Museum & gallery CRM: from tour bookings to exhibition invitations and collector relationships, all in one panel
Museum & gallery software, program and CRM on one platform: Museum & gallery job tracking software, customer management software and sales automation with WhatsApp.
School and group tour requests live in WhatsApp, exhibition opening invitations live in scattered lists, and collector conversations live in one person’s memory. ÖzgürKod collects group and school tour bookings through online appointment scheduling, sends exhibition opening invitations with segment targeting, records collector relationships on the visitor card, and lets you organize events with task cards.
Which CRM software should be used for Museum & gallery? ÖzgürKod is a CRM for Museum & gallery businesses: Manage group and school tour bookings, send exhibition opening invitations by segment, record collector relationships, and organize events with tasks. Setup takes minutes; try it free for 7 days.
Problems museums and galleries know well
Tour requests lost in WhatsApp, scattered invitation lists, and collector relationships kept only in one person’s memory.
Group and school tour requests get mixed up
Requests from schools and agencies — “can we come with 40 people on this date?” — are spread across WhatsApp, email and phone. When it isn’t visible how many groups are coming on which day and whether a guide is available, bookings overlap and groups pile up at the door.
Exhibition opening invitations are scattered
Who did we invite to the opening, who confirmed they’re coming, which collector is on the list? When invitation lists are scattered across different Excel files and old messages, one person gets two invitations and another gets none; attendance at the opening is left to chance.
Collector relationships live in one person’s memory
Which collector is interested in what, when were they last in touch, which work did they show interest in? This information sits in the memory of the person running the gallery; when that person is away, the relationship breaks and valuable ties stay tied to one person.
Visitor questions go unanswered
“What are the exhibition hours, is there a ticket, are you open on weekends?” The questions pile up in Instagram DMs and on WhatsApp. When one person can’t keep up, replies go out late; visitors give up on coming or end up at the door at the wrong time.
Event organization is scattered
When preparing an exhibition opening, a workshop, or a private tour, it is unclear who has taken on what and which tasks are done. When tasks stay in conversations, they get lost in the flow; unfinished prep leaves the team and guests in a tough spot on event day.
Group and corporate quotes slip through the cracks
Tour and discount quotes for agencies and corporate groups get prepared in Word and stay buried in email. When a quote goes out late, the group heads to another venue; no one regularly tracks what happened to a sent quote or follows up on group payments.
What does ÖzgürKod do for museums and art galleries?
Workflows built for your cultural and arts venue, on top of general CRM tools.
The 7 steps of the visitor and guest journey
- Collect group and school tour requests through an online appointment page; with Google Calendar sync, see at a glance how many groups are booked each day and which guide is available, with no clashes
- Bring visitor and group messages into one inbox; answer questions about hours, tickets and exhibitions with quick reply templates and a 24/7 chatbot
- Send exhibition opening invitations to segmented lists with an approved WhatsApp template; reach collector, artist and press groups with targeted messages and duplicate protection
- Keep collector relationships on the visitor card: interests, past conversations and notes in one place, so the relationship does not depend on one person
- Create group and corporate tour quotes as PDF; track them in TRY, USD or EUR through a Sent→Approved→Revised flow, and monitor group payments in payment collection
- Organize events with task cards: opening, workshop and private tour tasks go out to the team with an owner, a checklist and a due date
A tour request, invitation question or exhibition question coming in from WhatsApp, Instagram or the web turns into a visitor card with a source tag.
Questions about hours, tickets and exhibitions are handled with quick reply templates and a 24/7 chatbot; group requests are routed to booking.
Group and school tours are scheduled through the online appointment page, synced with Google Calendar, and the guide and group note are recorded on the card.
A tour quote for agencies and corporate groups is sent as a PDF; its status is tracked in a Sent→Approved→Revised flow.
Opening invitations are sent to the relevant segment (collectors, artists, press) with an approved template; RSVPs are collected in the conversation.
Opening day and tour day run on task cards; the checklist is completed, and the visit note and collector interest are added to the card.
Relationships with collectors and regular visitors are maintained through the record; new exhibitions are announced to the relevant segment with a campaign.
Not from a personal phone, but from the business line
Don't let Visitor messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects visitor information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the visitor group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new visitor came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Messages, quote, payment collection and your team — in one account
When a visitor writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Visitor cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own visitors.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Visitor write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the visitor card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for Museum & gallery?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- A module ready for your industry. Instead of adapting a generic CRM for months Museum & gallery choose a system that is ready on day one for your workflow (record fields, tags, reminder templates).
- WhatsApp and Instagram integration. In Turkey visitor most communication comes through WhatsApp and Instagram; a CRM that does not offer a unified inbox through the official API leaves half the work outside.
- Automatic reminders and follow-up. Appointment, payment and repeat reminders should live in the system, not in memory; every missed reminder is lost revenue.
