CRM for Art Galleries: Collectors, Holds and Enquiries by Artist

An art gallery CRM is a record of every collector, what they asked about, what they have seen, held and bought, and when to call them next. Tell Mythex how your gallery sells and it builds that CRM on a real database, with team logins, instead of a spreadsheet or a gallerist's memory.

Who it's for

Gallerists and sales staff who track collectors in a spreadsheet, a notebook or their head, and galleries where a second person joining the sales side means the knowledge has to be written down.

What you can build

Collectors tagged by artist, medium and price range
Every enquiry logged against the artwork and artist
Holds with an expiry date and a list of holds about to lapse
Works each collector has seen, held and bought
Advisers, curators and interior designers linked to collectors
A follow-up list after each opening night

What an art gallery CRM must track

A generic sales pipeline with lead, qualified and closed does not fit a gallery. What matters is interest by artist, the history of works seen and held, and relationships with advisers who buy for clients. Log every serious enquiry against the artist as well as the collector, so when a new body of work comes in you can list everyone who asked about that artist in the past three years and contact them before the show opens.

Interest by artist, not just a stage
Seen, held and bought history
Advisers linked to the collectors they act for

Holds that do not last forever

A work on hold for a collector who never decides blocks a sale to someone else. Give each hold an expiry date, show the collector and the work together, and keep a list of holds lapsing this week so you can call before releasing the piece. The artwork's status in your inventory should change with the hold, so nobody offers a held work by mistake.

What to put in it first

Import your current collector spreadsheet as CSV, then add tags for the artists each person collects. Next, log open enquiries and any works on hold with an expiry date. After your next opening, add the RSVP list and mark who bought. Within one exhibition cycle you will have a list to work from rather than a memory.

Import contacts from CSV
Tag by artist and price band
Enter current holds with expiry dates

Mistakes to avoid

Do not email the whole list about every show; a short personal note to the people who asked about that artist works far better. Do not keep collectors' notes so vague that a colleague cannot use them. And treat collector details with care: limit who can export the list and ask for staff logins rather than one shared password.

A prompt to start from

Build a CRM for my art gallery. Track collectors with contact details, artists and mediums they collect, and price range; log enquiries against specific artworks and artists; record holds with an expiry date and show holds lapsing this week; and keep works seen and bought per collector. Add CSV import, team logins and a list of everyone who asked about a chosen artist.

Questions

Can I import the collectors I already have?

Yes. Export your spreadsheet as CSV and ask Mythex for an import screen that maps the columns. You can then tag collectors by artist after import.

Can we record that a collector has a work on hold?

Yes. Add a hold with the collector, the artwork and an expiry date. A list shows holds about to lapse, and the artwork's status changes while it is held.

Can the whole team use it?

Yes. Ask for staff logins. You can also limit who can export the collector list or see prices paid.

Do I need to know how to code?

No. You describe what you track and how you want to see it, and change it by chatting.

How much does it cost?

The Free plan needs no credit card and gives daily credits to build and publish a first version. When you need your own domain, more credits or access to the code, Pro is $25/month.

Templates to start from

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