A quick note: the following information pertains to users with at least Contributor access. If you're interested in getting involved and wish to contribute to the hobbyDB database, check out our article on different ways to help out! We'd love to have you onboard!


To maintain consistent and relevant data, we’ve established some standards and conventions for entering model car data. If you have any questions or suggestions for these standards, feel free to contact us or post in our Forum.

Please note that we use the term "model car" in this article, but the content applies to model vehicles of all types, eg trucks, buses, snowmobiles etc.

Many of these standards and conventions are the same for all model car brands. However, some brands have unique identifying characteristics with subtle information, allowing allows collectors to identify individual cars.  In addition to the general guidance in this article, we also have special additional brand-specific guidance for these brands:

  • Hot Wheels
  • Matchbox
  • M2 Machines



TABLE OF CONTENTS



Adding a Model Car


Before adding your model, search for it in our database. If other releases of the casting already exist, always use the New -> Add Variant button on an item page to create your entry.


Note: If you save a new item and get an "empty garage" (404) error, do not go back and save the item again. This will most likely result in a duplicate database entry. If you get that error, just wait a minute or two and refresh the page. Your new item should be visible at that point.


Variants and Subvariants


With the exception of castings which are new, model cars will likely have Variants and/or Subvariants. Variants are versions of the same item which have notable differences, eg they are a different color. Subvariants are versions of the same item with only minor differences, such as a different wheel type or packaging style. Only add a model as a Variant to database entries for the exact same casting. Even if two models have the same name, if they are not the same casting they should not be Variants.


Learn more about creating new items, including Variants and Subvariants and see below for information on Subvariant Titles.


Learn more about Subvariants


Customs


Customs are added as a Variant of the original casting. The customizer's name should be set as the Brand instead of the name of the maker. See our All Customs help page for more info.



Loose vs Packaged Cars


We do not create separate database entries for loose and packaged versions. If you collect loose cars, you can mark that your example doesn't have packaging when you add it to your collection. The only database entries for loose cars should be cars that were only available as part of a set (the "Set Exclusive" Production Status) and as such were never individually packaged, or cars which were not sold in any packaging.



Images


For cars originally supplied on a blister card, the Main Photo should ideally be the car on original card, viewed directly from the front, and the Show on Search Photo should be a front three-quarter photo of the loose car without any packaging. For models supplied in a box, the Main Photo should ideally show the model in three-quarter view, next to its box. The Show on Search photo should still show the loose car in front three-quarter shot. We've put some examples below.



Main Photo for Carded ModelShow on Search Photo for Carded Model




Main Photo for Box-Supplied ModelShow on Search Photo for Box-Supplied Model





All photos should have white (or even better, transparent) backgrounds if possible. The goal is to show the item as clearly and simply as possible. Subvariants should also have a Subvariant Photo to highlight what differentiates them from the other Subvariants.


There is no limit on how many photos a Database Item can have. It's great to have additional photos, eg. pics of the packaging, multiple angles of the loose car, and artistry photos are all great to add!


Third-Party Photos


Please only upload images you have permission from the copyright holder to use on hobbyDB. If you add an image created by anyone other than yourself, you must credit them in the Courtesy of field. Don't add your own hobbyDB Member Name to that field—your hobbyDB account will automatically be credited as the uploader in the image gallery.


Stock photos from manufacturers are always okay to use, just credit them to the manufacturer, eg Mattel.


You can learn more about database item images here.



Item Names


The name of the Database Item is very important since it's the primary way the model will be identified in the database. Follow the guidelines below, or read more about Names & Alternative Names here.


Name


Always enter the name exactly as it's printed on the car's package. If the packaging doesn't have a name on it, or you don't have the packaging to hand, use the name on the base of the car. If the car has no name on its base, use the name of the vehicle it is based on.


Alternative Name


If an item has a different name from the actual vehicle, you can add the vehicle name here. For example, this Hot Wheels model (also pictured below) is called the "Hare Splitter" on the packaging and base, but it is a model of a Volkswagen Golf/Rabbit Mk1. So the name "Volkswagen Golf/Rabbit Mk1" is set as the Alternative Name.



Subvariant Titles


An item's Subvaraint Title should describe the key attribute(s) that make the item different from its Subvariants. For example, if the differences are all wheel types, one Subvariant's Subvariant Title might be "5-Spoke Wheels" and another's might be "8-Spoke Wheels". 


