Private Rooms allow you to invite selected contacts to view a collection of your artworks online. You can offer special rates for those with access to this exclusive online gallery, and you can even enable online payments in Private Rooms (the only requirement is to connect your Stripe account under Settings > Payment Services).

Watch our video demonstration, or scroll down for step-by-step instructions.

This article will cover:

Open Private Rooms and click New Private Room.

1. Enter a name for the room.

2. Select a Branding Theme, if you want to display your own logo in the room.

3. Customize the invitation email text that will be sent to people when you invite them to the Private Room.

4. Select an expiry date for the room (i.e., the date when invitees will no longer be able to access the room). (This is required.)

5. Click Create Private Room to continue to the next step.

You can add artworks to the Private Room either individually or by Collection or Exhibition.

(A) Individually

Search for an artwork or select one from the dropdown menu and click + Add Artwork. You need to do this for each artwork separately.

(B) By Collection or Exhibition

Select the checkbox next to the Collections to include.

Next, select other options associated with what visitors can do in the Private Room.

1. Select an Enquiries Email, if you wish to enable people to enquire about an artwork from the room.

2. Select Enable Online Payments, if you want people to be able to purchase artworks directly from the room (see below for more information on this).

3. Under Additional Options, select or de-select any of the checkboxes for features you can enable or disable in the room, such as:

4. In Artworks Template, choose how the artworks will display in the room. (See Artwork Display Options for more information.)

5. Select your currency format, for example either USD 5,000 or $5,000.

6. Select the text alignment for the PDF catalog, if you've chosen to make one available to download in the room.

7. Click Next Step.

You can set specific pricing for this Private Room only, and it won't affect the prices of the artwork recorded elsewhere in Art Galleria, or as displayed on another website.

1. To offer special pricing on an artwork, click [edit] on an artwork, enter a price, and then click Update.

2. To change order that artworks display in the room, click the blue arrows in the upper left corner of an artwork and drag it into the spot you would like to display it.

3. Click Next Step to proceed.

You can add contacts individually, by Interest, and Group.

(A) Individually

Select the contacts you want to invite one-by-one from the dropdown or search for them.

(B) By Interest or Group

Select contacts who you have identified with a specific Interest or Group.

Click Invite Contacts when you're finished.

Confirm the contacts you have selected to receive an invitation link by email to join your Private Room, and press Send when ready.

If you need to change the list of contacts, click Previous Step

The contacts you invite will receive an invitation like this:

To edit a private room, open the more options (...) menu. From this menu you can:

You can add or remove fields on the artwork list and artwork detail page that are shown for each artwork in the Private Room.

1. In Private Rooms, click the More Options (...) menu next to the room you want to edit, and select Edit Fields
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2. You can select the fields to display on both the artworks and artwork details pages, with the Artwork List page on the left, and the Artwork Detail page on the right.

3. When you're finished, click Save Field Settings.

4. To view the new fields you can go Private Rooms, click the More Options (...) menu next to the room you want to view, and select Preview:

To enable a 'Buy Now' button for artwork in the portfolio, you first need to connect a Stripe account to your Art Galleria account (for support, please see Setting up online payments with Stripe). Then, contact us to enable this in your account.

Once we have enabled purchases on your account, you can turn on/off online payments in the Private Room settings:

You can also display text in your Portfolio when someone clicks Buy Now. For more on this, please see the article Setting up Branding Themes.

A: The maximum number of artworks is 200.

A: It will remain under Private Rooms, however it will display an expired tag, signalling that no one will be able to access it. If someone tries to access an expired room, they recieve the following message:

A: We can make your Private Rooms public, without the necessity of a passcode, on a case by case basis. Please contact us if you'd like any of your Private Rooms made public.

A: Since the private room is public, you can't track who opens the link. You can only see inquiries from visitors who share their details.

A: Yes, this can be done by unticking Show Prices in room, in the Private Room settings.

A: Yes, Private Rooms have their own permissions, which can be limited or blocked for sub-users.

A: Yes, there is a daily outgoing email limit of 500 emails. This is even less when on a trial account.

A: This cap maintains high email deliverability rates, encourages responsible use of the platform, and ensures compliance with email regulations. Additionally, it acts as a security measure to detect and prevent potential misuse or fraudulent activities, protecting both the platform and its users.

A: Yes, the sender name is determined by the branding theme applied to your private room. You can update this by navigating to Sales > Settings > Branding Themes. If no branding theme is applied, the sender name will default to the name on your Art Galleria account.