The Multi-Artist Documentation Challenge
Running a gallery means representing multiple artists, each with their own body of work, edition series, and documentation needs. The administrative burden grows exponentially as your roster expands. What starts as a manageable process with two or three artists quickly becomes overwhelming.
Common pain points gallery owners face:
Scattered Documentation
Artist A uses Word templates, Artist B has their own system, and Artist C relies on you to handle everything. Inconsistency creates confusion and unprofessional impressions.
Edition Tracking Chaos
Multiple spreadsheets, one per artist. Sometimes the artist updates theirs, sometimes you do. Which one is current? Did edition 15 already sell?
Inconsistent Branding
Every certificate looks different. Your gallery has no unified visual identity across the documentation you provide to collectors.
Time-Consuming Administration
Hours spent creating certificates when you should be selling art, building relationships, and growing your gallery.
"We represent 15 artists. Before Creative CoA, I spent 3-4 hours every week just managing certificates. Now it takes 20 minutes."
- Marcus Rivera, Gallery Owner
One Dashboard for All Your Artists
The solution to multi-artist management is centralization without losing individuality. Creative CoA provides a single dashboard where you can manage every artist you represent, while maintaining separate, organized profiles for each one.
What You See in the Dashboard
All your artists in one view, with quick access to their profiles
Every artwork across all artists, filterable and searchable
Complete history of every certificate issued
Track which editions are available, sold, or sold-out
Recent certificates, verifications, and updates
Create certificates in seconds from anywhere in the dashboard
Think of it as mission control for your gallery's authentication needs. Instead of logging into different systems or digging through folders, everything is accessible from one interface. Switch between artists with a single click.
Creating and Organizing Artist Profiles
Each artist you represent gets their own dedicated profile within your gallery account. This keeps their work organized and ensures their certificates contain accurate, consistent information.
Setting Up an Artist Profile
When you add a new artist to your gallery, you create a profile that includes:
Basic Information
- Artist name (as it appears on certificates)
- Biography and background
- Contact information (internal use)
- Digital signature (if provided)
Artwork Preferences
- Primary medium and categories
- Default edition sizes
- Standard dimensions
- Certificate template preferences
Gallery Plan Artist Limits
Different gallery plans support different roster sizes. Choose the plan that matches your current needs with room to grow:
5
Gallery Plan
Perfect for boutique galleries
20
Gallery Pro
For growing galleries
50
Gallery Extreme
For established galleries
Need more than 50 artists? Enterprise plans offer unlimited artist profiles with dedicated support for large organizations.
Branded Certificates for Consistency
Every certificate that leaves your gallery should reflect your brand. With gallery plans, you can customize certificates to create a unified, professional presentation across all your artists.
Branding Options
- Gallery Logo
Your logo appears on every certificate, reinforcing your gallery's identity
- No Creative CoA Branding
Remove our branding for a completely white-label experience
- Consistent Templates
All artists use the same professional template, creating visual consistency
- Security Features
Holographic patterns and QR verification maintain security while showcasing your brand
When collectors see your certificates, they recognize your gallery. This builds brand equity and trust over time. Your documentation becomes part of your identity, not just an afterthought.
Edition Tracking Across All Artists
One of the biggest challenges for galleries is tracking edition numbers across multiple artists. Creative CoA solves this with automated tracking that prevents errors and keeps everyone aligned.
How It Works
- 1
Artist-Specific Tracking
Each artist's editions are tracked independently. Artist A's "Sunset Series" has nothing to do with Artist B's "Abstract Collection."
- 2
Automatic Number Assignment
When you create a certificate, the system assigns the next available number. No manual counting, no duplicates possible.
- 3
Sold-Out Detection
When an edition reaches its limit, the system prevents additional certificates. No accidental overselling.
- 4
Gallery-Wide Visibility
View edition status across all artists at a glance. Know exactly what is available without checking individual records.
- Spreadsheet per artist
- Manual number assignment
- Prone to human error
- Difficult to get overview
- Version control issues
- One system for all artists
- Automatic number assignment
- Database prevents duplicates
- Dashboard overview
- Always current, always accurate
Workflow Efficiency Tips for Galleries
Beyond the basic features, here are strategies successful galleries use to maximize efficiency with Creative CoA:
When you sign a new artist, enter all their available works at once. Set up editions, dimensions, and details in one session rather than piece by piece.
Generate the certificate immediately when a sale closes. It takes 30 seconds and ensures nothing falls through the cracks.
Establish a naming system for artworks across all artists. "Artist-Year-Series-Number" makes searching and organizing simple.
Configure each artist profile with their standard dimensions, mediums, and edition sizes. This pre-fills fields when creating new artworks.
Spend 5 minutes each week checking which editions are selling out. This informs pricing decisions and artist conversations.
Mention the professional COA with QR verification as part of what collectors receive. It builds confidence and differentiates your gallery.
Time Saved Calculation
Choose the Right Gallery Plan
All gallery plans include edition tracking, QR verification, and the ability to remove Creative CoA branding. Choose based on your artist roster size and monthly certificate volume.
Need more capacity? Contact us for Enterprise pricing with unlimited artists and certificates.