General & Account
My login is not working. What do I do?
Please try the following troubleshooting steps if you are unable to log in:
1. Make sure that you are at the correct URL – https://admin.callforentry.org.
2. Ensure you are typing the username/password exactly as they were set up.
3. If you need to retrieve your username, enter your email under “Forgot Username?” and your username will be sent to that email.
4. If you need to reset your password, enter your username and email under “Forgot Password?” and a link to reset your password will be sent to that email.
Still having trouble? Contact the CaFÉ Support team and we'll be happy to help.
What is Electronic Funds Transfer (EFT)
Electronic Funds Transfer (EFT), also known as direct deposit, is a fast and secure way to receive your entry fee revenue directly into your bank account. Enroll in EFT today to simplify the process.
Setting up the Call
How do I copy last year's call and use it for this year?
When you Request a New Call, you can indicate on the form that you would like the call details copied over from a previous call in CaFÉ. Please note we cannot copy the details after your new call template has been created. You also cannot re-use old calls.
What media types can I ask artists to submit?
CaFÉ accepts image, audio, and video files. Refer to the Media Requirements guide for file type specifications. These are static specifications and cannot be customized.
How do I change my call from public to invitational?
Invitational calls are for private, invite-only opportunities. Is your intention to make the call private? If not, leave as-is. If yes, go to the Event Information of your Call Editor. Under Additional Settings, turn the Invitational Private Listing setting to On. Then, create a passcode to share with the invited only artists. Click Save Section.
NOTE: Artists who have already begun to apply to your event will still be able to apply without the passcode, but no other artists without it will be able to apply.
How do I set up a call with a rolling deadline?
Use the Rolling Deadline if you will accept applications during an extended, ongoing term. Limited to no longer than a 12-month term. Contact the CaFÉ team 📧 to activate this feature.
Why did I get too many (or too few) responses?
There are many factors involved in an artist’s decision-making process and the calls they choose to apply to. Some of these factors include the total time it takes to apply, eligibility requirements, entry fee costs, location of the event, and return on investment. Evaluate your project from the artist’s perspective and try to find areas for improvement.
How do I make edits to my call after it is published?
While we don’t recommend making changes to the Application Editor after a call has already begun accepting applications, if you need to fix a typo or make changes that don’t materially alter your application, you can edit the existing text in the Event Information or Application Editor tabs of your Call Editor. Be sure to click Save after making your updates.
How do I delete or add custom form questions after the call has been published?
We don’t recommend adding or deleting custom form questions after a call has already begun accepting applications. If custom form questions are removed, all artist answers to those questions will be deleted. If you add new questions to the custom form, applications that have already been submitted will be missing the added requirements.
How do I change the media requirements after artists have already applied?
We are not typically able to change your media requirements once artists have applied. Contact the CaFÉ team to request an exception, and we'll review your request to see if it's possible.
Please note that any changes to the submission requirements can greatly affect artists who have already applied to your call. If you would like these artists to adhere to the new requirements, you will be responsible for moving them to the Incomplete status and emailing them with instructions for updating their applications. Learn about emailing artists in the Notifying Artists guide.
Can I change the jury type after artists have already applied?
No. The jury type cannot be changed once a call has begun accepting applications. If you believe the jury type was set up in error, please contact the CaFÉ team, and we’ll review your case.
How do I allow early-bird and late entry fees?
There are two ways to charge early-bird or late entry fees. The first option is to manually change the cost of the entry fee on the date in question. To do so, go to the Product Editor tab located within your Call Editor. From there, simply update the cost of the entry fee and click Save. The change will be immediate.
Another option is to create coupon codes to discount the entry fee during specific periods of time. Find out how to set up coupons in the Creating Products and Coupons guide.
We recommend advertising how and when the entry fee will change in your prospectus. This keeps artists in the loop and encourages them to apply sooner!
How do I charge a fee for one range of images, and charge a different fee for the next range of images?
