Functions for cultural institutions

What artwork connects in everyday work.

Inventory, calendars, space scheduling, projects, shift planning, budgets, BI, tasks, CRM and contracts draw on one shared data foundation.

Eight functional areas

Introduce them individually and connect them when useful.

Use the areas that fit your organisation. Each deep dive covers typical key-user workflows and links to the detailed documentation.

Every function is part of artwork, with no additional licence fee per module.

In short

Stock and individual assets with custom properties
Time-based scheduling with overbooking warnings
Equipment issues, returns and external loans
Kits, baskets, status and a complete change log

Typical key users

Technical managementWarehouse & logisticsProductionWorkshops

Inventory overview in artwork with categories, article images and properties in the tile view — View from the artwork test instance

Explore practical workflows

01
Schedule equipment for a production
Select a period and see the available quantity for every item. Reservations from other projects are included immediately, while negative stock flags a conflict.
02
Prepare an equipment issue
Collect items and kits in a basket, assign them to a project or person and create an issue. Record quantities, condition and deviations when equipment returns.
03
Track individual assets
Serial number, location, status, images and custom properties stay with the individual object. Its log records what changed, when and by whom.
04
Handle external loans
Equipment leaving the organisation remains in the same process. Loan note, period, recipient and return stay connected to the inventory.

Full documentation

In short

Space occupancy across days, weeks or custom periods
Provisional planning and confirmed events
Booking rights, space requests and approvals
Personal filters, exports and calendar feeds

Typical key users

SchedulingProduction managementSpace ownersTechnical teams

Space calendar in artwork with rooms as columns and events in a daily grid — View from the artwork test instance

Explore practical workflows

01
Plan a rehearsal across spaces
Check availability, create the event directly in the space grid and connect it to a project. Repetitions and multi-day schedules can be edited together.
02
Coordinate provisional dates
Early ideas remain in the planning calendar. Move them into the confirmed calendar once timing, space and responsibilities are clear.
03
Approve space requests
Space owners receive requests with the relevant project context. They can approve, decline or clarify details directly on the event.
04
Subscribe to a personal calendar
Users filter the spaces and event types they need. Personal views can be subscribed to through ICS or exported to PDF and Excel.

Full documentation

In short

Configurable tabs, components and templates
Project teams with roles and precise permissions
Custom fields, lists, comments and documents
Project groups, history, print views and exports

Typical key users

Production managementSchedulingProject adminsAll departments

Project overview in artwork with teams, artists and different project statuses — View from the artwork test instance

Explore practical workflows

01
Set up a new production
Start from a template, define dates and status and assemble the project team. The relevant tabs and checklists are immediately ready.
02
Bring departments into one project
Technical, communications, production and administration teams maintain their own areas. Permissions can reach individual components and project roles.
03
Adapt the builder to your organisation
Admins compose tabs from fields, selects, tables, tasks, calendars, budgets, shifts and other functional components, then reuse them as templates.
04
Trace changes and decisions
Comments, notifications and project history record what changed. Configurable print views support meetings and handovers.

Full documentation

In short

Demand by team, qualification and shift template
Assignment with availability and conflict checks
Working time, contract hours and time accounts
Approvals, commitments and personal rosters

Typical key users

Roster plannersTeam leadsHREmployees

Shift plan in artwork with events, shifts and time accounts for all employees in a weekly overview — View from the artwork test instance

Explore practical workflows

01
Derive staffing demand from an event
Add required teams, times and qualifications to an event. Shift templates speed up recurring setups, performances and front-of-house duties.
02
Assign suitable employees
See qualifications, availability and potential conflicts while assigning people. Open positions and overbooking remain clearly visible.
03
Make a roster binding
Planning states can be reviewed, approved and committed for a period. Later changes remain traceable and trigger targeted notifications.
04
Keep working time in view
Contract models, target hours, breaks, leave, absences and time accounts inform planning. Employees see and subscribe to their personal roster.

Full documentation

In short

Flexible budget tables with custom columns
Templates, review states and committed figures
Funding across projects and periods
Sage imports, project groups and Excel exports

Typical key users

Project controllingAdministrationProduction managementManagement

Project budget in artwork with accounts, cost centres, positions and yearly columns — View from the artwork test instance

Explore practical workflows

01
Create a budget from a template
Reuse the appropriate cost structure and add project-specific positions. Columns can represent years, planning states or custom calculations.
02
Coordinate figures across teams
Positions can be reviewed, verified and committed, making it clear which numbers are still being worked on and which are binding.
03
Allocate funding
One funding source can cover several projects and budget positions. Keep approval, period, restrictions, files and committed funds together.
04
Import accounts and report
Sage data can flow into project budgets. Project groups, totals and Excel exports support further analysis.

