CatalogIt is a web-based application for cataloging, managing, and working with your collections. Each item you document is called an Entry.

An Entry is defined by the Classification you assign (for example: basket, textile, painting), the descriptive data you enter, and any associated media such as images, PDFs, audio, or video.

CatalogIt uses Profiles to store reusable standardized information about people, places, materials, and techniques. These Profiles can be linked across multiple Entries to create consistent and connected data.

Entries can also be organized using Folders, which allow flexible grouping for workflows, exhibitions, locations, or other organizational needs. A single Entry can appear in multiple Folders without duplication.

CatalogIt is used by museums, libraries, archives, organizations, and individuals from a diverse range of fields and backgrounds. CatalogIt is for personal, niche collections and expansive community histories. Whether you're a volunteer-led historical society, or a large established institution, CatalogIt supports a variety of needs and users. 

We invite you to sign up for a 30-day free trial to explore CatalogIt. Trial accounts include full functionality, except for web publishing. You can create up to 50 Entries and explore all core features. There is no obligation, and you may export your data at any time.

After the trial period, you can choose to subscribe on a monthly or annual basis.

CatalogIt supports newer versions of Chrome, Edge, Firefox, and Safari on desktop and mobile. If you are using Microsoft Edge please make sure you're using the latest version (144.0.3719.82) to avoid issues with date formation.

CatalogIt also has mobile apps for iOS and Android. Download the CatalogIt App from the Apple App Store or Google Play Store.

As a cloud-based software, CatalogIt requires an internet connection to access and manage your data. You can work from any location with reliable connectivity.

Yes. CatalogIt is continuously updated and improved based on user feedback and feature requests.

We value customer feedback and provide ongoing support. You can contact us at support@catalogit.app.

For read-only access, multiple users may share a login, although concurrent use is not recommended.

For editing and active work, each user should have their own login to ensure proper change tracking and avoid conflicts.

The majority of our users are not-for-profit museums, historical societies, and educational institutions — as such, we cannot offer discounts on our subscriptions.

We strive to be competitive, fair, and transparent with our pricing. We are currently offering PastPerfect 4, 5, and web users free account migrations, followed by a free 60-day full-use trial of our program. If you choose to utilize CatalogIt after your trial period, you can then subscribe on a monthly or annual basis — annual subscriptions do have a 20% discount over monthly subscriptions.

Annual and monthly subscription prices for all account types can be found on our website.

Your data will not be deleted or altered.

Your account will be placed into read-only mode, allowing you to view and download your data. If you resubscribe, your account will be restored exactly as you left it.

You must agree to the terms of the End User License Agreement when you create your account. A copy of the End User License Agreement may be accessed on our website.

CatalogIt is built around standardized Classifications and controlled vocabularies to ensure consistency across collections.

For this reason, custom fields are not currently supported. However, we welcome suggestions for new Classifications and improvements to existing ones.

You can enter text in any language supported by your device, including multiple languages within a single field.

However, CatalogIt does not currently store field labels in multiple languages, and the interface is currently displayed in a single language. Multi-language interface support is planned for the future.

Top Level Images are any images attached to an Entry.

Expansion Panels (Condition, Dimensions, Valuations, etc) are universal across plan type, and therefore cannot be altered at the account level. We can remove all pre-loaded Place Profiles (ex. United States of America, North America) from your account, but cannot choose only some to delete. 

Data can be imported into CatalogIt using Excel (.xls, .xlsx) or CSV files.

CSV is a widely supported format used by many collection and database systems.

For more information, please refer to our article on Importing Data.

Our team will work with you to prepare your existing data for migration into CatalogIt.

We have successfully migrated accounts from systems including PastPerfect, Eloquent, EmbARK, FileMaker Pro, Koha, TMS, Mimsy, Collector Systems, Omeka, Content DM, Vernon CMS, and others.

We also support migrations from spreadsheets, Microsoft Access, Microsoft Word, and similar formats.

If your system is not listed, contact us at support@catalogit.app and we will review your migration needs.

After migration, our team works with you to review your data, address any issues, and ensure everything is properly structured in your account.

CatalogIt stores all uploaded images in their original size, format, and filename.

We function as a lightweight digital asset management system, allowing you to securely store and access all media related to your collections.

CatalogIt does not store images locally on your device. Images are uploaded directly to your account, helping conserve device storage.

CatalogIt generates multiple image sizes to improve performance.

These include:

1. Small thumbnails
2. Medium-quality preview images
3. Full high-resolution images

The smaller versions may appear slightly blurred in Entry or edit views, but the original high-resolution file remains fully preserved and can be viewed in full clarity.

Yes. CatalogIt supports audio and video playback within the app.

However, playback within the HUB web platform is not currently supported. This functionality will be added in a future update.

The HUB is CatalogIt’s web publishing platform for sharing selected collection Entries online.

With a few clicks, you can make hundreds or thousands of Entries searchable and accessible to the public. You control which Entries are published and when they are visible.

See our MasterIt article, Web Publishing for Collections Access, to learn more about web publishing and the benefits of sharing your collection online.

Your account page may appear in the HUB portal and be accessible via browsing or search.

You can request to hide your account from general browsing, but Entries may still appear in search results.

A password-protected option is planned for a future release.

Yes. You can configure watermark text and placement under Web Publishing → Media settings.

The watermark size adjusts based on text length — shorter text appears larger, while longer text appears smaller.

CatalogIt uses a virtual private cloud infrastructure.

Data is backed up every 24 hours and stored in geographically separated data centers. This ensures redundancy in case of hardware failure or natural disaster.

You have full control over your data. Only users you authorize can access your account. CatalogIt staff does not access your data unless explicitly authorized for support purposes.

Subscribed users can enable Multi-Factor Authentication (MFA/2FA), which requires additional verification via SMS or authenticator app during login. We highly recommend using an authenticator app to protect your account.  To learn how to enable MFA, please refer to our article on Multi-Factor Authentication.