Stuffolio User's Manual

Introduction

Stuffolio is a comprehensive product management app that helps you track everything you own. This manual provides step-by-step instructions for using every feature on your Mac.

Requirements

Navigation Overview

Stuffolio on Mac uses a sidebar navigation layout:

• The sidebar on the left side of the window shows all sections
• Click the sidebar icon (☰) or press ⌘⌃S to show/hide the sidebar
• Main sections include:
  • Dashboard — Overview and quick access
  • My Products — Your inventory
  • Actions — Import, export, and utilities organized by Acquire, Own, Dispose
  • Insights — Reports and analytics
  • Stuff Scout — AI-powered identification and research
  • Legacy Wishes — Record who gets what
  • Settings — Preferences and configuration

Actions Overview

The Actions section organizes tools into six categories to help you find what you need quickly.

Tool Categories

Getting Started

First Launch

When you open Stuffolio for the first time:

1. Welcome Window appears with feature highlights
2. Click through the introduction screens or click Skip
3. Accessibility Options screen appears:
   • Review available accessibility features
   • Click Continue
4. Permissions screen appears:
   • Click Allow Notifications if you want warranty and maintenance reminders
   • You can skip this and enable it later in Settings
5. Click Get Started to enter the app

Understanding the Dashboard

The Dashboard is your home screen. Here's what each section shows:

Quick Stats Bar (at the top)

• Scroll horizontally to see: Total Products, Purchase Cost, Current Value, Fun Fact
• Click the chevron (⌄) to collapse this section

Needs Attention

• Products with warranties expiring in 30 days
• Overdue maintenance tasks
• Items on loan that are due back
• Products missing important information

Recently Added

• Your most recently added products
• Click any product to view its details

Feature Cards

Quick access to: Stuff Scout, Smart Scanner, AI Assistant, Recall Check, Reports, Value Calculator

Adding Your First Product

Opening the Add Items Menu

1. Click My Products in the sidebar
2. Click the + button in the toolbar (top of window)
3. The Add Items chooser appears

Alternative Methods

• Keyboard shortcut: Press ⌘N from anywhere in the app
• Menu bar: Go to File > New Product

Choose How to Add

The Add Item menu offers three simple options:

• 📷 Photo — Choose a photo from your library or paste from clipboard. AI automatically identifies your item and fills in details while the form appears instantly.
• 📱 Barcode — Scan a UPC barcode for quick product lookup.
• ✏️ Manual — Enter all details yourself.

Photo (Recommended)

The fastest way to add items — the form appears immediately while AI works in the background.

1. Click Photo
2. Choose how to add a photo:
   • Choose from Library — Select an existing photo
   • Paste from Clipboard — Use a copied image
3. The form appears immediately with your photo attached
4. For subscribers: AI fills in title, manufacturer, and estimated value automatically
5. Start editing other fields while AI works — no waiting!

Barcode

1. Click Barcode
2. Use your Mac's camera to scan the UPC barcode
3. Product information fills in automatically

Manual

1. Click Manual
2. The Add Product form opens
3. Fill in the details (see "Filling Out the Product Form" below)

Filling Out the Product Form

The form has these fields (only Product Name is required):

Using Collapsible Sections (Progressive Form Disclosure)

To keep forms organized and prevent information overload, Stuffolio uses collapsible sections in the product form:

• Essential fields are always visible at the top (Product Name, Manufacturer, etc.)
• Additional sections can be expanded when needed:
  • Click the chevron icon (▶) next to a section heading to expand it
  • Click again (▼) to collapse the section
  • Common collapsible sections include: "Additional Details", "Warranty Information", "Maintenance", "Loans"
• Sections remember their expanded/collapsed state while you're editing
• This makes the form less cluttered and easier to navigate, especially when adding products with lots of details

Adding Photos to Products

Photos help identify products and serve as documentation for warranty claims. Stuffolio can also analyze your photos to automatically suggest categories and extract product details like brand, model, serial number, and price.

Photo Analysis Options

When you add a photo while creating or editing a product, Stuffolio can analyze it to help fill in product information:

Three Analysis Options

Extract Details (OCR Auto-Fill)

The Extract Details option can automatically populate form fields by reading text from your photo:

What It Extracts

• Brand/Manufacturer — From product labels or receipts
• Model Number — From nameplates or packaging
• Serial Number — From product labels
• Purchase Price — From receipts
• Purchase Date — From receipts
• Store/Retailer — From receipts

How to Use

1. Add a photo showing a receipt, label, or nameplate
2. When the Photo Assessment appears, click Extract Details
3. Wait for OCR processing (requires internet)
4. Extracted fields are automatically filled in the form
5. Review and edit as needed

Photo Quality Assessment

When you add a photo, Stuffolio analyzes it on-device to assess quality:

• Blur Detection — Identifies if the photo is too blurry for reliable analysis
• Text Detection — Checks if readable text is present (important for OCR)
• Resolution Check — Ensures the image is high enough quality

Each analysis option shows a suitability indicator:

• Good match — Photo is well-suited for this analysis
• May work — Analysis might succeed, but results may vary
• Poor match — Photo unlikely to yield good results

Method 1: Paste from Clipboard (Most Common on Mac)

Step 1: Copy an image to your clipboard

From the Photos app:

1. Open Photos
2. Find and select the image you want
3. Press ⌘C to copy

From Finder:

1. Navigate to the image file
2. Click to select it
3. Press ⌘C to copy

From a web browser:

1. Right-click on any image
2. Select Copy Image from the menu

Step 2: Paste into Stuffolio

1. Return to Stuffolio's Add/Edit Product window
2. In the Photos section, click the Paste Image button
3. The image appears in the Photos grid

Method 2: Drag and Drop

1. Open Finder or Photos app in a separate window
2. Arrange windows so you can see both Stuffolio and the source
3. Find the image you want to add
4. Click and hold the image file
5. Drag it over to Stuffolio's Photos section
6. When you see the drop zone highlight, release

Method 3: Choose File

1. In the Photos section, click the + button or Add Photo
2. Click Choose File from the menu
3. A file browser window opens
4. Navigate to your image file (Recent, Documents, Downloads, or iCloud Drive)
5. Click the image file to select it
6. Click Open

Managing Existing Photos

To view a photo full-size: Click any photo thumbnail. Scroll to zoom in/out. Click outside or press Escape to close.

