This article explains how to efficiently report found items in iLost for Business.
Starting a New Item Report
Log in to your iLost for Business account.
To report a found item:
On desktop: click the blue “+ Add item” button.
On mobile or tablet: tap the blue plus button.
Entering the Item Title
Begin by entering the title of the item. Examples include: bag, backpack, mobile phone, tablet, laptop, key, ring, wallet, jacket, gloves, scarf, charger, card/pass, etc.
As you start typing, a list of item suggestions will appear. Please select an item from the dropdown whenever possible. Only in exceptional cases should you create a completely new item type.
Adding a New Item Type (Only When Necessary)
Add a new item type only if it is not available in the dropdown list. If you create a new item type, please inform iLost and specify what the retention period for this item should be. If no notification is sent to iLost, the item will automatically receive your venue’s default retention period.
Reporting Multiple Items Belonging Together
If multiple items belong together (e.g., a phone with a case, keys with a keychain, a bag containing belongings), you may report them as one combined registration.
Please note: the shortest retention period of the included items will apply to the entire registration.
Uploading a Photo
Next, take or upload a photo of the found item to be published on your iLost page. You can:
take a photo using your phone, tablet, or PC webcam, or
upload an existing photo from your device.
Please note:
You can only upload one photo per item at this stage.
It is not possible to upload photos of passes and cards due to privacy regulations regarding personal data.
Control Characteristics
Control characteristics help you and your colleagues verify that an item truly belongs to the person claiming it. These are details that only the rightful owner would know. Examples include: date of birth, full name, unique features, clothing brand, size, background details, or any other identifying information.
This information is internal only and never displayed on the public website. Please ensure these characteristics are not visible in any uploaded photos. The available control-characteristic fields differ depending on the item type. For example, a wallet will have different fields than a phone or a backpack.
“Where was it found?”
This field is optional and can be completed if the location is known. Examples: room number, swimming pool, lobby, tram line 1, etc. This information can also serve as a control characteristic and may be used during the matching process. For more details, see 2. Information about the item Match Process
“Storage location”
This field is optional and can be used if your organization keeps track of storage locations. Simply select the correct location from the available options. New storage locations can be created under Company Settings.
“Send owner notification”
This button is optional and can be used if your organization supports direct notifications. If you know the possible owner’s email address or phone number, you can notify them immediately. By entering their name and contact details, they will receive an email or SMS letting them know a matching item was found.
*Please note: The possible owner must still submit a claim as proof before the item can be confirmed as theirs.
“Publish item”
At the bottom of the registration screen, you will find the option to publish an item publicly. This option is selected by default. If you prefer not to make the item visible on the public website, simply deselect it. The item will then remain for internal use only.
Important Information When Reporting Found Items
iLost recommends reporting found items as quickly as possible — ideally immediately, but at least within 24 hours. Below are important guidelines to follow when publishing items on iLost:
Identification Documents
Identification documents such as passports, ID cards, and driving licences must not be photographed due to GDPR regulations. When reporting these items in the iLost app, the photo option is automatically disabled. It is also prohibited by law to store social security numbers or other personal identification numbers. Please ensure that such information is never entered anywhere on iLost.
Items Prone to Fraud
For items that can easily become subject to fraud—such as valuable items without unique verification details (e.g., silver earrings, wedding rings)—we recommend publishing them without a photo. You can do this by unticking the “photo visible” option during registration.
Location of the Finding
Always enter the location where the item was found in the designated “Location” field, not in the title.
Completing the Registration
Once all required information has been provided, click “Complete”. The system will automatically generate an item number. Print the item label or QR-label sticker and attach it to the item for proper tracking.
Editing Reported Items
Once an item has been registered and assigned an item number, you can still edit or delete its details.
Please note the following conditions:
Editing or deleting is only possible for a short period after publication.
Editing is not allowed once a claim has been submitted for the item.
Deleting an item is only possible within 7 days of registration and only if no claims have been made.
Deleting an item is permanent and cannot be undone.
To edit an item, open the reported item and click the pencil icon next to the title.
To delete an item, click the trash can icon.
Adding an Item Note
You can add internal notes to an item for your colleagues. To do this:
Open the item.
Click on “More actions.”
Select “Add note.”
A text window will appear where you can enter your note. The system automatically records the author and the timestamp of each note.