Frequently asked questions

Open your gallery's Artworks section and add a work with its title, artist, medium, dimensions, and images. Every field except the title is optional — you can start minimal and enrich the record later.

If you're bringing an existing inventory, don't add works one by one: use the importer instead (see Can I import my inventory from another system?).

Yes — everything the app does rides a REST API you can use too (available on the Pro and Enterprise plans). Create keys in your gallery's API keys section, subscribe external services to changes in Webhooks, and point your developers at the developer documentation site for the full reference, guides, and the TypeScript SDK.

The Assistant tab (and the Cmd-K palette) lets you work in natural language: "mark the Reyes triptych as sold", "which collectors asked about photography this year?", "draft an offer for these three works". It can search and update artworks, contacts, offers, and more.

Two guarantees:

• It can only do what you can do. The assistant acts with your own permissions — a viewer can't edit through it, and it can never see another gallery.
• Destructive actions ask first. Anything irreversible (like deleting an artwork) requires your explicit confirmation before it runs.

Connecting your Gmail account (in the gallery's Mailbox section) enables two things:

• Offers send as you. Offer emails go out through your own address, so collectors see a normal email from you and replies land in your inbox — and on the contact's timeline.
• Your correspondence becomes searchable. On plans with the knowledge base, the assistant can answer questions like "what did this collector last ask about?" from your own email history.

Your mailbox is private to you: colleagues in the same gallery can never see or search your messages. You can disconnect at any time.

On the Pro and Enterprise plans, yes. The Domains section connects a domain you own (like viewing.yourgallery.com) so that viewing rooms and the links embedded in your invoices and offers open on your domain rather than the platform's. Verification is a DNS record; the platform provisions the certificate automatically.

The Pro plan includes up to 3 custom domains across your galleries; Enterprise is unlimited.

Your inventory, contacts, offers, and sales are visible only to the people you've added as members of your gallery. Access control is enforced in the database itself, not just the interface.

Two finer points:

• Your mailbox is member-private. If you connect Gmail, its content is retrievable only by you — never by colleagues, even in the same gallery.
• You choose what's public. Nothing is publicly visible unless you share it — a viewing room link, an invoice link, an offer email — and each room controls whether prices and statuses appear.

You can export your data or delete your account at any time from account settings.

Mark an artwork as an edition to record its edition number and size (for example, 3 of 8) — each editioned work is its own record with its own status and history. A work can also carry formats (the same image sold in several sizes or materials, each with its own price).

Books, catalogues, and multiples sold at quantity live in the Publications section instead, where stock counts down as copies sell.

Yes. The importer accepts a CSV export of your inventory and walks you through matching its columns to Gallery Platform fields — with built-in presets that recognize exports from Artlogic, Arternal, ArtCloud, and Artwork Archive, and an automatic column-mapping suggestion for anything else.

Imports are resumable and safe to re-run: a re-import updates the works it has seen before rather than creating duplicates.

Open your gallery's Members section and send an invitation by email. Each member has one of three roles:

• Owner — full control, including gallery settings, members, and deletion.
• Editor — day-to-day work: artworks, contacts, offers, sales, lists.
• Viewer — read-only access.

A person only sees the galleries they've been added to.

When you issue an invoice from the Sales section, you get a shareable link to a branded invoice page — optionally protected with a passphrase. Collectors can pay by card directly from that page once your gallery has connected payments (Stripe); the invoice is reconciled automatically when payment settles.

Payments made outside the platform (wire, check) can be recorded manually, and every invoice can also be downloaded as a PDF.

The Offers section composes an email presenting one or more works to a contact and sends it from your own connected mailbox, so it arrives as a normal message from you — not from a platform address. The platform then tracks engagement (opens, clicks, replies) on the offer and logs the conversation against the contact automatically.

You'll need to connect the mailbox you send from first — see Why connect my mailbox?.

Yes. Connect QuickBooks Online in your gallery's QuickBooks section and the platform pushes your invoices, the payments recorded against them, and consignor payables into QuickBooks — so your accountant works from QuickBooks while the gallery works from the platform. The sync is one-way (platform → QuickBooks); nothing in QuickBooks writes back.

Create a list in your gallery's Lists section, add the works you want to show, and share it as an online viewing room. Each room has its own link and a visibility setting — public, unlisted (anyone with the link), or private — and you control per room whether prices, statuses, and locations are shown.

For a direct, personal approach, send the works as a tracked offer email instead (see How do offer emails work?).