To delete a photo: Hover over the photo, click the X button. Or select the photo and press Delete.

To reorder photos: Click and hold a photo thumbnail, drag to the new position. The first photo becomes the main product image.

Photo Types to Add

• Product Photo — Main image showing the product
• Receipt — Proof of purchase for warranty claims
• Label/Nameplate — Shows model and serial numbers
• Warranty Card — Coverage documentation
• Packaging — UPC barcode and specifications

Using the Smart Scanner

The Smart Scanner reads barcodes to automatically fill in product information.

Opening the Smart Scanner

1. Click Actions in the sidebar
2. Under Acquire, click Smart Scanner
3. Or click the + button and select Smart Scanner

Using Continuity Camera

1. When Smart Scanner opens, a camera view appears
2. Your nearby iPhone's camera activates automatically
3. Point your iPhone at the UPC barcode on the product packaging
4. Hold steady 6-12 inches away
5. When detected:
   • You hear a beep
   • The barcode number appears on screen
   • Product lookup begins automatically

Tips for Better Scanning

• Ensure good lighting (avoid shadows on the barcode)
• Make sure the barcode isn't wrinkled or damaged
• Hold the phone parallel to the barcode (not at an angle)

Scanning Additional Barcodes (Optional)

1. Click Scan Model/Serial
2. Point at barcodes on the product itself (not packaging)
3. The scanner identifies the barcode type
4. Information fills automatically
5. Click Done when finished, or Skip to continue

Review and Save

1. A form appears with auto-detected information
2. Review each field — click to edit if incorrect
3. Add purchase information (date, price, warranty)
4. Click Save or press ⌘S

Using Stuff Scout (AI Assistance — When You Ask)

Stuff Scout uses AI to identify antiques, collectibles, and unknown items from photos. Stuffolio's AI is user-initiated and non-ambient — nothing is analyzed or sent to external services unless you explicitly ask for help.

Opening Stuff Scout

1. Click Actions in the sidebar
2. Under Acquire, click Stuff Scout
3. Or click the Stuff Scout card on the Dashboard

Adding Photos

Since Mac doesn't have a built-in camera, you'll add existing photos:

Option A: Drag and Drop

1. Open Finder and navigate to your photos
2. Drag image files onto the Stuff Scout window
3. Drop when you see the highlight

Option B: Choose File

1. Click Add Photo
2. Click Choose File
3. Navigate to and select your image
4. Click Open

Option C: Paste from Clipboard

1. Copy an image (⌘C from Photos, Finder, or web)
2. Click Paste Image

Add Multiple Photos (Recommended)

For better identification, add photos showing:

• Maker's Mark — Signatures, stamps, or labels
• Bottom/Back — Often has identifying marks
• Details — Close-ups of unique features
• Damage — Any wear or repairs

You can add up to 5 photos.

Choose Scan Depth

Before starting analysis, select how thorough you want Stuff Scout to be:

• Quick ID (~15 seconds) — Fast identification only. Best for when you just need to know what something is.
• With Pricing (~25 seconds) — Identification plus marketplace verification and current value estimates. Recommended for most items.
• Full Appraisal (~40 seconds) — Complete analysis including historical context, provenance research, condition assessment, and detailed valuation. Best for antiques, collectibles, and potentially valuable items.

Identification Results

Click the Identify button and wait (time depends on your selected scan depth). Results include:

• What It Is — Description of the item
• Maker/Manufacturer — Who made it
• Era — Approximate age or period
• Estimated Value Range — Low to high market value
• Rarity — Common to Extremely Rare

Background Processing

You don't need to keep Stuffolio in the foreground while Stuff Scout analyzes your photos:

1. After clicking Identify, you can switch to another app or minimize the window
2. Analysis continues in the background
3. When complete, you'll receive a notification: "Stuff Scout Complete"
4. Click the notification to view your results

Refining Results

If the AI identification isn't quite right, you can provide additional context:

1. Click Not quite right? on the results screen
2. Fill in what you know: Product Name, Manufacturer, Model, Era
3. Add photos of maker's marks or labels (click Add or Paste)
4. Click Re-analyze to get updated results

Each refinement uses 1 AI query from your allowance.

Saving Results

Add to Inventory: Click to open a preview sheet with pre-filled product details.

Save to History: Bookmark results for later without adding to inventory.

Receipt Pairing (Optional)

When adding a Stuff Scout result to inventory, you can pair it with a receipt to auto-fill purchase details:

1. Click Add to Inventory to open the preview sheet
2. In the Purchase Receipt section, click Add Receipt Photo
3. Select a photo of your receipt
4. Stuffolio extracts store name, purchase date, and price automatically
5. Review the extracted data, then click Add to Inventory to continue

Auto-fill from Receipt

If you've already attached receipt images to a product, you can extract purchase details without re-scanning:

1. Open the product and click Edit
2. Look for the Auto-fill from Receipt button in the Images section
3. Click it to have Stuffolio analyze your attached receipt images
4. Review the extracted store name, purchase date, and price
5. Click Save to apply the changes

Auto-Cached Recent Scans

Stuff Scout automatically saves your last 25 scans so you never lose an identification. Every time you complete a scan, it's automatically stored — no extra steps required.

• Automatic saving — Scans are saved as soon as analysis completes
• Last 25 scans kept — When you exceed 25, the oldest scan is automatically removed
• No action needed — Just scan and your results are preserved

Scout History

Access all your past Stuff Scout identifications in Scout History, organized into two tabs:

Recent Tab

Shows your auto-cached scans (last 25):

• Click any recent scan to view details
• Right-click (or Control-click) and choose Save as Bookmark to keep it permanently
• Click Clear All to remove all recent scans

Bookmarks Tab

Shows scans you've saved permanently:

• Bookmarks never expire or get automatically deleted
• Full data preserved: image, identification, maker, era, value range, historical context, collector notes
• Add your own notes and tags to organize your collection
• Right-click to delete individual bookmarks

Searching Scout History

Use the search field to find scans by item identification, maker, or era.

