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AI agent for fine artists

Collector Relationship Follow-up Cadence Agent

A steady, personal follow-up rhythm with each past buyer, with no repeated messages and every reply logged

CommunicationCreatives
See how it worksGet access
Collector Relationship Follow-up Cadence Agent: what goes in, what the agent does and what you get

What it does

A collector who bought two pieces three years ago gets an email only when there is an exhibition to announce. Relationships go cold without anyone deciding that. Each week this agent reads the collector list with purchase history, last contact date, interests and notes, and picks who is due for a personal touch. It matches each person with something relevant, such as a new work in a series they own, a studio update, or an event nearby, then drafts a short personal note. It checks the draft against the past messages sent to that person to avoid repeating the same news, and logs replies when they arrive so the next touch follows the conversation. The artist approves each message before sending. Edge case: a collector who asked to be contacted only for exhibitions is excluded from studio updates.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Weekly collector review 2 USES A TOOL Read collector records, contact dates andpreferences 3 DOES Select collectors due for contact by cadence andpreference 4 DOES Match each with a relevant new work, series updateor event 5 USES A TOOL Read past messages sent to each person 6 DOES Draft a short personal note for each 7 CHECKS THE RESULT Is each draft new compared with past messages andwithin the collector's preferences? If not: Pick a different update or skip this person thisweek. Back to step 3. 8 YOU APPROVE Artist approves each message before sending 9 USES A TOOL Log sent messages and check for replies the nextweek 10 CHECKS THE RESULT Did a collector reply or ask a question? If not: Keep them on the normal cadence and note thesilence. Back to step 6. 11 RESULT Contact log updated
Read the steps as a list
  1. Weekly collector review
  2. Read collector records, contact dates and preferences
  3. Select collectors due for contact by cadence and preference
  4. Match each with a relevant new work, series update or event
  5. Read past messages sent to each person
  6. Draft a short personal note for each
  7. Is each draft new compared with past messages and within the collector's preferences?If not: Pick a different update or skip this person this week. Back to step 3.
  8. Artist approves each message before sendingThe agent waits here for your OK.
  9. Log sent messages and check for replies the next week
  10. Did a collector reply or ask a question?If not: Keep them on the normal cadence and note the silence. Back to step 6.
  11. Contact log updated

How it decides

It selects people whose last contact is older than their cadence and matches them to the closest new work or event. Contact preferences override everything else.

  • Default cadence is every 90 days for buyers and 180 days for past inquirers
  • Never contact someone who asked to pause
  • Send at most 5 messages in a week
  • Do not reuse the same update in two messages to one person

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Cadence per collector type
  • Weekly message limit (default 5)
  • Tone and length of notes
  • Day of the weekly review
  • Preference categories

What keeps you in control

It always asks you first

  • Artist approves each message before it is sent

Hard limits

  • Never send a message without approval
  • Never share collector details outside the artist's records

It stops when

  • Done: Due collectors have an approved note or a reason for skipping
  • Stop: Contact preferences are missing for a person, so the agent asks the artist before drafting

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe agent finds 6 collectors past cadence. Maria bought two works from the Tide series and the artist has a new Tide piece, so it drafts a note about it. The check shows Maria was told about the series in March, so it drafts a different angle. Another collector asked for exhibition news only, so the agent skips them. The artist approves 4 notes.

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