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Who it's for
Museums
A museum can use the loan record as the shared case for an item moving into an exhibition. The item identifies its provider and eligibility context; the loan names the owner, due date and requested copies. An exhibition request adds the event and planned ticket quantity without losing the custody trail of the parent loan.
How Heritage / Museum Management is set up for you
Collections staff
Maintain item names, codes, contacts and eligibility notes so a loan begins with the right source.
Loan owners
Prepare the request, attach handling evidence and keep the current revision ready for review.
Independent reviewers
Record a decision and reason against the version they examined.
Admissions staff
Account for reserved quantities and actual admission on linked event lines.
Finance and operations staff
Check provider captures and action receipts before completion is reported.
A museum can use the loan record as the shared case for an item moving into an exhibition. The item identifies its provider and eligibility context; the loan names the owner, due date and requested copies. An exhibition request adds the event and planned ticket quantity without losing the custody trail of the parent loan.
Start with one collection area and a single upcoming exhibition. Import the organization and a small set of active item records with correct provider contacts. Assign an owner to each trial loan and choose a realistic due date and copy count. Submit one ordinary case, one returned case and one case whose quantity changes after review starts. That exercise establishes whether the team can see the right source revision and the reason for every decision.
For the exhibition case, connect the event to the approved parent. Rehearse a reserved copy, an admitted copy and an unused reservation. Check that a cancellation releases only unused scope and leaves the admission history available. Record provider evidence under the parent and compare it with the operation receipt before completing the case. The institution should agree which source verifies payment and who investigates any mismatch.
Features to start with
Collection and organizations
Keep each collection item, provider contact and operating organization ready for a loan.
Loan planning
Move a named collection loan through review, issue and closure with revision control.
Reservation and admission
Account for requested copies, reserved lines and the actual admission event.
Roles on the team
- Collection Manager
- Maintains eligible collection item and organization records for loan planning.
- Loan Owner
- Prepares loans and corrects or cancels authorized scope.
- Independent Reviewer
- Examines the loan revision and evidence before recording an independent decision.
- Admissions Coordinator
- Records reservations and admissions against an approved loan.
- Finance Reviewer
- Checks provider evidence before payment-dependent completion is accepted.
- Operations Analyst
- Reconciles action receipts to local and provider effects.
Set up Heritage / Museum Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.