What you can do with an AI assistant

An assistant connected to GalleryCamp works in the same records your team does. It can look anything up, and on a Read & write connection it can do the data entry too: catalogue works, log inquiries, move deals along, draft orders, build viewing rooms and write up events. This page goes through that work by job, with things you might ask.

The examples are written the way you'd say them. You don't need special wording, field names or ids. If you haven't connected an assistant yet, start with Connect Claude and other AI assistants.

How to brief it

A few habits get much better results.

• Use names. Say "Low Tide by Mara Voss" or "Helena Park", not an inventory number you'd have to look up. The assistant searches for the record itself. If two share a name, say which you mean — the artist, the year, the collector's email.
• Say whether anything should be sent. Offers, invoices and viewing-room invitations are drafted unless you say to send them, and the assistant is told to check with you before emailing a collector. "Draft it, don't send" is always a safe instruction.
• Ask to see a big change first. Before it touches many records, ask: List what you'd change, and wait for me. Then say go.
• Hand it the source material. Paste in the studio's checklist, a CV, a press release or a spreadsheet, and tell it what to do with it.
• Check the gallery if you run more than one. A connection is for one gallery. Which gallery are you connected to? settles it.

Everything below that changes a record needs a Read & write connection. On Read only, the assistant can still find, read, summarise and report on all of it.

Find anything

Searching is where an assistant saves the most time from day one. It can filter the inventory by artist, status, location, category, medium and your own custom fields, then open the full record of anything it finds.

What do we have by Mara Voss that's still available, and where is each piece?

Which works in the Tidal series are framed? (using your own custom fields)

Show me the full provenance and latest valuation for Quiet Structures.

Who changed the price on GC-0142, and when?

Pull up everything we know about Helena Park — her inquiries, orders, open deals and the team's notes.

An artwork's record can include its provenance chain, valuations, condition reports, edition, order history and change history. A collector's can include the team's notes, email correspondence, open deals and change history. Ask for what you need and the assistant fetches it.

Catalogue inventory

Data entry is the second big win. Give the assistant a list in any shape — a pasted spreadsheet, a studio checklist, an email from an artist — and it creates or updates the works one by one.

Here's the checklist from Agnes Field's studio. Add each work under her name as Not for sale until we've priced them. Use the dimensions in centimetres.

Set the location of every work in the spring hang to Storage B.

Change the price visibility on all of Mara Voss's works on paper to "on inquiry".

Add these three images to Quiet Structures: (links)

Make Low Tide an edition of 25, with 3 artist's proofs.

Some things to know:

• Categories are given by name, and a new one is created if it doesn't exist yet. Check the spelling, or the assistant will dutifully create "Painitng".
• Custom fields you already use are offered to the assistant, so it fills in your series, framer or signature field the way your team does.
• Images are copied from web addresses. A photo you drop into the chat can't be passed through to GalleryCamp; upload those in the dashboard.
• New works count against your plan's artwork limit, just as they do in the dashboard. That includes the extra impressions created when a work becomes an edition. Turning a work into an edition can't be undone from the assistant.

Records that follow a work

Record today's condition report on Quiet Structures: good overall, minor abrasion to the frame at lower left.

Add the appraisal from Hartley & Co: $48,000 for insurance, effective 1 October, expiring in three years.

Add "Private collection, London, 1998–2012" to its provenance.

Valuations feed the insurance report. One with no expiry date is treated as stale after three years.

Archive what you no longer handle

Archive the six works we returned to the Moran estate.

Restore Ebb — it's coming back to us.

Archived works drop out of lists, the website and your plan's artwork count, and keep their history. Nothing an assistant can do deletes a work.

Artists

Write a 150-word bio for Agnes Field from her CV below, and save it to her profile.

Add Theo Lund as a new artist: based in Copenhagen, 50% commission, website theolund.dk.

Which artists are represented and which are secondary market?

What you owe them

Which artists are we holding money for, and how much?

Show me each sale behind what we owe Mara Voss.

Raise Mara Voss's payout for September.

Mark that payout as paid by bank transfer, reference 4471.

A payout statement records what the gallery owes; it doesn't move any money. If an artist has no commission rate on file, the assistant asks for one first and saves it to their profile.

Collectors and inquiries

Log a phone inquiry from James Okafor, james@okafor.studio, about Low Tide. He wants to know whether it's framed.

Which inquiries are still waiting on a reply? Summarise each one in a line.

Mark the three from yesterday as responded.

Add a note to Helena Park: prefers a call after 6pm; collects works on paper.

Update James Okafor's address — he's moved to 14 Harbour Street, Leith.

When it logs an inquiry from someone new, the assistant creates the collector record as well. If a collector with that email is already on file, it uses theirs rather than making a duplicate.

Notes are credited to the person who approved the connection, the same as if you'd typed them. This needs a connection made by signing in, not a hand-made access key.

Deals, holds and offers

The assistant can work the whole pipeline, from first interest to accepted offer.

Hold Low Tide for Helena Park until Friday.

Start a deal with Helena for Low Tide and Ebb. Expected to close by the end of the month.

Draft an offer at $18,500, valid for two weeks, with a short note about the framing. Don't send it yet.

Send the offer.

