KeepBy keeps everything with a date — food best-before dates, appliance warranties, insurance renewals and recurring maintenance — in one place, with reminders and family sharing.
| Permission | Purpose | Required |
|---|---|---|
| Notifications | Remind you before something expires, renews or is due | Recommended |
| Sign in with Apple | Create your account to sync across your devices and share with your family | Required |
| Photos | Attach a photo of an item or receipt (only the photos you pick) | Optional |
KeepBy asks you to sign in on first launch — it's required, and it creates your account for sync and sharing. Optionally set a name in Settings → Account → Display name so household members recognize you. You can delete your account and all data anytime from Settings → Delete account.
Tap "Allow" so KeepBy can remind you in time.
Categories are chosen per space in Settings → Spaces → (your space) → Categories. Only the space owner can change them. Food and Warranty are on by default.
Tap + on the Home screen and pick a category.
KeepBy has five categories. Each space has its own selection — the space owner turns them on or off in Settings → Spaces → (your space) → Categories:
| Category | For | Default |
|---|---|---|
| Food | Best-before dates | On |
| Warranty | Appliance warranties | On |
| Insurance | Policy renewal dates | Off |
| Maintenance | Filters and other periodic replacements | Off |
| Supplies | Everyday consumables tracked by stock (no date) | Off |
Tap +, choose a category under Type, and fill in the details. You can also start with Autofill from a photo (see section 9).
Name and Location (Fridge / Freezer / Pantry). A best-before date is optional — turn on Set a best-before date to add one, and Track best-before to be reminded about it. Food also has a stock level, so you can mark it Low or Out later.
Name, purchase date and warranty length in months — KeepBy calculates the end date. Optionally add retailer, price and a receipt photo.
Name, renewal date, provider and premium. Set how often it renews (e.g. every 1 year) so the date rolls forward automatically.
Name and next due date, plus how often to replace (e.g. every 3 months) — for filters, batteries and the like.
Name and Stock (In stock / Low / Out) for everyday consumables (detergent, paper towels…). There's no date or quantity — mark an item Low or Out to add it to the shopping list.
Open an item → Edit → change Type. Entries the new type doesn't use are cleared — including the date, which means something different for each type — and KeepBy lists them and asks before saving (Change type).
KeepBy notifies you before a date. You control how many days before and what time of day.
Open Settings → Notifications and tap a category to choose which lead times to use (up to three: on the day, or 1 / 3 / 7 / 14 / 30 / 60 / 90 / 180 / 365 days before).
Set one time of day for all reminders in Settings → Notifications → Notification time (default 9:00).
Open an item → Edit → turn on Customize reminders to override the defaults for just that item.
Insurance and maintenance items repeat. Once you renew or replace, open the item and tap Mark renewed / Mark replaced. KeepBy sets the next due date automatically and reschedules the reminders. The button becomes available once the item is within its reminder period — until then it's grayed out to prevent accidental taps.
A space is a group of items you can share. You can have several — for example a shared "Home" and a private "Personal" space.
Each space is shared independently, so items in your other spaces stay private. Only one member per shared space needs Pro.
Tap the space name at the top of the Home screen to switch, or create a new one.
Settings → Spaces → (the space) and tap Invite with a code… to generate an invite code (valid for 2 days). Only the space owner can invite, and only if they pay for Pro themselves — members who get Pro through a shared space can't send invites.Settings → Join a space with a code, enter it, and the space is sharedIn Settings → Spaces → (the space), the owner can tap the trash icon next to a name under Members to remove that person's access at any time.
KeepBy turns what needs doing into a shared list your household can work through together.
Items appear on the To-do tab automatically once their reminder period starts (overdue ones included). Food and Supplies also appear when marked Low or Out.
Food and Supplies are tracked by stock. Mark an item Low or Out and it's added to your shared shopping list. Check it off after buying and it returns to stock. You can also add one-off items to the list by hand.
Open a to-do or item and assign it to one or more members of the shared space, so everyone knows who's handling what.
When someone in a shared space adds a shopping item, marks a task done, marks something Low or Out, comments on a card, or assigns something to you, KeepBy sends a push notification. Choose which of these you receive in Settings → Notifications → Shared space notifications.
When adding an item, tap Autofill from a photo and take a photo or choose one from your library. KeepBy reads the text on your device (using on-device OCR, plus Apple Intelligence on supported devices) and fills in fields such as the name, date and amount — please review them before saving. Reading runs entirely on your device; the photo is never sent anywhere to be read. The photo is also added to the item's photos.
This works for every category. If the photo contains a barcode, KeepBy detects it and uses it for the product name. Only the barcode number is looked up online (via open product databases such as Open Food Facts) — no photo is sent.
Attach photos to any item. Tap a photo to view it full-screen — swipe between photos and pinch or double-tap to zoom.
The first photo is shown as the item's icon in lists. If an item has several photos, open one full-screen and tap the star to use it as the icon instead.
In Settings → Account, tap Add photo to set a picture. It appears next to your name for the people you share with — for example in Activity and on assignees.
Add the KeepBy widget to your Home Screen to see your upcoming to-dos across all of your spaces at a glance — color-coded by how soon each one is due, with a countdown of days left. Touch and hold the Home Screen, tap +, search for KeepBy and add the medium widget. Tap the widget to open To-do, or tap Add to add a to-do right away. To see only to-dos assigned to you (and unassigned ones), turn on Settings → Widget → Show only my tasks.
Use the Search items field at the top of the Home screen (pull down if it's hidden) to find items by name, note or store. Clear the field to see everything again.
Open an item or a to-do and scroll to Activity. It shows what happened — added, done, stock changes, due date and assignee changes, with who did it — together with comments, in one timeline.
Type in Write a comment… and send. Members of the space get a push notification (each person can turn this off in Settings → Notifications → Shared space notifications). Swipe your own comment to delete it. Use the filter button next to Activity to Show comments only.
The Progress tab sums up this month in the space you are viewing:
Touch and hold a reminder (or swipe down on the banner) to act without opening the app:
| Reminder | Actions |
|---|---|
| Food | Used it up · Remind me in 3 days |
| Warranty / Insurance | Open details · Remind me tomorrow |
| Maintenance | Marked as done · Remind me tomorrow |
| To-dos | Complete · Remind me tomorrow |
“Remind me…” only delays the reminder — the date itself doesn't change. For maintenance, Marked as done works only within the reminder period, just like in the app.
Free for up to 10 items. Pro unlocks unlimited items and sharing.
| Plan | Price | Details |
|---|---|---|
| Free | $0 | Up to 10 items |
| Pro — Monthly | $3.99 / month | Unlimited items & sharing |
| Pro — Yearly | $19.99 / year | Best value |
| Pro — Lifetime | $49.99 once | Pay once |
Items in spaces you own, plus to-dos you added by hand that aren't done yet. Items in spaces someone else shares with you don't count.
If a subscription lapses, sharing keeps working for 14 days — Settings → Plan shows how many days are left. After that, if you're over the free limit, KeepBy shows Choose what to keep: pick the 10 to keep watching. The rest become Archived — they stay in your list (dimmed) but don't send reminders and don't appear in To-do or the widget. Nothing is deleted. Tap an archived item to see your options: upgrade to bring everything back, swipe the row to delete it, or — once you've freed up a slot — tap Keep watching this.
Reinstalled or changed devices? Restore from Settings → Restore purchases.
Settings → KeepBy → NotificationsHave a question, hit a bug, or want to request a feature? Get in touch here.