Support
Getting started
Sign up for a free 14-day trial, choose your role (Gallery, Artist, or Collector), and start adding artworks to your inventory. You can begin with manual entry or import from a CSV file. Every plan includes unlimited artworks from day one.
Click Support at the bottom of the sidebar, then Guides. Type a few words in Search the guides, such as custom domain or refunds; each result shows the guide, the topic and the line that matched, and clicking it opens the guide at that spot. Ask the assistant beside it answers questions from the same guides.
Yes. Settings > Defaults sets the Default Currency and the Dimension Unit (inches or centimeters) for new works. Store Settings > General shows the same Default currency. New invoices use it too, until a currency is chosen in Invoice Settings. Weight has its own unit menu on each artwork and product (pounds, kilograms or ounces, and grams on products).
An import or a migration we run copies every picture into your account. Artwork pictures are on the works, and pictures from your old pages and press posts are on those pages and posts. To use one elsewhere, click a picture block on your site, choose Library and pick it.
Every account starts with a 14-day trial with full access to every feature. You can build and test-send email campaigns during the trial; sending a campaign to your list starts once you choose a plan. Online checkout on your website also opens with a plan: during the trial visitors can browse your shop and contact you, and the cart tells them the shop is not taking orders online yet. Choose a plan from your Account page whenever you are ready.
The account locks until you choose a plan. Signing in opens only your Account and Settings pages, and your public website, viewing rooms, portals and invoice or offer links show visitors a plain "not available" page instead of your content. Nothing is deleted: pick a plan on the Account page and the dashboard, the website and every link come back as they were. Export All Data on the Account page keeps working while the account is locked.
Yes. Go to Import / Migrate (or Inventory > Import), pick your old platform or CSV, upload your file, and map your columns to ArtVault fields. We support all common spreadsheet formats. You can preview the import before committing, and any rows with issues will be flagged so nothing gets lost.
Yes. Every plan includes the Migration Wizard for Artwork Archive, Artlogic, ArtCloud, ArtBinder, WooCommerce, Shopify, Squarespace, Big Cartel, Etsy or any CSV, bringing inventory, images, contacts and sales history across where the export carries them. If you would rather we did the move, we do it free until December 31: signed in, use the Have us move it tab on Import / Migrate and we build your public site into your account (the works, images, artists, exhibitions and pages visitors see); otherwise send us your website at artvaultworks.com/free-migration and we build it into a 14-day trial. Contacts, sales and the records behind the works are not part of that build: bring them over yourself with the Migration Wizard, which reads exports from Shopify, Squarespace, WooCommerce, Artlogic, ArtCloud, ArtBinder, Artwork Archive or a spreadsheet and shows what each one carries before anything is imported.
Import contacts via CSV with our column mapping tool. You can bring in names, emails, phone numbers, addresses, tags, and notes. If you're migrating from another CRM, export your data as CSV and map the fields to ArtVault's contact fields during import.
A migration from a website brings over what the site shows to visitors: the works on its public pages, galleries and shop. Works kept in the old platform but not shown on any public page, and duplicate copies made so one painting could sit in several categories, are not visible to us. You will not need the copies: in ArtVault one work sits in as many collections as you like. To bring over the rest, send us your old platform's export of your artwork list (a CSV or Excel file) with the pictures, or publish them to a page for a day and tell us. We match them against what is already in your account and add only what is missing.
Check your spam or junk folder and, in Gmail, the Promotions tab. Our mail comes from support@artvaultworks.com and hello@artvault.works; mark a found message Not spam, or add both domains to your safe senders, and later ones arrive in the inbox. If nothing is there, reply to any earlier email from us or write to support@artvaultworks.com and we resend it.
You can upload JPEG, PNG, and WebP files up to 50MB each. Images are automatically optimized, compressed and converted to WebP at up to 1800px on the longest side, so pages stay fast while artwork stays sharp.
Showing your work
Create a viewing room from your dashboard, add artworks, and customize the layout. Click Share to copy a unique link. You can optionally add a password for private presentations. Viewers don't need an account, the link works for anyone.
