Can two people edit the same record at the same time?

Not at the same time. When someone else already has a record open for editing, WrkLst marks it as in use and you read it until they finish. If a record changes while you have it open, you are told before you save and reload first — so nothing is overwritten.

Can I hide prices from some of my team?

Yes. Prices, confidential prices, values (acquisition and insurance) and confidential notes are four separate permissions. A team member without a given permission does not see that field at all, rather than a redacted version of it.

Can our bookkeeper work in WrkLst without seeing the inventory?

Yes. Give the role the sales permissions it needs — see invoices, issue them, book payments, see the payment stream — and no editing rights on works or contacts. Which sales a role sees is a permission too: by default only the sales someone made themselves.

How do I add or remove a colleague?

Under Settings › User Management an administrator invites a colleague by email, with a role; they set up their own sign-in. Someone who already uses WrkLst at another gallery or collection keeps one login for both. When someone leaves, deactivate them: their records stay untouched, and you can reactivate them later.

Do additional users cost extra?

No. Every published plan includes its users — four in the smallest, thirty in the largest — and the price depends on the number of records in your account. Beyond that, an Enterprise account has as many users and records as you need, at a price quoted for you.

Records	Users included	Per month*
0 – 250	4	€29.00
501 – 1,000	6	€69.00
2,501 – 5,000	8	€199.00
7,501 – 10,000	10	€299.00
40,001 – 50,000	30	€699.00
more than 50,000	As many as you need	Quote

Working together

One archive for the whole team, each seeing what they need.

WrkLst is made for teams: the registrar edits works, the bookkeeper issues invoices, the advisor browses without prices, the family sees captions only. Roles decide who does what; the records themselves make sure nobody overwrites a colleague; and the history shows who changed what.

Start free trial

Roles

One role per job, built from permissions

A role gives each module one level — no access, view or edit — for works, contacts, leads, sales, exhibitions, consignments, shipments, lists and presentations, or every module at once. The finer rights sit under More options: within works, prices, confidential prices, the values (acquisition and insurance) and confidential notes are each a permission of their own — so a role sees a field, or the field is simply not there.

Three roles come ready: Administrator, Employee Full and Captions Only Visitor. Build your own on top — a registrar who edits works but never sees a price, a bookkeeper who issues invoices and books payments without touching the inventory, an advisor who browses everything but changes nothing. Duplicate any role, the ready ones included, as the starting point, take over another role’s settings, and give a role to several people in one step. A role can be as narrow as one person.

Roles & permissions
Per module
Prices
Confidential prices
Values
Confidential notes
Captions only

Permissions as a security matter: Security & data

Settings›User Roles›Advisor3 users

Roles

Admin
Registrar
Advisor
Family
Captions only

Access per module

Set every module to… ▾

Dashboard
No accessAccess
▾ More options · 0 of 1 on
Works
No accessViewEdit
▴ More options · 3 of 5 on
- Read and edit confidential notes
- Set/see confidential prices
- ✓Read and edit prices
- ✓Read and edit values (acquisition, insurance)
- ✓ShareableLimit per share: 1,800 (standard)
Sales
No accessViewEdit
▾ More options · 0 of 8 on
Exhibitions
No accessViewEdit
▾ More options · 1 of 1 on
Contacts
No accessViewEdit
▾ More options · 1 of 3 on

Editing side by side

Multiple people, one record, no overwriting

When a colleague is editing a record, WrkLst marks it as in use. You can still read it; it becomes editable the moment they finish, and nobody can delete it in the meantime. This holds for works, contacts, sales, exhibitions, consignments, shipments, lists, presentations and files alike.

Should a record change while you have it open, WrkLst tells you before you save, so you reload and apply your changes to the latest version instead of over a colleague’s. A record left open and idle is released again, and you are asked whether to take the edit back up.

Record locking
Read while in use
Conflict check on save
Every module
Released when idle

Exhibitions›Mary Painter — The Long AfternoonIn use

Nina is editing this exhibition right now. You can read it here; it becomes editable the moment she finishes.

Title: The Long Afternoon
Dates: 12 Mar – 30 Apr 2027
Space: Main gallery
Works: 18 selected

Activity

Ninaediting the exhibitionnow
Veraediting AK1105 · Mary Painter2 min ago
Tomissued invoice 2027-01410:42

What the team shares

Shared where it helps, separate where it must be

Lists, presentations, sales and contacts each have their own way of being shared — or kept to the people who need them.

Lists
Private, shared, or shared and locked
A list or a presentation is yours alone, open to the team, or shared and locked so colleagues can use it but not change it.
Sales
Own sales or all sales
By default a colleague sees the sales they made themselves. Seeing everyone’s sales, and the confidential ones, are permissions of their own.
Security
Confidential contacts, sales and documents
A contact, a sale or a document on an exhibition can be marked confidential; without the permission it is not shown at all.
Reports
Reports per colleague
Every exhibition and consignment reports what it sold and how much each colleague sold — for those with permission to see the figures.
Integrations
Address book on every authorised phone
A role may sync the contacts it is allowed to see to the team’s phones and computers; the admin decides which roles.
Security
Invited, active, deactivated
New colleagues are invited and set up their own sign-in. When someone leaves, deactivate them: their records stay, their access ends.

Who did what

Every change on the record, every access in the log

Every work and contact keeps its change history: when, by whom, and — for an administrator — the old and the new value side by side. A record deleted by mistake can be recovered within seven days, and the history shows who restored it.

The interaction log shows an administrator every request made to the account, per day and per channel: the web interface, the apps, a connected program, the WordPress plugin. The dashboard shows the team’s recent activity at a glance.

Version history
What changed
Recover deleted records
Interaction log
Activity

Every plan includes its users.

WrkLst is priced by the size of your archive, not by the seat. The published plans come with 4 to 30 users, and every user has every feature their role allows. Larger teams, and archives of more than 50,000 records, are Enterprise accounts — as many users as you need, at a price quoted for you.

All plans and prices

Frequently asked questions

Ready to bring your team into one archive?

Start free trial