She's accepted.

Which open deals haven't moved in a month?

What happens along the way:

• A hold shows the work as Reserved until it's released or the date passes. A work held for someone else, or already sold, can't be held.
• An offer is saved as a draft until you say send. Sending emails the collector and moves the deal to Offer.
• Accepting an offer marks the deal Won, creates a draft order and marks the works Sold straight away.
• Marking a deal Lost releases every hold on its works.

Orders, invoices and payments

Draft an invoice to Helena Park for Low Tide with $250 shipping.

What would the tax come to at the New York rate?

Issue it, and email it to her.

Give me the card payment link so I can send it on WhatsApp.

Record a wire of $18,750 received today, reference 88213.

Cancel order 1043 — the collector has withdrawn.

Tax is worked out from your gallery's tax rates, and a tax-exempt collector pays none. A draft order emails no one. Issuing it reserves the works, and emailing it sends the invoice with a card payment link if your gallery takes card payments. Recording payment in full marks the works Sold. Cancelling or refunding an order puts its works back on sale.

Orders are recorded in US dollars, and an order's lines can't be changed once it's created. If a line is wrong, cancel the order and draft a new one.

Viewing rooms

The assistant can build a room end to end, then tell you who looked at what.

Build a private viewing room called "Works on paper — autumn" with everything on paper under $10,000 by our represented artists. Show prices on request, and allow inquiries.

Write the room's statement from the press text below.

Put Low Tide first, and add a caption to it about the edition.

Publish it, and make private links for Helena Park and James Okafor. Don't send anything — I'll send them myself.

Who opened the room this week, and which works did Helena spend time on?

A new room starts as a private draft. Publishing it doesn't send it to anyone. Each collector gets their own link, which the assistant hands back to you whether or not it emails them. The activity report shows who opened the room, how often and for how long, and which works drew views, zooms, favourites and inquiries. That's a good basis for the next ask:

Draft an offer to Helena for the work she looked at longest.

Consignments and loans

Record a consignment from the estate of R. Moran: these six works, 40% commission, due back 31 March.

Which loans are overdue?

Mark Low Tide on the Hartley loan as returned.

What do we currently have out on approval?

A new agreement needs a direction (work coming in or going out) and someone on the other side: an artist, a collector or just a name. Works can be added while the agreement is a draft. Activating an outgoing loan marks its works On loan, and marking a line Returned or Sold updates the artwork to match.

Website, events and journal

Create an event for the opening on 14 November, 6–8pm New York time, with RSVPs on.

Add Sam Reyes and a guest to the RSVP list.

How many people are coming on Thursday?

Write a 400-word journal post about the show from this press release. Save it as a draft.

Schedule it for Monday at 9am.

Make a public collection called "Tidal" with every work in the series, oldest first.

Add the exhibition "Quiet Structures", 6 November to 20 December, for Agnes Field.

Turn on the shop section of our website.

Events and posts appear on your website once they're published, if the site has that section turned on. A post with a future publish date waits until then. Posts are bylined to the person who approved the connection. Adding a guest to an event by hand sends them nothing.

Changes to the website itself take effect on the live site straight away. An assistant can change a site's headline copy and contact address, turn its shop, blog or events on or off, and publish or unpublish it. Domains, design and which works a site shows stay in the dashboard.

Reports and questions

What did we sell in the last 90 days, and which artists and categories led?

What's our inventory worth by artist, and what's been sitting longest?

Which works need a valuation for insurance?

Which viewing rooms got the most attention this month?

What did the team change on artworks this week?

The assistant runs the same reports as the Reports page — sales, inventory, insurance and viewing-room engagement — over the period you ask for. Because it can also open the records behind the numbers, it can answer the follow-up questions too: show me the five slowest movers, with their prices and where they are.

Put it together

An assistant is most useful when it chains these steps for you. A few briefs that do a morning's work in one go:

Monday briefing. Give me new inquiries, offers waiting on an answer, holds that expire this week, and anything overdue on loan.

Fair preparation. We're taking Low Tide, Ebb and the three new Agnes Field works to the fair. Move them to the fair booth location, build an unlisted viewing room with prices on request, and give me the link.

The assistant uses the locations, tax rates and event categories you already have, so add a new location such as a fair booth in the dashboard first.

After a sale. Helena paid by wire today, $18,750, reference 88213. Record it, then tell me what we now owe Mara Voss.

Studio visit follow-up. Here are my notes from Theo Lund's studio. Add him as an artist, catalogue the six works I mention as Not for sale, and add my notes to his record.

Collector follow-up. For everyone who opened the autumn works-on-paper room, list what they looked at most and whether they've bought from us before.

What it can't do

• Manage your team, billing, gallery settings, locations or tax rates.
• Delete inventory. Works are archived and can be restored.
• Restore an archived artist. Do that in the dashboard.
• Upload a photo from the chat. Images must be at a web address.
• Change a website's domain, design or which works it shows.
• Change an order's lines, or record an order in a currency other than US dollars.
• Take a card payment. It gives you the payment link for the collector to use.
• Connect to a demo gallery.

For what a connection can reach and how to keep it safe, read Access, safety and troubleshooting. For the complete list of tools, see Every tool an assistant can use.