A viewing room is a page of selected works with its own link, made under Viewing Rooms. Tick "Also list as a collection" and it appears on your website like your other collections; tick "Also list as an exhibition" and it goes on your Exhibitions page with its dates; tick neither and it stays private, reached only by the link you send, with an optional password or email verification that shows you exactly who opened it. Buying: in the room, under Viewer options, turn on the purchase button. Works that are in your store show Buy now and the buyer checks out on your site; the others show an inquiry button, and inquiries land in Messages. Payments need Stripe connected under Store Settings, then Payments.
Yes. Edit the room, then Display, then Header: Centered (everything centered, the text below, Share under the button; the default), Side by side (the title on the left, the text beside it) or Stacked (left-aligned, the text below). Columns next to Layout sets 2, 3 or 4 works across on a wide screen. Under the title switches the works count and the Share link on or off. Heading over the text sets the small line above the description: exhibitions start with About the show, viewing rooms with none, and you can type your own or leave it empty. When the room hangs in a 3D space, two switches there turn off the Walk through the gallery button under the title and the small Walk through button by the sort menu. Untick Description under Data visibility to leave the text off.
Yes, on the Studio Pro and Gallery Pro plans. Draw your floor plan in 3D Spaces (or upload an image of the plan and detect the walls), hang a show in it from the room's 3D gallery tab, and the published room and exhibition pages get a Walk through button. Visitors walk through in the browser on a computer or a phone, no app needed. The 3D gallery guide covers every step.
Yes. Draw or trace the walls, then match the details in the space editor: the floor (boards, herringbone, concrete, terrazzo, patterned cement tiles and more, in your own color), a baseboard, reveal or flush wall base in any color, a flat, pitched, vaulted, sawtooth, joisted or coffered ceiling in any color, with separate Floor and Ceiling layers on the plan, darker walls above the picture line, skylights, track lighting, pendant lamps, ducts and air conditioners overhead, beams and soffits, doors and windows with framed, half-glass or frosted glass and a transom across the top, steel-framed glass screens with side panels, a curtain across an opening, a hanging track along the walls with a cable down to each work, and furniture such as a display cabinet on drawers, bookcases and corner shelves, benches, a Barcelona daybed, a grand or upright piano, desks and plinths. If you send us your floor plan and a few photos, we can build it for you.
Yes, free. At artvaultworks.com/free-booth, send the gallery, an email address, your website, the fair, and the plan of your booth (the fair's floor plan with your booth marked, the drawing from your contract, or a sketch with measurements; JPG, PNG or PDF up to 25 MB). We build the booth as a 3D space at its real size and send you a link to it within 24 hours (check your spam or junk folder if it does not arrive). Bringing sculpture or a 3D wall piece? Scan it with a free 3D scanning app such as Scaniverse and upload the scan to the work, and it stands in the booth as the object itself; the steps are at artvaultworks.com/free-booth#sculpture. Sending the form opens a 14-day free trial for that email address, with no card; an address that already has an account gets the booth in that account. You then hang the booth with your works and share the walk-through. You can also build it yourself in 3D Spaces: upload the plan, draw it, or start from one of the Art fair booths templates.
Add dimensions (height and width) to any artwork, then the "View in Room" feature is automatically available. Share the artwork link, when someone opens it on their phone, they can tap "View in AR" to see the work on their wall in real time. No app needed. For a sculpture or other 3D object the button reads "View in your space", and AR needs a 3D model of the work.
Yes, on every plan, and the domain stays registered in your name. Go to Website, then Settings, then Custom domain, enter it, and add the two DNS records shown at your DNS provider, then press Verify DNS. SSL is automatic. Email on your domain keeps working, because it runs on separate records. Moving from another website builder? The Connecting your domain guide covers pointing versus transferring the domain, keeping your email, and switching with no gap.
A page that shows a set of works gets them from a collection or viewing room. Open Viewing Rooms, then the Collections tab, choose the collection, and add, remove or reorder its works there; every page showing that collection updates. In the website builder, click the artwork grid and its settings list the collection with an Edit works button that opens it. To show a different collection instead, pick it in the same settings. Columns there sets 1 to 4 across; 1 shows the works one big picture at a time down the page, like a gallery slideshow, and its Every picture of each work checkbox puts the extra pictures of every work in the run as well.
