RailScanPro Club and Museum plans support multi-user organizations with shared inventory, member management, and club-level features. This guide walks you through the initial club setup.
Club vs. Personal Account
A club organization in RailScanPro is a separate entity from any individual member's personal account. Members can have both their personal collection and access to the club's shared collection — from a single login.
Club administrators manage:
- Which members have access
- Shared club inventory (the layout equipment owned by the club)
- Operations session scheduling
- The club's public page
- Billing (one subscription covers all members)
Creating a Club Organization
- Sign in with your personal account
- Go to Settings → Organization → Create Organization
- Select Model Railroad Club as the organization type
- Enter the club name, founding year, and primary location
- Choose your plan — Club plan supports up to 50 members
You'll be automatically assigned as the Club Administrator.
Inviting Members
- Go to Organization → Members → Invite Member
- Enter the member's email address
- Choose their role:
- Administrator — full access including billing and member management
- Officer — can manage club inventory and sessions but not billing
- Member — can view club inventory and participate in sessions
- Guest — read-only access to the club's shared resources
- Click Send Invitation
The invited person receives an email. If they already have a RailScanPro account, they accept the invitation and gain access immediately. New members are prompted to create a free account first.
Setting Up Club Inventory
Club inventory is separate from any member's personal inventory. This is equipment owned by the club — locomotives, rolling stock, structures on the club layout.
- Go to Club → Inventory → Add Item
- Add items the same way as personal inventory (AI scan, manual, or import)
- Club inventory items are visible to all members but only editable by Officers and Administrators
Members can also loan personal equipment to the club:
- Go to any personal inventory item
- Click Loan to Club → [Club Name]
- The item appears in the club view with a "On Loan" tag
Next Steps
- Managing Club Members — roles, permissions, and member lifecycle
- Creating Public Galleries — share the club's layout with the public
- Operations Intro — run multi-crew operations sessions