Cohart Onboarding Guide

Questions?
Email hello@cohart.com (all questions), lauren@cohart.com (fair onboarding), or book a live demo.

💡Selling at a U.S. fair? Cohart can calculate, collect, and file U.S. sales tax for transactions processed through our platform on your behalf.

Quick Start Guide

First Steps

Start here if you're new to Cohart:

Create your account: www.cohart.com
Complete your profile so collectors can easily recognize and find you.
Add artworks so they can power your portfolio, website, labels, COAs, Private Views, and Discover listings.
Share your Link-in-Bio to let collectors browse your work and subscribe to your mailing list.
Keep contacts, subscribers, and collector notes organized in one place under Contact Management so future follow-up is easier.

Preparing for a Fair or Event

If you’re preparing for a fair, exhibition, or event, you can also:

Add the works you’re bringing on-site.
Create labels, price lists, or COAs (from Inventory, select artworks, then use Export As).
Collect emails at your booth by displaying your Link-in-Bio QR code so visitors can subscribe.
Share Private Views, or curated selections, privately with collectors, advisors, or interested buyers during or after the fair.

Accepting Payments

To process in-person sales with Cohart's point-of-sale tool (POS):

Link your bank account for payouts with Cohart Connect before you start selling.
Log in to Tap-to-Pay using your account details (iPhone | Android): Your phone will become your card reader - no hardware needed.
1. You can also use Cohart QR labels for buyer self-checkout. Create and download in your Inventory.
US sales: To have Cohart manage sales tax, add the venue zipcode in the app (or under Edit Profile → Sales Tax). Tax will auto-apply at checkout and we’ll file it for you.

What's Next?

Once you're set up, Cohart becomes your central system for inventory, collector relationships, marketing, sales, and discovery.

Here are a few ways artists and galleries continue using the platform:

Reconnect with collectors, announce new work, share exhibition updates, or send studio and gallery news using Cohart’s built-in Email Campaigns.
Offer collectors a limited-time discount or incentive to encourage follow-up purchases.
Turn your inventory into a polished website that stays up to date automatically as your artworks change.
List selected artworks on Cohart Discover, where collectors can browse your work and receive recommendations through CocoAI, our AI curator.

Detailed Onboarding Instructions

Follow below for step-by-step instructions and video tutorials to help orient you to Cohart's platform features and tools:

Complete Your Profile

Set up your profile for a polished, professional presence.

Add:
• Profile photo
• Username
• Address
• At least one artwork (to earn Verified badge)

Optional: Post videos, or "Moments," to the Community Feed or link to your listings.

Resources:
🎥 Video Tutorial: Edit Your Profile
📖 Step-by-step Guide: How to Create a Cohart Profile
📹 Adding Videos to Your Page: How to Share and Engage with Moments

Upload Your Inventory

Uploading your inventory helps keep your artworks organized and gives collectors a polished way to browse your work online.

You can create listings for available works, sold works, or inquiry-only pieces from your Inventory Dashboard. Once uploaded, your inventory will power your website, Link-in-Bio, Discover listings, labels, COAs, Private Views, and sales tools.

Resources:
🎥 Video tutorial: Upload Your Artwork
🎥 Galleries: Add Artist Name to a Listing
📖 Step-by-step guide: How to Upload Artworks
📦 White-glove migration support is available on membership plans.

Create Labels, Price Lists, Tear Sheets, or COAs

Once your inventory has been uploaded, you can quickly generate a variety of printable materials directly from your Inventory dashboard.

Select the listing(s) you'd like to include with the checkmark next to the artwork, then choose Export As to create:

Artwork labels (QR codes) for your booth
Price lists for collectors
Tear sheets for presentations or follow-up conversations
Certificates of Authenticity (COAs)

For sales processed via a Cohart listing, Certificates of Authenticity are automatically generated and sent to buyers digitally after purchase.

Resources:
🎥 Video Tutorial: Create Labels, Price Lists, Tear Sheets & COAs
🎥 Video Tutorial: Cohart's Digital Certificate of Authenticity
📖 Learn more: How to Use the Digital Certificate

Collect Email Subscribers with your Link-in-Bio

Your Cohart Link-in-Bio includes a unique QR code that can be displayed at your booth, studio, or exhibition. Visitors can scan the code to browse your work and subscribe to your mailing list in just a few taps.

Every new subscriber is automatically added to your Contact Management dashboard, making it easy to follow up with exhibition announcements, new works, or future events - no paper sign-up sheets required.

To access your own shareable link or QR code, visit the Link-in-Bio tab and select the share icons on the right side.

Resources:
🎥 Video Tutorial: How to Collect Email Subscribers
📖 Learn more: How to Bulk Upload, Manage and Collect Subscribers
🌐 Learn more: How to Edit and Share my Portfolio

Send Email Campaigns & Use Promo Codes

Use Cohart’s built-in Email Campaigns to stay connected with collectors, subscribers, and contacts over time.

You can send updates to announce new works, share exhibition news, invite collectors to events, thank visitors after a fair or studio visit, or continue conversations with people who have shown interest in your work.

If you’ve been collecting subscribers through your Link-in-Bio QR code, they’ll automatically appear in your Contact Management dashboard, ready for your next campaign.

Promo Codes: You can also create promo codes to offer a limited-time discount, collector-exclusive incentive, or special follow-up offer. These can be included in your email campaigns to encourage future purchases.

Resources:
🎥 Video Tutorial: Send Email Campaigns and Promo Codes
📖 Learn more: How to Create and Manage my Email Campaigns

Build Your Website

Turn the artworks you've uploaded into a professional Cohart-powered website that automatically stays up to date as your inventory changes.

Because your website and Link-in-Bio sync directly with your inventory, you'll only need to update your artworks in one place.

