Sending artwork images by email is messy. Files are too large, details get buried in long threads, and it can look unprofessional when the moment calls for polish.
Private Rooms solve that. They let you build a curated online gallery from your Artwork Archive inventory and share it with anyone via a simple link, whether that's a collector considering a purchase, a gallery reviewing submissions, an appraiser needing documentation, or a commissioner following your progress.
Your recipient opens the link in any browser. No login, no app, no account needed on their end.
You can create as many Private Rooms as you need on any of the plans below.
Private Rooms are a premium feature available on the following plans:
Artist Professional & Master accounts
Collector Plus & Premier accounts
Creating a Private Room
Navigate to Artwork > Private Rooms in your left-side menu
Select + New Room
Enter a name in the Name field. This is your internal label, visible only to you inside your Artwork Archive account. Your recipient will not see this unless you leave the Header Title blank (more on that below).
Upload a Hero Image. This is the banner image that appears at the top of your room. If you skip this, the room will display your title or name against a solid background. See the Best Practices section below for image size guidance.
If you have uploaded a hero image, you can also toggle on a gradient overlay to improve text readability. The overlay color pairs automatically with your text color: black text gets a white gradient, and white text gets a black gradient. The overlay is off by default.
Under Header Text Options, choose a text color: black or white. Black is the default. If no hero image is uploaded, the background color of the solid header adjusts automatically to complement your text color choice.
Enter a Header Title and, optionally, a Header Subtitle. These are what your recipient sees when they open the room. If you leave these fields blank, your recipient will see the Name instead. Think of the Header Title as the headline of your room and the Name as your filing system.
Use the Description field to add context for your recipient, such as details about the works, a note about a commission in progress, or any relevant background information.
Choose which details to display on each artwork, such as price or availability status.
Under Artwork Label Format, choose whether to show the artist name or piece name first, similar to a wall label in a gallery.
To make your Private Room shareable, select Published in the settings.
Note: Marking a room as Published does not make it public. It simply means that anyone who receives your link can now open it. Without the link, no one can find or access the room.
(Optional) Add a passphrase under Privacy Settings to protect your room
Select the artworks you want to include:
Filter by Collections, medium, status, tags, and more
Select Add to move selected works into the Selected Pieces column
Select Save Room
Note:
Marking a Private Room as "published" does not make the room public for anyone to access. It still remains private and only accessible to those that receive the invite link. "Published" for Private Rooms simply means that those with the link that you send them can now access the Private Room.
Did you know?
If you manage multiple Private Rooms, you don't need to open each one to check whether a Piece is already included. The Piece record will tell you.
Open any artwork's record and look under Sharing & Visibility. If the piece appears in one or more Private Rooms, you'll see a line reading "Included in X Private Rooms." Click it to expand a list of those rooms, each marked with a Published or Unpublished badge so you can see its current status at a glance. Click any room name to jump directly to that room, or click the line again to collapse the list.
Sharing a Private Room
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 to send directly from your Artwork Archive account by adding a contact or entering an email address.
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.
Note:
Viewers DO NOT need an Artwork Archive account to view a Private Room.
All they need is the link and a web browser. If you have added a passphrase, you will need to share that with them separately.
Example Private Room
Example of an individual Piece in a Private Room
Did you know?
Auto-Log Private Room Sharing in Contact Records
When you share a Private Room directly with an Artwork Archive Contact, the sharing record is automatically stored in that Contact's history.
To use this feature, simply share the Private Room with your Contacts using the share dialog box within Artwork Archive.
This feature helps you keep track of interactions, easily reference shared Private Rooms, and maintain organized records for follow-ups.
What Your Recipient(s) Will See
When you use the Share option inside Artwork Archive, your recipient receives an email on your behalf with a button linking directly to the room. They will see your Header Title, hero image, description, and the artworks you selected, along with any details you chose to display such as price or status.
Example Email
Private Room Best Practices
Hero Image dimensions
Use a landscape image at 2560 x 1440 pixels, or as close to a 3:1 aspect ratio as possible.
Avoid images that contain text, as cropping may vary depending on the viewer's screen size.
When choosing between black or white header text, consider the brightness of your hero image: white text works best over darker images, and black text works best over lighter ones.
If your hero image is busy or mid-toned and neither text color reads clearly, turn on the gradient overlay. It adds contrast behind your text without requiring you to edit the image itself.
Name vs. Header Title
Use the Name field as a practical internal label, for example "Gallery X Submission Spring 2026," and use the Header Title and Subtitle for the polished, client-facing presentation your recipient will actually see.
Frequently Asked Questions
Does my client need an Artwork Archive account to view the room?
No. Anyone with the link can open a Private Room in any web browser. There is nothing to download, install, or sign up for on their end.
Can I update the room after I have already shared it?
Yes. Any changes you save are reflected immediately at the same URL. You do not need to re-share the link.
My client says they cannot access the room. What should I check?
Check two things first: confirm the room is set to Published, and if you added a passphrase, confirm you have shared it with your client separately.
Can I send one room to multiple people?
Yes. Use the Share dialog to send to multiple contacts at once, or simply copy the URL and share it however you like.
Will my client be able to inquire about or purchase a piece directly from the room?
Yes. Each artwork in the room can include an Inquire button that sends a message directly to your Artwork Archive Inbox. If a Piece(s) is marked with an Available status, then a Purchase button will appear.
What happens if I do not add a Header Title?
Your recipient will see the Name field instead. If you want to keep your internal filing name separate from what the client sees, fill in the Header Title before sharing.
Can I reuse a Private Room for a different client or purpose?
You can edit a room at any time, including swapping out artworks, changing the title, or updating the description. Keep in mind that if you have already shared the link, the recipient will see any updates you make. If you want a clean, separate room for a new client, it is best to create a new one.
How can I see which Private Rooms include a specific Piece?
Open the Piece's record and check the Sharing & Visibility section. If the Piece is in any Private Rooms, you'll see a clickable line showing the count. Click it to view each room's name and whether it is currently Published or Unpublished, and click a room name to go straight to that room.
