Transport and delivery: Customer portal for art transporters
A customer portal for art transporters where clients view condition photos, shipping documents and the status of their shipments, and supply documents of their own.
What customers of art transporters want to see.
A museum registrar needs a lot of paperwork for a loan: the condition report at departure, the consignment note, confirmation of arrival, sometimes customs documents. At an art transporter those are scattered across emails from different staff. The registrar has to gather them for their own file and keeps asking for a missing version. A collector wants to know where their work is and whether it arrived safely, and phones to find out. Clients also have to supply documents, such as a loan agreement or export papers, and those do not always end up with the right shipment.
Customer portal for art transporters
Example- 1
Access per client and shipment
DoneEach client sees only their own shipments.
- 2
Documents and status per object
In progressThe portal shows the status of each shipment and, per object, the condition photos at departure and arrival along with the related documents: consignment note, condition report, signed handover and any customs papers.
- 3
Supply documents and ask questions
NextClients can upload documents belonging to the shipment, such as a facility report or an export licence, and ask questions.
From invitation to approval.
Access per client and shipment
Each client sees only their own shipments. At a museum the registrar may see every shipment and a curator only those for their exhibition. A lender and a receiving institution can both have access to the same shipment, each with their own permissions.
Documents and status per object
The portal shows the status of each shipment and, per object, the condition photos at departure and arrival along with the related documents: consignment note, condition report, signed handover and any customs papers. The registrar can download everything for their file without having to ask a member of staff.
Supply documents and ask questions
Clients can upload documents belonging to the shipment, such as a facility report or an export licence, and ask questions. These land with the shipment, not in a separate inbox. The office sees what is new and responds in the same overview.
Less email, the same records.
Museums maintain their own collection management system and want to file documents there. The portal does not replace that system but makes it easy to retrieve the documents. Private clients often have no system of their own and use the portal as an archive of their shipments. Job cards and scheduling supply the content. Condition photos and documents matter to owner and insurer; the art transporter keeps them and shares them only with those entitled to see them.
All documents or a selection
Showing everything is complete, but internal notes or quote details do not always belong with the receiving party. A selection per role, such as everything for the lender and only condition and handover for the recipient, keeps the portal clear and stops sensitive information reaching the wrong party.
Status per shipment or per object
For a single consignment, status per shipment is enough. With an exhibition changeover involving many works, the registrar wants to see per object whether it has been collected, is in transit or delivered. Status per object needs more recording on the road but makes the portal far more useful to institutions, especially when a changeover runs over several days.
Login or a secure link
A secure link per shipment is simple for a private client. A registrar with regular shipments wants an account showing all of them. Both can exist side by side, provided the security matches the sensitivity of the information. For valuable works, a link that expires after a set period is sensible even for a private client.
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Read the storyWhat customers find in the portal.
Clients get their own entrance with their shipments, the status, condition photos per object and documents to download, and they can supply papers themselves. We prepare the document types and access per client for you and go through two situations: a collector moving a single work and a museum sending a loan that needs customs documents. Access for the receiving institution and per-object status for large shipments can be switched on when needed.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan a registrar download all documents at once?
Yes. Per shipment, the registrar can download all documents as one package, with condition reports and photos per object. They can then file them straight into their own collection management system without gathering separate files.
Does a receiving gallery see the departure condition photos?
If the sender agrees, yes. It helps the recipient compare on arrival. You decide per shipment which party may see what, so the sender keeps control over their information and the recipient is still well prepared.
How do we protect sensitive information about valuable works?
Through access per person and per shipment, and by not showing value or storage location unless needed. A secure link expires after a set period. Accounts for institutions can be protected with an extra check at login.
Can clients request a new shipment themselves?
Yes, through a link to the enquiry form with the known details already filled in. The portal is mainly for viewing and documents; a new shipment is requested through that form, so every enquiry arrives and is assessed in the same way.
What often connects to this.
- Digital job cards for art transportersDigital job cards for art transporters with an object record for each work: packaging, handling, condition at departure and arrival and a recorded handover with signatures.
- Website for art transportersA website for art transporters that explains packaging options and transport services, from soft wrapping to bespoke crates and accompanied shipments, so a gallery, museum or collector knows what suits the object.
- Enquiry form for art transportersAn enquiry form for art transporters that asks for object dimensions, materials, condition details and the collection and delivery situation, so you can choose packaging and crew with confidence.
One place for your customers.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Customer portal for art transporters: condition photos, consignment notes, customs papers and status per object, in one place for registrars and collectors.
- Access per client and shipment
- Documents and status per object
- Supply documents and ask questions