Resources:
🎥 Video walkthrough: The Cohart Website Builder
📖 Step-by-step guide: How to use Cohart Website Builder
🌐 Connect a custom domain: How to Connect Your Cohart Website to Your Domain
✨ Need a hand? Cohart Website Setup Service

Use Private Views for Collector Conversations

With Private Views, create a curated selection of works to share privately with collectors, advisors, or interested buyers. It's a simple way to present artworks in a more personalized format or show collectors additional inventory from your studio or gallery that they didn't see on-site.

Resources:
🎥 Video tutorial: Create Private Views on Cohart
📖 Learn more: How to Create and Manage Private Views

Accepting Payments for Sales

Cohart Connect is required for payouts. To receive payouts through Cohart, you'll need to complete Cohart Connect and link your bank account. This enables direct payouts through Stripe, faster payout timing, and access to multi-currency features.

How it works:

Complete Cohart Connect and connect your bank account
Your connected bank account determines your payout currency
Buyers can pay in their preferred currency
Stripe automatically handles any required currency conversion
Payouts are sent directly to your connected bank account

Resources:
🎥 Video Tutorial: Connect Your Bank Account
📖 Learn more: How Payouts Work on Cohart
🌍 Learn more: Multi-Currency Payouts and Tools

Sale Processing

Cohart gives you flexible ways to process sales, whether you’re selling in person, online, or following up with a collector.

Buyers can purchase directly through a Cohart listing using the Buy Now button, or you can process sales using Tap-to-Pay, QR code checkout, or custom invoices depending on the situation.

You can create custom invoices for specific artworks, shipping fees, deposits, commissions, or any other custom payment needs. Invoices can be sent directly to buyers, and payments are tracked automatically once completed.

You can review completed sales anytime from your Sales Record and track payment activity through your Transactions tab.

Resources:
📖 Learn more: How to Create and Manage Invoices

Sales Tool: Tap-to-Pay

Accept card payments directly on your phone — no reader required. If you are using the free plan, "Tap" is not available; you can manually enter your customer's card details at checkout instead.

Best for:
• Custom sales
• Multiple pieces
• Fast, flexible checkout
• Not uploading inventory in advance (use “Custom Item” to enter title + price on the spot)

Download the Business Cohart app - iPhone | Android

💡 If you’re short on time, inventory upload is not required for checkout. You can always use Custom Item during checkout to enter the artwork title and price on the spot.

Resources:
🎥 Video Tutorial: Cohart Tap-to-Pay on Your Phone
📖 Learn more: Cohart In-Person Sales Processing Tools

Sales Tool: QR Codes

Upload artworks in advance and generate individual QR codes. Collectors scan and purchase on their own device.

Best when:
• The artwork price is fixed
• Buyers are browsing independently
• Opting for self-service purchases

Each artwork listing must include a price. You can bulk-download QR codes for printing.

To access QR codes: Visit your Inventory → Select artworks → Export As - Labels & QR Codes

Resources:
🎥 Video Tutorial: Create Labels, Price Lists, Tear Sheets & COAs
📖 Learn more: Cohart In-Person Sales Processing Tools

Set Up U.S. Sales Tax (U.S. Only)

As an online platform, Cohart can automatically calculate and file U.S. sales tax for you with no seller’s permit required for sales processed through the platform. Sales tax is added on top of the artwork price (your payout is based on the pre-tax amount) and paid for by your buyer. If your sale takes place outside the U.S. (and is not being shipped to the U.S.), sales tax does not apply.

For online ship sales, sales tax is calculated automatically based on the buyer's address.

For in-person sales (where the buyer takes the artwork with them), sales tax is based on the location where the sale took place.

To set this up (desktop):

Go to Profile → Edit Profile
Scroll to Sales Tax
Enter the zip code of the fair, event, or in-person sale location
Click Save
Business App: Click the hamburger icon in the top right to add and save.

This will automatically apply the correct local sales tax to your checkouts. You can remove this post-event if this isn't your usual zip code.

If preferred, artists and galleries can manage their own sales tax by toggling off the option when checking out or entering 00000 at checkout so that sales tax is not calculated.

Resources:
🎥 Video Tutorial: Set Up U.S. Sales Tax for Events
📖 Learn more: How Sales Tax Works on Cohart

Shipping on Cohart

For sales that require shipping, Cohart can help generate shipping labels based on the artwork’s packaged dimensions, weight, and delivery destination.

When Ship by Cohart is selected, the buyer pays shipping at checkout, and a shipping label is generated for the seller to download and print.

Sellers can also choose Ship by Seller / Pickup or Invoice Only if they prefer to manage shipping separately, arrange local pickup, or quote shipping after the sale.

Resources:
🎥 Video Tutorial: How to Ship a Sold Artwork
📖 Learn more: How Shipping Works on Cohart

Create Events

Create an event and invite your collectors to attend. Share your event through your Link-in-Bio, email campaigns, or social media to keep your audience informed.

Resources:
🎥 Video Tutorial: How to Create and Share Cohart Events

Continue Selling on Cohart Discover

Keep your artwork visible long after the fair by listing works on Cohart Discover.

Collectors continue browsing Discover year-round, where CocoAI recommends artworks based on each collector's interests and preferences. By keeping your listings active, your work can continue reaching new audiences even after the event has ended.

Marketplace listings can be managed anytime from your Inventory, and additional visibility options like listing and AI boost credits are available if you'd like to feature specific works.

Resources:
🎥 Video Tutorial: How to Feature Your Art on Cohart Discover
📖 Learn more: Marketplace Listings on Cohart

Need Help?

We’re here to support you before and during the fair.

Contact: hello@cohart.com for questions or support.