Manage collector relationships

GalleryCamp keeps customer details, inquiries, notes, viewing activity, deals, and orders close to the art they concern. The goal is not to collect the most data—it is to remember the right context and follow through well.

Add a customer

Open Sales → Customers → Add Customer. Email is required. You can also record name, phone, postal address, tags, and internal notes.

Use tags sparingly and consistently. A short shared vocabulary such as collector, institution, designer, press, or vip is easier to maintain than dozens of near-duplicates.

Internal notes should be relevant, factual, and respectful. Write as though the collector could ask to see the information.

Work with inquiries

New inquiries appear under Sales → Inquiries and on the dashboard. Review the artwork, message, and customer context before responding.

Use inquiry statuses consistently:

• New — not yet handled
• Responded — the gallery has replied
• Closed — no further action is expected
• Spam — not a genuine gallery inquiry

A fast response is useful, but a prepared response is better. Confirm availability and price visibility before making commitments.

Develop a deal

The Pipeline tracks a collector opportunity from interest through sale. Create a deal when an inquiry becomes active enough to need ownership, value, stage, or follow-up beyond the inbox.

Link the relevant collector and works. Update the stage when the situation changes rather than only at the end of the month. Open pipeline value is only meaningful when stale opportunities are closed.

Use notes to preserve context

Good notes make the next conversation warmer and more informed: works discussed, installation constraints, timing, agreed follow-up, or who else is involved in the decision.

Avoid sensitive personal detail that does not serve the gallery relationship. Never place card numbers, account credentials, identity documents, or unrelated personal information in notes.

A thoughtful follow-up rhythm

1. Acknowledge a new inquiry promptly.
2. Confirm the work and terms internally.
3. Share a focused selection in a viewing room.
4. Record meaningful context on the customer or deal.
5. Set a clear next step.
6. Create an order when the collector is ready.
7. Close the inquiry or deal when no action remains.

Respect collector privacy

Give staff individual access, collect only useful information, and follow your gallery's consent and retention policies. Before exporting or sharing customer data, verify the recipient and purpose.

GalleryCamp helps your team organize relationships; your gallery remains responsible for its privacy notices, marketing consent, legal obligations, and secure operating practices.