Full documentation

In short

Audiences, income, occupancy and performances
Seasons, calendar years and custom periods
Comparisons by production and category
Data-quality checks and configurable exports

Typical key users

ManagementControllingProgramme leadsProject admins

BI dashboard in artwork with period filters and metrics for audiences, revenue and occupancy — View from the artwork test instance

Explore practical workflows

01
Review a season
Choose a season, calendar year or custom period. The dashboard calculates audiences, income, occupancy, event days and productions.
02
Compare productions
Tables and charts reveal differences between productions and categories, bringing effort, revenue and output into one view.
03
Find data gaps before reporting
artwork flags projects that contain events but no BI figures. Responsible users can jump directly into the affected project.
04
Export data for further analysis
Fields and export presets can match reporting requirements. Excel outputs support recurring reports and additional analysis.

Full documentation

In short

Personal and shared task lists
Templates with deadlines relative to project dates
Assignees, status and targeted notifications
Comments, history, email and push settings

Typical key users

Production managementProject teamsCommunicationsAll employees

To-do lists in an artwork project with deadlines, assignees and completed tasks — View from the artwork test instance

Explore practical workflows

01
Prepare recurring production tasks
Build a checklist template. Deadlines can follow project start, premiere or another reference date automatically.
02
Distribute work across a team
Give each to-do an assignee, description, deadline and status. Everyone also sees their own open tasks on the dashboard.
03
Respond to changes
The notification centre collects relevant updates, with many items opening or supporting an action directly.
04
Record project conversations
Comments and history give decisions a fixed place. Personal email and push preferences control which notifications leave artwork.

Full documentation

In short

Custom contact types, fields and access groups
Project links for contacts, contracts and documents
Document requests and contract components
CSV/Excel imports, files and follow-up tasks

Typical key users

Contract managementProductionHRAdministration

CRM in artwork with contact types, search and import controls — View from the artwork test instance

Explore practical workflows

01
Import contacts from existing lists
Import CSV or Excel records and assign a contact type. Custom fields capture the information your organisation actually maintains.
02
Connect contacts with productions
Select artists, venues, accommodation and providers directly in a project. Updates to the central contact remain current everywhere.
03
Organise contracts and follow-up work
Contracts carry project and contact links, files, status and configurable components. Follow-up tasks can arise from the process.
04
Request missing documents internally
Send a document request to the responsible person and follow its status. Submitted files arrive in the intended context.

Full documentation

Data exchange, migration & exports

artwork remains part of your IT landscape.

Interfaces, imports and configurable outputs connect artwork with existing systems. The right combination is agreed for each organisation.

Interfaces

Existing integrations cover central handovers. The open architecture allows further interfaces to be added when needed.

Open API endpoint for inventory data
Active Sage integration for accounting data
OIDC/SSO plus LDAP and Active Directory

Import & migration

Contacts can be imported directly from CSV or Excel. Complete migrations are planned around the structure of the existing data.

CRM imports from prepared files
Migration from legacy systems and custom databases
Any file format after a joint assessment

Exports & subscriptions

Information leaves artwork in formats that teams, boards and external partners can continue to use.

PDF and Excel for staffing, spaces, budgets and projects
Configurable templates and standardised BI exports
One-way calendar subscriptions via ICS

Example output / PDFartwork

Space schedule

Week 21 · Monday to Sunday

Time

Hall

Studio

Foyer

09:00

Set-up

Rehearsal

—

14:00

Rehearsal

Workshop

Delivery

19:30

Performance

—

Doors

Explore artwork for your organisation

Bring a workflow you would like to organise better.

During the demo, we map your questions to the relevant areas and show those functions directly in artwork.

Discuss one of your workflows
Explore the relevant modules
Clarify rollout and operations

Request a demo by email Or browse the documentation first ↗

What artwork connects in everyday work.

Introduce them individually and connect them when useful.

Schedule equipment for a production

Prepare an equipment issue

Track individual assets

Handle external loans

Plan a rehearsal across spaces

Coordinate provisional dates

Approve space requests

Subscribe to a personal calendar

Set up a new production

Bring departments into one project

Adapt the builder to your organisation

Trace changes and decisions

Derive staffing demand from an event

Assign suitable employees

Make a roster binding

Keep working time in view

Create a budget from a template

Coordinate figures across teams

Allocate funding

Import accounts and report

Review a season

Compare productions

Find data gaps before reporting

Export data for further analysis

Prepare recurring production tasks

Distribute work across a team

Respond to changes

Record project conversations

Import contacts from existing lists

Connect contacts with productions

Organise contracts and follow-up work

Request missing documents internally

artwork remains part of your IT landscape.

Interfaces

Import & migration

Exports & subscriptions

Space schedule

Bring a workflow you would like to organise better.