05 — How we work together
Work inside Kabana's catalog builder
Kabana already runs a catalog system that holds every style, its photos and its item numbers. Rather than hand you a spreadsheet that is out of date the day you get it, we will give your team a workspace inside it for the kabana.com build.
Every style, already numbered
Kabana's catalog holds the full style list with prices, metal, stone and item type read straight off each item number. It is the same data this spreadsheet is a snapshot of — except it never goes stale.
Photos matched by item number
A photo attaches to a style only when the complete item number, stone code included, appears in the filename. That rule is enforced by the system, not by hand.
Item numbers are checked, not trusted
Before anything is saved, the number is validated: the metal and stone codes must match the photo, the piece and the addition must match the original. Invented codes are rejected.
A slot for every missing photo
Every variant without a photograph is a visible gap in the workspace. Images the Gemist team produces — named with the complete item number, stone code included — are attached to the right variant, checked, and approved before they count.
Who makes the missing images
- Kabana supplies the real photography that exists today, and the style, price and description data.
- The Gemist team produces every stone and metal variant image we are missing, on their side, to the specification in this package.
- Those images are placed into the matching variants in the catalog builder, where each one is checked against its item number and approved before it counts as a website asset. Nothing auto-publishes.
- Bulk delivery works however Gemist prefers — a shared OneDrive or Dropbox folder is fine. The only rule that matters is the filename: the complete item number, stone code included. Files arrive in batches, are imported into the catalog builder, and are approved there.
- Kabana is not producing these variants. Plan the work and the timeline on that basis.
What we will set up
A website workspace
A section of the catalog builder that belongs to the kabana.com build: the styles selected for launch, their variants, and the image status of each one.
Accounts for your team
Named logins for the Gemist team, with access to the website workspace only — not to pricing history or retailer data.
Export when you need a file
The workspace exports the same spreadsheet shape as the one in this package, on demand — shaped to load straight into Shopify. Use it to seed the site, not as the long-term source.
The builder stays the source
New styles, new photos, price changes and discontinued pieces happen in the catalog first. The website is being built in Shopify, and it should read from the catalog feed rather than from a file someone remembers to resend.
Why the catalog exists — and what we'll change
Gathering images from all of our different systems has been the biggest hurdle in this business — it is the reason the catalog system was created in the first place. One place for every style, its item numbers and its photography.
We are open to making whatever changes are needed in our catalog or our other systems to make this work with Gemist. If your production or delivery workflow needs the data shaped differently — fields added, an export in your format, a different review flow — tell us at the meeting and we will adapt our side. The catalog is ours to change; your team should not be working around it.
Access and ownership
The catalog system is Kabana's own product, built over years to solve a problem specific to this business. We are happy to open it up for this build, and we want the terms clear from the first day rather than raised late.
- Kabana's jewelry designs are protected by copyright, as is the photography of them. That protection covers the pieces themselves, the images in the catalog, and any rendering or variant image made from them for this project.
- Kabana owns the catalog system, the style data and all photography in it, including the variant images produced for this project. Work done for kabana.com is work made for hire and belongs to Kabana.
- Designs and images are licensed to Gemist for the kabana.com build only. They are not for portfolio use, resale, stock libraries, or training an image model, without written permission from Kabana.
- Gemist writes and deploys the kabana.com website itself — its code, its repository, its hosting. That work is work made for hire: the site's code and its accounts transfer to Kabana at the end of the engagement.
- What does not leave Kabana is the catalog system: no copy of it, no source code, no administrator access, no export of the full Kabana database. A test workspace inside the catalog is available for anything that needs a sandbox.
- Everything about the pieces selected for the website is fully available — data and images, in bulk, as often as Gemist needs it.
- Every import, export and approval is logged against the account that performed it.
- Access is time-bound to the engagement and switched off at the end of it, at either side's request.
- The engagement agreement will carry ownership, confidentiality and a non-compete term covering competing jewelry catalog or inventory products. Our counsel will send the draft ahead of signing.
