Skip to main content

Import & Export

Move your collection data in and out of RTC Collector easily with import and export features.

Exporting Your Collection​

Full Collection Export​

Download all your collection data:

  1. Go to Settings → Data Management
  2. Click Export My Data
  3. Choose format:
    • JSON: Complete data with all fields, machine-readable, best for backups
    • CSV: Spreadsheet-friendly, easy to open in Excel or Google Sheets
    • Excel: Native .xlsx format with formatting, suitable for sharing and analysis
    • PDF: Formatted report of your collection, suitable for printing or insurance records
  4. Select what to include:
    • Collection items
    • Transaction history
    • Messages
    • Friends list
    • Account settings
  5. Click Request Export
  6. You'll receive an email when ready (usually within minutes)
  7. Download from the link (valid for 7 days)

You can also preview the export before downloading to verify the data is correct.

Quick Collection Export​

From your collection page:

  1. Click the Export button
  2. Choose CSV or JSON
  3. Exports start downloading immediately

This exports only your collection items (not transactions, messages, etc.).

Selective Export​

Export specific items:

  1. Go to your collection
  2. Select items using checkboxes
  3. Click Export Selected
  4. Choose format
  5. Download

Useful for exporting subcollections (like "all Game Boy games" or "items to sell").

What's Included in Exports​

Collection Items:

  • Name, manufacturer, model, year
  • Category, condition, status
  • Purchase price, current value, purchase date
  • Serial numbers
  • Descriptions and notes
  • Storage locations
  • Tags
  • Relationships to other items
  • Image URLs (not the actual images)

Note: Images aren't included in exports. Download them separately if needed, or they'll remain available in your account.

Using Exported Data​

Backups: Keep offline copies of your collection data

Analysis: Import into Excel/Google Sheets for custom charts and pivot tables

Insurance: Provide to insurance companies for coverage documentation

Migration: Move to another platform or tool

Sharing: Share your collection list with others

Importing Collections​

Supported Formats​

  • CSV: Comma-separated values, compatible with Excel/Google Sheets
  • JSON: JavaScript Object Notation, for technical users or migrating from other platforms

Import Process​

  1. Go to Settings → Data Management → Import
  2. Click Choose File
  3. Select your CSV or JSON file
  4. Review the mapping:
    • Map columns from your file to RTC Collector fields
    • Preview shows how data will import
  5. Choose import mode:
    • Merge: Add to existing collection
    • Replace: Delete existing collection and import new data
  6. Click Import
  7. Wait for processing
  8. Review import summary (items added, errors, warnings)

CSV Format Requirements​

Download a template CSV from the import page to see the expected format.

Required Columns:

  • name: Item name
  • category: Computer, Console, Handheld, Game, Accessory, or Other

Optional Columns:

  • manufacturer: Manufacturer name
  • year: Year of manufacture
  • condition: New, Like New, Very Good, Good, Fair, Poor, Needs Repair
  • status: Owned, Wishlist, Sold, Loaned, Borrowed
  • purchase_price: Price you paid
  • current_value: Current estimated value
  • purchase_date: When you acquired it (YYYY-MM-DD format)
  • serial_number: Serial number
  • model_number: Model number
  • description: Notes about the item
  • location: Storage location
  • tags: Comma-separated tags

Example CSV:

name,category,manufacturer,year,condition,status,purchase_price,current_value
"Commodore 64",Computer,Commodore,1982,"Very Good",Owned,50,150
"Game Boy",Handheld,Nintendo,1989,"Like New",Owned,80,200
"Super Mario Land",Game,Nintendo,1989,Good,Owned,15,30

Import Limits​

Hobbyist (Free): Up to 50 items Collector (£5/month): Up to 150 items Enthusiast (£15/month): Unlimited items

Bulk import/export available for Collector and Enthusiast tiers. For very large imports, contact [email protected].

