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Adding Your First Item

Last updated: May 17, 2026

Every item in your collection — from a brand-new Athearn Genesis to a vintage Lionel tinplate — can be cataloged in RailScanPro. Here's how.

This is the fastest way to add an item, especially for detailed modern equipment.

  1. Go to Asset Management → Add Item
  2. Click AI Photo Scan (or drag a photo into the drop zone)
  3. Take or upload a clear photo of the locomotive or car — see the photo tips guide for best results
  4. Wait 3–5 seconds while the AI analyzes the image
  5. Review the suggested fields: Manufacturer, Model, Road Name, Road Number, Scale, Era
  6. Correct anything that looks wrong, then click Save

AI Photo Scan is free on all plans — it doesn't consume any credits.

Method 2 — Manual Entry

For items with no visible markings, or when you prefer to type:

  1. Go to Asset Management → Add Item → Manual Entry
  2. Fill in the required fields: Category (Locomotive, Freight Car, etc.) and Scale
  3. Optional but recommended: Manufacturer, Model Number, Road Name, Road Number, Condition, Purchase Price, Purchase Date
  4. Add photos using the photo uploader — up to 20 per item
  5. Click Save

Method 3 — Import from Spreadsheet

If you already track your collection in Excel or another spreadsheet, you can import everything at once. See Importing from Excel/CSV for the step-by-step process.

Field Reference

Field Notes
Scale Required. HO, N, O, G, Z, S, or custom
Category Locomotive, Freight Car, Passenger Car, Caboose, Structure, Accessory, MOW
Condition Mint, Excellent, Good, Fair, Poor
Storage Location Assign to a shelf, box, or layout zone you created in Locations
Custom Fields Add any attribute you need — see Custom Fields

After Saving

Once saved, your item gets a permanent record in your inventory with a unique ID. You can:

  • Generate a QR label — scan it from your mobile app for instant lookup
  • Add to a storage location — track exactly where it lives
  • Add to the layout — mark it as "On Layout" so operations sessions can find it

Next Steps

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