Getting started

eHive is a web-based collection management system that is secure and easy to use. You can use it to catalogue, administer, and publish your collections online. This guide will help you get started.


In this guide, we'll help you to:

  • Sign up for an account

  • Create an account profile

  • Learn about cataloguing

  • Plan your data entry standards

  • Create an object record

Sign up for an eHive account

You need an eHive account to manage your collections and publish content. It’s free to create an entry-level account.

Sign up for your account

Create an account profile

Your eHive account profile is an easy way to promote your organisation.

Screenshot of eHive account profile example

You should enter information on your account profile even if you’re not ready to publish objects yet. Without any details, your account profile will not appear in search results.

Your profile can include:

  • An image.

  • A description of your organisation or collection.

  • Contact information.

  • Details of your on-site facilities.

Learn more about your account profile

Learn about cataloguing

If you’re totally new to cataloguing, we recommend that you check out these guides:

Plan your data entry standards

Why have standards?

Planning your data standards helps ensure your data is structured consistently.

Consistent and clear information entered into fields produces better searching and discovery of your collection items in eHive.

It is also important to be consistent if you are considering contributing to an aggregator site such as DigitalNZ, Trove or Europeana.

Pick lists

Screenshot of the pick list editor

You can use pick lists in eHive to:

  • Standardise object information.

  • Promote consistency.

  • Increase the likelihood of your records relating to other records in eHive.

Learn about pick lists

Use a thesaurus

You should consider using a recognised thesaurus to create terms for pick list fields such as Object type and Classification.

We recommend these thesauri:

Create an object record

Screenshot of an object record example

Let’s create your first object record! There are six main steps:

  1. Log in to My eHive.

  2. Select Create.

  3. Choose a catalogue type.

  4. Enter data.

  5. Save and optionally publish the record.

  6. Add an image or document (optional).

See Create an object record for a detailed guide.

Ready to learn more?

See our other help guides: