Feature
Collector follow-up: Activity, rooms, and Follow-ups
A contact without linked works and timestamps is an address book. Use Contacts Activity, Links interest sections, private viewing rooms, and the Follow-ups queue so every Tuesday email references the piece they actually viewed.
Start on the Contacts list
Sidebar → Contacts (`/contacts`). Columns include type, tags, last email, and last website activity when tracked.
Advanced filters: No activity within days, tag, type (collector, advisor, institution), and lists. Save filters as Lists for recurring follow-up.
Open CRM for galleries for segment ideas; this guide focuses on weekly execution in the UI.
Review Activity before calling
Contact section nav: Overview, Details, Images, Files, Links, Notes, Activity.
Activity aggregates emails, room views, invoices, exhibitions attended, and logged calls. Click through to the underlying Invoice or room instead of re-asking which work they saw.
Log outbound calls on Activity with Log activity so the next director sees the promise you made.
Link interest on Links
Links tab sections include Interested in artworks, Interested in artists, owned works, and Groups / lists.
After a studio visit, link the three pieces discussed. Those links power tailored rooms and future campaign merge fields.
Keep private notes on Notes; use Details for email, phone, and addresses used on Invoices.
Send the next viewing room
From contact Overview or `/works` selection → create a private viewing room. Share link by email or copy from the room editor.
Set expiry and revoke when the offer ends. Room analytics feed Activity and help prioritize callbacks.
For fair-specific follow-up, see Art fair follow-up for tag and broadcast steps.
Work the Follow-ups queue
Sidebar → Follow-ups (agent queue) for dated tasks across contacts, lists, invoices, and campaigns.
Set Follow up dates on Lists when a collector asked for time. Rows surface on the due date with the linked record attached.
Close items when the room went out, the invoice paid, or the collector passed so the queue stays honest.
Close with invoice or campaign
Warm leads move to Invoices with Line items from linked works. Cold leads enter a List for the next email campaign, not a one-off BCC.
Compare campaign click reports to Activity to see which works earned time-on-page.
Archive contacts only when the relationship ends; sold collectors stay in the CRM for future artist launches.
FAQ
- Where do room views appear?
- On the contact Activity tab and on the viewing room Activity section. Use them to prioritize return calls.
- How is Follow-ups different from Activity?
- Activity is the historical log. Follow-ups is the dated task queue for what must happen next.
- Can advisors and collectors share a card?
- Use type Advisor or Collector on Details and link the advisor under Links when they buy for clients. Invoice Bill to may differ from the advisor contact.
- What about GDPR unsubscribe?
- Marketing unsubscribes live on the contact marketing panel. Transactional invoice email follows separate rules documented in the CRM guide.
- How do I avoid duplicate follow-up?
- Assign owner on Details and mark Follow-ups rows complete when done. Check Activity before leaving a second voicemail.
Explore the full capability matrix on Features, compare modular plans on Pricing, or contact the team with workflow questions.