Browsing Your Products

Accessing My Products

• Click My Products in the sidebar
• Or press ⌘2

Understanding the Product List

Each product row shows:

• Photo thumbnail — Product image (or category icon)
• Product name — In bold
• Manufacturer — Below the name
• Warranty status badge:
  • Active — Warranty currently valid
  • Warning — Expiring within 30 days
  • Expired — No longer covered
  • Lifetime — Lifetime warranty

Filtering Products

1. Click the filter dropdown or chips in the toolbar
2. Select: All, Active, Expiring, Expired, Lifetime, No Warranty, or Flagged
3. Click the filter again to clear it

Flagging Items for Review

Flag items you want to focus on — perfect for batch editing, adding missing details, or creating a “working set” of products to review.

To flag an item:

1. Right-click any product in the list
2. Click Flag for Review in the context menu
3. An orange flag icon appears on the item

To remove a flag:

1. Right-click the flagged item
2. Click Remove Flag

To view only flagged items:

1. Click the Flagged filter in the toolbar
2. Choose Flagged Only to see just your flagged items

Use cases:

• Mark items that need photos added
• Flag products missing warranty information
• Create a “to-do” list of items needing attention
• Temporarily group items for a specific task

Filter Presets

Save your favorite filter combinations for one-tap access to commonly-used views:

Creating a Filter Preset:

1. Apply filters to create the view you want (e.g., Category: Electronics + Status: Expiring)
2. Click the Save Filter button in the toolbar
3. Enter a descriptive name (e.g., "Expiring Electronics")
4. Click Save

Using Filter Presets:

• Click the Presets menu in the toolbar
• Select any saved preset to apply those filters instantly
• Presets appear as quick-access buttons for one-tap filtering

Managing Filter Presets:

• To rename a preset: Right-click and select Rename
• To delete a preset: Right-click and select Delete
• To update a preset: Apply new filters, then click Update [Preset Name]

Sorting Products

1. Click the Sort button in the toolbar
2. Select: Date Added, Name, Purchase Date, Warranty Expiration, or Value

Searching for Products

1. Click the search field or press ⌘F
2. Type your search term
3. Results appear as you type
4. Press Escape to clear

Recent Searches

Stuffolio remembers your recent search terms for quick access:

• Click the search field to see a list of your recent searches
• Click any recent search to run it again instantly
• Recent searches are saved across sessions
• The list shows your last 10 searches

Keyboard Navigation

• ↑ / ↓ — Move up/down in the list
• Return — Open selected product
• Delete — Delete selected product
• Space — Quick Look preview

Context Menu (Right-Click)

Right-click any product for options: Edit, AI Assistant, Duplicate, Copy Information, Share, Flag for Review/Remove Flag, Delete

Selecting Multiple Products

• Hold ⌘ and click products to select multiple
• Hold ⇧ and click to select a range

Rating Your Products

Track your satisfaction with products and remember whether you'd buy them again — perfect for making future purchasing decisions.

Adding a Rating

1. Open any product
2. Click Edit in the toolbar (or press ⌘E)
3. Scroll to the Rating section
4. Click the stars to set your rating (1-5 stars)
5. Toggle "Would Buy Again" on or off
6. Add optional notes about your experience
7. Click Save (or press ⌘S)

Understanding the Rating System

"Would Buy Again" Decision Memory

This feature helps you remember which products are worth repurchasing:

• Thumbs Up (✓) — You'd definitely buy this again
• Thumbs Down (✗) — You wouldn't repurchase this product
• Not Set — You haven't decided yet

When shopping, you can quickly check if a product was satisfactory before buying the same brand or model again.

Viewing Ratings

From My Products:

• Ratings appear on product cards as star icons
• Products you'd buy again show a small checkmark badge
• Filter by rating using the Filter menu or ⌘⇧F
• Sort by rating to see your favorites first

Using the AI Product Assistant

The AI Assistant provides instant help for any product.

Opening the AI Assistant

• From a Product: Open the product, click AI Assistant in toolbar
• From My Products: Right-click a product, select AI Assistant
• Using Keyboard: Select a product, press ⌘⇧A

Query Types

Using Results

• Click any blue link to open in your default browser
• Select text and press ⌘C to copy

Smart Auto-Fill: Save Links to Product

When the AI discovers useful URLs, you can save them directly to your product with one click.

• When available: A "Save Links to Product" button appears in Maker Website results
• What's saved: Manufacturer website and/or support page URLs
• Where it goes: URLs appear in the product's Resources section
• Progressive disclosure: Resources section only shows when URLs are saved

To save links:

1. Run the Maker Website query
2. Click Save Links to Product
3. A confirmation appears and the button shows a checkmark

Response Caching (Offline Access)

AI Product Assistant responses are automatically cached for offline access:

• Automatic caching: Every AI response is saved locally for 30 days
• Offline access: Previously fetched responses work without internet
• Instant loading: Cached results for the same item/query load immediately
• Cache indicator: Cached responses show when they were originally fetched

Managing the Cache:

• Clear item cache: In product detail, click Clear AI Cache
• Clear all cache: Go to Settings > Data Management > Clear AI Cache
• Automatic cleanup: Expired entries are pruned automatically on app launch

Repair, Keep, or Replace?

A thinking tool — not a shopping funnel. This feature helps you make intentional decisions about your stuff using your own data as the primary source.

Opening Repair, Keep, or Replace?

