FAQ ​

Common questions and troubleshooting for OpenBin.

General ​

What is OpenBin? ​

OpenBin is an open-source inventory system that uses QR codes, photo recognition, and multi-user collaboration to make physical storage searchable. See What is OpenBin? for an overview.

Is OpenBin free? ​

Yes. OpenBin is open source and free to self-host. OpenBin Cloud is a paid hosted option if you prefer not to manage your own server.

Where is my data stored? ​

All data is stored locally in a SQLite database inside the Docker container at /data. Mount a volume to persist it across container restarts. No data leaves your network unless you configure an external AI provider.

Installation ​

The container won't start ​

Check that port 1453 isn't already in use and that the /data volume is writable:

sh
docker logs openbin

If the logs show a permission error, ensure the volume mount has correct ownership.

How do I update to the latest version? ​

Pull the latest image and recreate the container:

sh
docker pull ghcr.io/akifbayram/openbin:latest
docker stop openbin && docker rm openbin
docker run -d --name openbin -p 1453:1453 -v openbin_data:/data ghcr.io/akifbayram/openbin:latest

Your data is preserved in the openbin_data volume.

Can I run OpenBin behind a reverse proxy? ​

Yes. OpenBin works behind nginx, Caddy, Traefik, or any reverse proxy. See the Docker guide for example configurations.

QR Codes & Scanning ​

The QR scanner isn't working ​

The scanner requires camera permissions and a secure context (HTTPS or localhost). If you're accessing OpenBin over HTTP on a non-localhost address, your browser will block camera access. Set up HTTPS via a reverse proxy.

Can I use my own QR scanner app? ​

Yes, if your QR code mode is set to url. In URL mode, QR codes encode a web address that any scanner app can open. In app mode (the default), codes use the openbin:// scheme which only works with OpenBin's built-in scanner.

AI Features ​

AI isn't analyzing my photos ​

AI is optional and requires configuration. You need to set an AI provider (OpenAI, Anthropic, or Google Gemini) with a valid API key. Check AI Overview for setup instructions.

Which AI provider should I use? ​

All supported providers work well. Choose based on what you already have access to:

  • OpenAI — gpt-5-mini (good balance of speed and accuracy)
  • Anthropic — claude-sonnet-4-6 (strong at detailed descriptions)
  • Google Gemini — gemini-3-flash-preview (fast and cost-effective)

Does AI data leave my network? ​

Yes — photos are sent to the AI provider's API for analysis. If this is a concern, you can skip AI configuration entirely. Everything else in OpenBin works without it.

Data & Backup ​

How do I back up my data? ​

Two options:

  1. Copy the SQLite database — back up the /data directory from the container volume
  2. Use the export feature — Settings → Data → Export as JSON or ZIP (includes photos)

See Import & Export for details.

Can I import from a spreadsheet? ​

Yes. OpenBin supports CSV, TSV, and XLSX imports with column mapping. Imports always create new bins. See Import & Export.

Account ​

How do I delete my account? ​

In the app: Settings → Account → Danger Zone → Delete Account. The dialog walks you through three steps:

  1. Review — what gets deleted (your sole-member locations, your bins, your photos) and what's preserved (locations shared with others — your bins there stay but lose attribution).
  2. Subscription (cloud, paid plans only) — choose whether to cancel with no refund, or cancel and refund the unused time. The default refund policy is set by the operator.
  3. Confirm — type delete my account and (if you have a password) enter it.

After confirming, your account is scheduled for deletion in 30 days. You stay logged out, your subscription is cancelled, and a confirmation email is sent. After 30 days the account and all owned data are permanently removed.

I deleted my account by mistake — can I recover it? ​

Yes, within the 30-day window. Just try to log in. The app will detect the pending deletion and offer to recover the account on the spot — no support ticket needed.

After 30 days the deletion is permanent and cannot be reversed.

Will I be refunded if I cancel mid-period? ​

It depends on the policy you chose at deletion time:

  • No refund (default) — your subscription is cancelled immediately and you keep no access. The current period's payment is forfeited.
  • Prorated refund — the unused portion of your current billing period is refunded to your original payment method, typically within 5–10 business days.

Self-hosted instances don't have subscriptions, so neither option applies.

What happens to my locations when I delete? ​

  • Sole-member locations (just you) are deleted along with all their bins, items, and photos.
  • Shared locations (you + others) are preserved — your co-members keep all the data. Your bins inside them stay too, but the "created by" attribution clears to nothing.
  • Locations where you're the sole admin but other members exist — deletion is blocked. Promote another member to admin first, or remove the other members. The error message lists exactly which locations are affected.

What happens to my data after deletion? ​

After the 30-day grace period:

  • Your account, refresh tokens, API keys, photos, attachments, sole-member locations and their contents, and any AI/email metadata are permanently deleted.
  • Bins/photos in shared locations remain but show no creator.
  • Activity log entries you authored remain so other members can see the history.
  • Cloud only: your billing customer record is removed and the Stripe subscription is fully cancelled.

If you want a copy of your data before deleting, export it first via Settings → Data → Export.

Still stuck? ​