Gallery Owner Guide

A complete walkthrough of every page and feature available to gallery owners and art dealers. Follow along step by step or jump to any section.

Sign Up & Login

Creating Your Account

1Visit the ArteraQ homepage and click Create Account.

2Fill in your details:

Field	What it does
Full Name	Your display name throughout the app
Email	Used for login and notifications
Password	Minimum 8 characters
Organization Name	Your gallery or business name (e.g., "Westside Gallery")
Organization Type	Select Gallery — this determines which features you see

3If you have an invite code for early access, enter it in the optional field.

4Click Create Account — your organization is created and you become the owner with full administrative access.

Signing In

1Enter your email and password on the Sign In tab.

2Click Sign In — you'll land on your Dashboard.

Forgot Password?

1Click Forgot password? on the login screen.

2Enter your email — we'll send you a reset link.

3Click the link in your email, set a new password, and you're back in.

Email Verification

After signing up, check your inbox for a verification email. Click the link to activate your account.

Don't see it?

Check your spam/junk folder
Click "Resend verification email" on the login page

Once verified, you'll be logged in automatically.

Profile & Settings

Click your name in the top-right corner to access your profile.

Your Information

Field	What it does
Full Name	Your display name
Email	Shown but not editable — contact support to change
Organization Name	Your gallery name
Phone / Website / Country	Optional contact details

Gallery Staff

Gallery and museum accounts have additional staff fields:

Field	What it does
Director	Gallery director name
Curator	Curator name
Registrar	Registrar name

Collection Preferences

Field	What it does
Currency	Choose from 15+ currencies (USD, EUR, GBP, CHF, and more). Affects all price displays.
Measurement Units	Centimeters (cm) or inches (in) for artwork dimensions

Change Password

Enter your current password and set a new one. Both must match.

Plan & Limits

See your current plan and daily smart analysis usage. Free plans include 10 analyses per day.

Dashboard

Your command center — a high-level overview of your gallery's collection and smart analysis status.

What You See

Field	What it does
Total Artworks	Number of artworks in your inventory
Analyzed	How many artworks have been analyzed automatically
Pending Analysis	Artworks awaiting processing
API Calls	usage bar (free plan: 10/day)
Payouts Owed	Total amount owed to artists from sales

Below the stats, a grid displays all your artworks with thumbnails. Click any to open its detail page.

What You Can Do

Analyze Now — queue all pending artworks for smart analysis (runs in the background, refreshes every 15 seconds)
Import — quick link to bring in existing inventory

💡 Tip: If you haven't added any artworks yet, the dashboard shows a helpful prompt to get started.

Inventory

Your full artwork inventory in a sortable, searchable table.

What You See

Field	What it does
Thumbnail	Small preview image
Inventory #	Your internal reference number
Title	Artwork name — click to open detail
Artist	Artist or consignor name
Display Date	Year or date range
Medium	Material and technique
Edition	Edition info (e.g., "3/25")
Status	Available, Sold, Loaned, On Consignment, Reserved, Not for Sale
Price	Current asking price

Toolbar

Status Filter — dropdown to show only a specific status
Search — filter by title, artist, or medium
Archived — view archived (hidden) artworks

💡 Tip: Click any column header to sort. Select artworks with checkboxes for bulk operations.

Artwork Detail

Click any artwork from Inventory, Dashboard, or Search to see its complete record. All fields save automatically.

Images (Left Side)

Main image — click to view full size
Image gallery — scroll through detail shots, back, frame, installation views
Drag and drop to add more images
Delete any image you no longer need
Auto-extracted dominant colors shown as swatches

Basic Information (Right Side)

Field	What it does
Title	Artwork name
Artist	Select from your artist list or type a new name
Medium	Material and technique (e.g., "Oil on canvas")
Display Date	Year or date range (e.g., "2019" or "c. 1850")
Edition	Edition details (e.g., "3/25", "AP")
Dimensions	Height, width, depth with your preferred unit
Status	Available, Sold, Loaned, On Consignment, Reserved, Not for Sale
Price	Asking price
Inventory Number	Your internal reference
Collections	Multi-select groupings
Locations	Where the piece is currently held
Provenance Notes	Brief ownership history