• From a Product: Open the product, click the More button (···) in the toolbar, select Repair, Keep, or Replace?
• From Rating Insights: Go to Insights > Rating Insights, click Get Replacement Advice on any item card
• Quick Find: Press ⌘K and search for "repair", "keep", or "replace"

What You'll See

Confidence Levels

The advisor shows how confident its suggestions are based on your data:

• High Confidence: You've rated the item AND provided lifespan/warranty details
• Medium Confidence: Some user data available but not complete
• Exploratory: Limited data — these are options to consider, not firm recommendations

Three Decision Paths

• Repair It: Links to repair guides, estimated repair costs, DIY difficulty assessment
• Keep Using: Set a reminder to check back later, continue enjoying the item
• Time to Replace: View alternatives, consider same brand or explore new options

Research Tips

The feature includes guidance on finding trustworthy product reviews:

• Preferred sources: Consumer Reports, Wirecutter, RTINGS, iFixit
• Red flags to watch for (affiliate-heavy language, no hands-on testing)
• How to cross-reference multiple sources

Managing Warranties

Adding Warranty Information

When adding a new product:

1. In the Add Product form, scroll to Warranty section
2. Click Warranty Expiration Date and select the date
3. Click Warranty Type: Standard, Extended, or Lifetime
4. Optionally add Warranty Notes

For existing products:

1. Open the product
2. Click Edit in the toolbar
3. Fill in the warranty fields
4. Click Save or press ⌘S

Warranty Status Badges

• Active — Warranty currently valid
• Warning — Expiring within 30 days
• Expired — No longer covered
• Lifetime — Permanent coverage

Setting Warranty Reminders

1. Go to Settings (or press ⌘,)
2. Click Notifications
3. Toggle on Warranty Expiring and Coverage Phase Changes
4. Set Advance Notice: 7, 14, or 30 days before

Tip: With Coverage Phase Changes enabled, you'll receive notifications before your warranty transitions (e.g., 30 days before Full → Parts Only).

Coverage Types

Different warranties offer different levels of coverage:

To set coverage type: Expand the Coverage Phases section, add a coverage phase, and select the appropriate type.

Coverage Phases (Tiered Warranties)

Many warranties change coverage over time. For example, a 5-year appliance warranty might offer:

• Year 1: Full coverage (parts + labor)
• Years 2-3: Parts only
• Years 4-5: Limited coverage

To add coverage phases:

1. Expand the Coverage Phases section (it's a top-level section in the form)
2. Click Add Coverage Phase
3. Optionally specify a component name (for component-based warranties)
4. Select the coverage type for this phase
5. Set the start and end dates
6. Optionally add a deductible amount
7. Click Save
8. Repeat for additional phases

Note: Coverage phases can be added when creating a new item or when editing an existing item.

The detail view shows your current coverage phase and when the next change occurs.

Component-Based Warranties

Some products have different warranty periods for different components. For example, EGO Power+ tools offer:

• Batteries & Chargers: 3 years full coverage
• Outdoor Equipment: 5 years full coverage

To track component-based warranties:

1. Add a coverage phase and enter the component name (e.g., "Battery")
2. Set the coverage type and dates for that component
3. Add additional phases for other components with different coverage periods

Stuffolio suggests common component names based on your product category. You can also enter custom component names.

Tracking Deductibles

Record out-of-pocket costs for warranty claims:

1. Expand the Coverage Phases section
2. When adding or editing a coverage phase, enter the Deductible amount
3. For tiered warranties, you can set different deductibles per phase

AppleCare+ Tracking

Stuffolio makes it easy to track AppleCare+ coverage for your Apple products.

Automatic AppleCare+ Prompt

When you save an Apple product (iPhone, iPad, Mac, Apple Watch, Apple TV, AirPods, or HomePod), Stuffolio automatically detects it and asks if you want to add AppleCare+ details:

• A prompt sheet appears after saving
• Choose Add AppleCare+ to open the Extended Warranty form
• The form is pre-filled with "Apple" as the provider and AppleCare+ pre-selected
• Just add your coverage dates and policy number

AppleCare+ Badge

Products with AppleCare+ display a distinctive Care+ badge:

• Blue badge — AppleCare+ is currently active
• Gray badge — AppleCare+ has expired

The badge appears in both the product list and the detail view header for quick identification.

Where to Find Your AppleCare+ Details

Stuffolio provides helpful hints on where to find your AppleCare+ information:

• On your device: Settings → General → About → Coverage (iOS/iPadOS) or About This Mac → Service (macOS)
• Online: checkcoverage.apple.com
• Apple Support app: My Devices section
• Email: Search for "AppleCare" in your inbox for purchase confirmation

Adding AppleCare+ to Existing Products

1. Open the product's detail view
2. Click Edit in the toolbar (or press ⌘E)
3. Scroll to Extended Warranty section
4. Toggle Is AppleCare+ to on
5. Fill in your coverage dates and policy number
6. Click Save (or press ⌘S)

RMA & Warranty Claim Tracking

Track warranty claims and returns from start to finish with RMA (Return Merchandise Authorization) tracking.

Starting an RMA

1. Open the product you're claiming
2. Scroll to Warranty section
3. Click Track RMA/Claim
4. Enter claim details:
   • RMA Number: Authorization number from the manufacturer
   • Claim Date: When you filed the claim
   • Issue Description: What's wrong with the product
   • Status: Pending, Approved, Shipped, In Progress, Completed
5. Click Save

Tracking Shipping

• Outbound tracking: Enter the tracking number when you ship the item
• Return tracking: Add the tracking number for the replacement/repair
• Click tracking numbers to open carrier websites

Customer Support Interaction Logging

Never start from scratch on your third call to customer service. Log every support interaction.

Logging a Support Interaction

1. Open the product
2. Scroll to Support History section
3. Click Log Interaction
4. Enter details:
   • Date & Time: When you contacted them
   • Contact Method: Phone, Email, Chat, In-Person
   • Rep Name: Who you spoke with
   • Case/Ticket Number: Reference number
   • Notes: What was discussed and promised
   • Follow-up Date: When to call back
5. Click Save

Scheduling Maintenance

Adding a Maintenance Schedule

1. Open a product's detail view
2. Click Edit in the toolbar
3. Scroll to Maintenance section
4. Click Add Maintenance Task
5. Fill in:
   • Task Name (e.g., "Replace filter")
   • Frequency: One-time, Weekly, Monthly, Quarterly, Annually
   • Next Due Date
   • Notes
6. Click Save

Completing a Maintenance Task

1. Open the product
2. Scroll to Maintenance section
3. Click Mark Complete
4. The next due date is calculated automatically for recurring tasks

Smart Maintenance Suggestions

Stuffolio automatically suggests maintenance schedules based on your product's category — no more guessing when to service your items.

