– Unsure about the next step after registering? Sign into your account and take a short tour by clicking on Settings and Quick Tour
– Are your collection details in another management system? Our team can help you migrate your data to Collectrium. Email us at email@example.com.
Call us at +1 212 796 5887 (Americas), or +44 20 3608 1312 (Europe), and ask to speak to a member of the sales team. You can also email us at firstname.lastname@example.org. If you would like a demonstration of Collectrium, please go to http://go.collectrium.com/demo/ and send us your details, so we can get in touch.
To log in go to the Collectrium website at collectrium.com and click on SIGN IN at the top right of the screen. You’ll be prompted to enter your username and password.
Collectrium has developed an import template (the Standard Import Template, an MS Excel document) which you can use to transfer your collection data from another system or a spreadsheet. This template can also be used to upload multiple items at once. Once your data has been added to the template, you can email it to a Collectrium Registrar at email@example.com and a Collectrium Data Migration Specialist will ensure that your data is migrated to your Collectrium account.
We do also offer a concierge service to help with transferring data on your behalf. The cost of this service depends on the size of your collection, and on which database you are transferring data from, if applicable. For pricing inquiries or any questions regarding data migration, please contact us here.
Click on SIGN IN at the top right of the Collectrium website as usual, then click the Forgot password? link. Enter the email address associated with your Collectrium account and we will send you a link to reset your password. (If you do not receive an email within fifteen minutes, please email firstname.lastname@example.org or contact us here.)
At Collectrium we want you to be comfortable with the platform and aware of all the features you have access to. We are more than happy to host training in our offices, or come to you, wherever you may be. Please inquire for details, as price will depend on where a session takes place and the scope of the training you need. Please email email@example.com or contact us here.
To add your first object simply follow the instructions outlined below:
Once you have added your object you will be taken to the new object page where you can add additional details such as cataloguing, location, financials, images, and attachments.
Collectrium allows you record anything from Fine Art, Cars and Watches, to Jewellery, Textiles and Wine.
Whereas most collection management systems (CMS) are specifically designed to cater for one specific category of object, such as Fine Art, Collectrium has earned its position as one of the world’s leading CMSs by providing its users the ability to record and manage a wide and diverse range of collectibles.
You can add as many objects to Collectrium as you wish. Collectrium provides an infinite amount of space for you to store your collection details; this is included in your monthly subscription.
When assigning an artist to an object in your collection you can find the desired artist by searching and selecting from Collectrium’s database. If you don’t find the artist you are looking for, create and add them to your collection by following these instructions:
Create an new artist from the Artists module:
Your new artist has now been successfully created so from now on you are able to search and assign them to any object in your collection.
Alternatively, you can create a new at artist on the fly, as you add a new object to your collection:
Note: Your new artist will only be fully saved to your collection and assigned for further use once the object is created.
Collectrium accepts .JPG, .PNG and .TIFF image files. There is no limit to the size, quality or number of images and attachments you can store on your account.
Adding an image to your object is simple:
If you have uploaded multiple images in one go you may want to choose a cover image from them. To do this, simply hover your mouse of the image you want and click Use as Cover Image.
To attach a document to an object:
To attach a document to an artist:
Click on Contacts (Menu Panel>COLLECTION MANAGEMENT). Contacts in Collectrium are where the details of all the people related to your collection are stored, from the artists themselves to the people/institutions you have bought from or sold to, to the individuals and organizations involved in supporting your collection-care activities (insurers, framers, shipping & storage agents, etc.). In the Contacts section you can add a new contact or edit the details of an existing one. You can also generate a Contacts Report or delete a contact (and do so for one or multiple contacts) by checking the box beside the contact name and clicking on the red Actions button denoted by the Collectrium frame.
Recording an Acquisition for an an object in you collection is simple;
Recording a Sale for an an object in you collection is simple:
Yes, there are two possible ways to do this. The first is from the object page, where you can quickly add to or edit a limited number of fields of the financial transaction; and the second is directly from the transaction page itself, where you are able to update all elements of the transaction.
To edit financial information from the object page:
If you find that you need to update fields that aren’t available in this quick edit window, click on the transaction invoice number which will take you to the transaction page. Here you will be able to update further details such as Buyer and Seller information and Terms & Conditions etc.