Menu names are kept separately from page and room names. Go to Website > Menu, click the item's name, type the new one and press Enter. Once your menu exists, new pages are not added to it on their own: add them with the + beside them in Website > Menu.
The page is published, so Save draft kept your changes as a draft. Open the page in Website > Pages and click Publish changes to put them on your site. Pages with a draft waiting show Unpublished changes in the list. To drop the draft and go back to the page as it is on your site, click Discard draft.
Click View website at the top right of any Website screen (Preview website while the site is a draft), or the address on Website > Overview. While Password protect is on, visitors type the site password first; open the site in a private window to see exactly what they see.
Yes, it is built for both. Every page can be used with a keyboard alone, starts with a Skip to content link, shows where keyboard focus is, and names its buttons, links and form fields for screen readers. Artwork pictures are read as title, artist, year and medium; to write your own, open the work, click All fields and fill in Image description. For an image block on a page, fill in its Alt Text. Visitors who set their device to reduce motion see your site without animations. If you choose your own colors in Website > Design, keep strong contrast between text and background.
Yes, two ways. A work can sit in as many collections as you like: open Viewing Rooms, then the Collections tab, choose the second collection and add the work there; it stays in the first, and every page showing either collection updates. Or let a page fill itself: in the website builder, click the artwork grid and set Filter By to Status, then Available, and the page shows every available work and drops one the moment you mark it Sold.
In My Works, click Filters and choose On your website: Shown on your website or Not on your website. A work is shown when it is not Private and is in the store, a published viewing room or collection, or a published page grid. A work that is not shown has no page on your website and is not in your sitemap, so it cannot be found through your site or search engines.
Under each work, an artwork grid shows the title and year, then the medium and the size. Website > Pages, open the page, click the grid, and tick Show Info, Show medium and Show size. A work shows its medium and size only when they are filled in: open it in My Works, click Edit, and fill in Medium and Height and Width.
In My Works, click the work, click All fields at the top, and under Additional images click Add more images to upload a picture, or Choose from your pictures to use one already in your account, such as another work's picture (search by the work's title). Click Save Changes. The extra pictures show with the work on its page on your website and in your viewing rooms, under More views. Add the picture to the work this way rather than as a separate work, or it will show twice.
In My Works, click the work to open its details, then click Copy Link under QR Code. The address is made from the title, like yoursite.com/works/kangaroo-dreaming, and stays the same if you rename the work. You can also open the work on your website and copy the address from the browser.
Click the work in My Works to open its details, then click the value you want to change (the price, year, medium, size, location, tags, description and so on). Type the new value and press Enter, or click away, and it saves. Esc cancels. Type the size as height x width x depth. For images, artist, framing, edition, shipping and the other fields, click All fields at the top.
Open the work in My Works and click Edit. Under the Private box, Shown on your site in lists every place it is public: a viewing room or collection, a page grid, or the store. Remove it from those, or tick Private to hide it everywhere while keeping it in your inventory. A page grid set to Everything in My Works shows every work you have, so set that grid to a viewing room instead.
Yes. In My Works, search or filter for the works, click Select all beside Filters, then click Edit in the bar that appears. Set Private to Yes: hide from my website and click Update. The works stay in your inventory and in their viewing rooms and pages, but visitors do not see them. To show them again, select them, click Edit and set Private to No.
Paste your GA4 Measurement ID (it starts with G-) into Website, then Settings, then Google Analytics, or on the Website tab under Insights. The tag loads on every page of your site with Consent Mode: analytics are off until a visitor accepts cookies in the banner, and on from then. The Website tab under Insights shows your own first-party visit counts whether or not you use Google Analytics.
Yes. All artwork images on public-facing pages (portfolios, viewing rooms, and websites) have download protection enabled. Right-click saving, drag-and-drop, and mobile long-press are all blocked. While no online protection is absolute, this deters casual downloading.
Yes, and it is on to begin with. Website > Settings > Advanced > AI crawlers > Keep my work out of AI training turns away the crawlers that copy pictures and text to train AI models, such as GPTBot, ClaudeBot and Common Crawl. Google, Bing and AI search tools that link back to you still reach your site.
