5 Hidden Artlogic Fields You’re Not Using (But Should Be)

If you’ve been using Artlogic for a while, you probably know the big features: contacts, relationships, mailing lists, preview emails… the usual pillars.

But buried inside the system are a handful of lesser-known fields that can quietly transform your CRM — especially if you’re an artist, studio, or small gallery trying to get more clarity from your data without overcomplicating your workflow.

These are the fields I see most people miss. And honestly, once you start using them, your entire database feels cleaner, sharper, and more useful.

1. Activity Level — Your “At a Glance” Engagement Signal

Think of Activity Level as a simple heartbeat monitor for each contact.

Most people overlook it because it sits quietly in the contact record, but it’s one of the fastest ways to gauge whether someone is cold, warm, or engaged.

Why use it:

• Perfect for quick segmentation on mailing lists

• Helps you prioritise follow-ups

• Gives structure to your sales pipeline without needing a complicated CRM

Pro tip: update this field whenever someone replies to an email, comes to a private view, or requests a PDF. Over time, it builds a surprisingly accurate engagement map.

2. Importance Rating — Not the Same as “VIP”

This one is wildly misunderstood. Importance Rating isn’t about status — it’s about where someone sits in your workflow.

It’s perfect for:

• Marking key supporters

• Flagging high-value prospects

• Separating casual readers from serious collectors

• Prioritising contact reports

Most teams leave this blank, but once you start using it consistently, your mailing lists become much smarter — and your reports feel more focused.

3. Relationship Linking — Still the Most Underrated Feature in Artlogic

Anyone who has worked in the art world knows this:

people are never just individuals — they belong to networks.

Relationship Linking lets you map those networks with surprising clarity:

• A collector ↔ their partner

• An artist ↔ their gallery

• A curator ↔ their institution

• An advisor ↔ their clients

• A family member ↔ the family trust

• A patron ↔ their corporate collection

The genius part?

Artlogic shows these relationships on both records, so your whole team instantly gets context.

Use this more and suddenly your CRM starts behaving like an actual ecosystem rather than a flat list of names.

4. Address Labels (Home/Work) — Essential for International Clients

Most people only ever enter one address — even when their clients have multiple homes, studios, or offices.

Under “Address Labels,” you can store:

• Home address

• Work address

• Seasonal address

• Studio address

• Shipping address

This matters for:

• Invoicing

• Packing lists

• Certificates

• Private view invitations

• Tax-compliant paperwork

If you work with international clients, this field alone can save you a dozen headaches a year.

5. Alternate Emails & Phone Numbers — A Small Field With Big Impact

This one’s almost hidden… but so helpful.

You can add:

• Personal email

• Work email

• Studio assistant email

• PA email

• Gallery email

• WhatsApp-only numbers

• Back-up mobile numbers

Perfect when:

• Clients don’t check their gallery email

• Advisors manage acquisitions

• You need a consistent line for shipping updates

• You need to avoid duplicate contact records

• You’re managing communication across multiple teams

Keeping everything in one record makes your CRM cleaner — and your communication more reliable.

Other Useful Fields You Might Be Missing

These aren’t technically “hidden,” but most users aren’t taking full advantage:

Categories vs Interests

The most common confusion I see.
Categories = “who” they are (collector, curator, press, VIP)
Interests = “what” they care about (painting, sculpture, specific artists)

Once you treat them separately, your segmentation becomes ten times more precise.

Notes & Commentary

A simple field that becomes gold over time.
Use it for:

• Studio visit takeaways

• Collector preferences

• Provenance context

• After-sales care

• Adviser instructions

It’s your private institutional memory.

Organisation Structure

Artlogic’s organisation records hide a lot of power:

• Multiple contacts under one gallery

• Shared addresses

• Shared billing

• Shared interests

• Shared notes

This makes your communications consistent and avoids duplication.

Custom Fields (If Enabled)

If your account supports them, custom fields let you build:

• Collector tiers

• Artwork preferences

• Private view RSVPs

• Internal flags

• Project-specific tracking

Great for studios and galleries that want lightweight CRM customisation without investing in external software.

Why These Fields Matter

Most CRM problems in Artlogic don’t come from missing features — they come from underusing the fields already there.

These “hidden” areas give you:

• Better segmentation

• Cleaner data

• Faster reporting

• Clearer relationships

• More personalised communication

• A stronger collector journey

It’s small adjustments that add up to a far more powerful database.

✨ Need help making sense of your Artlogic setup?

If you’d like your contacts, categories, interests, and relationships to feel organised and future-proof, I can help you streamline everything — from your database structure to your mailing lists. Get in touch