Auto-Generated Fields

After analysis, these fill in automatically:

Style — e.g., Impressionism, Abstract, Contemporary
Mood — e.g., Serene, Dramatic, Contemplative
Dominant Colors — swatches with color names

Advanced Fields

Tags — comma-separated keywords for searching
Wall Label — text for physical gallery signage
SEO Copy — online catalog description
Description — detailed notes
Signatures/Inscriptions — markings on the artwork
Condition Notes & Status — physical condition tracking
Authenticity Status — verification status
Custom Fields — organization-specific fields

Toolbar Actions

Record Sale — open the sale recording modal
Similar Artworks — the system finds visually similar pieces
Re-analyze — re-run smart analysis to refresh metadata
Activity Log — see recent changes (who changed what, when)

Artists & Consignors

Manage the artists whose work you represent. Access from the Artists link in the navigation (owner role required).

Artists Table

Field	What it does
Name	Artist's full name
Email	Contact email
Thumbnails	Up to 5 artwork thumbnails (hover for title)
Nationality	Country of origin
Website	Link to artist's site
Commission %	Default commission rate for this artist
Artworks	Number of artworks by this artist
Payouts Owed	Amount currently owed
Total Paid	Lifetime payouts made
Payout Method	Manual or Stripe

Adding an Artist

1Click Add Artist.

2Fill in name (required), email, nationality, website, commission rate, and payout method.

3Click Save.

💡 Tip: The commission rate (e.g., 50) means a 50/50 split between artist and gallery on sales.

Artist Profile Page

Click an artist's name to see their full profile with:

Profile info — name, email, nationality, website
Consignment summary — commission rate, payouts owed, total paid, total sales
Recent sales table — artwork, sold price, payout amount, status, date
Link to view all sales filtered by this artist

Editing & Deleting

Click Edit to update any artist's info. Click Delete to remove — this is blocked if the artist has any sales records (to protect financial history).

Sales

Track every sale your gallery makes. Access from the Sales link in the navigation (owner role required).

Recording a Sale

1Open any artwork's detail page.

2Click Record Sale in the toolbar.

3Fill in the sale details:

Field	What it does
Artist	Auto-selected if artwork is linked to an artist
Sold Price	The total sale price
Commission Rate	Auto-filled from artist profile (editable per sale)
Gallery Revenue	Auto-calculated: sold price minus artist payout
Artist Payout	Auto-calculated: sold price × commission rate
Sold Date	When the sale occurred
Notes	Optional notes

4Click Record — the artwork status automatically changes to Sold.

Sales Page Overview

The sales page shows summary cards at the top:

Field	What it does
Total Sales	Number of recorded sales
Gallery Revenue	Your total revenue across all sales
Artist Payouts	Total amount paid or owed to artists
Total Sales Value	Combined sold prices

Filtering Sales

Artist — dropdown to show sales by a specific artist
Status — filter by payout status (Pending, Paid, Cleared)
Date Range — from/to date pickers
Search — keyword search across sales

Actions

Export CSV — download all sales data for accounting
Payouts — jump to the payouts management page
Clear check — mark a sale's check as cleared

Payouts

Manage what you owe artists and track payment history. Access from the Sales page or the Payouts link.

Summary

Field	What it does
Payouts Ready	Number of sales with unpaid artist payouts
Total Owed Now	Combined amount owed across all artists
Paid to Date	Lifetime total of completed payouts

Per-Artist Sections

Each artist with outstanding payouts gets their own section showing:

Artist name and payout method badge (Manual or Stripe)
Number of unpaid sales and total owed
Pay button — mark all this artist's payouts as paid
Individual sales table with artwork, date, price, and payout amount

Available Actions

Field	What it does
Pay All Due	Mark all outstanding payouts across all artists as paid (one click)
Pay $X (per artist)	Pay all outstanding for a single artist
Refund	Reverse a sale and remove the payout obligation
Clawback	Reclaim a previously paid payout

Team Management

Invite colleagues to help manage your gallery. Access from the Team link (owner role required).

Roles

Field	What it does
Owner	Full access — manage team, settings, sales, payouts, artists
Editor	Can edit artworks and manage inventory, but no admin access
Viewer	Read-only access to the collection

Inviting a Team Member

1Enter their email address.

