Gallery User Guide

Welcome to Artflow Pro

Artflow Pro is designed to help galleries manage their inventory, artist relationships, sales documentation, and marketing - all in one powerful, easy-to-use system.
This guide will walk you through the key areas of your portal so you can get the most from Artflow Pro from day one.

Logging In

1. Visit https://portal.artflow-pro.com.
2. Enter your registered email address and password.
3. Click Login to access your Gallery Dashboard.

Dashboard Overview

After logging in, you'll land on your Dashboard - your command center.

• Sales and Artwork Summaries:
  View your current inventory, sales totals, recent activity, and artist connections at a glance.

• Performance Graphs:
  Instantly see sales trends, artwork value history, and average time-to-sell data.

• Notifications and Profile Settings:
  Manage your account settings and view important alerts from the top right corner.

Managing Artworks

Navigate to the Artworks section from the side menu to view all artworks connected to your gallery.

• Artwork Cards:
  Browse artworks with thumbnail images, artist details, title, price, and quick access to information.

• Advanced Filters:
  Search by artist, series, sale type, materials, or custom gallery categories.

• Artwork Details:
  Click into any artwork to view:

  • High-resolution images

  • Physical specifications (dimensions, weight)

  • Pricing and marketing descriptions

  • Materials and product features for enhanced selling

Artflow Pro ensures you always have the information you need at your fingertips - for sales staff, curators, and customer inquiries.

Connecting with Artists

In the Artists section, you can:

• View all artists you're currently connected with.

• Send invitations to your existing artists not yet on Artflow Pro.

• Browse and connect with new artists already on the platform, if they are open to new gallery relationships.

Artist Profiles contain contact information, portfolio links, artist statements, and resumes - helping you evaluate new talent efficiently.

Reviewing Proposals and Approving Artworks

Artflow Pro simplifies the artwork intake process through the Proposals tool.

• Artists send proposals containing selected artworks.

• You can:

  • Review artwork images and descriptions.

  • Accept the full proposal or select specific artworks.

  • Approve artworks for consignment with just a few clicks.

This structured process helps ensure clear, efficient communication between you and your artists.

Preparing Consignments and Delivery Documentation

Once artworks are approved:

• Quickly generate professional consignment agreements and delivery documents.

• Documents include:

  • Artwork details

  • Pricing

  • Terms and conditions

  • Delivery instructions

Tip: All documents are stored and tracked within Artflow Pro for easy access later.

Social Media Marketing

Artflow Pro empowers your marketing efforts:

• Connect your Instagram and Facebook Business accounts securely within the portal.

• Post artworks directly to your social media pages from within Artflow Pro.

• Collaborate with artists:
  If an artist also posts about a piece you are representing, both posts are recorded - creating a full marketing history for the artwork.

This coordinated marketing can significantly improve the visibility and sales potential of the works you represent.

Multi-Channel Sales & Currency Handling

Artflow Pro goes beyond internal management - it helps your artworks reach multiple sales channels seamlessly.

• Upload Once, Distribute Everywhere:
  Once an artist's artworks are uploaded and approved, galleries can push those artworks directly from Artflow Pro to:

  • Square POS systems (live now)

  • WordPress or Wix websites (portfolio display or e-commerce plugin integration)

  • Shopify, Wix, and WooCommerce e-commerce stores (uploading and listing artworks for sale)

• Automatic Synchronisation:
  If an artwork sells in one channel (such as Square POS, Shopify, or WooCommerce), Artflow Pro automatically:

  • Updates inventory across all connected sales platforms.

  • Notifies the gallery and the artist of the sale.

This saves time, avoids double-selling artworks, and keeps your systems perfectly in sync.

• International Sales Handling:
  Artflow Pro also supports multi-currency operations:

  • Manage your gallery in your home currency (e.g., AUD).

  • Sell artworks internationally in GBP, USD, or other supported currencies.

  • Artflow Pro calculates selling prices and artist returns based on live currency exchange rates via a secure service, ensuring fairness and transparency.

This opens up new markets for your artists - without the administrative headache of manual currency conversions.

Real-Time Communication and Notifications

Stay up-to-date with every important event:

• Chat with artists in real time using Artflow Pro's internal messaging system.

• Get notified immediately when:

  • New proposals are sent

  • Artworks are approved or dispatched

  • Sales occur

  • Galleries and artists update documents

All communications are logged automatically, keeping your gallery records clear and complete.

Mobile App Access

Manage your gallery operations from anywhere with the Artflow Pro mobile apps, available for both iOS and Android.

• Review proposals

• Approve artworks

• Chat with artists

• Monitor gallery activity on the go

Stay connected even when you're away from your desk.

Help and Support

If you have any questions, we're here to help.

• Use the Contact Us form inside your portal for fast assistance.

• Access demonstration videos and tutorials to master new features.

• Our support team is dedicated to helping you make the most of Artflow Pro.

Artflow Pro gives galleries a smarter, faster, and more professional way to manage artists, artworks, and sales - locally and internationally.
Upload once. Distribute everywhere. Grow your gallery's reputation and reach with Artflow Pro.

Welcome aboard. We're excited to help your gallery thrive.