processed a refund for their entry fee.

When to use: Use this to track entries that were withdrawn and refunded. This helps with your accounting and record-keeping.

Withdrawn (No Refund)

What it means: The artist withdrew their entry but no refund was issued (perhaps the withdrawal happened after your refund deadline).

When to use: Use this for withdrawals where you didn't process a refund, helping you distinguish between refunded and non-refunded withdrawals.

Organizational Statuses

Group A, Group B, Group C, Group D, Group E

What it means: These are organizational statuses you can use for your own purposes. They don't have any special meaning in EntryThingy - you decide what they mean for your workflow.

When to use: These are perfect for custom workflows. For example:

• Use Group A-E to temporarily hide pieces from jurors during multi-round voting
• Use them to categorize entries by exhibition location or display area
• Use them to mark entries for special handling or review
• Use them for any internal organizational system that makes sense for your gallery

Important: These statuses are hidden from jurors, so they're great for administrative organization without affecting the jury process.

Tips for Managing Entry Statuses

• Bulk Updates: You can select multiple entries and update their statuses all at once, which saves time when processing many submissions.
• Filtering: Use status filters on your Entries page to quickly find entries in specific states (e.g., all "Submitted" entries that need to be set to "Show to Jury").
• Jury Visibility: Remember that only "Show to Jury" entries are visible to jurors. Use this to control what gets reviewed.
• Token Management: Tokens are only charged when entries move to "Submitted" status. Changing back to "Not Submitted" credits you a token.
• Accepted Entries Widget: Only entries with "Accepted" status appear in the widget you can embed on your website to showcase accepted work.