After entering the basic transaction details, such as Invoice #, Buyer, Seller and Price in the initial window for a new transaction (e.g. Acquisition), you are given the option to Save and Continue or Save and Return. By clicking Save and Continue, you will be taken to the transaction page where the objects associated with it will be listed. Here you are able to enter further details such as Discount, Tax, Terms & Conditions and Notes.
First you need to add the seller’s name to your Contacts (Menu Panel>COLLECTION MANAGEMENT) – click on the red Add Contact button and type the details into the Add Contact pop-up window. Once you have done this, when you are entering information on a sale or acquisition, you can type the first three letters of the contact’s name and it will appear in the box for you to confirm.
Yes. In fact, objects will never be deleted unless you actively do so. This means that if you delete a transaction, the objects associated will not be deleted – simply the transaction itself.
There are a two ways to delete a transaction:
From the transaction list page:
The second way is through one of the objects associated with the transaction:
There is plenty of scope for organizing your collection logically according to its content. Your Objects can be placed in Groups, which are subsets of larger Sections.
Keeping track of where your objects are located is a fundamental aspect of collection management, therefore this key information is made readily available throughout the platform.
An object’s current location is clearly displayed on the:
In order to obtain a complete overview of all the objects located a specific location you can utilise the Locations module:
Locations module: access via the left hand menu panel (under OPERATIONS>Location Mgmt.>Locations). From here you not only able to inspect all of the objects within a main location, but also which sublocation they have been assigned to.
This feature incorporates sales figures from auction houses around the world into Collectrium. There is also a calendar of forthcoming auctions. This proprietary database has an archive back to the 1950s and is growing continuously.
Adding Auction Prices to Collectrium is an exciting new feature that offers the opportunity to give collectors the ability to search and monitor works that have been at auction or are in an upcoming auction. Because we have worked quickly to develop this component of the platform, it is still in ‘Beta.’ We will be working on further additions and refinements in the coming months – we’d love to get your feedback as we work to continue improving it.
You may access auction results by clicking on Auction Price on the menu panel. From there you can type an artist name in the search bar and filter your results down to details like the color or the type of work. You may also access results based on a particular artist in your collection by clicking on the Auction Results tab within the individual object page. Objects without comparables in the database will not have this tab.
You can run a report on information you have stored in Collectrium in a couple of ways.
To run a report on a particular item in your collection, from the Object page, click on the Actions button (denoted by the Collectrium frame) at the top right of the screen, then choose Generate Report from the drop-down menu. Follow the prompts to specify the desired report and format options. Click on Add.
If you want to run a report on multiple items, in Groups select the group of interest, then either click the Select All button or check the objects in that group you’d like to run the report on. Click on the red Actions button and choose Generate Report from the drop-down menu, then follow the prompts.
When you have created the reports you require, in the Operations area in the menu panel, click on Reports. The reports you have run will be displayed here. You will see a number beside the Reports link to indicate the reports are ready. They are ready to download once the status has changed from Pending to Completed. Clicking on the report name opens the document for you to save or print.
There are three output formats, depending on your Report Type: PDF, Excel, Word. You can save Report files where you choose on your computer. As with any PDF, the file cannot be altered, whereas if you choose Excel or Word you can edit the information generated in the Report.
In terms of the data each Report Type includes, Collectrium offers a variety of pre-formatted Reports, as well as the option to create your own custom Reports. The Quick Guide to Reports has a table showing the fields corresponding to each Report Type; it also gives you detailed steps for creating your own custom Report.
Yes, you can create up to 15 custom fields which will appear in the Configurable Fields section of the object page. To create a custom object field you will need to start off by going to Settings.
Your new field is now ready for you to update with information. To do this you will need to go to the object you wish to update – once you are there:
Tags are simply another more discreet means of organizing your collection. They can be a great alternative to creating Groups or Smart Groups. As the number of your objects recorded on your account increases, tags can be helpful for searching and reporting on specific aspects of your collection quickly and efficiently. To add a tag to an object, follow these simple instructions:
To increase efficiency you can also add tags to multiple objects in one go, by using the Bulk Edit feature.
You can filter particular attributes, such as those over a certain market value, tags, your available inventory.
To filter: click on Objects (Menu Panel>COLLECTION MANAGEMENT), then on All (inc. deaccessioned). Click on the word, Filter at the top left of the object list view. A filter menu will appear to the left of the screen. From here you can choose all your filter options. Be sure to click on Show Advanced for more options.
