Managing contacts and inquiries

What the Contacts section is for

The Contacts section is a lightweight contact relationship manager built for artists. It stores everyone who has reached out to you: collectors who inquired about a piece, galleries who requested slides, buyers from past sales, and anyone else you want to keep in your network. Unlike a general-purpose CRM, every contact record can be linked to artworks they have shown interest in, sales they have made, and messages they have sent you.

How contacts are created

Contacts are created automatically when someone fills out your portfolio contact form. You can also add them manually by clicking New contact in the Contacts list. Manual contacts are useful for people you met in person, gallery staff you want to follow up with, or buyers from past work you did outside the platform.

Editing a contact record

Click a contact's name to open their detail page. You can edit their name, email, phone, and any notes. The Notes field is free-form text. Use it for anything that does not fit elsewhere: "Met at the Tacoma show in March", "Interested in the blue series", "Prefers contact by phone."

Tracking interactions

Every time you exchange a message with a contact through the platform, an interaction record is created automatically. You can also add manual interactions to track phone calls, in-person meetings, or email exchanges that happened outside the platform. Open the contact detail page and click Add interaction. Choose the type (call, meeting, email, note), add a date, and write a summary.

Linking contacts to artworks

On a contact detail page, the Artworks of interest section shows any pieces they have inquired about. To manually link an artwork, click Add artwork and search by title. This lets you see at a glance which works a collector is watching, which is useful when you have a new piece in a similar style.

Searching and filtering contacts

The Contacts list has a search bar that matches against name and email. You can also filter by tag (if you have tagged contacts) or by whether they have made a purchase.

Contact tags

Tags help you segment your contacts. Add tags like "Collector", "Gallery", "Press", or "Friend" to group contacts by relationship type. Tags appear on contact cards and can be used to filter the list.