Locations & jobs

Locations answers "where is it?". Jobs is how it gets moved.

Locations

A location is any place a work can be: your own rooms, a warehouse, a fair booth, a framer, a conservator, a client's home, a crate in transit. Places and custody arrangements share one list on purpose — "on loan" and "on consignment" are as much an answer to "where is it?" as "storage room B".

Only a name is required. You can also give a location a kind, an address, and notes.

Nesting

Locations nest. A room inside a building, a shelf inside a room. The list shows them as a tree, and a parent rolls up what sits beneath it — so the count on a building includes everything in every room inside it.

Names have to be unique among their siblings, but two different buildings can each have a "Room 1".

A location can be a person

You can point a location at a contact. That's how a client's home, a framer, or a conservator gets a name and contact details without duplicating them.

Putting works in a location

A work has one location at a time. You can set it on the work itself, or select several works and use Move to location, which records one reason and note across the whole batch.

Every move is written to a movement history — what moved, where from, where to, when, and who did it. That history is append-only. It's the record you'll want when a work needs a provenance or condition trail, and it's why correcting a location by editing the work is better than deleting and recreating it.

Archiving and deleting

Archive a location you no longer use. It stops appearing when you assign works but keeps its history intact. This is almost always what you want.

Delete removes it outright. Anything nested inside gets promoted up to the top level, and works assigned there lose the pointer — though their movement history survives. There's no undo.

Who can change it

Everyone in the gallery can see locations. Creating, editing, archiving, and deleting need editor access.

Jobs

A job is a piece of physical work on the collection: a move, an install, a de-install, a condition check, fair logistics.

Jobs live in a separate handling app rather than in the main gallery app, and the Jobs link takes you there. If you don't see the link, your gallery isn't set up for handling yet — talk to us.

What a job holds

A job needs a title. Beyond that it carries an origin and a destination, a schedule, instructions, a manifest of what's being moved (works from your inventory, or plain crates), an ordered list of tasks, and the crew assigned to it.

The two sides

The app shows you a different thing depending on your role.

If you request work, you get a board that surfaces what needs attention — what's running late, what's blocked, what has nobody on it. You create jobs, add tasks, and assign crew.

If you carry work out, you get today's list: the jobs you're on, split into scheduled and backlog. On each task you start, complete, or mark blocked with a reason, and capture the evidence — photos, a condition report, a signature.

Handler accounts are arranged with us rather than invited from the members page, so ask if you need someone set up.

Status looks after itself

You don't set a job's status. It follows the tasks: completing the first moves the job into progress, completing the last marks it done.

Some tasks won't complete until their evidence exists — a condition check needs a condition report, a sign-off needs a signature, an install needs at least one photo. That's deliberate; the paperwork is the point.

When a transport task completes on a job with a destination, the works on the manifest move to that location and the movement history records it. You don't have to move them by hand.

Who can do what

Anyone in the gallery can see jobs. Creating them and assigning crew need editor access. Carrying out a task needs you to actually be on that job's crew.