How Smart Suggestions Work

1. When you add or edit a product, Stuffolio checks the category
2. If maintenance presets exist for that category, a suggestion appears
3. Click the suggestion to review the recommended schedule
4. Accept the suggestion or customize it for your needs

Category-Based Presets

Here are some examples of built-in maintenance suggestions:

Accepting a Suggestion

1. When the suggestion banner appears, click View Suggestion
2. Review the maintenance task and frequency
3. Click Add to Schedule to accept
4. The maintenance task is added with the suggested frequency

Customizing Suggestions

If the default doesn't fit your usage:

1. Click Customize instead of accepting directly
2. Adjust the frequency (more or less often)
3. Modify the task description if needed
4. Click Save to add your customized schedule

Dismissing Suggestions

• Click Dismiss to hide a suggestion you don't need
• Dismissed suggestions won't appear again for that product
• You can still add maintenance manually at any time

Tracking Loans

Recording a Loan

1. Open the product you're lending
2. Click Edit in the toolbar
3. Scroll to Loans section
4. Click Record Loan
5. Fill in: Borrower Name, Date Loaned, Expected Return Date, Notes
6. Click Save

Viewing Active Loans

• Dashboard: Needs Attention shows items due to be returned
• Loan Tracker: Click Actions > Own > Loan Tracker

Marking a Loan as Returned

1. Open the loaned product
2. Find the active loan in the Loans section
3. Click Mark Returned

Checking for Recalls

Performing a Recall Check

1. Click Insights > Recall Check in the sidebar
2. Click Check All Products
3. Wait for results from the CPSC database

Stuffolio automatically searches for recalls matching products in your inventory.

Viewing Recall Details

Click any recall to expand details:

• Hazard — What the danger is
• Remedy — What to do (refund, repair, replacement)
• Units Affected — How many products were recalled
• More Information — Link to official CPSC page

Tips for Better Results

• Use actual product names (e.g., "Ozark Trail Tabletop Butane Stove")
• Include manufacturer/brand names
• Add model numbers when available

Important Notes

We use public CPSC data to help surface possible recalls. For complete information, check cpsc.gov. Recalls from FDA and NHTSA aren't included yet.

Exporting Your Data

Exporting All Products

1. Go to Settings in the sidebar
2. Click Data
3. Under Export, click Export All
4. Choose format: CSV, PDF, or Excel
5. Choose save location
6. Click Export

Exporting Selected Products

1. In My Products, select products (hold ⌘ to select multiple)
2. Right-click and select Export Selected
3. Choose format and save location

Using the Menu Bar

Go to File > Export and choose Export All or Export Selected

Importing Products

Preparing Your CSV File

Your CSV file should have a header row with column names. Supported columns:

• name (or title) — Required
• manufacturer, model, serial, category, location
• purchase_date, purchase_price, warranty_expiration, notes

Importing the File

1. Go to Settings > Data
2. Under Import, click Import from CSV
3. Navigate to your CSV file and click Open
4. Map columns to Stuffolio fields
5. Preview products and click Import

Reviewing Data Quality

Keep your inventory complete and organized with the Data Review feature.

Accessing Data Review

1. Go to Settings in the sidebar (or press ⌘,)
2. Click Data Management
3. Scroll to the Data Quality section
4. Click Review Items

What Data Review Shows

Items Without Photos:

• Products that don't have any photos attached
• Click an item to open it and add photos
• Items are sorted by most recent first

Potential Duplicates:

• Products with the same title and manufacturer
• Grouped together for easy comparison
• Click any item to view details and verify

Using Data Review

To add photos to an item:

1. Click the item row (anywhere except the OK button)
2. The item detail view opens
3. Click Add Image to attach photos
4. Navigate back to continue reviewing

To dismiss an item from future reviews:

1. Click the OK button next to the item
2. The item is marked as reviewed
3. It won't appear in future Data Reviews

To reset dismissed items:

1. Scroll to the bottom of Data Review
2. Find "X items reviewed and hidden"
3. Click Show Again
4. Confirm to reset all dismissed items

Tips

• Review your data periodically to keep it complete
• Adding photos helps with insurance claims and identification
• Dismissing an item doesn't delete it — just hides it from the review list

Value Tracking & Depreciation

Monitor how your inventory's value changes over time.

Value Snapshots

Automatically capture your total inventory value over time for trend analysis and insurance purposes.

Taking a Manual Snapshot

1. Go to Insights > Value History
2. Click Capture Snapshot
3. Optionally add a note (e.g., "Before downsizing")
4. Click Save

Depreciation Calculator

Estimate current value based on age and depreciation method.

Insurance Profile & Claim Prep

Understand how your belongings fit with your insurance coverage.

Setting Up Your Insurance Profile

1. Go to Settings > Insurance Profile
2. Enter coverage details (total limit, per-item limit, deductible)
3. Click Save

Identifying Coverage Gaps

Stuffolio identifies items exceeding per-item limits and categories that may need additional coverage.

Claim Prep Kit

When disaster strikes, generate a complete claim package with photos, receipts, serial numbers, and value estimates.

1. Open the affected product
2. Click Actions > Prepare Claim
3. Add claim-specific details
4. Click Generate Package

Audit Mode

Verify that your physical inventory matches your digital records.

Starting an Audit

1. Go to Actions > Audit Mode
2. Click Start New Audit
3. Optionally filter by location
4. Click Begin

Conducting the Audit

1. Walk through your space with your Mac or print the list
2. Click Found next to each item you verify
3. Use ⌘F to search for specific items

Reviewing Results

View Found items, Not Found items, and handle missing items appropriately (update location, mark as lost/stolen, or delete).

Duplicate Finder

Find and merge items that may have been accidentally added twice.

Running the Duplicate Finder

1. Go to Actions > Duplicate Finder
2. Click Scan Inventory
3. Review potential duplicates

Resolving Duplicates

• Merge: Combine two entries into one
• Delete: Remove the duplicate entry
• Not a Duplicate: Dismiss from future scans

Data Cleanup

Find and fix incomplete records in your inventory with automated analysis and guided fixes.

Running Data Cleanup

1. Go to Actions > Data Cleanup
2. Wait while your inventory is analyzed
3. Review the completeness score and issue categories

Issue Categories

• Missing Photos — Items without any photos attached
• Missing Price — Items without a purchase price
• Missing Category — Items not assigned to any category
• Missing Manufacturer — Items without manufacturer specified
• Expired Warranties — Items with warranties that have expired
• Large Photos — Photos over 1MB that could be optimized
• Missing Serial Number — High-value items without serial numbers

Fixing Issues

1. Click any category card to see affected items
2. Click an item to open it for editing
3. Add the missing information
4. Click Refresh Analysis to update the report

Batch Categorize

Automatically assign categories to uncategorized items using smart keyword matching.

Running Batch Categorize

1. Go to Actions > Batch Categorize
2. View the list of uncategorized items with suggested categories
3. Review suggestions — each shows a confidence-based category match

Applying Categories

1. Use Select All to include all items, or click individual checkboxes
2. To change a suggestion, click the ••• menu and choose a different category
3. Click Apply Categories to save all changes at once

Bulk Price Update

Update current values for multiple items at once using various calculation methods.

Opening Bulk Price Update

1. Go to Actions > Bulk Price Update
2. Select which items to update
3. Choose an update strategy
4. Preview and apply changes

Selection Modes

• All Items — Update your entire inventory
• By Category — Update only items in a specific category
• By Room — Update only items in a specific location
• Items with Price — Only items that have a purchase price recorded
• Missing Current Value — Only items without a current value set

Update Strategies

• Set Specific Value — Apply the same dollar amount to all selected items
• % of Purchase Price — Calculate as a percentage (e.g., 80%) of the original price
• Apply Depreciation — Use category-based depreciation rates based on item age
• Clear All Values — Remove current values from selected items

Preview Before Applying

Click Preview Changes to see exactly what will change before committing.

Disposing of Items

Mark items as disposed while maintaining records.

Disposal Methods

Available options: Sold, Donated, Gifted, Recycled, Returned, Trashed, Lost, Stolen

Disposing of an Item

1. Open the product's detail view
2. Click the action menu (•••)
3. Select Dispose of Item
4. Choose the disposal method and fill in details

Lost & Stolen Items

For lost items, record the date and circumstances. For stolen items, also record the police report number. Track insurance claim status for both.

Viewing & Restoring Disposed Items

Find disposed items in My Products > Archive. Click Restore to Inventory to bring back accidentally disposed or recovered items.

Using iCloud Sync

Enabling iCloud Sync

1. Go to Settings (or press ⌘,)
2. Click Data
3. Toggle iCloud Sync on

Note: You must use the same Apple ID on all devices for sync to work.

How Sync Works

• Automatic — Changes sync in the background
• Near-instant — Usually syncs within seconds
• Conflict resolution — Most recent change wins

Sync Status

In Settings > Data, look for:

• ✓ Synced — All data is up to date
• ↻ Syncing — Currently uploading/downloading
• ⚠️ Offline — No internet connection

Offline Mode & Auto-Sync

New in Sprint 5: Stuffolio now works seamlessly even when you're offline.

How Offline Mode Works

• Make changes offline — Add, edit, or delete products without an internet connection
• Automatic queuing — All changes are saved locally and queued for sync
• Auto-sync when online — When your Mac reconnects to the internet, queued changes sync automatically
• No manual action needed — You don't need to press any buttons or trigger sync manually

What You Can Do Offline

• Add new products
• Edit existing products
• Add photos (they'll upload when you're back online)
• Delete products
• Browse your inventory
• Search and filter products

Viewing Pending Changes

While offline, you can see how many changes are waiting to sync:

1. Go to Settings > Data
2. Look for the sync status indicator
3. If offline, it shows: "Offline — X changes pending"
4. When you reconnect, these changes upload automatically

Conflict Resolution

If you edit the same product on multiple devices while offline:

• The most recent change wins
• Stuffolio uses timestamps to determine which version to keep
• No data is lost — earlier versions are preserved in sync history

Family/Household Sharing

Create a shared household where family members can view and manage shared items together. Real-time sync powered by CloudKit keeps everyone updated instantly.

Requirements

• iCloud Sync must be enabled in Settings
• All participants need Apple IDs and iCloud accounts
• macOS 14.0 (Sonoma) or later on all Macs

Creating a Household (Owner)

1. Go to Settings → Data → Family Sharing (or press ⌘, then click Data)
2. Click Create Household (or Start Sharing)
3. Enter the email address of the person you want to invite
4. Select their permission level:
   • Viewer — Can see shared products but not edit
   • Editor — Can add, edit, and delete shared products
   • Admin — Full control including managing other members
5. Click Send Invitation

Joining a Household (Participant)

1. You'll receive a notification or email when someone invites you
2. Click the invitation link, or go to Settings → Data → Family Sharing
3. Click Accept Invitation
4. Shared products will automatically sync to your Mac

Sharing an Item with Your Household

1. Select any item in your inventory
2. In the Inspector (right sidebar), find the Sharing section
3. Check Share with Household
4. The item immediately syncs to all household members

To stop sharing an item, uncheck the option. The item remains in your inventory but is removed from other members' shared items.