Handling Import Errors​

If your import has errors:

  • You'll see a list of items that failed to import
  • Each error includes the row number and reason
  • Fix the errors in your file and re-import
  • Successfully imported items aren't duplicated on retry

Common Errors:

  • Invalid category name
  • Invalid date format (use YYYY-MM-DD)
  • Missing required field (name or category)
  • Invalid condition or status values
  • Duplicate item names (if your file has duplicates)

Merging vs. Replacing​

Merge Mode:

  • Adds imported items to your existing collection
  • Doesn't remove or modify existing items
  • Safe if you're unsure
  • Recommended for most imports

Replace Mode:

  • Deletes ALL existing items first
  • Then imports new data
  • Cannot be undone
  • Use only if you want to completely replace your collection
  • You'll see a big warning and must type "REPLACE" to confirm

Images in Imports​

CSV and JSON imports don't include actual image files. To add images after import:

  1. Import completes successfully
  2. Go to each item
  3. Click Edit
  4. Upload images manually

Or use the bulk image uploader (coming soon).

Deduplication​

If you import items with the same name as existing items:

  • By default, both are created (duplicates allowed)
  • Use "Skip duplicates" option to ignore items that already exist
  • Matching is based on exact name match (case-sensitive)

Sharing Collections​

Create a public link to your collection:

  1. Go to Friends → Share Collection
  2. Click Generate Share Link
  3. Choose options:
    • Include categories (all or select specific)
    • Show purchase prices (yes/no)
    • Show private notes (yes/no)
    • Allow comments (yes/no)
  4. Set expiration (24 hours, 7 days, 30 days, never)
  5. Copy link

Anyone with the link can view your collection, even without an account.

Use Cases:

  • Share with insurance companies
  • Show friends your collection
  • Create a portfolio for your website
  • Share at collector meetups

Revoking Shares: Go to Settings → Active Shares, click Revoke on any share link.

Share Individual Items​

Share a specific item:

  1. Open item details
  2. Click Share
  3. Choose method:
    • Copy link
    • Twitter
    • Facebook
    • Reddit

Shared item pages show photos, details, and a link to view your full collection.

Privacy Controls​

Before sharing:

  • Check Settings → Privacy to ensure your preferred visibility
  • Review what information is included in shares
  • Consider whether to include prices and private notes

Integration with Other Tools​

Spreadsheet Applications​

Export to CSV and open in:

  • Microsoft Excel
  • Google Sheets
  • Apple Numbers
  • LibreOffice Calc

Use for custom analysis, charts, or formatting.

Database Tools​

Export to JSON and import into:

  • MongoDB
  • PostgreSQL (with JSON support)
  • Custom database solutions

Useful for developers building on top of their collection data.

Collection Management Software​

Export and import into other collection management platforms. CSV is the most compatible format.

API Access (Coming Soon)​

Enthusiast subscribers will get API access:

  • Programmatic exports
  • Automated imports
  • Real-time collection updates
  • Integration with other tools
  • Custom applications

Troubleshooting​

Export Doesn't Download​

  • Check your email spam folder for the download link
  • Ensure popup blockers aren't blocking the download
  • Try a different browser
  • Contact support if the problem persists

Import Fails​

  • Verify your CSV format matches the template
  • Check for special characters or encoding issues
  • Try importing a smaller subset first
  • Review error messages for specific issues

Images Missing After Import​

Images aren't included in CSV/JSON imports. Upload them manually after importing items.

Duplicate Items Created​

If you didn't want duplicates:

  • Delete the duplicates manually
  • Re-import with "Skip duplicates" enabled
  • Ensure item names match exactly

Best Practices​

Regular Backups: Export your collection monthly as a backup.

Test Imports: Import a small test file first to verify format before importing hundreds of items.

Document Changes: Keep notes about what you imported and when.

Version Control: Name exports with dates (e.g., collection-2025-01-15.csv).

Privacy: Be careful sharing exports containing personal notes or purchase prices.

Questions?​

For import/export questions: