How to Use Binly · 4 min read
How to use tags, collections, and PDF lists in Binly
Add consistent tags to items, then create a Binly collection using the tags and inventories you want included. The collection groups matching items without changing their physical places. Review its contents, choose which details to show, and use sharing or PDF export when you need to give someone the list.
This guide is for projects, trips, giveaways, and other groups that span several storage spots. You will build a list from existing item records without moving everything into one box or copying the same details into a separate document.
What is the difference between a tag, a collection, and a place?
A tag describes an item, a collection gathers items by selected tags and inventory scope, and a place records where something physically lives. These answer different questions and can work together.
In a worked example, tag a lantern in Garage, a blanket in Hall Closet, and a stove in Storage Room with Weekend Camping. A collection can show all three while preserving the route to each one.
How do I create a collection from tags?
Tag the intended items first, then choose the collection's membership rules. Check the resulting list before sharing it.
- Edit the relevant items and add the same tag, such as Weekend Camping. For a larger set, use Bulk Manage.
- Open Collections and create a collection with a recognizable name.
- Select its tags and the inventories to include.
- Choose the collection type and display options, such as whether to show photos and item details.
- Save and review the matching items. Correct tags or inventory scope if anything is missing or unexpected.
Membership matches any selected tag within the included inventories. Selecting Camping and Repair does not require both tags on each item. Leaving inventory selection empty broadens the scope rather than choosing no inventories.
How do I share or print a collection?
Use the collection's Share options for a read-only link or Export PDF for a printable snapshot. Review both membership and visible fields before making the list available to someone else.
- Open the collection and inspect its current contents.
- For a link, configure the sharing and protection options and copy the resulting URL.
- For a printed list, open Export PDF and choose the supported fields and layout options you need.
- Check the generated PDF before printing or sending it.
Attached receipts and manuals are not embedded in a collection PDF. The setting that shows the export modal on a shared link controls whether visitors can use it; any CSV option has its own setting. See sharing and access before publishing the link.
Why use a collection instead of a spreadsheet or handwritten list?
A collection reuses item photos, details, and locations you already maintain in Binly. A separate list can be simpler for a one-time task, but you must reconcile it when those item records change.
| Choice | Useful when | Limitation |
|---|---|---|
| Binly collection | A recurring group spans several places | Membership depends on tags and inventory scope |
| Spreadsheet | You need custom calculations or planning columns | Copied item details need separate maintenance |
| Printed list | You want a reference away from a screen | It is a snapshot of the export time |
For Weekend Camping, review the collection before packing and export a paper reference if useful. A collection does not confirm that the items have actually been packed or returned.
Why are the wrong items appearing in my collection?
Check the selected tags and inventory scope first. Collection type names describe the purpose of the list; they do not replace its membership rules.
- Missing item: check its tag and whether its inventory is included.
- Too many items: remember that any selected tag can match.
- Unexpected inventory: explicitly select the intended inventory scope.
- Outdated printed list: generate a new PDF after changing the records.
- Private details in a shared view: review the display and sharing settings before distributing the link.
What are the most common questions?
These answers cover the practical choices you can make before expanding your setup.
Does a collection move the items into one place?
No, it groups existing records for viewing. Each item keeps its saved physical place.
Do items need every selected tag to match?
No, matching any selected tag is enough within the inventory scope. Use a dedicated tag when you need a precise group.
Can a collection be used for a giveaway?
Yes, the available collection types include Giveaway and other purposes. Check the items and sharing settings because the type alone does not decide membership or grant access.
Will an old PDF update when I edit an item?
No, a downloaded PDF is a snapshot. Generate it again when you need the latest details.
Are item attachments included inside the PDF?
No, collection PDF export does not embed attached documents. Keep the original files available separately when the recipient needs them.
For current plans and limits, see Binly pricing.
What should I do next?
Tag a few items for one real project, create a collection, and check that its membership is right before printing or sharing it.
Start with one placeKeep reading: How to share Binly inventories and read-only links.