Subvariant Titles should be as brief as possible. Try to keep them to 3-4 words at most, although sometimes a longer title might be necessary if multiple attributes that need to be described, like a card type and a wheel type.



Subjects


Adding the proper Subjects to database items helps keep the database organized by grouping related items together.


Brand


In general, the Brand field should always contain the maker's name only. Customs are the exception; see the section on Customs above.


Series


A Series is a group of products designated by the brand. Items in a series often share a theme, scale, or other similar characteristics. Examples include Matchbox Superfast and Hot Wheels Mainline.



This field is used to associate the item with other applicable Subjects. These Subjects are shown on search results and can be used to filter searches. Some common Related Subjects are the make of the real-life car, the model's designer, and the sponsor names which appear on a racing car, like Goodyear or Exxon.



Learn More about Subjects



Other Data Fields


It is important to put the right data in each field and format it correctly. This is a list of all other data fields on the New Item form with a description of what to enter in each. It might look a bit overwhelming, but if you follow along when you add a new Database Item, you'll get the hang of it in no time. Feel free to ask questions if you get stuck!


  • Model: This is the model name of the real-life car. For example, a model of the VW Beetle would have "Beetle" in this field. This field can be left blank for models which are original designs and not based on a real vehicle.

  • Body Type: Sedan, convertible, SUV, etc. Select as appropriate.

  • Production Status: This provides a number of classifications you can choose from. You can choose more than one where applicable.

    • 3D Print - This should be used for models printed using a 3D printer.

    • Artist Proof - Items designated as an Artist Proof by the manufacturer. For model cars, this might apply in an instance where a model decorated by a particular artist was planned and one was produced as a proof.

    • Autographed - This should be applied to any model which has been signed, either on the packaging or the model itself.

    • Canceled - Cancelled models are models which were never issued for sale to the public. This status can apply to prototype models or a finished product which was either not put on sale or removed from sale.

    • Chase - Special versions of standard-issue models with special paint finishes, wheels or similar upgrades, but which are produced in limited numbers and are mixed in with standard-issue models on store shelves so buyers have to "chase" them. See also Super Chase below.

    • Counterfeit - Applies where an attempt has been made to create a forgery of another model. This usually happens in cases where one variant of a model is rare and an attempt has been made to create a fake example of this using a less-rare variant as a base. This status should not be used for official company re-issues of models in rare colors. For these you would use Reproduction (see below).

    • Custom - Cars that have been significantly modified from their factory original state. Please read our general guidelines for customized items to learn the specifics for entering customs.

    • Dealer Promo - Models produced for dealerships selling the vehicles the models depict. These were used for display and were also sometimes sold or gifted to dealership customers.

    • Deluxe - This status does not apply to model cars and should not be used. It currently displays in the options due to the way the site operates. It will soon be removed from display here.

    • Error - Factory production mistakes, such as wrong wheel types, models on the wrong blister card, models missing decoration, etc. Errors should always be Variants, not Subvariants.

    • Exclusive - Variants sold exclusively through a certain retailer, such as Target, Walmart or hobbyDB. If you select this status, the Exclusive To field will appear, where you can add the Subject of the store/website/event/etc. that the item was exclusive to.

    • Limited Edition - Items advertised as having a limited production run, usually marked as such.

    • Premium Range - Collector-oriented models such as Hot Wheels Boulevard or Redline Collector Club series.

    • Promotional - Items given away as part of a promotion, for example, cars included in cereal boxes or McDonald's Happy Meals, or cars only available through a mail-in campaign. Do not use Promotional for store-exclusive series.

    • Prototype - Pre-production models. These should always be Variants, not Subvariants.

    • Regional - Cars only released in a specific country or region.

    • Reproduction - This status applies when a model is a recreation or reissue of an earlier model. It is most frequently used when a company reissues a rare model produced earlier in their life.

    • Set Exclusive - Models only available in a multipack, play set or similar. Be sure not to confuse Set Exclusive with Exclusive (above).

    • Standard - Regular production items without any other Production Status. Most mass-market models will have this status. Standard should not be combined with any other Production Status—if another Production Status applies, always deselect Standard.