- Turkish-language support and TL pricing. Dollar-based foreign tools carry exchange rate risk and an English-only support barrier; TL pricing and Turkish-language setup support make total cost predictable.
- Free trial and cancellation without commitment. Try it with your own data before you decide: choose a solution that requires no credit card, offers at least a 7-day free trial and can be canceled whenever you want.
Museum & gallery program, software or CRM?
Most business owners search for the solution they need as “Museum & gallery program,” “Museum & gallery software,” “Museum & gallery job tracking software” or “Museum & gallery customer management software.” “CRM” is the international name for this solution, and the need is the same: keep visitor information in one place, never miss a request, and bring order to your work.
As a Museum & gallery automation, ÖzgürKod gathers visitor messages from WhatsApp, Instagram and the web in one panel and handles quote and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for Museum & gallery
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Mesajlar | Scattered across phones | Mostly an extra module or extra fee | WhatsApp, Instagram and web in one inbox |
| Reminders and follow-up | Left to memory | Needs setup and integration | Follow-up date, notification and tasks ready |
| Visitor history | Between notebook, phone and email | Yes, with generic fields | On one card: messages, quote, payments, notes |
| Teamwork | It’s unclear who is handling what | Extra cost per user | Assignment, tasks and record-based permissions |
| Language and pricing | — | Usually $ pricing, English support | TL pricing, local support in Turkish |
| Starter | Invisible cost in time | Long setup, exchange rate risk | 7-day free trial |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
Every message answered late is an opportunity handed to a competitor.
If your average sale is ₺4,000: the monthly cost of your subscription is not even a single sale.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
What is a CRM for a museum or art gallery used for?
A museum and gallery CRM collects school and group tour requests through online appointments, answers visitor questions with quick replies and a chatbot, and links every person to a visitor card. It sends exhibition opening invitations to collector, artist and press groups with approved templates and segment targeting, and records collector relationships along with interests and past conversations. Group quotes and events are managed with tasks and a pipeline. As a result, tour requests do not get mixed up, invitations reach the right people, and valuable collector ties do not depend on one person.
Is ÖzgürKod a ticketing or ticket sales system?
No. ÖzgürKod is not a ticketing or ticket sales system; it does not sell tickets at the door or online, issue queue numbers or connect to entry turnstiles. ÖzgürKod is a CRM that brings visitor and group communication, tour bookings, invitation lists and collector relationships together in one panel. For group tours, it tracks the quotes you send and group payments, and detects receipts with AI; however, the payment itself happens through your own channel. In other words, your ticketing infrastructure stays separate, and ÖzgürKod manages your visitor and guest relationships.
How do I manage group and school tour bookings?
Schools and agencies choose a suitable date and time for a tour on your online booking page. Bookings sync with Google Calendar, so you can see at a glance how many groups are coming on which day and which guide is available, with no clashes. The group note, number of people and language preference are recorded on the visitor card. On the day of the tour, preparations can become a task card; guide assignment and the checklist are tracked. This reduces the risk of overlapping bookings and groups piling up at the door.
How do I manage exhibition opening invitations and collector relationships?
You segment your invitation list (collectors, artists, press, regular visitors). You send the opening invitation only to the relevant group using a Meta-approved WhatsApp template, and duplicate protection stops the same person from receiving two invitations. You keep each collector’s interests, past conversations and notes on the visitor card, so the relationship does not depend on one person’s memory and the context stays intact even when the team changes. RSVPs are collected in the conversation flow.
Does the system answer visitor questions automatically?
No, not entirely automatically. The 24/7 chatbot handles the first greeting: it provides exhibition hours, open days and general information based on branching, and hands the conversation over to a rep in cases it cannot resolve or that need special handling. You reply to frequently asked questions within seconds using quick reply templates. So the chatbot takes on routine questions and reduces the workload, but it does not close every reply on its own; special requests are routed to the team. All correspondence stays on the same visitor card, so questions that come in outside business hours are not left unanswered.
Are visitor and collector data secure under KVKK (Turkey's personal data protection law)?
Yes. Visitor and collector data is stored in line with KVKK (Turkey's personal data protection law) requirements. With role-based permissions, each team member can access only the visitors and records they are authorized for, and all access is logged. Collector contact details and meeting notes are kept on the visitor card within the scope of permissions; a departing team member cannot take the collector list with them. In bulk invitations and announcements, targeting rules and duplicate protection help you prevent unwanted repeated messages to the same person.
Museum & gallery software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "Museum & gallery software", "Museum & gallery software", "Museum & gallery job tracking software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: visitor communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
Bring tours, invitations and collector relationships together in one dashboard
7-day free trial, no credit card required. Gather your tour requests in one dashboard on day one; by the end of the week, see in a report how many reservations came in from which channel.