Feature
After the fair: turn booth tags into rooms and invoices
The week after Basel is when reserves become deposits or go cold. This guide uses Fair Mode lead tags, Contacts Activity, private viewing rooms, and the Follow-ups queue so every booth conversation has an owner and a next step.
Sort leads within 24 hours
Open Contacts → filter by the fair tag applied at lead capture (shown in Fair Mode on the exhibition). Sort by Last activity or assign owner on Details.
For walk-in conversations never captured on the form, create the contact manually and add the same fair tag plus Notes on what they looked at.
Delete duplicate cards before sending follow-up; merge from the contact header if two emails belong to one advisor.
Log context on Contacts Activity
On each hot lead, open Activity → log a call or meeting note with the works discussed. Link those works on Links → Interested in artworks when you maintain interest explicitly.
Attach booth photos or PDFs on Files if the collector asked for install shots. Internal pricing notes stay in Notes, not on the public room.
Set Follow up date on related Lists when the promise is "email Tuesday" so the item surfaces in Follow-ups.
Send viewing rooms before a mass email
Priority leads get a private viewing room built from the exact booth shortlist. Create the room from `/works` multi-select → Add works to selection, or from the contact Overview actions.
Room links expire; revoke when the deal closes. Room opens and time-on-work metrics appear on Activity and campaign reports.
Use Export… → Viewing room catalog when a PDF attachment is required instead of a link.
Run Post-fair broadcast for the long tail
On the fair exhibition → Fair Mode → Post-fair follow-up → Start post-fair broadcast…. The wizard prefills contacts tagged during the show.
Pick a saved Marketing email template, link three works to public or room URLs, and send from the gallery domain on Advanced plans.
See Email campaigns for segment rules and unsubscribe behavior scoped to the fair tag.
Convert reserves to invoices
Open expiring reserves from Follow-ups or work Overview. Confirm Status timeline Availability still matches what you promised.
Create an Invoice from the work or contact: Line items pull title, edition, and price from the record. Take deposits via Stripe payment links before the invoice is finalized.
Sold works update consignor statements when a consignment link exists.
Close the loop in reporting
One week post-fair, filter Invoices and Storefront orders by date range and compare to the fair-tagged contact list.
Archive the booth list or mark the exhibition Archived when returns are done, but keep the exhibition record for next year's checklist reference.
Carry unconverted advisors into a List for the next city fair instead of leaving them only in email threads.
FAQ
- Where do fair form submissions land?
- Contacts with the fair-specific tag noted in Fair Mode → Lead capture. Submissions match on email when possible.
- Can I email every fair lead at once?
- Use Post-fair follow-up in Fair Mode to prefill the broadcast audience. Segment further in Contacts before sending.
- How do I avoid offering a sold booth work?
- Check Availability on the work Status tab before building a room. Sold works should already show reserved or sold on the timeline.
- What if the collector only wants a PDF?
- Export… → Full-page portfolio or Checklist from the booth list, or attach a Viewing room catalog PDF from the room editor.
- Who owns follow-up tasks?
- Assign owner on the contact Details and use Follow-ups for dated callbacks. Directors usually own top reserves; associates own long-tail room sends.
Explore the full capability matrix on Features, compare modular plans on Pricing, or contact the team with workflow questions.