    • Super Chase - As per Chase (detailed above) but with extra details and produced in even more limited quantities. Don't combine this status with Chase, use only one or the other.

  • Released: Unless there is a specific advertised release date, just enter the year the item was released in.

  • Discontinued: If the car was produced for multiple years, enter the last year of production here. Otherwise, leave this field blank. If there is a specific discontinuation date, you can also enter this information as per the Released field above.

    If you have a rough idea of these dates but are not certain they are exact, you can tick the Estimated box to indicate this.

  • # Produced: Enter how many examples of the item were produced, if known.

  • Made in: Enter the country/region where the car was made, usually detailed on the base or packaging.

  •  Packaging Details: Enter a brief description of the packaging type, eg "blister card" or "window box".

  • Scale: Enter the scale. The most common scales for model cars are 1/87, 1/64, 1/43, 1/32, 1/25 or 1/25, 1/18 and 1/8. These scales are often not exact; for example, most diecast cars referred to as 1/64 scale are actually just scaled down to approximately 3 inches long to fit standard packaging. Unless the exact scale is specified on the model or its packaging, select the closest standard scale.

  • Material: Choose the vehicle body's primary material (not the baseplate). The default selection is Metal, but it's better to deselect Metal and select "--Diecast Metal/Mazak" as appropriate to provide more accuracy. There is no need to have both Metal and Diecast Metal/Mazak selected.

  • Color: Enter the primary body color and paint type. For example, a 1968 Hot Wheels Redline release could include “Red” and “Spectraflame”. Unpainted metal cars are "ZAMAC". Enter only the primary body color (or colors, for cars with a two-tone paint scheme). Do not list every color used in the decoration; only the overall paint color(s).

  • Decoration: Describe any decoration details, such as a “Fire Dept.” decal, “Orange & blue stripes on sides and hood”, "Detailed headlights and taillights", etc. Please use proper sentence capitalization. Color names and the part of the car where the decoration is present do not need to be capitalized. 

    If you're transcribing text printed on the car, enclose the text in double quotation marks (" ") and match the capitalization used on the model.

  • Features: Select any special features the car has. For example "Rubber Tyres" or "Opening Hood".

  • Product Identifiers: If the car has a reference number, UPC code or similar product identifier, you can select the identifier type from the list and enter the number. Cars can have more than one product identifier. If your car has multiple identifiers, you can add more by clicking the Add Product Identifier button. 

    Note that the list of Identifiers contains several entries which are for specific types of item and are not applicable to model cars. These include "Hard Rock International", which is only for Hard Rock Cafe pins and ISBN 10 / ISBN 13 #'s which are exclusively for books.


Brand-Specific Guidelines


Some brands of model cars have unique identifying characteristics with subtle information which allows collectors to identify exactly which car is which. In some instances, these tiny differences can greatly affect the value of the model. 


To help us maintain consistent and relevant data on each casting we’ve created specific data entry standards for Hot Wheels, Matchbox and M2 Machines. If you're adding or editing items that belong to any of these brands, please read and follow the brand-specific guidelines below.


Hot Wheels


Images


We have permission from the Hot Wheels Newsletter to use their photos on hobbyDB. The photos of loose cars in their casting list are perfect to use as our Show on Search Photos. Be sure to credit these photos to "Hot Wheels Newsletter" or "hwnewsletter.com" in the Courtesy of field.


Subvariant Titles


The majority of Hot wheels Mainline models are split into Subvariants for different blister card types. We standardize these Subvariant Titles as follows:

  • USA Long Card
  • International Long Cars
  • International Short Card


The main way to tell the difference between USA and International Long Cards since the mid-2010s is that the USA cards have a "Guaranteed for Life" badge on the front of the J-hook and international cards do not.


Brand


In general, the Brand field should always contain Hot Wheels only, unless the model is a custom. 


Series


A basic Mainline car should always have Mainline and its Segment Series/Mini Collection (such as "First Editions" or "HW Flames") listed in the Series field. Do not include the year in the Series name since we can filter by year within Series Subjects.


Related Subjects


Where known, make sure to include name of the Hot Wheels model's designer here.


