Application and jury decision
The administrator separates eligibility checks from independent review. After the decision, the coordinator sees the participant’s response deadline and the documents needed for accommodation or payment.
Custom Development
CRM for Artist Residencies and Grant Programs
An open-call application moves from eligibility screening to a jury decision and project reporting. We’ll build a CRM around your program’s rules, with separate roles for applicants, reviewers and residency coordinators.
What makes selection and participant support challenging
- It’s hard to assess hundreds of applications with portfolios, proposals and references fairly and consistently.
- Reviewers work across countries, and their scores are consolidated manually.
- Residents need practical support with accommodation, visas, studios, production expenses and events.
- Patrons want to see what their support made possible through exhibitions, projects and artists’ stories.
- Programs often lose touch with alumni whose achievements are the strongest showcase for the residency.
Applications, conflicts of interest and work after the jury decision
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Assigning independent reviews
The secretary assigns applications by expertise and tracks recusals and deadlines. When a reviewer changes, the team can see which submissions still need a decision.
Residency plan and reporting
The coordinator agrees on dates, studio access and final materials. The final handover is confirmed under the program’s requirements.
Additional Features
- Studio and curator meeting calendar
- The coordinator can link the residency period to a workspace, equipment and agreed meetings. If arrival moves, the owner rechecks the studio, mentor and public presentation date. Revised dates take effect after the team confirms them.
- Reporting by funding milestone
- The program manager can track commitment deadlines, submitted materials and review outcomes for each project. If a report needs clarification, the coordinator specifies what to update and who will review it. Finance receives the confirmed milestone status for reconciliation under program rules.
- Follow-on projects by residency alumni
- The curator can record the artist’s contact consent, approved materials and participation in a subsequent exhibition. Work submitted to several programs has a separate record for each one with dates and roles. When preparing a selection, the coordinator verifies what may be published.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
Reassigning an application for review
A reviewer discloses a connection to the applicant. The coordinator assigns another reviewer, and the final decision record includes only eligible votes.
Preparing the studio before arrival
The selected artist confirms the materials and equipment needed. The coordinator checks studio availability and agrees on changes with the mentor.
What to Include in the First Release
We’ll use one open call to cover eligibility checks, reviewer access and the jury decision version. The coordinator receives records for accepted artists with a workspace, arrival date and responsibilities. We’ll also cover a declined place and an invitation from the reserve list.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
How does a reviewer declare a conflict of interest?
The reviewer can record a recusal and reason, lose access to the application and have it reassigned to another juror.
Can projects be reviewed anonymously?
We’ll first establish which information must be hidden at each stage. Portfolios need a separate review because they may contain the artist’s name.
How do we migrate applications and incomplete reviews for an art open call?
We’ll match calls, application numbers, portfolios and assigned reviewers. On a sample, the secretary checks submitted scores, open recusals and deadlines. For anonymous review, we’ll check which fields and files the jury can see after import.
What determines the scope of a CRM for artist residencies and grant programs?
We’ll follow one open call from intake through the jury decision and confirmation of the next stage. Scope depends on anonymity rules, reviewer replacements and portfolio access. Studio booking or grantee reporting can be explored on one approved project.
Let’s Discuss Your CRM
Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.