Managing Access — A Curator's Guide

This is the curator-facing walkthrough of the access flow — the version to share when handing the door keys to a family’s curator.

Note

Screenshots are from the public demo museum (Ashworth) with a fictional applicant. Each family’s pages and mails carry their own museum’s colors and typefaces.

1. Someone asks to visit

Family members request access themselves, at the museum’s request page — no account, no password, nothing to install:

They tell the museum who they are and where their key should arrive. That’s all they ever have to do.

The address to share

Every museum has its own request page, at /apply:

https://storykeep.museum/museums/<your-museum>/apply

For the Ashworth demo, that is storykeep.museum/museums/ashworth/apply.

Send that link to anyone who should be able to ask — put it in a family mail, read it out at a gathering, print it on a card. It is safe to share widely: the page only lets someone ask, never enter, and it is kept out of search engines. Nobody reaches the museum itself until a curator has welcomed them.

Tip

This is the answer to “who else should have access?” — you don’t have to collect addresses and pass them on. Share the request page and let people put themselves forward; the requests arrive with you.

2. You get a mail

Within fifteen minutes, the curator receives the notification:

The applicant’s own words — their connection to the family — are right there. When in doubt, the family’s representative decides; the mail never pressures anyone.

3. Welcoming them

Click Welcome them. A confirmation page opens in the museum’s own style, naming the applicant — nothing happens until you confirm:

One more click, and it’s done:

The new visitor receives their key by email — a sign-in link, no password — along with a short explanation of how the door works. You receive a confirmation that everything went through.

4. Or… leave it as is

Not sure about a request? Click Leave as is (or simply do nothing):

No rejection is sent. The request just waits, and you can welcome them any time later. This is deliberate: nobody should be forced to formally turn away a relative.

5. Removing access later

Every notification mail links to the family’s access table. Find the person’s row and set their status to disabled — their access ends within fifteen minutes. Their row (and the family’s history) stays.

The access table is also the always-works fallback: anything the mail buttons do, changing a status there does too.

Timing

Everything in this flow settles within fifteen minutes — welcomes, removals, key deliveries. That’s by design: the museum is a calm place, and so is its machinery.