A club inventory is a shared operational record. Establish simple procedures before several Editors begin changing it.
Confirm the active inventory #
The TIM header identifies the current inventory and role. Members who can access personal and club inventories should confirm the inventory name before adding, importing, editing, exporting, or attaching documents. Records do not automatically move between inventories.
Set responsibilities #
- Managers administer membership, settings, major imports, and backups.
- Editors maintain assigned portions of the collection.
- Viewers search and review records without making changes.
Use consistent data #
Agree on naming conventions for manufacturers, model numbers, railroad names, scales, storage locations, condition, and value evidence. Add one representative record and review it with the team before a large data-entry effort.
Control imports #
Use Import & Export for CSV, Excel, JMRI, RailModeller Pro, portable backups, and other exchange tools. Preview every import and review proposed duplicate actions before applying it. Perform large imports when another manager is available to spot-check the results. Download a portable backup first when the inventory already contains important data.
Protect private information #
Club records may contain purchase prices, values, receipts, appraisals, storage locations, borrower information, and photographs. Assign only the access each person needs. Do not publish protected documents or downloaded backups. Remove former members promptly.
Manage My-Trains AI deliberately #
An authorized Club manager controls activation and hosted-credit purchases for the club entitlement. Club Managers and Editors with writable access can use the shared club entitlement, while each member who connects an OpenAI or Anthropic API account uses that member's own encrypted key and provider billing choice. Confirm the selected club before purchasing credits, uploading identification photos, or saving a reviewed item. Never ask a member to share an API key.
Back up the inventory #
Download a portable backup after major changes and on a regular schedule. Also keep a complete CSV for independent review. Store at least one protected copy outside My-Trains.com and away from the physical collection.
Plan for continuity #
Maintain at least two trusted Managers when practical. Before removing a departing Manager, confirm that another Manager can open Club Administration, manage members, and download a backup. Contact the site administrator when no current Manager can administer the club.
