Sharing part of your collection with a board, a lender, or an appraiser should be as organized as the collection itself. Private Rooms let you build a curated online viewing experience from works you have already cataloged, then share it through a single link. Your viewer sees exactly the works you choose, in the order you choose, with only the details you want them to see.
Because everything pulls from your existing Artwork Archive collection, there is nothing to rebuild and no images to export. You select works, arrange them, set viewer permissions, and publish. You can also gather feedback on individual works and keep every related message in one place, so the conversation about a work lives right alongside it.
Who has access to Private Rooms?
The Private Rooms feature is available to
What we cover in this tutorial
Creating your first room: Creating a new Private Room within your account.
Curating and arranging your works: Using filters and search tools to pull specific works from your collection, then arranging the exact order viewers move through.
Customizing artwork details: Choosing which details appear for each work, including added context like provenance, exhibition history, and publication history, so viewers get the information you want them to see.
Setting viewer permissions: Deciding whether viewers can send you messages, mark favorites, and download image files.
Previewing and Publishing: Running a final preview, publishing your room, and managing its status and password protection (optional).
Sharing and use cases: How to share your finished room, plus real ways Collection Management accounts use Private Rooms, from board presentations to loan requests and sharing recent acquisitions.
Here is how to get the most out of Private Rooms
Set permissions to match your goal. If you want input on the works, turn on messages and favorites so viewers can respond work by work.
Add password protection for sensitive shares. When a room includes confidential valuations or works meant for a single recipient, you can set a password so only your intended viewer can open it (optional).
Curate rather than dump. A focused room of related works reads as an intentional presentation. Use the filters and search tools to pull exactly the works that fit your audience.
Arrange the order on purpose. The sequence shapes how someone experiences the collection, so lead with the work you most want them to see and build from there.
Preview before you publish. The viewer preview shows your room exactly as the recipient will see it, which is the quickest way to catch a detail you meant to hide or a work that is out of order.
Build a different room for each audience. Tailor the works, details, and permissions for a board, a lender, or an insurer, so every recipient gets a presentation made for them.
Want to learn more?
Click here for step-by-step written instructions covering every setting, permission, and sharing option for Private Rooms in Artwork Archive: