Zoho implementation for Art Galleries and Museums
Zoho for art galleries and museums: manage collections, exhibitions, collectors, sales, loans and memberships for galleries and museums.
Business process workflow
How art galleries and museums work flows in Zoho
Manage collections, exhibitions, collectors, sales, loans and memberships for galleries and museums.
Common problems we fix
- Collection records are in spreadsheets
- Collector follow-up is ad hoc
- Loan and exhibition schedules clash
The process, step by step
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Zoho Sign
Zoho Campaigns
Zoho AnalyticsDepartment by department
How every department of a art galleries and museums business works in Zoho
In a gallery or museum, visitor services, curatorial, the registrar, art sales, patrons and development, the shop, accounts and HR all work around the same artworks, exhibitions and visitors. In Zoho they share one object record, one exhibition and one contact, so loans, sales, tickets and donations are tracked without separate spreadsheets.
How the departments hand work to each other
Each arrow is a handover. Because every team works on the same Zoho records, the next department picks up the work without re-entering it.
- 1Visitor Services and Ticketing to Membership, Patrons and Development: Visitors who opt in to membership and newsletters
- 2Visitor Services and Ticketing to Finance and Accounts: Ticket income by type
- 3Exhibitions and Curatorial to Collections and Registrar: Agreed loans and works to move
- 4Exhibitions and Curatorial to Visitor Services and Ticketing: Exhibition dates, tickets and tours
- 5Collections and Registrar to Exhibitions and Curatorial: Object availability and condition for exhibitions
- 6Collections and Registrar to Finance and Accounts: Insurance premiums and conservation costs
- 7Art Sales and Artist Relations to Finance and Accounts: Sales invoices and artist payables
- 8Art Sales and Artist Relations to Collections and Registrar: Sold works to release and ship
- 9Membership, Patrons and Development to Finance and Accounts: Membership and gift income by fund
- 10Membership, Patrons and Development to Exhibitions and Curatorial: Sponsor commitments for exhibitions
- 11Retail Shop and Online Store to Finance and Accounts: Shop sales and royalties payable
- 12Finance and Accounts to Director and Management Reporting: Monthly accounts and fund balances
- 13HR, Volunteers and Payroll to Finance and Accounts: Payroll summary
- 14HR, Volunteers and Payroll to Visitor Services and Ticketing: Rostered guides and attendants
- 15Director and Management Reporting to Exhibitions and Curatorial: Approved programme for the coming years
Each department in detail
Open a department to see its workflow, its own entity diagram, who does the work, what needs approval, the reports it watches and what it hands over.
Visitor Services and TicketingSells tickets and tours, welcomes visitors and handles group and school bookings.
Workflow
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Sell timed tickets
Visitors book timed entry, tours and workshops online or at the desk, with member and concession prices.
- 2
Handle group and school visits
Schools and groups request visits through a form, and confirmed bookings get a guide and time slot.
- 3
Check in visitors
Tickets are scanned at entry and walk-ins are recorded, giving live visitor counts.
- 4
Answer visitor questions
Emails, calls and chat about opening hours, access and lost property become tickets.
- 5
Entity diagram: Visitor Services and Ticketing
The records this team creates and updates, their key fields, and how they link.
- Zoho Bookings
- Zoho CRM
- Zoho Creator
- Zoho Desk
Read the relationships as text
- Ticket Booking checked in by Entry Scan (1:N)
- Group Visit books Ticket Booking (1:1)
- Visitor Query may relate to Ticket Booking (1:N)
Who does the work
- Visitor services assistant
- Front of house manager
- Tour guide
Approvals and controls
- Free or discounted group entry beyond the policy needs the front of house manager
Reports they watch
- Visitors by day and ticket type
- Group and school bookings
- Visitor satisfaction
Hands over to
- Membership, Patrons and Development: Visitors who opt in to membership and newsletters
- Finance and Accounts: Ticket income by type
Zoho Bookings
Zoho Commerce
Zoho Forms
Zoho CRM
Zoho Creator
Zoho Desk
Zoho SalesIQ
Zoho SurveyExhibitions and CuratorialPlans and delivers exhibitions and public programmes, from concept to opening and closing.
Workflow
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Plan the exhibition
Each exhibition is set up as a project with checklist of works, lenders, budget and milestones.
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Request loans
Loan requests go to lenders with condition and insurance requirements, and replies are tracked.
- 3
Prepare interpretation
Labels, catalogue texts and audio guide scripts are written and approved in shared folders.
- 4
Install and open
Installation, lighting and condition checks are scheduled, and the opening event is run.
Zoho WorkDrive
Zoho BackstageEntity diagram: Exhibitions and Curatorial
The records this team creates and updates, their key fields, and how they link.
- Zoho Projects
- Zoho Creator
- Zoho WorkDrive
Read the relationships as text
- Exhibition includes Exhibition Checklist (1:N)
- Exhibition Checklist needs Loan Request (1:N)
- Exhibition Checklist interpreted by Label Text (1:1)
Who does the work
- Curator
- Exhibitions manager
- Designer
Approvals and controls
- Exhibition budgets and programmes are approved by the director
- Loan agreements are signed only after the registrar confirms insurance and conditions
Reports they watch
- Exhibitions by stage
- Loans requested and agreed
- Exhibition budget versus actual
Hands over to
- Collections and Registrar: Agreed loans and works to move
- Visitor Services and Ticketing: Exhibition dates, tickets and tours
Collections and RegistrarKeeps the collection catalogue accurate and manages object movements, loans, condition and insurance.
Workflow
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Catalogue objects
Each object is recorded with accession number, artist, medium, dimensions, images and location.
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Record movements
Every move between storage, gallery, conservation and lenders is logged with date and handler.
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Check condition
Condition reports with photos are made on arrival, before display and on return.
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Manage insurance and indemnity
Insured values, policies and indemnity cover are recorded per object and loan.
- 5
Schedule conservation
Objects needing treatment are sent to conservation with treatment records.
Entity diagram: Collections and Registrar
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Collection Object moved in Movement (1:N)
- Collection Object checked in Condition Report (1:N)
- Collection Object covered by Insurance Cover (N:N)
- Collection Object may need Conservation Job (1:N)
Who does the work
- Registrar
- Collections manager
- Conservator
- Art handler
Approvals and controls
- Objects cannot move without a registrar-approved movement
- Deaccessioning needs board approval under the collections policy
Reports they watch
- Objects by location
- Loans in and out with due dates
- Condition issues and conservation backlog
Hands over to
- Exhibitions and Curatorial: Object availability and condition for exhibitions
- Finance and Accounts: Insurance premiums and conservation costs
Art Sales and Artist RelationsSells works for represented and consigned artists, manages collectors and pays artists their share.
Workflow
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Take works on consignment
Consigned works are recorded with artist, agreed price and commission, and a consignment agreement is signed.
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Manage collectors
Collectors and their interests are kept in Zoho CRM, and previews go to matching collectors.
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Hold works and sell
Works can be placed on hold for a collector, and sales are invoiced with provenance documents.
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Settle with artists
Artist share is calculated after commission and costs and paid once the buyer has paid.
Entity diagram: Art Sales and Artist Relations
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho CRM
- Zoho Books
Read the relationships as text
- Consignment sold in Artwork Sale (1:1)
- Collector buys Artwork Sale (1:N)
- Artwork Sale triggers Artist Settlement (1:1)
Who does the work
- Gallery director
- Sales associate
- Artist liaison
Approvals and controls
- Discounts below the artist's agreed price need the artist's written consent
- Artist payments are released only after buyer payment clears
Reports they watch
- Sales by artist and exhibition
- Works on hold and available
- Artist settlements due
Hands over to
- Finance and Accounts: Sales invoices and artist payables
- Collections and Registrar: Sold works to release and ship
Membership, Patrons and DevelopmentGrows members, patrons, sponsors and donors, and manages grants and gift acknowledgements.
Workflow
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Sell memberships
Members join online with tiers and benefits, and renewals are billed automatically.
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Cultivate patrons and sponsors
Patron circles and corporate sponsors are managed with events, benefits and contact history.
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Record gifts and grants
Donations, sponsorships and grants are recorded with restrictions and reporting dates.
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Acknowledge and report
Thank-you letters, tax receipts where they apply, and funder reports are sent on time.
