Locations & Areas
Everything — bins, areas, members, settings — lives inside a location. Areas are optional sub-zones for grouping bins.
Creating a Location
You become the admin of any location you create.
Joining a Location
Join a location by entering an invite code shared by an admin. You join with the location's default role (typically member).
TIP
Invite codes can be regenerated by an admin at any time, which invalidates the previous code.
Roles
| Role | Capabilities |
|---|---|
| Admin | Full control: manage members, change settings, create/rename/delete areas, move bins between locations |
| Member | Add, edit, and delete their own bins; view all location bins; cannot manage members or location settings |
| Viewer | Read-only access: browse bins, scan QR codes, and search. Cannot create, edit, delete, or pin bins |
Admins can change any member's role from Location Settings → Members. The member list shows each person's display name alongside their username, so you can tell members apart even if display names are similar.
Default Join Role
Admins can set the default role for new members joining via invite code. Go to Location Settings → Default Join Role and choose Member or Viewer. This does not affect existing members.
Registration Modes
The REGISTRATION_MODE environment variable controls who can create an account (open, invite, or closed). See Configuration for details. When set to invite, new users enter an invite code during sign-up and are automatically added to the corresponding location.
Areas
Areas are sub-zones within a location. Examples: "Garage", "Attic", "Basement", "Shelf A". Bins can be assigned to an area for organization and filtering.
Areas can be nested to form a hierarchy. For example, you could have "Garage" as a top-level area with "Workbench" and "Tool Cabinet" as sub-areas inside it. The areas page displays this structure as a collapsible tree, so you can expand or collapse parent areas to navigate the hierarchy.
Each parent area shows a descendant bin count that includes bins in all of its sub-areas, giving you a quick sense of how many bins live under that branch of the tree.
Creating and Renaming Areas
Only admins can create, rename, or delete areas.
- Create: Location settings → Areas → Add Area. When creating an area, you can optionally select a parent area to nest it under an existing one.
- Rename: Location settings → Areas → edit the area name.
- Delete: Deleting an area also deletes all of its sub-areas. Bins in the deleted area and its sub-areas become unassigned.
Customizable Terminology
Admins can rename the core terms to match their use case. For example, a warehouse might call bins "Boxes" and areas "Aisles".
Navigate to Location Settings → Terminology to override:
| Default term | Example override |
|---|---|
| Bin | Box, Container, Crate |
| Area | Room, Shelf, Aisle |
| Location | Site, Warehouse, Facility |
The new terms appear throughout the UI for all members of that location.
Activity Log
Every location keeps a per-location activity log. It records who did what and when — bin creations, edits, deletes, photo uploads, member joins, and more.
Access it from Location Settings → Activity Log.
INFO
Retention period for activity log entries is configurable by admins. Entries older than the configured number of days are automatically purged.
Trash and Retention
Deleted bins are not immediately removed — they move to a trash area where they can be restored. Admins configure how long trashed bins are kept before permanent deletion.
- Restore: Settings → Trash → find the bin → Restore.
- Permanent delete: Permanently removes the bin and all its photos. Cannot be undone.
- Retention period: Configured in Location Settings. Bins older than this limit in trash are purged automatically.