System Overview

AIKeeper is a comprehensive tool management system designed with a philosophy of "simple for beginners, powerful for experts, non-intimidating for everyone."

Core Design Principles

• Progressive Disclosure: Advanced features are available but not required
• Data Preservation: Hiding fields doesn't delete data
• Safe Operations: Archive instead of delete by default
• Flexible Organization: Multiple ways to organize and find tools
• User Control: Customize everything to your workflow

Multi-Platform Support

AIKeeper currently supports:

• ChatGPT Custom GPTs - From OpenAI's GPT Store
• Claude Artifacts - Reusable Claude creations
• Other - Any other AI tool with a URL

Platform detection is automatic based on URL patterns when possible.

Understanding All Fields

AIKeeper tracks comprehensive metadata for each tool. Here's every field explained:

Required Fields

Field	Purpose	Tips
Title	The name you call this tool	Use descriptive, memorable names. "Professional Email Writer" beats "GPT #23"
URL	Direct link to access the tool	Must be a valid URL. Copy from browser address bar for accuracy
Platform	Where the tool lives	Auto-detected when possible. Select manually if needed

Core Fields (Highly Recommended)

Organization Fields

Field	Purpose	Best Practices
Categories	Group related tools	Use multiple categories per tool. Support for nested hierarchies.
Rating	1-5 star quality rating	Rate after using a few times. Helps prioritize which tools to keep.
Favorite ❤️	Mark your go-to tools	Be selective! Favorites work best when limited to 5-10 tools.
Pinned 📌	Keep at top of list	Pin 1-3 daily-use tools. More than that defeats the purpose.

Tracking Fields

Field	Purpose	Notes
Usage Frequency	How often you use it	Options: Daily, Weekly, Monthly, Rarely. Update as usage changes.
Click Count	Times you've opened it	Automatic. Helps identify truly valuable tools vs. forgotten ones.
Last Clicked	When you last used it	Automatic. Great for sorting to find recent tools.
Date Acquired	When you found it	Optional but helpful for tracking discovery patterns.

Personal Fields

Comments/Notes: Your personal notes about the tool. Use for:

• How you discovered it
• Specific use cases that work well
• Limitations or quirks you've noticed
• Tips you've learned through experience
• Comparison notes with similar tools

Advanced Category Management

Category Philosophy

AIKeeper uses a flexible many-to-many category system with optional hierarchical nesting. This means:

• One tool can be in multiple categories
• Categories can be flat (simple) or nested (hierarchical)
• You choose the complexity level that works for you

Flat vs. Hierarchical Categories

Flat Categories (Beginner-Friendly)

Hierarchical Categories (Power User)

Creating Nested Categories

Many-to-Many Category Assignment

Unlike traditional folders, tools can be in multiple categories simultaneously. Example:

Category Best Practices

• Start broad, refine later: Begin with 3-5 top-level categories
• Use consistent naming: Decide on plural vs. singular and stick with it
• Think about your workflow: Organize by how you actually work, not theoretically
• Review quarterly: As you accumulate tools, reorganize categories that aren't working
• Don't over-categorize: If you find yourself creating a category with only 1-2 tools, reconsider

Category Organization Strategies

Advanced Search & Filtering

Full-Text Search

The search box searches across multiple fields simultaneously:

• Tool titles
• Creator instructions
• Your personal notes/comments
• URLs

Filter Options

Filter	What It Does	Use When
Platform	Show only tools from selected platform	You want to see all your ChatGPT tools or all Claude artifacts
Category	Show only tools in selected category	You need tools for a specific type of work
Favorites Only	Show only favorited tools	You want quick access to your best tools
Show Archived	Display archived tools instead of active ones	You need to restore or permanently delete old tools

Sorting Options

Sort By	Best For	Pro Tip
Last Used	Finding recently used tools	Default sort. Most useful for daily work.
Most Clicked	Identifying your most valuable tools	Great for quarterly reviews of what you actually use
Rating	Finding your highest-rated tools	Combine with platform filter to find best tools per platform
Name (A-Z)	Finding specific tool by name	Use when you remember the name but not what it does
Date Added	Reviewing recent discoveries	Good for weekly reviews of new tools
Pinned First	Keeping priority tools at top	Pin 1-3 daily tools, sort by this for instant access

Combining Filters for Power Searches

Organization Strategies

The Evolution of Organization

Most users go through phases:

Phase 1: Collection (0-20 tools)

• Just add tools as you find them
• Minimal categorization needed
• Focus on capturing good creator instructions

Phase 2: Basic Organization (20-50 tools)

• Create 5-10 broad categories
• Start using favorites and ratings
• Begin archiving tools you don't use

Phase 3: Advanced Organization (50-100+ tools)