Yes. For a video that is itself a work, open the artwork and paste its YouTube, Vimeo or .mp4 link in Video link: it plays on the work's page and on a one-column Artwork Grid where the picture would be, and the picture stays as its still everywhere else. For a video anywhere on a page, add a Video block and paste the link. For a video behind other content, open a block's Block Style and paste the link in Background video; on a Hero it sits behind the heading, with the hero image showing while it loads. It plays silently on a loop, and Tint over the video keeps text readable.
Yes. Open the room, tick Show as a page on my website, and it joins your website menu with your site's header and footer. To give every room page its cover across the top with the room name over it, go to Website > Settings > Pages > Viewing room pages and choose Masthead. To show your rooms as picture tiles on another page, such as Home, add a Viewing Rooms block: each tile uses the room's cover.
Go to Website > Design > Typography and open Hero titles. Its font, size, weight and capitals style the room name on every room page masthead, and the big titles on your hero images. The Viewing room pages panel in Website > Settings has a Name font and size button that opens that row for you.
Yes. Go to Website > Design > Typography and use Text size. Smaller and Larger change every text size on your site together in 5% steps, from 85% to 130%: headings, body text, the menu, buttons, captions, prices and the footer. Sizes you set for single elements in the rows below scale with it, and spacing and layout stay as they are. Reset returns it to 100%. The change shows in the preview as you click and goes live when you press Publish.
We email you, and a red number appears on the question mark icon at the top of the app. Open it, or Support > My Tickets, to read the reply. The number clears once you open the ticket.
Yes. In Support > My Tickets, use Attach files when you open a ticket or reply to one. Pictures, PDFs, spreadsheets, documents and short videos up to 25 MB each are fine. Only you and our support team can open them.
Open the room in Viewing Rooms. On the Settings tab, under Sort & order, set Sort By to Custom Order (the Sort menu at the top of the In this room list on the Artworks tab is the same setting). Then drag the works into order on the Artworks tab and click Save. The room page and any website grid showing that room use this order.
Yes. In the room editor, turn on Hide Sold Works. Sold works stay in the room but are hidden on the room page and on website grids that show the room. To show sold works somewhere else, add an Artwork Grid set to Filter By: Status, Sold.
They are removed with it: the menu item, footer links, the announcement bar link and buttons on other pages that went to it. Image links to it are cleared. Menu items nested under the page move up a level.
To the website saved on that gallery in Contacts. To point it at the gallery's contact page, open Contacts, click the gallery, put that page's address in Website and save. Every work set to Represented by that gallery uses the new link.
Yes. Go to Website > Design > Header > Menu overlay. Choose the background (dark, light, your site background or your own colour) and how solid it is, centered or left links, the link size, weight, capitals and letter spacing, and whether the links drop in, fade in or slide in. You can also add a search box and show or hide your social icons. Click Open it in the preview to see the menu while you change it, then click Publish. Menu style (links or burger) and the links position are in the same Header panel.
Yes. Create events for openings, private views, art fairs, talks, and workshops with full venue details. Add guests by hand or import them from your contacts, track RSVPs and plus-ones, and check guests in at the door. Public events get a shareable RSVP page where guests confirm or decline, with automatic confirmation emails and a deadline you control.
Website, then Settings, then Works and prices. Show prices hides prices everywhere; Prices on exhibition pages hides them on exhibition pages only; Show availability hides the Sold and Reserved labels, the status dot on grids and the Notify me form; Artist names on works can follow your account type, show, or hide. The Inquire button and its wording (Inquire or Enquire) are switched there too. A single show can also hide its own prices under Edit room, Data visibility.
Yes. Website, then Settings, then Artwork pages ticks the breadcrumb, year, medium, dimensions, edition, signed, framed, Notify me, Share, View in Room, the details tabs, You May Also Like and Recently Viewed, and Pictures stacked shows the extra pictures of a work large, one under another, instead of as thumbnails. Exhibition pages sets the cover image (full screen, cropped banner, whole image, or hidden) and whether the All Exhibitions link sits above the page or at the bottom. Both apply to every page of that kind on your site. Notify me only appears under a sold edition or a work sold in sizes, never under a sold one-of-a-kind work.
