Team, locations, and integrations

Settings shape how the whole organization works. Review them when staff, premises, websites, or connected systems change—not only during initial setup.

Organization settings

Open Settings → Organization to maintain the gallery's core information and defaults. Confirm the displayed name and currency before importing inventory or creating orders.

If you belong to several organizations, switch using the gallery control at the top of the sidebar. Always glance at the organization name before importing, publishing, or creating financial records.

Manage locations

Use Settings → Locations for galleries, offices, storage, fair booths, and other places your team needs to track.

Choose stable names and complete addresses where useful. When a space closes, first move or reconcile its works; do not delete the context your team needs to understand old activity.

Physical movement should prompt a GalleryCamp update. A location field is only useful when it follows the object.

Invite team members

Open Settings → Team and invite each colleague at their individual work address. Never share one general login among staff.

Each invitation is emailed with a link to accept it. A colleague who skips the link and signs up at GalleryCamp directly will still find the invitation waiting after they sign in, once they have confirmed their email address. Signing in with Google or Microsoft confirms it automatically.

When someone joins:

1. Confirm their email address.
2. Explain which organization they should use.
3. Review responsibilities and internal data handling.
4. Ask them to test the workflows they own.

When someone leaves, remove access promptly and review connected API keys, shared mailboxes, and operational handoffs.

Roles and permissions

Everyone on the team is an owner, an admin or a member.

• Owner: everything, including deleting the gallery's account. There is one owner.
• Admin: every tool, plus the team, billing and the gallery's settings. Admins can do everything except delete the account.
• Member: only the tools you give them. Members never see the gallery's settings, though they keep their own profile, notifications and email connection.

Set what a member can use in the invite dialog, or later from Permissions… in their row on the team page. Each tool under Inventory, Sales, Content and Reports can be given at Read, to view it, or Write, to view and change it. Reports are read only.

Some tools can't work without reading another. An order is built from artworks and a customer, so giving someone Orders also lets them read Artworks and Customers. The table shows these as ticked, with the reason under the tool's name, and they stay that way while the tool that needs them is ticked.

A member sees only the tools they were given, in the sidebar and in search. A tool they can read but not change shows a view-only notice, without the buttons that would change it. Suspending a member, or removing them, takes effect on their next click.

Use integrations safely

Open Settings → Integrations to manage API access for approved systems. API keys are credentials: they can allow software to read or change gallery data.

• Create keys only for a named purpose and owner
• Give access to the minimum necessary systems
• Store keys in a secrets manager, never a document or source repository
• Never send a key in email or chat
• Rotate a key if it may have been exposed
• Revoke keys that are no longer in active use

Your integration should handle errors and retries without creating duplicate artists, customers, orders, or payments. Test against a small controlled set before syncing a full catalogue.

Notification habits

Use personal notification settings to keep important activity visible without training yourself to ignore every alert. Decide which channel owns urgent collector inquiries and who provides backup coverage.

Notifications are prompts, not task completion. Update the underlying inquiry, deal, order, or record so the rest of the team sees the outcome.

Quarterly administration review

• Organization and contact details are current
• Locations match active spaces and storage
• Team access matches current employment and responsibilities
• No shared user accounts are in use
• Integration keys have a known owner and purpose
• Obsolete keys have been revoked
• Website domains and contact inboxes are monitored
• Staff can identify where collector and payment information belongs

For a practical first-time sequence, return to Set up your gallery.