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CatalogIt

CatalogIt

4.9 (60)
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What is CatalogIt?

CatalogIt is a cloud-based collections management system that provides a comprehensive, secure, and modern platform for museums, cultural institutions, private collectors, and other organizations to catalog and manage their collections. As a powerful and full-featured CMS, CatalogIt reduces administrative costs and empowers staff and volunteers to collaborate simultaneously- securely viewing and editing records from anywhere, anytime from mobile or desktop. The visually-oriented web and mobile application enables users to create detailed records for objects, associate images, track locations and conditions, manage loans and exhibitions, and generate QR codes to enable access. CatalogIt offers flexible publishing options to share collection information to the web via the CatalogIt HUB or integration with external websites.

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How much is CatalogIt?

Starting From:
$54 Per Month
Pricing Model: Flat Rate
  • Yes, has free trial
  • Yes, has free version
Pricing Details (Provided by Vendor):
CatalogIt Museum, Organization, and Conservator accounts begin at $540.00 annually and include up to 10 users. Personal accounts begin at $149.99 annually and include up to 3 users. Pricing by collection size and account type.

CatalogIt Features

What solutions does CatalogIt provide?

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CatalogIt Reviews

Showing 5 of 60 reviews
Overall
4.9
Ease of Use
4.9
Customer Service
5.0

Pros

  • It is easy and straightforward to understand when inputting information, and easy to find records. I love the price point for a comprehensive cataloging system.

  • I am a big fan of good design and this, is good design. Thanks to all the staff who have helped me and my team with our various inquiries.

  • It is easy to use and accessible on any device. I like the ability to see everything in one page and create my own folders to organize the collection as I would like.

  • The price is great and the help is amazing. I also love that i can use my phone to use the app for when i am in our out buildings.

Cons

  • Some of the profiles have names that are difficult to find through the search feature.

  • This is easily navigated, but may be confusing for a beginning user.

  • My museum's collection has 15,000+ cataloged object entries, so I suspect that plays a role in the long wait time.

  • Lack of sub-folders within overall general folders.

Most Helpful Reviews for CatalogIt

CHELSEY K.
Collections Curator
Education Management, 1-10 employees
Used the software for: Less than 6 months
Overall Rating
5.0
Ease of Use
5.0
Customer Service
5.0
Features
5.0
Value for Money
5.0
Likelihood to Recommend
10/10
Reviewer Source
Source: Capterra
March 23, 2021

"Wonderful for Small Musuems"

Overall: I am very pleased by this program and even purchased a personal subscription for my own small collection of artifacts.

Pros: This software brings many museums into the modern day of technology. It enables use of apps on ipods or phones, easy updating and uploading of images, cloud storage and so much more. So many other programs have similar features, but the cost keeps jumping up every time you add a singular feature, making the cost for this software and what it provides invaluable.

Cons: I feel that the program is not user-friendly. I was able to watch tutorials however and learn how to do these items, changes and updates, however it is not intuitive on the operation.

Switched From: PastPerfect
Reasons for Switching to CatalogIt: We had PastPerfect 4, and our computers crashed, removing all of our old data. If we wished to upgrade PastPerfect, we would have had to do so to PastPerfect 5, buy the multimedia package, then add on the cloud then add on....you can see where this got irritating and expensive.
Alyssa F.
Collections Manager
Museums and Institutions, 1-10 employees
Used the software for: 6-12 months
Overall Rating
5.0
Ease of Use
5.0
Customer Service
5.0
Features
4.0
Value for Money
5.0
Likelihood to Recommend
10/10
Reviewer Source
Source: Capterra
June 21, 2024

"Collections Cleanup with CatalogIt"

Pros: I love CatalogIt's intuitive API and how easy CatalogIt makes data entry, profile creation / updating, duplicate profile merging, and uploading / taking / downloading images. CatalogIt's user-friendly platform has made it so that my older volunteer base can interact with our collection and update collections records with ease. The cloud-based platform also allows for easy, fast record updating and especially comes in handy when multiple people are working on the collection at once. This has been instrumental in completing a large-scale physical-and-digital inventory of our textiles collection. I also love CatalogIt's Support Team. They typically respond same-day with troubleshooting solutions and are always open to user suggestions. Though my institution is not yet ready to go public on CatalogIt's Hub, using CatalogIt has made database cleanup pain-free and easy enough that we should soon be able to allow public access to portions of our collection for the first time in the museum's 40-year history. This is a huge step for our small museum and will allow us to better fulfill our mission statement and collections policy.

