CatalogIt
Collect anything. Catalog everything.
About CatalogIt
CatalogIt is a cloud-based collections management app for museums, organizations, conservators, and private collectors. It lets teams photograph and document objects from a phone or desktop, track location, value, condition, loans, and exhibitions, and publish selected records online through the CatalogIt HUB or their own website.
Pros & Cons
Pros
- Free plan with 50 entries lets collectors try it without a credit card
- Institutional plans start at $540/year with 10 users, well below many legacy museum systems
- Native mobile capture makes photographing and logging objects in storage or the field fast
- Web publishing through the CatalogIt HUB is included with every paid plan
- Reviewers consistently praise responsive support and smooth migrations from PastPerfect
- Separate plan types for museums, organizations, conservators, and personal collectors
Cons
- Field customization is limited; users can't hide unused fields or define their own entry types
- Publishing to your own site via API or WordPress plugin is a paid add-on (about $35/month)
- CSV bulk import field mapping can take trial and error
- Folder nesting and some search functions are limited, according to user reviews
- Requires an internet connection; there is no offline mode
Key Features
Mobile capture
Photograph items with a phone camera and create entries on the spot, with changes syncing in real time to every device.
Detailed object entries
Record physical properties, provenance, value, location, condition, documents, and images for each item, with history tracked over time.
Authoritative classifications
Classification fields researched with museum professionals and collectors, plus custom hierarchical category profiles.
Museum workflows
Accession, deaccession, exhibition, loan, location, and deed-of-gift documentation for institutional collections.
Conservation tracking
Condition reports, treatment histories, client details, and project workflows for conservators and restorers.
Profiles and relationships
Link entries to people, places, and other objects to build and report on connected collection stories.
Multi-user collaboration
Staff and volunteers edit the same collection simultaneously; institutional plans include 10 users.
CatalogIt HUB publishing
Publish selected entries and fields to a public online gallery, included with every paid plan.
API, WordPress plugin, and iframe
Paid add-on that embeds collections on your own website for branding and SEO.
Data import and migration
CSV import with field mapping and migration help for moving from systems such as PastPerfect.
Pricing
- 50 entries
- 5 GB storage
- 1 user
- No web publishing
- 2,500 entries
- 50 GB storage
- 3 users
- CatalogIt HUB web publishing
- $149.99/year billed annually
- 5,000 entries
- 75 GB storage
- 3 users
- CatalogIt HUB web publishing
- $219.99/year billed annually
- 10,000 entries
- 100 GB storage
- 3 users
- CatalogIt HUB web publishing
- $299.99/year billed annually
- 25,000 entries
- 100 GB storage
- 10 users
- Accession, loan, and exhibition workflows (Museum)
- $540/year billed annually
- 50,000 entries
- 150 GB storage
- 10 users
- CatalogIt HUB web publishing
- $720/year billed annually
- 100,000 entries
- 200 GB storage
- 10 users
- CatalogIt HUB web publishing
- $960/year billed annually
Best For
Small and mid-size museums
Historical societies and museums catalog holdings, manage accessions, loans, and exhibitions, and publish collections online without servers.
Private and family collections
Collectors and family historians document heirlooms with photos, provenance, value, and insurance reports.
Corporate and brand archives
Businesses track the location, valuation, and history of archival objects and design artifacts across a team.
Conservation studios
Conservators record condition and treatment for client objects and deliver complete project records.
Artists and makers
Artists inventory their work, track sales, exhibitions, and locations, and share a portfolio on the HUB.
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