When you share a Private Room, your Contact receives a link that opens a clean, professionally presented view of the works you've chosen to share. No Artwork Archive account is required on their end. This article walks through exactly what that experience looks like, from the moment they open the link to every action they can take.
Private Rooms are a premium feature available on the following plans:
Artist Professional & Master accounts
Collector Plus & Premier accounts
Sharing a Private Room
When you share a Private Room directly with an Artwork Archive Contact, the sharing record is automatically stored in that Contact's history. This feature helps you keep track of interactions, easily reference shared Private Rooms, and maintain organized records for follow-ups.
Did you know?
When a room is Published, the link is active and your recipient can open it immediately. When a room is Unpublished, the link is inactive and cannot be shared until you publish it.
If you unpublish a room after sharing it, the link stops working for everyone who has it, including recipients you already sent it to, until you publish the room again.
Navigate to the main Private Rooms page and locate the room you'd like to share
Choose how to share your Private Room:
Copy URL to share outside of Artwork Archive, such as in an email or text message.
Share via email to send directly from your Artwork Archive account by adding a contact or entering an email address.
Your email will then be sent from Artwork Archive on your behalf inviting your Contact to view your Private Room:
What Your Private Room Recipient Sees When They Open the Link
When your Private Room recipient opens the Private Room link, they land on a gallery-style page showing the room's title and subtitle over a hero image (if included). Below that, all of the works you've included appear in a scrollable tile view or grid view showing each artwork's image, title, medium, dimensions, and price (if enabled).
Did you know?
Your Private Room is only accessible via the specific link you share.
Your contact does not need an Artwork Archive account to view the room or take any of the actions above. If you've added a passphrase to the room, your contact will be prompted to enter it before they can view anything. Everything they do inside the room stays private.
Browsing the Room
Browse by Artworks, Collections, or Locations
Depending how your Private Room is set up, your Private Room recipient may see browse tabs along the top of the room: Artworks, Collections, and Locations.
Artworks shows all works in the room in a scrollable tile or grid view. This is the default landing view of the Private Room.
Collections groups works by any named Collections you've organized in your account.
Locations groups works by where they are physically located per Location records.
Viewing an Individual Artwork
Your Private Room recipient(s) can click any artwork in the grid to open its full detail page. This is where they'll get the complete picture of a piece. Depending on the fields you've enabled, they may see:
A large image of the work (or multiple images, if you've added them to the record)
Artwork title, year, medium, and dimensions
Price and availability status
Current location of the work
A written description of the piece
Below those details, your contact can expand three sections for more information: Provenance, Exhibition History, and Additional Details (any other record fields you've included).
Navigation links along the top of the page let your contact move through the room easily. Back to room returns them to the main artwork grid at any time, while Previous and Next arrows let them step through individual pieces in order.
Your contact can pinch-to-zoom on any artwork image for a closer look.
What Your Private Room Recipient(s) Can Do
Favorite a Work
Your contact can save any piece they want to come back to by clicking the heart icon. The heart appears in the top right corner of every artwork card in the grid and again on each individual artwork detail page.
The first time they favorite something, a small prompt will appear asking for their first name, last name, and email address. They'll receive a short confirmation email to verify their information. Once confirmed, they can continue favoriting as many works as they like without being prompted again.
This one-time confirmation is what allows you to see exactly who favorited which Pieces. When a Private Room is shared with multiple contacts, each person's activity is clearly attributed so you know who expressed interest in what.
Did you know?
Favorited Pieces are only visible to you, the room owner. Contacts cannot see what other visitors have favorited.
Inquire About a Work
Your contact can click Inquire on any artwork detail page to send you a message specifically about that piece.
A form will appear with fields for their name, email, phone number, and a message. A thumbnail of the artwork appears alongside the form for reference. When they click Send Message, the inquiry is sent to you with the artwork attached.
Request to Purchase a Work
If you've enabled the Purchase button for your Private Room, your contact will see a Purchase button on each artwork detail page alongside the Inquire button. Clicking it opens a form where they can enter their name, email, phone number, an optional shipping address, and a message. A thumbnail of the artwork appears alongside the form for reference. They click Send Request to submit.
Want to See What Your Contact Sees?
Before you send a Private Room, you can preview exactly what your contact will experience. Open the room in your Artwork Archive account and click Preview at the top of the screen. This shows you the room exactly as your Contact will see it, so you can confirm the layout, check which fields are visible, and make any adjustments before sharing.