Cons: Some features do not yet seem fully fleshed out. For instance, it would be more helpful to search multiple terms from the search bar (i.e., accession # + title / key word) rather than using the clunkier Search Property Filter function. The way the search bar is designed even looks primed to do so and caught me off guard at first when it could not. Even after my post-migration Zoom session with a member of CatalogIt's Support Team, some features are not self-explanatory or easily noticed by the average user. It took me months to realize how to switch tabs from an object to another profile (whether that be the donor, related persons / organizations, or makers / manufacturers) linked or referenced within the object profile and not just view the initial pop-up. Having now learned, I save a lot of time! In the Location tab, users cannot toggle off "Most Recent Only" for all profiles at a given time, making profile deletion / database cleanup more time-consuming and complicated than it could be. Reports are also slow to generate and download / print, causing CatalogIt to freeze. Sometimes reports will be generated but other times the webpage will produce an error message. I've yet to successfully print / download a report. My museum's collection has 15,000+ cataloged object entries, so I suspect that plays a role in the long wait time. Even small museums such as the one I work for have large collections, however, and the report function does not yet seem suited to them.

Switched From: PastPerfect
Reasons for Switching to CatalogIt: PastPerfect was the industry standard for a long time; however, since the software is no longer being updated, it has become clunky and difficult to use. We needed a Collections Management System that could better handle the cleanup and accessibility of our collection / collections records. CatalogIt's free, staff-supported data migration was a plus, as well as their intuitive API and more standardized means of data entry.

Vendor Response

By It Unlimited on June 27, 2024
Hello, Alyssa- Thank you for your review! I'd like to respond to a few of your "cons". The Search function does allow for complex searching- you can create structured searches that include as many parameters as you'd like! As for the performance you are experiencing with 15K items, I suspect that may be due to your computer- check the available memory on it. Also, try the same reports from another computer- that will confirm it! We have clients with many times the size of your collections and they don't experience these issues. If/when they come up for you, please let us know and we will help you to work through them!
Jennifer T.
Director of Collections and Interpretation
Museums and Institutions, 1-10 employees
Used the software for: 2+ years
Overall Rating
5.0
Ease of Use
5.0
Customer Service
5.0
Features
5.0
Value for Money
5.0
Likelihood to Recommend
10/10
Reviewer Source
Source: Capterra
February 3, 2025

"Ideal fit for our small museum collection"

Overall: We are a house museum with a collection of approximately 1,000 objects. For a smaller collection like this, CatalogIt has been a great fit: it's intuitive to use, I love that I can easily use it from anywhere on multiple types of devices (desktop, laptop, phone, tablet), and the support resources are so helpful. For nearly five years now, it has met all of our needs. I know that there is so much more that I could do with it, given the time.

Pros: Easy to learn and use, can use it from anywhere, simplicity of interface, flexibility of the different tools, reasonably priced.

Cons: The search function doesn't seem to work the way I expect it to. I could probably use more study on this, given how important it is.

Switched From: Embark
Reasons for Switching to CatalogIt: It was too expensive and too complex for our needs; it didn't have mobile or even cloud access; the interface was cluttered with multiple tabs and hundreds of fields we would never use.
Chelsy P. avatar
Chelsy P.
Museum Director
Museums and Institutions, 1-10 employees
Used the software for: Less than 6 months
Overall Rating
4.0
Ease of Use
5.0
Customer Service
5.0
Features
4.0
Value for Money
5.0
Likelihood to Recommend
8/10
Reviewer Source
Source: Capterra
August 16, 2023

"Great catalog management software"

Pros: CatalogIt is easy to use and easy to teach.

Cons: There are a few features that would be useful - more categories for items, for example, and being able to scroll to select instead of clicking each item individually.

Alternatives Considered: PastPerfect
Wren F.
Collections Manager
Museums and Institutions, 1-10 employees
Used the software for: 6-12 months
Overall Rating
5.0
Ease of Use
5.0
Customer Service
5.0
Features
5.0
Value for Money
5.0
Likelihood to Recommend
9/10
Reviewer Source
Source: Capterra
December 11, 2024

"CatalogIt Review"

Overall: As a small museum, we love this system. It functions wonderfully for everything we could ever need, and it would work well for museums with a larger collection too. It is fast and easy to navigate and very intuitive for new users. The addition of a mobile app is great, and the mobile app works just as well as the desktop version. The cloud system is fantastic, and the program never loses any data due to dropped network on our end. CatalogIt is easy to customize to any museums current standards, and can be changed quickly from both mobile and desktop versions.

Pros: The ease of use, especially with connecting to a mobile app for easy photo uploading. CatalogIt is well organized and clear, without a ton of additional pop-ups crowding the screen. It uploads incredibly fast to the cloud, and there are no issues with navigating through the settings or profiles.

Cons: Some of the profiles have names that are difficult to find through the search feature. For example, trying to change the categories under the Location tab has to be reached by searching 'location' to get the search result 'Location Categories,' and is not under the top highlighted tab marked 'Location.' This is easily navigated, but may be confusing for a beginning user. Also, having to contact the support to add a new user could be seen as bothersome to larger institutions who have changing staff and needs.

Alternatives Considered: PastPerfect
Reasons for Choosing CatalogIt: Better price for the size of our museum collection.