Zoho BillingEntity diagram: Membership, Patrons and Development
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
Read the relationships as text
- Member may give Gift (1:N)
- Patron gives Gift (1:N)
- Gift reported in Grant Report (N:N)
Who does the work
- Development manager
- Membership officer
Approvals and controls
- Sponsorships with naming rights need the director and board
- Restricted gifts are recorded only with the restriction agreed in writing
Reports they watch
- Members by tier and renewal rate
- Contributed income against target
- Grant reports due
Hands over to
- Finance and Accounts: Membership and gift income by fund
- Exhibitions and Curatorial: Sponsor commitments for exhibitions
Retail Shop and Online StoreSells books, prints and merchandise in the shop and online, linked to current exhibitions.
Workflow
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Plan exhibition merchandise
Catalogues, prints and products are planned for each exhibition with quantities and margins.
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Sell in store and online
Shop and online sales draw from one stock, with member discounts applied.
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Pay image royalties
Royalties on artist images used on products are calculated from sales.
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Reorder and clear
Best sellers are reordered and slow lines are discounted after the exhibition closes.
Zoho InventoryEntity diagram: Retail Shop and Online Store
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
- Zoho Commerce
- Zoho Creator
Read the relationships as text
- Shop Product sold in Shop Order (N:N)
- Shop Product earns Royalty Line (1:N)
- Shop Product restocked by Reorder (1:N)
Who does the work
- Retail manager
- Shop assistant
Approvals and controls
- Products using collection or artist images need rights clearance before sale
Reports they watch
- Shop sales per visitor
- Sales by product and exhibition
- Royalties due
Hands over to
- Finance and Accounts: Shop sales and royalties payable
Finance and AccountsKeeps the books across tickets, sales, membership, gifts and grants, and pays artists, lenders and suppliers.
Workflow
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Post income by source
Tickets, shop, art sales, membership, gifts and grants are posted to the right funds and accounts.
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Pay artists and suppliers
Artist settlements, lender costs, shipping and suppliers are paid after approval.
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Handle tax
Sales and ticket income carry GST in India or VAT in the UK and UAE where it applies, with margin schemes where eligible.
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Report by fund and exhibition
Income and cost are reported by exhibition, fund and department.
Entity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Analytics
Read the relationships as text
- Invoice credits Fund (N:N)
- Bill charged to Fund (N:N)
- Fund reported in Exhibition P&L (N:N)
Who does the work
- Accountant
- Finance manager
Approvals and controls
- Spending from restricted funds needs the finance manager to confirm the restriction
Reports they watch
- Income mix by source
- Exhibition profit and loss
- Restricted fund balances
Hands over to
- Director and Management Reporting: Monthly accounts and fund balances
HR, Volunteers and PayrollManages staff, guides and volunteers, their rosters and training, and runs payroll.
Workflow
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Recruit staff and volunteers
Staff openings and volunteer guide roles are posted and applicants tracked.
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Train guides and handlers
Object handling, gallery talks and safety training are recorded per person.
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Roster gallery cover
Gallery attendants, guides and volunteers are rostered to cover opening hours and events.
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Run payroll
Hours and allowances flow to Zoho Payroll where it is available or your local provider.
Zoho Recruit
Zoho People
Zoho Learn
Zoho Shifts
Zoho PayrollEntity diagram: HR, Volunteers and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Creator
- Zoho Shifts
- Zoho Payroll
Read the relationships as text
- Staff assigned to Gallery Roster (N:N)
- Volunteer assigned to Gallery Roster (N:N)
- Staff receives Payslip (1:N)
Who does the work
- HR officer
- Volunteer coordinator
Approvals and controls
- Only trained handlers can move collection objects
Reports they watch
- Gallery cover against opening hours
- Volunteer hours
- Training completed
Hands over to
- Finance and Accounts: Payroll summary
- Visitor Services and Ticketing: Rostered guides and attendants
Director and Management ReportingGives the director and board one view of visitors, exhibitions, collection, income and people.
Workflow
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Connect every app
Zoho Analytics combines Bookings, Creator, CRM, Commerce, Books and People data.
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Monthly dashboard
Visitors, exhibition performance, sales, membership and income against budget.
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Board reporting
Board packs with collection, loans, finances and risks are prepared and shared securely.
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Alert on exceptions
Overdue loans, condition issues and income shortfalls go to the director on Cliq.
Zoho Flow
Zoho CliqEntity diagram: Director and Management Reporting
The records this team creates and updates, their key fields, and how they link.