Smart Groups are ways of grouping items in your collection based on attributes they have in common, and saving this filtered view. A Smart Group can be created for any shared attribute that can be filtered to search on, such as Location, Artist, Measurements, Acquisition Number, Ownership, Tags, etc. For example: you might have a lamp, a sculpture and a decorative item, all made of glass but from different categories of art; these Objects would usually be in different Groups from each other, but you can give them the Tag of ‘glass’ and they will all appear in the same Smart Group. Smart Groups update automatically to reflect Objects newly added to Collectrium or recently labelled with these Tags.
Collectrium has strategic partnerships with carefully selected and vetted organizations. You’ll find more information on the shipping and storage company, Momart here. You can get in touch with Momart directly from Collectrium: Select the pieces you are interested in shipping or storing, and then click the Actions button, denoted by the Collectrium frame, at the top right corner of the screen. There is a Request Service section in the upper left corner of the window. Choose what you require and follow several easy steps to receive a timely response from a Momart Specialist.
You can specify a range of preferences and change defaults to suit your needs. In the Menu Panel, click on the silhouette figure to the right of the Collectrium logo and from the drop-down list choose Settings.
– In the User Settings tab you can change defaults – which page you make your home page, the sort order your collection is presented in, and your preferred view of your Objects (list versus images). User Settings lets you make useful, time-saving adjustments once you have decided how you prefer to view your data.
– In the Application Settings tab are more configurable options – country-specific ones like unit of measurement and currency, adding your logo and a range of other customizations.
– The Users tab displays a list of users on this account. Use the Invite User and Actions buttons to add or delete users, and allocate roles (to control the permissions they have).
– Use the Configurable Data Fields tab to edit and add Categories for your Objects.
If you have a Premium or Enterprise plan, you as the Account Owner may create additional users within your account, specifying the role and level of access for each of them. This is fully customizable so that each user access is limited to precisely the data areas, functionality and actions you specify, affording a high degree of privacy and control.
Click on the silhouette figure in the top of the menu panel, then click on Settings. Choose the Users tab and click on Invite User. Fill in the new user’s email address and select a role. The Roles tab is for specifying the level of access allowed to the user. (You can create a custom role here as well – either click on the check mark next to the role and go to Actions to Edit or Add Role in the upper right corner to create your own parameters.)
To share specific information and give temporary access to objects in a collection, consider the Virtual Private Viewing Room feature.
If you have access to multiple Collectrium accounts you can switch accounts without logging out. In the Menu Panel click on the silhouette beside the Collectrium logo and from the drop-down list choose Account Access. From there a drop-down box will appear with the list of your accounts – select the desired one and click the red Access button.
At the of the end of each billing cycle (monthly or annual) or following your trial period, your subscription will be renewed for you automatically. Should you want to upgrade your account you may do so in the Settings section of your account. Select the tab Subscription, and choose the plan that best suits your needs.
We will be sorry to see you go. If Collectrium does not meet your expectations, please let us know. We are continuously developing Collectrium to meet evolving needs and your suggestion may make it into the next program update! However, if you still would like to cancel your account, please email us at firstname.lastname@example.org or contact us here.
Please note that all data is deleted from the Collectrium database upon receipt of a cancellation request from the Account Owner. Collectrium has a secure process in place for any request of this nature. We cannot restore an account once it has been deleted.
Yes, it is. The focus on all aspects of security at Collectrium is paramount. Our payment platform is industry standard, PCI-DSS Level 1 compliant. The PCI-DSS (Payment Card Industry Data Security Standard) is administered and managed by the Payment Card Industry Security Standards Council (PCI-SCC), an independent body created jointly by the major credit card brands. The PCI-DSS is a set of requirements designed to ensure that all companies that process, store or transmit credit card information maintain a secure environment.
We accept USD, GBP and EUR; and Visa, Mastercard or Amex. We accept all other forms of currency via bank wire transfer. Payments can be made monthly or annually.
Your personal information can be edited from within the platform. In the menu panel, click on the silhouette figure to the right of the Collectrium logo. From the drop-down list choose Settings. The tab, Account will allow you to edit your name and contact details, and the Profile tab will allow you to change your login information as well as default settings.
If you would like to edit or update the credit card information relating to your Collectrium account, please email the Support team at email@example.com and we’ll send you a link that will allow you to do this. For your privacy, as well as accuracy, this is something you do yourself.
