How do tokens work?

Tokens are how you pay for using EntryThingy. Think of them like credits for using the platform.

As a reminder, EntryThingy never charges set up fees, nor do we skim a portion of your entry fees that artists pay. The only way we make money is through sale of tokens.

How Tokens Are Used

Entry Submissions

1 token per submitted entry. A token is deducted when:

1. An artist submits an entry: When an artist clicks "Submit" and the entry status changes from "Not Submitted" to "Submitted"
2. An administrator changes entry status: When you manually change an entry status from "Not Submitted" to any other status (e.g., Submitted, Show to Jury, Accepted)
3. Bulk status updates: When you bulk update entries from "Not Submitted" to another status, 1 token is deducted per entry updated

Important: Tokens are only deducted when an entry moves from "Not Submitted" to a submitted status. Changing between other statuses (e.g., Submitted to Accepted) does not cost tokens.

Email Alerts

1 token per 100 recipients (rounded up). When you send emails to artists through EntryThingy's email system, tokens are deducted based on the number of recipients.

Examples: - 1-100 recipients: 1 token - 101-200 recipients: 2 tokens - 201-300 recipients: 3 tokens

See How do I send emails to the entrants? for details on the email system.

Extended Storage

1 token per 10 entries per year beyond one year. If you keep entries stored in EntryThingy for more than one year, tokens are charged for extended storage.

Artist Showcase

9 tokens per calendar month while the showcase is active. If you're using the Artist Showcase feature, tokens are charged monthly.

Viewing Your Token Balance

You can always check your token balance:

1. Log in as an administrator
2. Click "Tokens" in the navigation menu
3. Your current balance is displayed at the top

You'll also see a warning banner at the top of the page if your balance is getting low (less than 100 tokens) or critical (less than 10 tokens).

Token History

The Tokens page shows a complete history of all token transactions:

• Purchases: When you buy tokens
• Entry Submissions: When tokens are deducted for entries
• Email Sends: When tokens are deducted for emails
• Other transactions: Any other token changes

You can: - Filter by purchases: Click "Purchases Only" to see only token purchases - View all transactions: Click "All" to see complete history - Download history: Click "Download" to export your token history as a CSV file - Navigate pages: Use pagination to browse through older transactions

Each transaction shows: - Date: When the transaction occurred - Description: What the transaction was for - Change: How many tokens were added (+) or deducted (-) - Balance: Your token balance after that transaction

Token Warnings

EntryThingy automatically alerts you when your token balance is getting low:

• Warning banner: Appears at the top of the page when balance is below 100 tokens
• Critical warning: Banner turns red when balance is below 10 tokens
• Email alerts: Administrators receive email alerts when token count reaches low thresholds

Tip: Keep an eye on your balance, especially during busy submission periods, to avoid running out unexpectedly.

New Account Bonus

When you first sign up for EntryThingy, you receive 10 free tokens to get started. These tokens work exactly like purchased tokens and can be used for any feature.

Learn More

• How do I buy tokens? - Purchase options and pricing
• How do I know if I still have enough tokens? - Checking your balance and warnings
• Pricing page - Complete pricing information