Other Data Fields


  • Model: Particularly important for Hot Wheels as the name frequently differs from that of the car itself. For example, the "Volkswagen 'Classic Bug'" casting would have "Beetle" in this field. This field can be left blank for fantasy models

  • Production Status: Use only the following statuses for Hot Wheels:
    • Chase - Regular Treasure Hunt cars. Super Treasure Hunt cars should use "Super Chase" (see below).

    • Custom - Cars that have been significantly modified from their factory original state. Please read our general guidelines for customized items to learn the specifics for entering customs.

    • Error - Factory production mistakes, such as wrong wheel types, wrong card, missing decoration, etc. Errors should always be Variants, not Subvariants.

    • Exclusive - Variants sold exclusively through a certain retailer, such as Target, Walmart or hobbyDB. If you select this status, the Exclusive To field will appear, where you can add the Subject of the store/website/event/etc. that the item was exclusive to.

    • Limited Edition - Items advertised as having a limited production run, usually marked "Limited Edition".

    • Premium - Collector-oriented models such as Hot Wheels Boulevard, Red Line Club cars, and Team Transport. Do not use "Deluxe".

    • Promotional - Items given away as part of a promotion, for example, cars included in cereal boxes or McDonald's Happy Meals, or cars only available through a mail-in campaign. Do not use Promotional for store-exclusive series or recolors.

    • Prototype - Pre-production models. These should always be Variants, not Subvariants.

    • Regional - Only released in a specific country or region, for example, Japanese Mainline cars or CIPSA Redlines from Mexico.

    • Set Exclusive - For models only available in a multipack, track set or similar. Be sure not to confuse Set Exclusive with Exclusive (above).

    • Standard - Regular production items without any other Production Status (primarily Mainline cars). Most Hot Wheels models will have this status. Standard should not be combined with any other Production Status—if another Production Status applies, always deselect Standard.

    • Super Chase - Use this for Super Treasure Hunts.

  • Released: Unless there is a specific advertised release date, just enter the year the item was released in or intended for. The "A case" of next year's Mainline cars usually start appearing in stores in the fourth quarter of the year, so even though 2016 cars could be found in late 2015 they are still considered to be released in 2016.

  • Discontinued: As Hot Wheels are rarely produced for multiple years, you can usually leave this field blank. If the car was produced for multiple years, enter the last year of production.

  • # Produced: This will usually only apply to premium issues. For example, many Redline Club models have a sticker on the card back that says how many were made.

  • Made in: The only currently known possibilities for Hot Wheels are China, France, Hong Kong, India, Indonesia, Macau/Macao, Malaysia, Mexico, Thailand, United States, and Venezuela.

  • Scale: Enter the scale. Most Hot Wheels cars are approximately 1/64 scale, but Hot Wheels have also been produced in other scales, such as 1/18, 1/24, 1/43, 1/50, and 1/87.

  • Color: For Hot Wheels, it is often especially important to record both color and paint type. For example: A 1968 Redline release could include “Spectraflame” and “Red”. A newer car may have "Metallic" and "Red", or "Flat" and "Black". Unpainted cars are "ZAMAC". Enter only the primary body color (or colors, if the car has a two-tone paint scheme). Remember, do not list every color used in the decoration; this is only for the overall paint color(s).

  • Packaging Details: Enter a brief description of the blister card or other packaging type such as “International Short Card”, “Snowflake Card”, different styles like “2004-style card”, “Red car on card artwork” or "Acrylic display case".

  • Reference #: Enter the collector number and the series number (if applicable). For consistency, these formats must be used (note the position of spaces, the # symbol, and commas): 
    1. The reference number for a mainline car with no segment series, such as the #714 Talbot Lago from 1997 would be entered as
      Collector # 714
      Generic
      Note the space on both sides of the # symbol.

    2. The reference number for a mainline car that was part of a Segment Series/Mini Collection, like the Dodge Van from the HW 55 Race Team series, would be entered as
      Collector # 066/250, Series # 2/5
      Generic
      Again, note the spaces around the # symbol and the comma placement. Do not enter the year or series name in the Reference # field.

    3. Use leading zeros to make the number of digits match on both sides of the /. For example, "002/250" instead of "2/250" and "05/10" instead of "5/10" (this helps with sorting).

      A graphic showing where to find the Collector Number and Series Number on a Hot Wheels blister card.
    4. It is not necessary to enter assortment numbers, but if you want to do so, add it to the end of the Manufacturer ID field, not the Reference # field.