Managing Household Members

In Settings → Data → Family Sharing, household owners and admins can:

• See all family members and their permission levels
• Change someone's permission level (click their name)
• Remove a member (select and press ⌫ or click Remove)
• View pending invitations
• Leave the household (if you're a participant)

Understanding Shared Items

• Shared products display a household badge icon
• You can see who added each item and from which device
• Changes sync in real-time to all family members
• The "Added by" label shows the original sharer's name
• "Last modified by" shows who made the most recent change

Real-Time Sync

Household Sharing uses CloudKit push notifications for real-time updates:

• When someone adds or edits a shared item, your Mac updates within seconds
• A sync indicator appears briefly in the toolbar when changes are being applied
• Press ⌘R or choose View → Refresh to manually sync

Offline Support

You can work with shared items even without internet:

• View and edit shared items while offline
• Changes are queued automatically
• When you're back online, changes sync in the background
• If someone else edited the same item while you were offline, you'll see a conflict prompt

Conflict Resolution

If two people edit the same item at the same time, Stuffolio detects the conflict:

• A notification alerts you that a conflict was detected
• You can view both versions side-by-side in a comparison window
• Choose to:
  • Keep Local — Use your version
  • Keep Remote — Use the other person's version
  • Merge — Combine changes intelligently
  • Keep Both — Create a duplicate item

Apple Integration Features

Stuffolio integrates deeply with macOS to help you work faster.

Spotlight Search

Search your inventory from anywhere on your Mac:

• Press ⌘Space to open Spotlight
• Type a product name (e.g., "vacuum", "laptop")
• Click a result to open it directly in Stuffolio

Example: Find your MacBook Pro by typing "macbook" without opening Stuffolio.

Handoff

Start on one device, continue on your Mac:

• When viewing a product on iPhone/iPad, a Stuffolio icon appears in your Dock
• Click the Handoff icon to continue exactly where you left off
• Requirements: Same Apple ID, Bluetooth and Wi-Fi enabled, Handoff enabled in System Settings

Desktop Widgets

Access your inventory from Notification Center or the Desktop.

Available Widgets

Adding Widgets to Desktop

1. Right-click on your Desktop
2. Select Edit Widgets...
3. Search for "Stuffolio"
4. Drag a widget to your Desktop

Adding Widgets to Notification Center

1. Click the date/time in the menu bar to open Notification Center
2. Click Edit Widgets at the bottom
3. Find Stuffolio and add widgets

Siri Shortcuts

Use voice commands to interact with your inventory:

• "Hey Siri, add a product to Stuffolio"
• "Hey Siri, show my expiring warranties"
• "Hey Siri, open Stuffolio"

Menu Bar Commands

Stuffolio integrates with the standard Mac menu bar:

• Stuffolio > Settings — Open preferences
• File > New Product — Add a new item
• File > Import — Import from CSV
• File > Export — Export your data
• View > Sidebar — Show/hide sidebar
• Help — Access documentation

Privacy Controls

Control which Apple features are enabled in Settings > Integrations:

• Spotlight Search: Index products in system search
• Handoff: Continue on other devices
• Siri Shortcuts: Enable voice commands

All features are opt-in and can be disabled at any time.

macOS-Specific Features

Stuffolio includes special features designed specifically for the Mac experience.

Hover Effects

Stuffolio provides subtle visual feedback when you move your mouse over interactive elements, making it easy to identify what you can click:

Product Row Hover

• When hovering over any product in the list, the row slightly highlights
• The row lifts with a subtle shadow effect
• This makes it clear which product you're about to interact with
• Particularly helpful when browsing long lists

Button and Control Hover

• Buttons change appearance when you hover over them
• Interactive elements brighten or change color
• Toolbar buttons show a subtle highlight
• Filter chips and tags respond to hover

Dashboard Card Hover

• Feature cards on the Dashboard lift when you hover
• A shadow effect indicates the card is clickable
• Makes navigation more intuitive and responsive

Trackpad Gestures

Use your Mac's trackpad for natural navigation:

• Two-finger scroll — Navigate through lists and content
• Pinch to zoom — Zoom in on product photos
• Swipe between pages — Navigate back and forward (when available)

Context Menus

Right-click (or Control-click) on any product for quick actions:

• Edit product details
• Open AI Assistant
• Duplicate product
• Copy product information
• Share product
• Delete product

Window Management

• Full Screen Mode: Click the green button in the window title bar or press ^⌘F
• Split View: Click and hold the green button, then drag to either side of the screen
• Resize: Drag any window edge or corner to resize
• Minimize: Press ⌘M to minimize to the Dock

Configuring Settings

Accessing Settings

• Click Settings in the sidebar
• Or press ⌘,
• Or go to Stuffolio > Settings in the menu bar

Appearance Settings

Click Appearance, then Theme to select:

• System — Matches your Mac's light/dark mode
• Light — Always light mode
• Dark — Always dark mode

Notification Settings

Click Notifications and toggle on:

• Warranty Expiring — Before warranties end
• Coverage Phase Changes — When coverage type changes (e.g., Full → Parts Only)
• Maintenance Due — When tasks are due
• Loan Due — When loaned items should return

Default Settings

Click Defaults to set:

• Default Category — Pre-selected for new products
• Default Location — Pre-filled for new products
• Depreciation Rate — Annual percentage for value calculation
• Currency — Display currency for prices

Legacy Wishes

Record who should receive your personal belongings. Legacy Wishes helps you document your preferences for family and loved ones.

Enabling Legacy Wishes

1. Go to Settings > Legacy Planning (or use ⌘,)
2. Toggle on Enable Legacy Wishes
3. Legacy Wishes appears in the sidebar

Adding Recipients

1. Click Legacy Wishes in the sidebar
2. Click Recipients
3. Click + Add Recipient
4. Enter name, relationship, and optional details
5. Click Save

Assigning Items

1. Open any product's detail view
2. Scroll to Legacy Wishes section
3. Click Assign This Item
4. Select recipient(s) and fallback disposition
5. Click Save

Sharing Your Wishes

• Export as PDF — Create a document to print or email
• Share with Family — Let family view in-app (View Only or View & Input)

Receiving Shared Wishes

When someone shares their Legacy Wishes with you:

1. Click the iCloud share link they send you
2. Stuffolio opens (download from Mac App Store if needed)
3. Accept the share invitation
4. View anytime in Legacy Wishes → Shared with Me

You'll see all recipients, assigned items, fallback plans, and notes — clearly marked as "View Only."

Family Collaboration

When the owner enables View & Input permission, you can indicate preferences:

• Interested — "I'd like this item"
• No Preference — Neutral
• Declined — "I don't need this"

Your input helps the owner make decisions. They always have final say.