Please contact the CaFÉ team with the details of your proposed pricing structure so we can better understand your entry fee needs and offer advice.
How does CaFÉ advertise and promote my call?
When you post a call on CaFÉ, your call gets published to the Call Listings page along with all the other CaFÉ customer opportunities. Your call will also be included in the Opportunities this Week email sent to artists' inboxes.
If you wish to reach more artists for your call, you can purchase a Promotional E-Blast for your event.
How do I send a mass email to past artists to announce this year's event?
We discourage using a closed call’s email list to send general messages from CaFÉ. Instead, we suggest you use a third-party emailer, such as Constant Contact, Mailchimp, or your own email software, for creating promotional announcements. You can download the artists’ contact information spreadsheet for current or archived events to create mailing lists of your own.
Managing Applications
How do I allow an artist to apply after my call deadline has passed?
You have a couple of options to allow an artist to apply after the deadline, depending on the applicant’s status:
To reopen a call to artists, contact the CaFÉ team with the new deadline date. We will update the deadline on your behalf and let you know once the change has been completed.
To reopen a call to a single artist whose application status is either Started or Ready for Submission, contact the CaFÉ team with the name of the artist, and we will move them into the Exception status, where they will be able to complete their application and pay the application fee, if applicable. Once they check out, they will automatically be moved into the Received status.
How do I request a refund?
If you would like CaFÉ to process the refund, please submit the CaFÉ Refund Request Form. Once the form is filled out, we will be in touch with updates regarding the status of the refund. Refunds are typically processed within 48 hours of the request.
How do I access an archived call?
View your archived calls by going to the Archived Events drop-down menu on the Events > Management page. You will always have access to past calls and all related data as they are never deleted.
How do I re-jury, re-open, or download media from an archived call?
You will be unable to take these actions once a call is archived. Calls are archived to close out all activities associated with it and will be available to you for historical reference only.
Jurying
Who assigns jurors for my call?
As the event administrator, you will create each juror account and assign them to your call. Learn how to do this with our Adding & Assigning Jurors Guide.
Can I access my juror's scoring history?
Yes. On the Jury Administration page under Finalize, you will find the option to download the scoring history. Learn more in our Finalizing the Jury Guide.
How do I get copies of the submitted images?
Contact the CaFÉ team to request copies of the submitted images. You must specify the event and which status you need (e.g., Received, Invited). We will email you a link to download the images. JPEG files can be exported with the last name appended or by system-assigned number. At this time, audio and video files cannot be exported.
My juror scored incorrectly. How do I delete or change their scores?
To change a juror’s scores, the juror will need to return to the scorecard and choose a different score. They simply need to click on the number of entries under the Scored column, choose a new score for the specific entry, and click Save My Score.
To delete scores in the existing round, click Remove Scores next to the assigned juror’s name in the Jury Administration page. NOTE: The scores will be removed from the averaged scored number if more than one juror is scoring.
How do I collect a fee from invited artists after jurying?
You can use the Confirm Invite and Purchase Due Date setting together with the Other product type for this purpose. This configuration is typically used to collect participation fees or handle fees from artists who are Invited. To set this up you will need to do the following:
1. Set artists to the Invited status.
2. Set the Jury Status to Complete.
3. Go to the Event Information tab in the Call Editor.
4. Set the Confirm Invite and Purchase Due Date setting to On and set the purchase date to the future.
5. Ensure the Jury Dates are set to the past.
6. Next, go to the Product Editor tab.
7. Set up a new line in the Product Editor with the Other type selected.
8. Enter the cost of the product, and leave 9999 in the Quantity.
This setup will allow all invited artists to purchase the Other product. When the artist logs in, they will see the option to Accept or Reject their invitation. Once the artist accepts, they will go back to their entry and click Purchases. This will take them to the Checkout page where they can select the product, enter 1 as the Quantity, and check out as normal.
