General
What is CatalogIt?
CatalogIt is a web-based collections management system used to catalog, organize, and share collection data. Each object is recorded as an Entry, which includes descriptive information, media, and related data. Entries are structured using Classifications, which define relevant fields for different object types. CatalogIt also uses Profiles to store reusable information about people, places, materials, and techniques. These Profiles can be linked across multiple Entries to create consistent, connected data. You can organize Entries using Folders, which allow flexible grouping for workflows, exhibitions, or storage without duplicating records.
Who can use CatalogIt?
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.
How can I try CatalogIt?
We invite you to sign up for a free trial with full access to CatalogIt’s features, excluding web publishing. Trial accounts allow up to 50 Entries with no obligation. Data can be exported at any time.
Share your trial account with your museum or organization!
It's important that your CMS meets your needs. Get everyone on board by inviting your team and board members to experiment with your trial account!
What browsers does CatalogIt support?
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 native apps for iOS and Android. Download the CatalogIt App from the Apple App Store or from the Google Play Store, and log in with your email and password!
Can I use CatalogIt offline?
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.
Data & Security
The security of your data is of vital importance. To receive a comprehensive overview of our data security protocols, please contact us with your questions at support@catalogit.app
Who has access to my data?
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.
How can I add extra security to my account?
Subscribed Users have the option to enable Multi-Factor Authentication (MFA/2FA) to their user login. MFA/2FA provides additional security by requiring verification (via SMS or authenticator app) before accessing the account. To learn how to enable MFA, please refer to our article on Multi-Factor Authentication.
How does CatalogIt protect my data from loss or disaster?
CatalogIt utilizes a virtual private cloud to securely store data. Data is backed up every 24 hours, and is stored within two geographically separated data centers; storing data in two separate locations protects it from natural disasters and technological failures. If anything happens that affects one data center, the other data center exists as a secure backup. The probability of a disaster impacting both data centers is statistically near zero.
Import & Migration
How can I import my data into CatalogIt?
Data can be imported into CatalogIt as an Excel file (.xls, .xlsx) or as a CSV file (.csv). CSV is a universal format, and many applications enable exports of CSV files.
For more information, please refer to our article on Importing Data.
How can I migrate my collections data to CatalogIt?
Our team will work with you to prepare your existing data for migration to CatalogIt. We have successfully migrated accounts from the following CMS (Collection Management System)/Inventory databases:
- PastPerfect
- Eloquent
- EmbARK
- FileMaker Pro
- Koha
- TMS
- Mimsy
- Collector Systems
- Omeka
- Content DM
- Vernon CMS
- Spreadsheet Software (Excel, Numbers)
- Microsoft Access
- Microsoft Word
Don't see yours listed? Reach out to us at support@catalogit.app and we'll be happy to take a look!
What happens after I migrate to CatalogIt?
Our team will work with you to review your data, address any questions, and plan any follow-ups. Our support team is available at support@catalogit.app.
Images, PDFs, & Audio/Video Files
Does CatalogIt compress or otherwise alter the images I upload?
CatalogIt stores all original images in their original sizes and formats, with their original file names, making them available to you whenever and wherever you might need them. We like to think of CatalogIt as a mini/lightweight DAMs (Digital Asset Management system). CatalogIt enables you to aggregate all of the digital assets related to your collections in a single repository, safely and confidently.
Do images taken with the CatalogIt app take up space on my mobile device?
CatalogIt does not store the images taken in the app on your mobile device. This is so the photos don't consume your device's memory. The downside of not storing the photos on your device is, in the event the upload fails or you forget to click "Save," you will have to retake the photos; the upside is that we don't contribute a bunch of images to your camera roll.
Why do some of my images appear “fuzzy”?
CatalogIt generates multiple image sizes for performance, including thumbnails and previews. These may appear lower quality in Entry views, but your original high-resolution image remains fully preserved and accessible to you, and can be viewed in full clarity.
Can I play the audio and video files attached to my CatalogIt Entries?
Yes and no. Currently, CatalogIt supports audio and video playback in the app, but not through the HUB. Audio and video playback will be added in a future update to the HUB.
What are “Top Level Images”?
"Top Level Images" are any image attached to an Entry.
HUB Publishing
What is the HUB?
The HUB is a web-based platform where CatalogIt accounts can choose to publish their collections online. The ability to publish to the HUB is included with every subscribed account. With a few clicks of the mouse, hundreds or even thousands of Entries can be accessible and searchable. You select the Entries you'd like to make available, and when. The HUB is an easy and secure way to share your collection with your community and the world.
See our MasterIt article, Web Publishing for Collections Access, to learn more about web publishing and the benefits of sharing your collection online.
Who can see what I publish to the HUB?
Your account page will appear on the HUB portal and will be accessible to the public via searching or general browsing. You can request that we hide your account page from general browsing, but your Entries will still appear if someone were to search for them. We plan to implement an option for password protected access at some point in the future.
Accounts, Users, & Subscriptions
Where can I find the End User License Agreement?
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.
Can multiple users share a CatalogIt login?
For readonly logins, it's fine for multiple users to share a single login, although it is best not to use it concurrently. However, if the users are going to be making changes, it's best if each user has their own login. First, you maintain a strict and unambiguous audit log of who made what changes, and when. Secondly, when users change certain preference settings, that can create conflicts with other users who are utilizing the same login credentials.
Does CatalogIt offer discounts to not-for-profit organizations?
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.
How much does CatalogIt cost?
Annual and monthly subscription prices for all account types can be found on our website.
What happens to my data if my subscription lapses or is canceled?
Your data will not be deleted or altered in any way, but your account will be placed into read-only status. You will still be able to login, access, and download your data, but you won’t be able to make any edits or additions. Your account will be waiting for you exactly how you left it if you choose to re-subscribe.