  • Manufacturer ID: Enter the Mattel Toy Number (SKU) from the packaging. Almost every Mattel product will have an alphanumeric Toy Number listed on the packaging, and since the mid-1990s they always have five digits (sometimes all numbers, sometimes a mix of letters and numbers).

    For recent releases, the Toy Number can usually be found on the back of the card's J hook:
    A graphic showing the location of the Mattel Toy Number on the back of a Hot Wheels blister card.
    Older releases might have the Toy Number on the front of the card in a corner, or near the UPC on the back.

    Including that number makes searching hobbyDB for a Toy Number a great way to find a specific Mattel product.

    You can also enter the assortment number in the Manufacturer ID field, but this isn't required.

  • UPC: Enter the 12-digit barcode number found on the package including the leading and trailing check digits and without spaces or dashes. Even though the number is printed with spaces, barcode scanners like the hobbyDB app read it as a single string with no spaces.

  • Alternate UPC: Some recent Hot Wheels cars have been released in different assortments with different UPCs. If the only difference to the packaging is the UPC and assortment code, add the second UPC to this field. If there are other differences (such as USA vs. International card) add the car as a Subvariant instead.



M2 Machines


Images


M2 Machines should have at least two photos: a photo of the packaging, set as the Main Photo, and a photo of the model out of its packaging (ideally with the model on its display base so the name is visible) set as the Show on Search Photo. M2 generally provide clear photos of the models both in and out of packaging on their website. Those stock photos may be downloaded from the source and uploaded to hobbyDB. Please credit these to M2 Machines in the Courtesy of field. 


Database Item Names


For M2 Machines, the name of the Database Item must always be exactly what is printed on the model's display base. Please do not add any other information about the model to the Name field.


For example, the Auto-Thentics R64 1985 Camaro's base plate says “1985 Chevrolet Camaro IROC-Z.” Enter the full display base name exactly as it reads and nothing additional.


Other Data Fields


  1. Brand: This should always be M2 Machines (unless the model has been customized—please follow the guidelines for brands on the help page for customized items).

  2. Series:Enter the main series the model is part of, for example Ground Pounders or Auto-Thentics, plus any the sub-series or release the model is part of, for example Ground Pounders 15 or Auto-Thentics 13.
    1. Note: The release number can be determined by the R## number on the model's display base or packaging.

  3. Related Subjects:Sean Taylor is the designer for all M2 castings and his name should be entered here, along with any other relevant Subjects.

  4. Production Status: For M2 Machines, please follow this schema;
    1. All under 10,000 produced pieces (all base vehicles) should be entered as Standard
    2. All under 999 produced pieces should be labeled as a Chase
    3. All under 250 produced pieces should be labeled as a Super Chase

  5. Released: This is the year the model was released. For M2 Machines, the first two digits of the reference number on the model's display base are the last two digits of the release year. For example the 1953 VW Beetle Deluxe U.S.A. Model numbered 20-84 was produced in 2020.

  6. Discontinued: This field can be left blank since M2 releases are always limited runs which don’t span multiple years.


  7. # Produced: Enter the number of items that were produced, if known. Most M2 releases have the production numbers on the packaging.

  8. Made in: This is always China for M2 Machines.

  9. Scale: Enter the scale. Most M2 models are 1/64 but they also make models in 1/24 scale and have made 1/18 scale models too.

  10. UPC code: For M2 Machines, enter the 12 digit barcode number (without spaces) as found on the package, including the leading and trailing digits. Learn more about Adding UPCs and Other Barcodes.

  11. Reference #: For M2 Machines, The reference number is the code on the model's display base in the format R## ##-##. Enter the entire number, including the R## (release number). There should be a space between the release number and the rest of the reference number.

  12. Manufacturer ID: For M2 Machines, this is a five-digit number, usually labeled as an "ITEM #" above the UPC. If you have the packaging available and can find this number, enter it in the Manufacturer ID field. Only enter the number, not the "ITEM #" text.