2Select a role (Editor or Viewer).

3Click Invite — they'll receive an email. Once they sign up and verify, they'll have access.

Managing Members

Use the role dropdown next to any member to change their access level (takes effect immediately). Click Remove to revoke access — they'll lose access to your organization's data right away.

💡 Tip: The owner cannot remove themselves from the team.

Search & Filter

Find any artwork in your inventory instantly. Click Search in the navigation.

Available Filters

Field	What it does
Keywords	Searches titles, descriptions, artists, mediums, styles, moods, wall labels, and SEO copy. Updates as you type.
Style	Checkboxes — select multiple. Artworks matching ANY selected style appear (OR logic).
Mood	Same as styles — checkboxes with OR logic.
Tags	Type a tag and press Enter to add. Multiple tags use AND logic — artworks must have ALL tags.

Filters across different groups combine with AND logic. For example: Style "Abstract" OR "Contemporary" AND Mood "Serene" AND Tag "blue" returns artworks that match all conditions.

A counter shows how many filters are active. Click Clear All to reset.

💡 Tip: Results appear as a gallery grid with a total count. Click Load More for additional pages.

Saved Searches

Save filter combinations you use frequently for one-click access.

Saving a Search

1Apply your desired filters.

2Click Save Search (appears when filters are active).

3Give it a descriptive name (e.g., "Abstract oils" or "Available under $5K").

Using Saved Searches

Your saved searches appear as clickable chips below the page header. Click any to instantly apply those filters. The active one is highlighted.

To delete, click the X on a chip and confirm.

PDF Catalog Export

Generate professional PDF catalogs from your search results — perfect for clients, art fairs, or internal records.

How to Export

1Use Search to filter the artworks you want in the catalog.

2Click Export PDF.

3Configure your options:

Field	What it does
Prepared for	Add a recipient name (e.g., "Prepared for Sarah Mitchell")
Show prices	Toggle to include or hide prices
Show descriptions	Toggle to include or hide descriptions

4Click Open Catalog — it opens in a new tab, ready to print or save.

💡 Tip: Catalogs include artwork images, title, artist, medium, date, and optional prices and descriptions.

Import

Get your existing inventory into ArteraQ quickly — whether from spreadsheets or image files.

Tab 1: Import from CSV

1Click Import in the navigation.

2Upload your CSV — ArteraQ maps columns to artwork fields automatically.

3Review the mapping, correct any mismatches, and click Confirm.

Supported fields: title, artist, medium, date, dimensions, price, inventory number, status, description, tags, edition, condition, and more.

Tab 2: Attach Artwork Images

1Upload a ZIP file containing your images.

2Name files by inventory number (e.g., INV-001.jpg).

3For multiple images, use suffixes: INV-001_detail.jpg, INV-001_back.jpg.

ArteraQ matches and attaches images automatically. A sample ZIP is available for reference.

Tab 3: Quick Add

1Drop one or more images.

2the system analyzes each and pre-fills title, medium, style, mood, and description.

3Review, edit, and save to add to your inventory.

Smart Analysis

ArteraQ analyzes artwork images to automatically extract metadata — saving you hours of manual entry.

What Gets Extracted

Field	What it does
Style	Impressionism, Abstract Expressionism, Contemporary, Minimalism, etc.
Mood	Serene, Dramatic, Contemplative, Energetic, etc.
Dominant Colors	Color swatches with names (e.g., "Cobalt Blue", "Warm Ochre")

In Quick Add mode, the system also suggests title, medium, and description.

How to Use It

Field	What it does
Batch Analyze	From the Dashboard, click "Analyze Now" to queue all pending artworks
Re-analyze	On any artwork detail page, click "Re-analyze" to refresh one piece
Quick Add	Analysis runs automatically when you drop images

Batch analysis runs in the background — the dashboard polls every 15 seconds and updates as artworks are processed. You can keep using ArteraQ while it runs.

Limits

Free plans include 10 analyses per day. Usage is visible on your Dashboard and Profile page. Paid plans unlock higher daily limits.

Need help? Contact us at support@arteraq.com