Collection management — values, loans and locations.

Collection Values is the sheet a private collection needs most: every work with what it cost, what it is estimated at and what it is insured for, and above the rows — pinned as you scroll — the three totals for everything you have filtered. Filter by artist, location, year or any other field, and the totals follow. Whatever the currencies the works were bought and insured in, the totals are converted into yours.

A work’s figures are edited straight from its line, and each insurance value keeps its date, currency and note, so the sheet always counts the current one. The same three totals for the whole collection sit on the Reports page. Both are behind the values permission: an advisor or a family member who may not see figures sees no totals either.

Easily manage every loan as an outgoing consignment: attach its documents, track its dates, and receive an email and in-app notification before the work is due back. While it is away, the record shows the work as unavailable, and the calendar view gives you a comprehensive overview of what is out now and what comes back next.

Every work also carries its location and shelf, so you can filter the collection by where the works are. The shipment that moved them — with customs paperwork and real-time FedEx, DHL and UPS tracking — is linked to the record.

Follow a loan request as a lead — Requested, Approved, Signed — with the works it asks for, and an acquisition from In review to Acquired.

Roles and permissions decide it, field by field. An advisor can browse the collection without the prices, and a family member or a curator can have a captions-only role that shows the works and nothing else. The acquisition price and the insurance values sit behind a permission of their own.

Sync the address book with the contacts app on your phone, subscribe your calendar to loans out and in — appointment titles never carry an amount — and follow every request to the account in the interaction log, by day, channel and user.