Add a contact

Introduction

The record allows you to store information about individuals, companies, collectors, galleries, suppliers, institutions, and anyone else you work with.

Each record personal information, contact details, addresses, billing information, and other useful data, allowing you to keep your database organized and up to date at all times.

In this guide, you'll learn how to create a new record , fill out the main fields, and save it to your database.

Step 1: Create a new record

Step 2: Fill out the record

Below is an overview of the main fields available.

Key Information

Enter the contact's identifying information.

You can fill out:

• Name;
• Last Name;
• Company.

These fields contain the main information for record are used in all sections of Artshell where the contact is displayed.

Tags

Tags allow you to categorize and group your Contacts your preferred criteria, making it easier to search and organize your database. For more information, see the article Organize Your Contacts Tags and Lists.

Email Address

Enter one or more email addresses and assign a label to each one by choosing from:

• Staff;
• Work;
• Other;

Or select " Custom " to create a new label.

Phone

You can add one or more phone numbers using the same method.

For example:

• Cell phone;
• Work;
• Home;
• Customized.

Addresses

Each contact can have one or more addresses, such as a main office, a showroom, or a warehouse.

For each address, you can enter:

• an identifying name - Name and address;
• the full address - Address;
• the location on the map;
• any opening hours.

Location on the map

After entering the address, you can click " Calculate " to automatically convert it to geographic coordinates and display it on the map.

If you prefer, you can also enter the address manually without using the auto-suggestions.

Hours of Operation

If you want to display the location's days and hours of operation, turn on the " Hours of Operation" toggle.

You can configure:

• Schedule type—select the desired option from the drop-down menu under"Opening and Closing Hours":eitherMorning / Afternoon;
• days of the week;
• time zone;
• any additional details, such as lunch breaks, overtime schedules, or information for visitors.

Contacts

You can link this contact to others in your address book.

For example, you can create links such as:

• Assistant;
• Press Office;
• Contributor;

or use a custom label.

Link

You can link one or more links, for example:

• website;
• Instagram;
• Facebook;

or use a custom label.

Billing Information

If necessary, you can also archive the contact's administrative data.

The following fields are available:

• Company name;
• Billing address;
• VAT number;
• Tax ID;
• Administrative email.

Professional Information

This section allows you to provide more details about the contact.

You can enter:

• Type of contact (e.g., Gallery, Collector, Supplier, Press);
• Job title;
• Nationality;
• Date of birth.

Notes

Use the Notes field to enter any additional information that does not fit in the other fields of record.

Folders and Attachments

From the Details tab, you can associate documents, images, files, and any other supplementary content with the contact. For more information, see the article " Folders and Attachments."

Step 3: Save the record

When you're done filling out the form, click " Save " in the upper-left corner.

The contact will be added to your address book and will be immediately available in the Contactssection.

What Can You Do Next?

Once you've created the record , you can:

• edit that information at any time;
• add documents, images, and other attachments;
• organize it using tags and lists;
• link it to Artworks, events, and other sections of the database;
• use it as a recipient for emails and newsletters.

For more information on these features, see the related articles.

Conclusions

Creating a record is the first step toward building an organized and easily searchable database.

You can update the record any time by adding new information, contact details, and documentation as needed.

To continue, see also:

• Edit a contact
• Delete a contact
• Import Contacts an Excel file
• Organize Your Contacts Tags and Lists