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 — Tools organized by Acquire, Own, Dispose
  • Insights — Reports and analytics
  • Settings — Preferences and configuration

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

Using the Toolbar

1. Click My Products in the sidebar
2. Click the + button in the toolbar (top of window)
3. A menu appears with options:
   • Add Product — Manual entry
   • Smart Scanner — Scan barcode (requires iPhone with Continuity Camera)
   • Stuff Scout — AI identification
4. Click Add Product
5. The Add Product form opens in a sheet

Using the Keyboard Shortcut

1. Press ⌘N from anywhere in the app
2. The Add Product form opens directly

Using the Menu Bar

1. Go to File > New Product (or press ⌘N)
2. The Add Product form opens

Filling Out the Product Form

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

Adding Photos to Products

Photos help identify products and serve as documentation for warranty claims.

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 Identification)

Stuff Scout uses AI to identify antiques, collectibles, and unknown items from photos.

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.

Identification Results

Click the Identify button and wait 10-30 seconds. 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

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 create a product with pre-filled information.

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

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, or No Warranty
3. Click the filter again to clear it

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

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, Delete

Selecting Multiple Products

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

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

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
4. Set Advance Notice: 7, 14, or 30 days before

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

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. Enter: Manufacturer name, Product name, Model number
3. Click Search or press Return
4. Wait for results from the CPSC database

Viewing Recall Details

Click any recall to see:

• Hazard — What the danger is
• Remedy — What to do (refund, repair, replacement)
• Contact — Manufacturer contact information
• Units Affected — How many products were recalled

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

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

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
• 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)

Family Collaboration

When enabled, family members can indicate preferences (Interested, No Preference, Declined). You always make final decisions.

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)

Tools (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.

VoiceOver

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

Keyboard Navigation

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

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
• High contrast mode supported

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: [email protected]

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