Website, then Design, then Elements has a row for every text element: any Google Fonts family, size, weight, line height, letter spacing, letter case, and Style (italic or upright). Titles and headings also choose their HTML tag, H1 to H4 or a paragraph. Website, then Footer is a footer designer: layout, spacing, background, your logo or name with a free text box under it (hours, how to buy, an acknowledgement, in any layout), link columns, locations and contact email with Address, Email, Phone and Hours each switchable, social links, a newsletter sign-up, copyright and policy links, with a live preview. Link columns show with the Columns and Centered layouts. The page builder shows the footer under each page; click it, then Edit footer, to change it.
Yes. Website, then Settings, then Product pages: add a note with a title, the text and an optional link (More info, to your shipping page say), and choose whether it shows on every product or only some categories. Product pages show them under the product.
Yes. My Vault, then Locations: open the location, tick Show on website, and add a Photo. The Contact page shows it beside your address, with a Get directions button and a greyscale map below.
Yes. Website, then Design, then Navigation has a Social Icons in Header switch. Off, your social links show in the footer only, which gives a long menu more room. Beside it, Email Icon in Header adds a mail icon that opens a message to your contact email; it is off by default, and the footer shows the address either way. A menu too long for one line switches to the menu button by itself instead of wrapping.
Yes. In the page editor add the Instagram Feed block (under Engage). Leave Instagram name empty to use the Instagram link in Website settings, or type a name. Choose columns, how many posts (up to 24), square or portrait pictures, the space between them, the name and Follow button, and captions on hover. New posts show within the hour. The account must be an Instagram business or creator account; personal accounts can’t be shown, and switching is free in the Instagram app.
Selling and running the business
A sale moves through four stages: Inquiry, Committed, Invoiced, and Paid, and each stage acts on the work: Committed reserves it, Paid marks it sold, and Canceled releases it. Add one or more works with a price each and a contact, then move the card as the deal progresses; sending an invoice or receiving a payment moves it for you. Store orders and auction wins create their sale automatically, so the pipeline, reports, artist payouts and show statements all read one list.
Yes. Create an invoice from a sale at any time (Create invoice in its drawer), or start one on its own and the sale is created behind it. Customize it with your branding and payment terms and send it by email; sending moves the sale to Invoiced. Connect your Stripe account to accept card payments from the invoice page, paying online, or recording a payment yourself, moves the sale to Paid and the work is sold.
Create consignment records in either direction, works you place with galleries or works consigned to you, each with the artwork, contact, dates, a commission rate, and pricing. Loans track direction, purpose, insurance details, and condition notes, and flag themselves overdue past the expected return. Printable agreements come from Reports, and an optional follow-up rule creates reminder tasks before consignments expire.
Yes. The Consignment Agreement lists the works as a table without pictures by default. Open Reports, then Templates, then Consignment Agreement, click the artwork table, tick Show Thumbnails and save. Every agreement from then on carries a picture of each work beside its title, medium, size and value. The same switch exists on the other documents (tear sheets, loan agreements, inventory lists), each with its own template.
Create an edition record with the run size and proof counts, then Generate All to create every impression (3/25, artist proofs, printer proofs) with its own status, and add HCs, trial proofs, or BATs with their own numbering. Set edition fields on the artwork itself and they show on its public page and print on its certificate of authenticity.
Design campaigns in a block builder with artwork blocks that pull straight from your inventory, or start from ten gallery templates, exhibition announcements, new-work alerts, newsletters, private sale offers. Pick an audience (all recipients, contacts, mailing list, or VIPs), send a test to yourself, then send or schedule, and track delivery, opens, every link's clicks, and who replied. Replies reach your inbox through ArtVault, so the report counts them, and answering the forwarded email goes straight to the person.
Yes. Go to Email Marketing > Automations and switch on New work email. Once a week or once a month, the works that have newly gone up on your website go to your mailing list in one email, or wait as a draft for you to send if you choose Save a draft for me to send. Weeks with nothing new send nothing. Sending needs a paid plan and your verified sending domain.