Matchbox


Packaging Details


It is particularly important to note the correct type of box for vintage Matchbox 1-75 vehicles (Regular Wheels and Superfast). Collectors have agreed on the following conventions for these boxes:


A Box

B Box

C Box

D Box

E Box

F Box

G Box

H Box

I Box

J Box

K Box

L Box


Enter the relevant box code, eg. "A Box" or "H Box" for your model into the Packaging Details field, along with any relevant description of the box. For example, some boxes were produced under the same code but with different images of the vehicle, so you would specify here which image is used.


Other Attributes


We have some specific conventions for the contents and formatting of other data fields on the Database Item form. Please follow the guidelines listed below when adding Matchbox cars to hobbyDB.


Accuracy is extremely important, so if you are unsure about what to enter in any field just leave it blank. It's better to have a few empty fields than to have incorrect information on a Database Item.


  1. Brand: This should always be Matchbox (unless it is a custom—see our guidelines for customized items). Don't add any other Subjects to the Brand field.

  2. Series: Matchbox cars in the basic range (1-75, 1-125, 1-100, etc.) should always have "Basic Miniatures" set as a series, plus the sub-series (like "MBX Road Trip", for example) if one is listed on the packaging.

  3. Production Status: Use only the following statuses for Matchbox models:
    • Standard - This is the default for basic Matchbox cars (Basic Miniatures).
    • Custom - Please read our general guidelines for customized items.
    • Error - Factory production mistakes, such as wrong wheel types, wrong card, missing decoration, etc.
    • Exclusive - Exclusive to a certain retailer, such as Target, like the Retro Series.
    • Limited Edition - Items advertised as having a limited production run, usually marked "Limited Edition" on the packaging.
    • Premium - Collector-oriented models such as cars the Mattel Superfast and Matchbox Collectors series.
    • Promotional - Items given away as part of a promotion, for example, cars included in cereal boxes or McDonald's Happy Meals.
    • Prototype - Pre-production models.
    • Regional - Only released in a specific country or region.
    • Set Exclusive - Only available in a multipack or play set.
    • Super Chase - Matchbox "Super Chase" cars.

  4. Released: Unless there is a specific advertised release date, just enter the year the item was released in or intended for. The next year's cars usually start appearing in stores in the fourth quarter of the year, so even though 2016 cars could be found in late 2015, 2016 is still considered to be the release date.

  5. Made in: Enter the country/region where the car was made, usually embossed on the baseplate or printed on the packaging. Most Matchbox cars have been manufactured in Thailand since the 2010s, but older models have been produced in China, Hong Kong, Macao/Macau, the United Kingdom (England), Hungary, and other countries.

  6. Reference #: Enter the collector number, series number (if applicable), and MAN (casting) number. For consistency and to help with sorting, the following format must be used: (note the position of spaces, the # symbol, comma, and semicolon): 
    • The reference for a typical Basic Miniatures car should look like this:

      Collector # 001/125, Series # 01/35; MB1096

      Note the space on both sides of the # symbols and the leading zeros to make the number of digits match on both sides of the /. For example, "001/125" instead of "1/125" and "01/35" instead of "1/35" (this helps with sorting).

      The "MB" number is a casting identifier, also known as a MAN number, from the model's baseplate.

  7. Manufacturer ID: Enter the Mattel Toy Number from the packaging. This is a unique identifier that makes it easy to search the database for a specific model.

    Almost every Mattel product will have an alphanumeric Toy Number (SKU) listed on the packaging, and since the mid-1990s they always have five digits (sometimes all numbers, sometimes a mix of letters and numbers).

    These Toy Numbers are also the best way to search for a Mattel product on hobbyDB.     For recent releases, the Toy Number can usually be found on the back of the card's J hook:
    Mattel Toy Number on the back of a Matchbox blister card
    The Toy Number can also often be found near the UPC barcode. Be sure not to confuse the Assortment (Asst.) number for the Toy Number.

  8. UPC: Enter the 12-digit barcode number found on the package including the leading and trailing check digits. Don't include any spaces or dashes.

  9. Description: For Matchbox models, it can be useful to enter the following information;

    • If the model has a date code on the baseplate, that can be entered here.

    • It can also be useful to note the casting's copyright year and which company is listed as the copyright holder (such as Lesney, Matchbox International, or Mattel).


      If you have any additional questions, ask away in the hobbyDB Volunteer Squad Facebook group, or contact us using the button above. Thanks for helping build the best and most complete Model Car database on the Internet!