No one can view your information on Collectrium but you as the Account Owner, and any users you nominate. Everything you enter is encrypted and stored at data centers with bank-level security, keeping it private and confidential no matter where you’re accessing it from.
Collectrium employees, and this includes developers, do not have access to client data. In order to access client data, Collectrium support personnel must receive explicit permission from the Account Owner. To do this, the Account Owner must go to the Settings area of their Collectrium account and grant Collectrium support personnel user access.
It should also be noted that we do not outsource server management or any management that would give third parties access to customer data. Technical employees are carefully selected, have a minimum of ten years’ professional experience and undergo extensive background checks before hire.
No, none of your collection information is shared with Christie’s, nor any of our partnerships. Collectrium is an independently operated subsidiary of Christie’s with its own management and employees, separate office space and separate infrastructure.
Collectrium offers bank-level security to ensure that your private information remains absolutely safe. We require a complex password to add a further layer of security.
You as the Account Owner are able to give temporary, limited access to your collection through the Private Viewing Room. You choose which items and which details to share with a friend or client, and you can use the facility to request a shipping or insurance quote from a Collectrium partner, for example. You can email invitations to the Private Viewing Room, and you can withdraw access at any time.
We do not offer account-specific backups, so if a user deletes or damages the data in an account, Collectrium cannot retrieve it. However, automated backups happen once a day, and complete copies of the database are stored in different locations with independent support systems. So if there is an issue, such as extreme weather, in one location, the copy of the database at the next location takes over. You can find more detailed information about this in our Security White Paper.
Collectrium has the strictest of policies, both with regard to physical security and in the way the information is protected and backed up, ensuring bank-level security for client data at all times. Collectrium offices are always locked. Employees gain access with an electronic photo identification card, and visitors and contractors check in and are monitored. Data is not stored on site. A strict ‘no print’ policy is adhered to with regard to client information. You can find more detailed information about this in our Security White Paper.
Collectrium and its data centers are compliant with multiple audit and review protocols. These include standards set by the American Institute of Certified Public Accountants for cloud computing-based businesses and the Federal Information Processing Standard Publication created by the United States government. You can find more detailed information about this in our Security White Paper.
Contact one of the Collectrium Client Specialists if you need help on any topic, or if you want technical assistance. You can either send us an email at firstname.lastname@example.org or contact us here.
In addition to our FAQs, you’ll also find online training sessions and product demonstrations to help you get the most out of Collectrium.
Yes, you may use any characters in the Title and Artist fields, and any combination of characters in file names that your computer operating system will permit (the * is prohibited, for example).
Collectrium can be used with all internet browsers. However, it is optimized for Chrome.
We recommend the following browser versions:
Earlier versions of these browsers do not support TLS 1.2 security, which may put a subscriber’s data at risk. Collectrium therefore recommends use of one of the above supported browsers only.
Loading times do vary, and are influenced by the size of your collection. There may be an issue with your current browser; Collectrium is supported best by Google Chrome. You can try clearing cache and cookies, as well as making sure your browser is up to date. More browser details can be found here. If the issue persists, it’s also worth checking your internet speed.
Check that your image is in .JPG or .PNG format. Your internet speed is also an important factor when uploading images; an upload speed below 5 mbps may be insufficient. Be sure that you also have sufficient internet connection.
Yes, there is a Collectrium app designed for both iOS and Android. With the innovative Collectrium app, you are able to enjoy your collection and every one of our partner services directly from the palm of your hand. It’s the same, easy-to-use platform, equally secure and even more convenient. You can download the Collectrium app from the iTunes Store or from Google Play.
Yes. Since Collectrium is cloud based, anything you add on your phone or tablet will be available from your home computer. Your Collectrium account can be accessed through any device with an internet connection.
There are no major differences in function between the Collectrium app and our website. Both offer the same bank-level security and rich functionality. The App does put the emphasis on convenience and flexibility, and offers a few handy tools with mobility in mind, such as the ability to photograph an item and visualize it in a new location.
Yes, you can. You can access your collection details from any Internet-capable device wherever your travels take you. Through its cloud-based infrastructure, Collectrium provides you with unlimited storage capacity and mobility. The secure web platform means you are assured of bank-level security and absolute privacy. You may wish to download the Collectrium App for iPhone and iPad or for Android before you go.
Yes, the app is available for Android users. Download it from Google Play here.