Inboxes check that an email really comes from the domain it says it is from, using three DNS records: SPF, DKIM and DMARC. Email ArtVault sends for you is signed already, and once you verify your own domain in Settings > Email it is signed as you. Email you send from your own Gmail, Outlook or Microsoft 365 mailbox is signed by that provider, but on your own domain you have to switch DKIM on there (in Google Admin or Microsoft Defender) and include the provider in your SPF record. The guide Making sure your emails arrive walks through each step and how to check that SPF, DKIM and DMARC pass.
Generate branded documents from any selection of works, tear sheets, portfolio and catalog pages, inventory and insurance reports, QR labels, certificates of authenticity, condition report forms, and consignment or loan agreements, printable, savable as PDF, and emailable, with editable templates. Quick exports download artworks, contacts, and sales as CSV or XLS.
ArtVault Works connects to Stripe, PayPal and Square for payments, Shippo for shipping rates and labels, and QuickBooks Online for accounting, and imports products, customers and orders from a Shopify store. Other platforms import by CSV through the import wizard. For your own systems there are webhooks and a REST API.
Not today. Square and Stripe are connected as payment processors: a buyer pays with either at checkout on your website, and the order lands in Orders. There is no live link between your inventory and a Square or Stripe register. Website sales do update your inventory: a work sold on your site is marked Sold at once, the sale is recorded, and the work shows as sold everywhere it appears. For a sale made in the gallery, open the work and set its status to Sold; that records the buyer and the sale, offers an invoice, and takes the work off sale on the website in the same step.
Yes. In Store Settings, then Shipping, set Shipping Mode to Invoice after purchase. Then under Shipping zones click Add Zone, pick the country, type the postcodes in Postcodes (for Sydney metro, 2000-2234), save, and click + Method to add a flat rate with your price. Buyers inside those postcodes pay that price at checkout; everyone else pays for the work and gets a shipping invoice once it is packed.
Not online. Checkout opens when you choose a plan. During the trial you can set up your shop, payments and shipping, and visitors can browse your works and contact you, but the cart says the shop is not taking orders online yet. Choose a plan from your Account page: tick the box agreeing to the Terms of Service and Privacy Policy, then click Start beside the plan.
Go to Sales & CRM > Products, open the product and choose the Inventory tab. Stock Quantity is there, with the low-stock threshold and pre-orders. My Works holds your original artworks.
On the sale. Change the work's status to Sold, choose the buyer (or add them as a new contact), and type your note in the Notes box on Sale Details. Only you see sales and their notes, under Sales. You can also keep notes on the buyer's own record in Contacts, or in Private notes on the work itself (Inventory, edit the work, below Description). Private notes, valuation and acquisition details are never shown to visitors or other accounts. Don't use a work's Description for this: it shows on the work's page on your website.
Plans, your data and support
ArtVault Works offers three plans: Studio ($39/mo), Studio Pro ($89/mo), and Gallery Pro ($179/mo). All plans include unlimited artworks, your website, and an online shop with Orders for shipping labels, tracking and refunds. Studio Pro adds sales records and invoices, consignments and loans, discounts and gift cards, exhibitions and 3D gallery spaces, and revenue reports. You can upgrade, downgrade, or cancel anytime. Annual billing saves about 17%.
Yes, on the Gallery Pro plan. Invite colleagues from Settings > Team; each signs in with their own login and works in the same gallery, and the audit log records who changed what.
Yes. Export your inventory as CSV from Inventory > Export, contacts and sales CSVs from Reports > Export, and a full JSON export (profile, artworks, contacts, collections, invoices) from your Account page. Your images are stored in your account and can be downloaded. If you cancel, the Account page stays accessible so you can still export everything.
Only for support. To answer a ticket, fix something you reported, or build or move a site you asked us to set up, an authorized team member may sign in to your account. Each sign-in is recorded with who, when and why. It never shows us your password, card details stay with the payment providers, and nothing we do there counts as your own activity. If you would rather we did not, email support@artvaultworks.com and we will help another way. The Privacy Policy covers this under Support Access to Your Account.
Log in and open Support in the sidebar. The guides cover every part of ArtVault Works, the assistant answers questions about the app, and a support ticket reaches the team; replies come by email and stay with your account. If you can't sign in, email support@artvaultworks.com.
Have a question before you start? Email support@artvaultworks.com.
