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Vault Admin guide

Admin scope: Admin authority is limited to the current vault, except password and MFA resets, which operate on the target person's global account.

Branding

  1. Choose Settings > Branding.
  2. Edit Display name (maximum 60 characters).
  3. Choose a six-digit hex Accent color.
  4. Choose Save. The name and accent update immediately in vault chrome, the sign-in page, and emails.

Locations

  1. Choose Settings > Locations.
  2. Add a location with Name, optional emoji Icon, and Description.
  3. Use the up/down controls to change display order.
  4. For a custom location, expand Edit to update it or choose Deactivate.
  5. Choose Show inactive locations to reactivate one.

Protected defaults: Bank, Home, and Other are seeded at normal vault creation and cannot be renamed or deactivated. A custom location in use by items or transactions must be cleared before deactivation.

Item types & subtypes

  1. Choose Settings > Item types.
  2. Add a type with Name, optional Icon, Description, and Kind (Item or Document).
  3. Use up/down controls to reorder types.
  4. Add subtypes under an active parent; edit, reorder, deactivate, or reactivate as needed.
  5. Use Show inactive types to restore a parent type. Reactivate a parent type before reactivating any subtype beneath it.

Protected defaults: Jewelry, Watch, Art, Document, and Other are seeded at normal vault creation as protected fallback categories. This applies to types only — no subtypes are seeded, so every subtype in your vault is one you created and none of them are protected.

Vault security

  • MFA overview: enrolled vs not enrolled for every member. MFA is mandatory.
  • Password policy: display-only platform default, currently 8–256 characters.
  • Inactivity timeout: editable 5–240 minutes. Lower values can shorten sessions across the user's other vaults.
  • Absolute lifetime: display-only 30-day platform default.
  • Default currency: sets the initial currency on future add-item forms; existing items are unchanged and users can override per item.

Users & invitations

Invite a Member or Admin

  1. Choose Settings > Users.
  2. Under Invite a user, enter Email and choose Member or Admin.
  3. Choose Send invitation. The email link expires in 30 days.
  4. Copy/show the generated security code or QR and deliver it separately from the invitation email.
  5. Monitor Pending invitations. "Pending send" indicates a send issue; "Sent" indicates email dispatch succeeded.

Resend, revoke, and history

  • Resend issues a new invitation link and security code; any older link stops working.
  • Revoke stops the current invitation immediately.
  • Show past invitations displays accepted, revoked, and expired invitations. Terminal records have no resend/revoke controls.

Manage an existing member

  • Promote to admin or demote to member. The last active Admin cannot be demoted.
  • Reset password emails a temporary password, rotates the global credential, forces change on next login, and signs the person out everywhere.
  • Clear 2FA removes the global MFA enrollment. The person must enroll again before any vault can be accessed.
  • Deactivate blocks this vault and signs the person out on the next request; Reactivate restores this membership.
  • Delete permanently removes only the membership in this vault. Other vault access and the global account remain. Historical attribution is retained in anonymized form.
  • Admins cannot reset, deactivate, or delete themselves. The vault must retain at least one active Admin.

Admin item recovery

  1. Choose Inventory and set Status to Deleted.
  2. Open the item.
  3. Choose Restore to return it, or Purge for permanent removal.
  4. Confirm purge only after verifying the item and required retention needs; purge cannot be undone.