- Zoho Analytics
- Zoho WorkDrive
- Zoho Flow
Read the relationships as text
- Board Pack summarises KPI (N:N)
- KPI triggers Alert (1:N)
Who does the work
- Director
- Board chair
- Head of operations
Approvals and controls
- Annual programme, budget and acquisitions are approved by the board
Reports they watch
- Visitors and income trend
- Exhibition performance
- Contributed income
Hands over to
- Exhibitions and Curatorial: Approved programme for the coming years
What to expect when you start
A typical plan for a focused project of one to three apps. Larger scope or messy data takes longer; we confirm the timeline after discovery.
Week 1 to 2
Map and agree
We walk through your art galleries and museums process from "Collection records" to "Reports", list the records and fields you really need, and agree the scope.
Week 3 to 4
Build the core
We configure Zoho Creator and Zoho CRM with your stages, roles, approvals and templates.
Week 5 to 6
Connect and migrate
We clean and import your data, connect email, payments or other tools, and build the reports you will use every week.
Week 7 to 8
Test and go live
Your team tests with real cases, we train each role, and we cut over with a checklist.
Mistakes to avoid
- Copying the old spreadsheet column for column. Keep only the fields that help someone decide or act.
- Leaving out exceptions such as returns, changes and cancellations. Model them early so the team does not work around the system.
- No owner per stage. Name one person for "Collection records" and one for "Reports".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Collection records are in spreadsheets. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Collector repeat rate
- Exhibition on time
- Membership renewals
Questions about Zoho for art galleries and museums
Which Zoho apps suit art galleries and museums businesses?
A typical art galleries and museums setup uses Zoho Creator, Zoho CRM, Zoho Projects, Zoho Books, Zoho Sign, Zoho Campaigns, Zoho Bookings, Zoho Analytics. We confirm the exact apps after mapping your own process in a discovery call.
How does the business process flow in Zoho for art galleries and museums?
1. Collection records; 2. Collectors and members; 3. Exhibitions; 4. Sales and loans; 5. Memberships and events; 6. Reports.
Which departments does a Zoho setup for art galleries and museums cover?
A full setup covers Visitor Services and Ticketing, Exhibitions and Curatorial, Collections and Registrar, Art Sales and Artist Relations, Membership, Patrons and Development, Retail Shop and Online Store, Finance and Accounts, HR, Volunteers and Payroll, Director and Management Reporting. Each department works in its own Zoho screens, but they share the same customer, order and finance records, so work moves from one team to the next without being retyped.
Zoho apps we set up for art galleries and museums
- Zoho Creator
- Zoho CRM
Zoho Books
Not sure which apps fit your business? Book a free 30-minute call or see all Zoho products we implement
Zoho services for art galleries and museums
All Zoho services →- Zoho implementationZoho CRM live within 2 weeks, fixed price agreed in writing
- Zoho support100-hour support packs, first reply within 1 hour
- Zoho consultingChoose the right apps and plan before you build
- Data migration to ZohoMove from Salesforce, HubSpot, Tally, QuickBooks or spreadsheets
- Zoho integration servicesConnect Zoho to payments, ads, telephony, e-commerce and more
- Zoho auditA scored review of your current Zoho setup
More industries we build Zoho workflows for
Zoho adapts to almost any business that has leads, orders, projects, people and money to track. A few examples are below; the industries page lists all 179 with a typical process flow and the Zoho apps behind each.
- Construction and ContractingControl tenders, project costs, subcontractors, site materials and progress billing from one system.
- Wholesale and DistributionRun orders, stock across warehouses, credit limits and collections for dealers and retailers.
- Food and BeverageTrack outlet and central kitchen stock, recipes, suppliers and daily sales with branch-wise accounts.
- Fitness and WellnessConvert enquiries into members, manage bookings and recurring fees, and keep members engaged.
- Staffing and RecruitmentManage client job orders, candidate pipelines, placements and invoicing in one flow.
- Travel and TourismTurn enquiries into itineraries, bookings and payments with supplier and customer tracking.
- Telecom and ISPsRun activation, installation, support and recurring billing for subscribers and enterprise accounts.
- Media and AdvertisingManage clients, briefs, campaign projects, approvals and retainer billing for agencies and media firms.
- Import and Export TradingHandle enquiries, proforma invoices, shipments, documentation and multi-currency accounting.