Guide
Insect collection software: a guide for entomologists
Spreadsheets were never designed for insects. A real entomology collection catalogue needs fields for species, order, locality, host plant, collector and label data — all linked, searchable and shareable.
Built for entomology
The fields an insect collector actually needs
Museumica treats insects as first-class specimens. Every record can carry the scientific and curatorial data that matters to entomologists.
Order, family & species
Record order, family, genus, species and authority in dedicated fields. Museumica keeps your entomological nomenclature structured and searchable across Lepidoptera, Coleoptera, Hymenoptera and beyond.
Locality, host & collector
Store country, region, GPS coordinates, host plant and collector name. Provenance attaches directly to the specimen, so a label datum never drifts away from the pinned insect.
Sex, life stage & dimensions
Sex, life stage, wingspan, body length and a condition grade all have their own place — not crammed into one spreadsheet cell. Filter your male morphos or teneral beetles in seconds.
Accession & valuation
Track acquisition date, purchase price, dealer, insurance value and rearing history privately. Public museum pages hide financial data automatically.
AI-assisted descriptions
Turn a terse set of fields into polished, museum-quality prose. The AI uses your real metadata, so it never invents a species or locality.
Drawers, trays & cabinet location
Log cabinet, drawer, tray and position so pinned series stay physically organised as well as digitally searchable. Find a specimen fast, even across large teaching or museum collections.
Spreadsheets vs. Museumica
Why generic spreadsheets fall short
- One flat row forces you to flatten complex entomological data into a single cell.
- Photos, label transcriptions and locality maps live in scattered folders.
- A typo in the species name breaks sorting and makes reports unreliable.
- Sharing means exporting fragile files; online spreadsheets expose private valuations.
- There is no public museum view for visitors or fellow entomologists.
What you get with Museumica
- Structured fields validated for entomological data.
- Unlimited images attached to each specimen record.
- Interactive map of collection localities.
- Museum-quality labels with species, locality, collector and accession number.
- A public museum page you control — private notes stay hidden.
- CSV and PDF export whenever you want your data back.
Collection views
Show insect records in the same context you store them
From exhibition cases to working drawers, your catalogue can mirror the physical layout of an entomology collection. That makes specimen tracking, drawer audits and public interpretation far easier than a flat spreadsheet ever could.
Storage & study
Keep working drawers, cabinets and teaching sets organised
Museumica is just as useful for private cabinets and research drawers as it is for public gallery displays. Track where each order, series or teaching tray belongs and keep movement histories tied to the specimen record.
Especially useful for
- Private cabinet and drawer numbering
- Teaching collections split by order or family
- Mixed Lepidoptera and Coleoptera trays
- Temporary study layouts during identification work
Getting started
How to move your insect collection into Museumica
- 01
Create a free workspace
Sign up and claim your personal URL at www.museumica.com/your-name.
- 02
Add your first insect
Fill in species, order, locality, collector, dimensions, photos and label data. Or import a CSV if you already have a spreadsheet.
- 03
Organise and publish
Group specimens into drawers and collections, print labels, and optionally publish a public museum for fellow entomologists.
FAQ
Common questions
- Can I import my existing entomology spreadsheet?
- Yes. Museumica supports CSV import and maps common columns like species, order, locality and collector into the right fields.
- Is there a free plan?
- The Hobby plan is free for personal collections and includes all core entomology fields.
- Can I keep my collection private?
- Absolutely. All specimens are private by default. You choose which drawers, collections or exhibitions to publish.
- Does it work on mobile?
- Yes. The interface is responsive, so you can photograph a new specimen and log it from your phone, even in the field.
Ready to catalogue your insects properly?
Join entomologists who have moved from brittle spreadsheets to a real insect collection manager.
Start free — no credit card required