Keyboard Shortcuts

Stuffolio on Mac supports extensive keyboard shortcuts for power users.

Global Shortcuts

Navigation Shortcuts

Product List Shortcuts

Editing Shortcuts

Using Go To (⌘K)

Go To is Stuffolio's command palette — a quick way to navigate anywhere in the app, launch actions, access tools, and get help without leaving your current screen. Inspired by Spotlight and VS Code's command palette.

Opening Go To

• Press ⌘K anywhere in the app
• Or click Go To in the toolbar

How to Use

1. Press ⌘K to open Go To
2. Start typing to search — results filter instantly
3. Use ↑ / ↓ arrow keys to navigate results
4. Press Return to select the highlighted item
5. Press Escape to close without selecting

Go To Categories

Results are organized into six categories with 27 total commands:

Actions (8 commands)

Navigation (6 destinations)

Utilities (3 items)

Reports (3 items)

Help (3 items)

Settings (4 items)

Search Tips

• Type any word — Search matches titles, descriptions, and keywords
• Use abbreviations — "AI" finds AI Product Assistant
• Use synonyms — "inventory" finds My Products
• Partial words work — "back" finds Backup Data and Restore Data
• Action words — "add", "export", "scan" jump to relevant actions

Keyboard Navigation

Note: Go To helps you navigate to features, tools, and help within Stuffolio. To search your products, go to My Products where the search bar is always visible.

Accessibility

Stuffolio is designed to be accessible to everyone, with comprehensive support for assistive technologies and keyboard-only navigation.

VoiceOver Support

Full VoiceOver support throughout the app with enhanced, descriptive labels. To enable: Press ⌘F5 or go to System Settings > Accessibility > VoiceOver.

Enhanced VoiceOver Labels

Stuffolio provides detailed, context-rich announcements when using VoiceOver:

• Product Listings: VoiceOver announces the product name, manufacturer, category, and current warranty status
• Status Badges: Warranty status is announced as "Active warranty", "Warning - expiring soon", "Expired warranty", or "Lifetime warranty"
• Interactive Elements: All buttons, links, and controls include descriptive labels explaining their purpose
• Forms: Input fields include hints about expected values and format
• Images: Product photos include meaningful descriptions

Example VoiceOver Announcement:

"Samsung 65-inch TV, manufactured by Samsung, Electronics category, Active warranty, button"

Enhanced Keyboard Navigation

Stuffolio has been optimized for keyboard-only users with improved focus management and navigation shortcuts.

Enabling Full Keyboard Access

1. Go to System Settings > Accessibility > Keyboard
2. Enable Full Keyboard Access
3. Use Tab to move between controls
4. Use Space to activate buttons

Keyboard Navigation Improvements

• Focus Indicators: Clear, high-contrast focus rings show which element is selected
• Logical Tab Order: Tab moves through elements in a predictable, logical order
• Skip Links: Jump to main content areas without tabbing through everything
• Form Navigation: Press Tab to move forward, Shift+Tab to move backward
• List Navigation: Arrow keys (↑ ↓) navigate product lists efficiently
• Dialog Boxes: Escape closes dialogs, Return activates default button

Accessible Shortcuts

All features are accessible via keyboard shortcuts. See the Keyboard Shortcuts section for a complete list.

Dynamic Type

Text scales with your system settings. Go to System Settings > Accessibility > Display and adjust Text size.

Color Accessibility

• No reliance on color alone — status uses color + icon + text
• Blue/Yellow/Red palette (avoids green/orange confusion for colorblind users)
• High contrast mode supported
• WCAG 2.1 Level AA compliant

Reduce Motion

Go to System Settings > Accessibility > Display and toggle Reduce motion for simplified animations.

Troubleshooting

Products Not Syncing Between Devices

1. Check iCloud is enabled in Stuffolio: Go to Settings > Data, verify iCloud Sync is on
2. Verify iCloud in System Settings: Open System Settings > [Your Apple ID] > iCloud, ensure Stuffolio is enabled
3. Check iCloud storage: Ensure you have available storage
4. Try resetting sync: Toggle iCloud Sync off, wait 10 seconds, toggle back on

Smart Scanner Not Working

1. Ensure your iPhone is nearby and unlocked
2. Both devices must be signed into the same iCloud account
3. Ensure Bluetooth and Wi-Fi are enabled on both devices
4. Check Continuity Camera settings:
   • Mac: System Settings > General > AirDrop & Handoff
   • iPhone: Settings > General > AirPlay & Handoff

AI Features Not Responding

1. Check internet connection
2. Wait 30 seconds and retry
3. If rate limited, wait a few minutes
4. Quit and reopen the app

App Running Slowly

1. Quit and reopen Stuffolio
2. Check available disk space (Apple menu > About This Mac > Storage)
3. Restart your Mac
4. Check for updates in the App Store

Notifications Not Appearing

1. Open System Settings
2. Click Notifications
3. Find Stuffolio and ensure notifications are allowed
4. Verify Focus mode isn't blocking notifications

Privacy & Security

Where Your Data Is Stored

What Stuffolio Does NOT Do

• ❌ Sell your data to anyone
• ❌ Share data with advertisers
• ❌ Track your behavior or usage
• ❌ Require account creation
• ❌ Store your photos on our servers

AI Privacy

• Images sent to Claude AI for processing
• No personal information transmitted
• Queries not linked to your identity
• Data discarded after processing

Security Features

• All data encrypted in transit (HTTPS)
• iCloud data encrypted at rest
• FileVault encryption supported

Full privacy policy: https://stuffolio.app/privacy

Getting Help

In-App Help

Press ⌘? or go to Help > Stuffolio Help for context-sensitive help.

Contact Support

Email: support@stuffolio.app

To send feedback with diagnostics:

1. Go to Help > Send Feedback in the menu bar
2. Or go to Settings > About > Send Feedback
3. Describe your issue or suggestion
4. Diagnostic information is attached automatically

Website

Visit https://stuffolio.app for updates, FAQ, and knowledge base.

Rate the App

If you enjoy Stuffolio, please leave a review in the App Store.

Version History