Documentation & Support

Create your account, set up your profile, and add your first artwork in just a few minutes. No credit card required to get started.

1. 1Create your account. Visit the sign-up page and enter your name, email, and password. You can also sign in with Google.
2. 2Choose your role. Select Gallery, Artist, or Collector during onboarding. Each role configures your dashboard with features tailored to your workflow. You can change this later in Settings.
3. 3Complete your profile. Go to /settings and add your gallery or studio name, logo, and contact details. This information appears on your website, invoices, and viewing rooms.
4. 4Add your first artwork. Navigate to /inventory and click Add Artwork. Fill in the title, artist, medium, dimensions, and upload at least one image.
5. 5Explore your dashboard. Visit /dashboard to see your overview — recent activity, inventory stats, and quick-action buttons for common tasks like creating a viewing room or sending an email.
6. 6Import existing inventory (optional). If you have artworks in a spreadsheet, go to /import and use the CSV import tool to bring in your full catalog at once. See the Import & Migration section below for details.

Create curated online presentations for collectors, advisors, and clients. Share via link with optional password protection.

1. 1Navigate to /viewing-rooms and click New Room.
2. 2Give your room a title and optional description. Choose a room type (e.g., Presentation, Exhibition, Fair Booth, Private Sale) to organize your rooms.
3. 3Add artworks from your inventory by searching and selecting. Drag to reorder the presentation sequence.
4. 4Choose a layout style — slideshow, grid, or masonry. Upload a custom cover image or let ArtVault use the first artwork.
5. 5Configure display options: choose which artwork details to show (title, artist, dimensions, price, medium) and whether to enable inquiry buttons or pricing display.
6. 6To password-protect the room, toggle Password Protection on and set a password. Only viewers who enter the password can access the room.
7. 7Click Share to copy the unique URL. Send it to anyone — viewers do not need an ArtVault account.

Let clients visualize artwork on their own walls using augmented reality. Works directly in the browser — no app download required.

Enabling AR for an artwork

1. 1Open the artwork detail page from /inventory.
2. 2Ensure the Height and Width dimensions are filled in. AR uses these measurements to render the artwork at the correct scale.
3. 3The "View in Room" button appears automatically on the public artwork page, viewing rooms, and your website once dimensions are set.
4. 4Share the artwork link with a client. When they open it on a mobile device and tap View in AR, the camera activates and they can place the artwork on any wall surface.

Room photo placement

1. 1From an artwork's detail page, click Place in Room.
2. 2Upload a photo of any room or select from the gallery of preset room photos.
3. 3Position and scale the artwork on the wall. The tool uses the artwork's dimensions to maintain accurate proportions.
4. 4Save or download the mockup image to share with clients directly.

Maintain detailed profiles for collectors, artists, institutions, and vendors. Track every interaction in one place.

1. 1Go to /contacts and click Add Contact.
2. 2Enter the contact's name, email, phone, and organization. Choose a contact type (Collector, Artist, Institution, Vendor, etc.) and add any relevant tags.
3. 3Use tags to segment your contacts — for example, "VIP Collector", "Photography Interest", or "New York". Tags can be used later for targeted email campaigns and filtered views.
4. 4Add notes to any contact profile to record meeting notes, preferences, or follow-up reminders.
5. 5View the contact's full interaction history on their profile — this includes viewing room shares, purchases, email opens, inquiries, and any linked deals or orders.
6. 6Use the search bar and filters on the contacts list page to quickly find contacts by name, tag, type, or location. Save filtered views for segments you access frequently.

Track consignment agreements with commission terms, manage loans between institutions, and get automatic reminders before return dates.

Creating a consignment

1. 1Navigate to /consignments and click New Consignment.
2. 2Select the consignor from your contacts and add the artworks being consigned.
3. 3Set the consignment terms: commission split (e.g., 50/50 or 60/40), retail price, duration, insurance requirements, and return date.
4. 4Save the consignment. The linked artworks are automatically marked with their consignment status in your inventory.
5. 5You will receive automatic reminders before the consignment expiration date. From the consignment record, you can extend the agreement, process a return, or record a sale.

