Contacts: collector memory tied to works and rooms

Open the Contacts list

In the sidebar under Network, open Contacts. The list matches Works and Artists: search, sort, column picker, and advanced filters.

Useful filters: Contact type (Collector, Advisor, Artist, Institution, Press), Has email, Do not email, and tags you assign for fair lists or advisor tiers.

Click Add contact at a booth with name and email first; enrich Details when you are back at the desk.

Create a record and fill Details

Section nav on a contact page: Overview, Details, Images, Files, Links, Notes, Activity.

On Details, set Contact type, First name / Last name, Email, Phone, Company, Country, and Tags. Use Do not email when the relationship is phone-only or the collector opted out of marketing.

Notes is where director context lives (price sensitivity, who introduced them, which artists they collect outside the gallery). Notes default to gallery-only; they do not appear on consignor portals.

See purchases and rooms on Overview

Overview surfaces linked Works (purchased and shown), Viewing rooms, Invoices, Exhibitions, Groups, and Campaigns tied to this person.

Before you pitch a work, open the contact and scan Overview: did they already see it in a room last quarter? Did an advisor open the link on their behalf?

Purchases link back to the same inventory record your registrars maintain, so availability on Works and history on Contacts agree.

Build segments for rooms and email

Open Contact segments (`/segments`) to save a live query: bought from this artist, attended this exhibition, opened a room in the last 90 days, country equals Netherlands.

Segments feed email campaigns and viewing room invite lists without CSV export. The query re-runs when you send; you are not maintaining parallel tag spreadsheets.

Groups and Mailing lists cover fixed lists (press for one opening, VIP preview). Segments cover behaviour that changes week to week.

Fair flow: contact to deposit

Typical sequence after a booth conversation:

1. Add or open the Contact; note works they lingered on in Notes.
2. Build a viewing room from those Works; send from the room panel (logged under Sends).
3. Place a Hold on the chosen work so Works availability updates for the team.
4. Create an Invoice from the work or contact; send a Stripe payment link for the deposit.
5. When payment arrives, Overview on the contact and Overview on the work both show the sale.

Import and preferences

Import CSV or Mailchimp export from Contacts → import wizard. Map columns, preview duplicates matched on email, and merge with confirmation.

Unsubscribe and Do not email preferences apply across Emails campaigns and bulk Sends. Transactional messages (invoice links, room invitations you send one-to-one) follow separate rules documented in email campaigns.

For advisor relationships, link the advisor contact on the collector Links tab so both records stay visible when either one calls.

Roles and discretion

Workspace roles control who sees consignment splits and director Notes. Associates typically see availability and list price; directors see discount history and confidential flags on rooms or works.

Mark a viewing room or work confidential when running secondary-market offers that should not appear in general search.