One connected system for the collection, loans, exhibitions, tickets, members and the shop.
Manage a museum in one system. The registrar holds accession records, locations, loans and condition reports. Visitor services sell timed tickets and book school groups, while the shop and development teams record sales, members and gifts. Exhibition plans draw on the same object records, so curators and installers see what is available and where.
- Accession numbering, locations and field lists entered as your museum documents its collection
- Catalogue records, members and open loans brought across before opening day
- Edits to ticket types and label templates handled by GullySystem staff on request
Museums, galleries and heritage centres get this system from GullySystem, shaped around how each one catalogues its objects and admits visitors. Registrars, curators, visitor services, the learning team, shop staff and volunteers use it. The collection side holds objects, movements, loans and condition checks. The visitor side holds tickets, groups, members and donors, so both sides read from one record.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Acquisition
A gift or purchase is recorded with its deed or invoice, given an accession number, and entered with a description, images and rights notes.
- 2
Location and care
Every move between store, gallery and conservation is logged. Condition checks are scheduled. Reports stay on the object.
- 3
Loans
Incoming and outgoing loans carry the agreement, the insured value, the courier and the return date, and show on the object record.
- 4
Exhibition
Curators pick objects and cases, installers receive tasks, and labels and loans are checked against the opening date.
- 5
Visit
Visitors book timed tickets or arrive in a school group. Members are checked in at the door. Capacity is counted live.
- 6
Support and giving
Shop sales, event hire, memberships and gifts are recorded, and thanks and renewal notices go out from the person’s record.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Barcodes and Labels
Each object and storage location carries a printed code, so a scan at the shelf or case records the move and the person.
- Contract Management
Loan agreements are held with lender or borrower, insured value, display conditions and return date, and a reminder goes to the registrar before expiry.
- Service Reminders
Condition checks fall due by object type, and the registrar sees the overdue ones listed by collection area and store.
- Task Management
Installation jobs such as dressing a case, hanging a work or printing a label are given an owner and a date before the opening.
- Online Booking Portal
Visitors choose a time and ticket type on your page, and the booking counts against the same capacity as the desk.
- Resource and Room Booking
A class booking holds a workshop room, a lead teacher and a time slot, so two groups are not placed in one space.
- Loyalty and Offers
Member tiers, renewal dates and entry rights follow the person, so a member is recognised at the door and in the shop.
- Point of Sale Billing
Shop sales are rung up at the counter and deduct stock, and hire charges for a gallery or hall are billed from the booking.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For registrars
Keep the accession register, record movements, manage loan agreements and see which objects are due a condition check.
For curators and exhibition teams
Plan displays from available objects, assign cases and labels, and follow installation tasks up to the opening date.
For visitor services
Sell tickets, book groups and check members in. Read the day’s capacity without asking another department.
For the learning and volunteer coordinator
Schedule workshops, rooms and volunteers, and record hours given across the year.
For the director and trustees
Read visitor numbers, membership and giving, loans in progress and exhibition status in one report pack.
The numbers the owner asks for.
- Objects by location, status and last condition check
- Loans in and out with return dates and insured values
- Condition checks overdue by collection area
- Admissions by ticket type, day and group
- Membership renewals due and lapsed members
- Gifts and pledges by donor and appeal
- Shop sales and stock below reorder
Who this is built for.
- Local history and heritage museums run by small teams and volunteers
- Art museums and galleries with loans and touring exhibitions
- Science and natural history museums with school programmes
- University and corporate museums with a registrar
- Museums with a shop, a cafe and rooms for private hire
When it is not the right choice.
- A one-room village display with a donation box and no loans can keep a ledger and a visitor book.
- An archive that only catalogues documents and never sells entry will find a document archive tool closer to its needs.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Online ticketing page
- SMS
- Card payments
- Barcode and label printer
- Accounting export
Questions owners ask before a demo.
Does it follow a collections documentation standard?
Object fields can be set to match the standard your museum already follows. The registrar agrees the field list with us during implementation, and imports are mapped to it.
Can we track an object that is out on loan to another museum?
Yes. The loan sits on the object record with the borrower, the insured value, the courier and the return date. Reminders go to the registrar before the due date.
How are condition checks scheduled?
Each object type gets an interval, and a check is created when it falls due. The report, photographs and any treatment are attached to the object.
Can visitors buy tickets on our website?
Yes. A booking page sells timed entry and group visits against the capacity you set. Walk-up sales at the desk count against the same slots.
Does it handle membership and gift acknowledgements?
Yes. Tiers, renewal dates and gifts live on the person record. Renewal notices go out from it. So do thank-you letters, in wording the museum writes.
Can the shop and cafe use the same system?
The shop is included, with stock counts and sales on the same till. A cafe that runs its own point of sale can send daily totals instead.
Can volunteers see their own shifts?
Yes. A volunteer sees assigned gallery and workshop shifts and can mark availability. The coordinator fills uncovered shifts from the list.
What happens to our existing catalogue?
It is imported once, then checked in samples by the registrar. Fields that do not map are listed and decided together, so nothing is dropped silently.
How is the system priced?
Cost depends on collection size, the number of sites and which visitor tools are switched on. A walk-through with your registrar and visitor services lead comes before any written figure.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See Museum Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
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