Tracking loans

1. 1Go to /loans and click New Loan.
2. 2Specify whether this is an outgoing loan (you are lending) or incoming loan (you are borrowing). Select the borrower or lender from your contacts.
3. 3Add the artworks, set the loan period (start and return dates), and note any insurance or condition reporting requirements.
4. 4Track the loan status over time and record the return when artworks come back. Condition reports can be attached at both dispatch and return.

Track edition runs with individual numbering, manage artist proofs and variants, and generate certificates of authenticity.

1. 1Navigate to /editions and click New Edition.
2. 2Enter the edition details: title, artist, medium, total edition size (e.g., 25), and upload an image of the work.
3. 3The system creates individual impression records (1/25, 2/25, etc.) that you can manage independently. Each impression has its own status, location, price, and ownership history.
4. 4Add variant types such as Artist Proofs (AP), Hors Commerce (HC), BAT, or Printer Proofs. Each variant type maintains its own numbering sequence separate from the main edition.
5. 5Update individual impression statuses (Available, Reserved, Sold, Not For Sale) as you sell or allocate them.
6. 6Generate a certificate of authenticity for any impression from the edition detail page. The certificate includes edition details, numbering, artist information, and a unique identifier. Print or send it digitally.

Design and send email campaigns using gallery-focused templates. Segment your audience with CRM tags and track performance.

1. 1Navigate to /marketing and click New Campaign.
2. 2Choose a template — options include exhibition announcement, new work alert, newsletter, private sale offer, and event invitation. Templates are pre-designed for art-world use cases.
3. 3Customize the email content in the visual editor. Add text, images, artwork cards (pulled directly from your inventory), buttons, and dividers.
4. 4Select your audience. You can send to all contacts, a specific mailing list, or build a segment using CRM tags (e.g., all contacts tagged "Photography Interest" in "New York").
5. 5Preview the email and send a test to yourself. Check formatting on both desktop and mobile.
6. 6Click Send Now or schedule the campaign for a future date and time. Scheduled campaigns can be edited or cancelled before the send time.
7. 7After sending, view analytics on /marketing/analytics — open rates, click-through rates, bounces, and unsubscribes for each campaign.

Connect ArtVault with Stripe for payments, Mailchimp for email sync, Google Analytics for tracking, and use the API for custom integrations.

Connecting Stripe

1. 1Navigate to /integrations and find the Stripe card.
2. 2Click Connect Stripe. You will be redirected to Stripe to authorize the connection.
3. 3Once connected, your invoices will include a "Pay with Card" button that lets buyers pay directly. Payments are deposited to your Stripe account and status updates automatically in ArtVault.

Connecting Mailchimp

1. 1On the /integrations page, find the Mailchimp card and click Connect.
2. 2Authorize ArtVault to access your Mailchimp account and select which audience list to sync with.
3. 3Your ArtVault contacts are synced to the selected Mailchimp audience automatically. New contacts and tag changes are pushed to Mailchimp on an ongoing basis.

API access

1. 1Go to /integrations and scroll to the API section.
2. 2Generate an API key. Keep this key secure — it grants full access to your account data.
3. 3Use the RESTful API endpoints to read and write inventory, contacts, orders, and other data. Refer to the API documentation linked on the integrations page for endpoint details and examples.

Manage your subscription, upgrade or downgrade plans, and export your data at any time.

Plans

Managing your subscription

1. 1Navigate to /account to view your current plan and billing details.
2. 2To upgrade, click Change Plan and select a higher tier. The upgrade takes effect immediately and billing is prorated.
3. 3To downgrade, select a lower tier. The change takes effect at the end of your current billing period. Features exclusive to higher tiers will be deactivated at that time.
4. 4Switch between monthly and annual billing from the account page. Annual billing saves up to 25%.

Exporting your data

1. 1Go to /inventory and click Export to download your full inventory as CSV.
2. 2Contacts can be exported from /contacts using the Export button.
3. 3Your data is always yours. If you cancel your subscription, you have 30 days to export everything before the account is deactivated.