• Implement nested categories
• Use multiple categories per tool
• Regular review and pruning
• Sophisticated filtering workflows

Organization Systems That Work

The GTD Approach (Getting Things Done)

Categories by context:

• @Work - Business tools
• @Personal - Personal projects
• @Creative - Creative work
• @Learning - Educational tools

The Project Approach

Categories by current projects:

• Active Projects (subcategories for each project)
• Recurring Projects
• Archive (completed projects)

The Skills Approach

Categories by skill/domain:

• Writing (Email, Long-form, Technical, Creative)
• Coding (Languages, Debugging, Review, Documentation)
• Analysis (Data, Research, Summaries)
• Creative (Design, Brainstorming, Content)

Maintenance Routines

Usage Tracking & Analytics

Automatic Tracking

AIKeeper automatically tracks:

• Click Count: Every time you click "Open Tool"
• Last Clicked: Timestamp of most recent use
• Created At: When you added the tool

Manual Tracking

You can also manually track:

• Usage Frequency: Daily, Weekly, Monthly, Rarely
• Date Acquired: When you first discovered it
• Rating: Your quality assessment

Using Stats for Decision Making

Dashboard Statistics

The main dashboard shows key metrics:

• Active Tools: Currently available tools
• Favorites: Tools you've marked with ❤️
• Categories: Total number of categories
• Total Uses: Sum of all click counts

Settings & Customization

Field Visibility Settings

Every field can be hidden if you don't use it. This doesn't delete data - it just simplifies your interface.

Beginner Configuration (Minimal)

Show only:

• Platform
• Categories
• Creator Instructions

Hide: Rating, Favorite, Pin, Usage Frequency, Date Acquired, Comments, Click Count

Standard Configuration (Balanced)

Show all except:

• Usage Frequency (redundant with click tracking)
• Date Acquired (unless specifically needed)

Power User Configuration (Everything)

Show all fields for maximum information and control.

Platform Preferences

Disable platforms you don't use to simplify dropdowns and filters. Your existing tools remain unchanged.

Display Preferences

• Dark Mode: Coming soon
• Compact View: Coming soon - shows more tools per screen

Account Settings

• Profile: Update name and email
• Password: Change your password anytime
• Export: Download your data

Data Export & Backup

CSV Export

Click "Export to CSV" in Settings to download all your tools as a spreadsheet.

What's Included:

• All tool fields (title, URL, platform, etc.)
• Categories (comma-separated list)
• All ratings and preferences
• Usage statistics
• Dates and timestamps

What's NOT Included:

• Archived tools (export only includes active tools)
• Your account settings
• Category hierarchy structure

Using Exports

Best Practices for Backups

• Export monthly and save with date (e.g., aikeeper_2024-01.csv)
• Keep backups in multiple locations (local + cloud)
• Test restore process occasionally

Efficient Workflows

Morning Workflow

New Tool Discovery Workflow

Weekly Review Workflow

Project-Based Workflow

Power User Tips & Tricks

Advanced Techniques

Keyboard Shortcuts (Coming Soon)

Future features will include:

• Ctrl+N - Add new tool
• Ctrl+F - Focus search box
• Ctrl+K - Quick command menu

Naming Conventions

Consistent naming makes everything easier:

• Use action words: "Email Writer" not "Emails"
• Include specialty: "Legal Contract Analyzer" not "Contract Tool"
• Version numbers: Add "(v2)" if you're testing a replacement
• Platform prefix: Consider "[GPT]" or "[Claude]" prefixes if helpful

Note-Taking Strategies

Make notes searchable and useful:

• Pro tips: "Works best with bullet points" or "Needs specific format"
• Limitations: "Can't handle tables" or "Max 500 words"
• Comparisons: "Better than Tool X for Y" or "Use Tool Z instead for A"
• Updates: "New version released 2024-01" or "Changed pricing"
• Context: "Found via Reddit thread" or "Recommended by colleague"

Troubleshooting

Common Issues

Can't find a tool I know I added

• Check if "Show Archived" is needed (maybe it was archived)
• Clear all filters and sort by Date Added
• Try searching by a word from the URL

Tool won't open when I click it

• Verify the URL is correct (edit tool to check)
• Some tools require active subscription to access
• Tool creator may have removed it

Categories not showing up

• Check Settings → Field Visibility → Categories is enabled
• Verify tool actually has categories assigned (edit to check)

Click count isn't updating

• Must click "Open Tool" button (not manual navigation)
• Archived tools don't increment counter
• Refresh page to see updated count

Best Practices Recap

Conclusion

You now have complete knowledge of every AIKeeper feature. The key to success is using the features that match your workflow and ignoring the rest.

Remember: The best organization system is the one you'll actually use. Start simple, be consistent, and let your system evolve naturally as you discover what works for you.