Glossary

Every product term in one place. Each entry links to the page that explains the idea fully. Terms are listed in the order you meet them in the product, from the workspace down to the records on a single copy.

The workspace

Account. Your private workspace, and the boundary around everything you create. Every collection, item, and setting lives inside exactly one account. See Accounts, users, and roles.

User. A person who signs in. A user belongs to exactly one account and cannot join a second one with the same email. See Accounts, users, and roles.

Role. What a user is allowed to do in their account: a viewer reads, an editor catalogues, an owner also manages the account. See Understanding the three roles in practice.

The catalogue

Collection. A top level group you name, such as "My Comics" or "Wine Cellar". Collections hold items and carry their own currency and visibility. See Collections.

Collection type. A kind of thing you collect (Comics, Vinyl Records, Wine) that decides which custom fields its items record. Types are shared across the account. See Collection types and custom fields.

Custom field. A detail you define on a collection type, such as "Issue #" or "Vintage". Its value is recorded on each item. See Collection types and custom fields.

Field group. A named section, such as "Publishing info", that keeps a long list of custom fields readable on the item form. See Set up collection types and custom fields.

Item. The kind of thing you catalogue, such as "Amazing Spider-Man #1". Descriptive details live on the item; the physical things you own are its copies. See Items versus copies.

Copy. One physical instance of an item that you actually hold. Each copy has its own condition, location, value, and history. See Items versus copies.

Grouping and finding

Category. A filing tool inside one collection. Categories can nest, such as Marvel inside Comics. See Categories, sets, and series.

Set. A finite list you are trying to complete within one collection, tracked against a target count. See Categories, sets, and series.

Series. A franchise that can span several collections, such as Harry Potter across books and films. A series does not track completion. See Categories, sets, and series.

Tag. A free form label shared across every collection in the account, such as "Signed". An item can carry many tags. See Tags.

Location. Where a copy physically lives. Locations nest to model real spaces, such as a box on a shelf in a room. See Locations.

Condition. A grade describing the state of a copy, such as New or Damaged. See Conditions.

A copy's history

Transaction. A money or ownership event on a copy, such as a purchase or sale. All money lives in transactions. See Record what you paid and what it is worth.

Valuation. What a copy was worth at a point in time. A copy's current estimated value is its most recent valuation. See Record what you paid and what it is worth.

Insurance record. Coverage recorded for a copy: provider, insured value, policy details, and status. See Insure a copy.

Loan. A custody record for a copy you lent out or borrowed in, with its dates, party, and return details. See Lend and borrow copies.

Maintenance record. Care or repair work performed on a copy, such as cleaning or restoration. See Record maintenance and repairs.

Provenance event. One chapter in the ownership and authenticity story of a copy, such as an acquisition, exhibition, or appraisal. See Trace a copy's provenance.

Location history. The dated record of where a copy has lived over time. Moving a copy closes one record and opens the next. See Move a copy and keep its location history.

Document. A file or external link kept with a copy or one of its records, such as a receipt on a transaction. See Attach documents to a copy.

Access and safety

Visibility. A collection setting recording who it is meant for: private (you alone), shared (everyone in the account), or public (anyone with the link, read only). Recorded today, enforced once sharing arrives. See Visibility and sharing.

Trash. Where deleted collections, items, copies, categories, and sets wait before being purged, and from where they can be restored. See Restore something from the trash.

Instance administrator. A server wide flag, separate from account roles, that unlocks the administration panel for whoever runs the instance. See Grant instance administrator access.

API key. A personal token that lets a script or application call the KolleK API as you. See Manage API keys.

Webhook. A URL you register to receive signed notifications from KolleK. No application event fires one yet. See Webhooks.

Where to next

• Every option these terms can take: Field and status reference.
• The concepts behind the terms, explained properly: Core Concepts.