None of this is aimed at slowing the work down, and none of it limits how you build the site. Named logins go out as soon as the agreement is signed, and every change you need to the catalog itself is on the table.
Marking pieces for the website
The catalog holds everything Kabana has ever made, and the website is a subset of that. So the catalog gains a selection: each variant is either in the website set or it isn't. That one flag decides what Gemist receives, and it is the only gate between the two systems.
A toggle on each variant
"Show on website" sits on the variant, not just the style — so a piece can go live in gold and white gold while nickel stays off. A style-level select-all handles the common case in one click.
Kabana flips it
Deciding what leaves our system stays with us. Gemist can request a piece be added through the change requests page, and we toggle it — usually the same day.
Flagged means fully available
Once a variant is marked, everything about it is in scope: all fields, full-resolution images, in the export and in the feed. Nothing is held back within the website set.
Unflagged is invisible
Pieces that aren't marked never appear in the export at all. Adding one later is a toggle, not an email thread — and removing one works the same way.
The spreadsheet in this package carries the same idea as a column — "On website" — so the shape you see now is the shape the live export takes. Since the site is being built in Shopify, the feed maps onto it directly: each style becomes a Shopify product, the collection's metals and stones become the product options, and each variant becomes a Shopify variant whose SKU is the complete item number — the same number the image filenames carry, so the photos Gemist produces attach to the right variant on arrival.
Which variants exist, collection by collection
Not every stone is cut for every collection, and not every collection is made in every metal. So the offering is set here, while editing the collection: the metals and the stones it is made in. Each piece inherits that set, and the variants it needs — and the photos still missing — fall out of it automatically. A single style can then drop a code the rest of the collection carries.
Gold and silver are separate style families with separate numbers. A gold item can never gain S or GS as a variant, and a silver item can never gain a gold or platinum prefix. Within the correct family, metals offered × stones offered gives the variants for each piece. Turn a stone off and those variants disappear; turn one on and the gaps appear for Gemist to fill.
Metals Alhambra is made in
These are collection defaults. Each style only receives metals from its existing gold or silver family; selecting a metal here never converts a style across families.
Stones Alhambra is set with
Hover a code for the stone name. Turning a stone off removes it from every piece in the collection, unless a style has been given its own exception below.
Variants per piece
Pieces in collection
Variant images needed
Still to be produced
Exceptions on a single style
Each style inherits the collection's metals and stones. Open one to switch a code off for that piece alone — the variant list and the photo count follow immediately.
Collections, piece counts and the share already photographed are draft figures until the catalog export lands. Counts use only the metals allowed for each style's fixed gold or silver family; the two families are never crossed.
What a Gemist account can do
To be clear about where the line sits: the website is yours to build. You write its code, run your own repository and deploy it, and you get everything about the pieces in the website set — in bulk, whenever you want it. What stays behind is the catalog system itself and the parts of the business that have nothing to do with kabana.com. If something on this list blocks the build, raise it as a change request; we would rather change our side than have you work around it.
Allowed
- Full read of every style and variant marked for the website: item numbers, descriptions, measurements, retail prices, stone and metal options.
- Full export of the website set — all fields, all images — shaped for Shopify: one product per style, metal and stone as the options, the complete item number as each variant's SKU. Pulled on demand or on a schedule, no row limit, no waiting on us.
- Attach variant images to the variants missing them, and replace an image they attached themselves.
- Leave notes and raise change requests against any style, including a request to add a piece to the website set.
Not available on these accounts
- —No copy of the catalog system, its source code, or a deployable build of it.
- —No export of the full Kabana database — the export is scoped to the website set.
- —No pieces that aren't marked for the website: they are never sent, not filtered out on Gemist's end.
- —No cost, margin, retailer or order data.
- —No administrator rights: roles, logins and the website selection itself are Kabana's.
- —No deleting styles, variants or approved images, and no publishing decisions made inside the catalog.
Kabana keeps the only administrator accounts. Roles, logins and exports are granted by us and can be withdrawn by us, and every action in the catalog is recorded against the account that performed it.