VAULTE
ADMIN PLATFORM
VAULTE
AI PLATFORM
H
Hayan
Administrator
Overview
Finance
Analytics
System
All systems operational
Overview
Finance
Clients
Leads
Inbox
Welcome back, Hayan
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TODAY
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CLIENTS
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DEMO REQ
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MRR
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INVOICES DUE
Active Clients
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Deployed AI bots
Client-bot leads (end customers)
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Across your clients' bots
MRR (external clients)
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Recurring revenue
Annual ARR
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Projected yearly
Demo Requests
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Pending bookings
Revenue Growth
Day
Week
Month
Year
MRR
ARR
Leads
Clients
Client Bot Lead Temperature
Across your clients' bots
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NO DATA
Revenue by Plan
Financial Summary
Clients Needing Attention
Churn risk indicators
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Recent Client Bot Leads
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No leads yet
Active Clients
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No clients
Pending Invoices
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No invoices
Recent Activity
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No activity
Team Activity
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Quick Actions
Clients
Manage all deployments
All Clients
BusinessContactWhatsAppPlanRevenueStatusAddedActions
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Client Access Control
Suspend or reactivate client accounts
All Clients
Overdue invoices (unpaid 30+ days) are flagged automatically
Suspend a client to immediately stop their bot from responding and block their portal access. Their data is preserved. Reactivate anytime.
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Vaulte Leads
Businesses that signed up or requested a demo
Total Signups
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Via Stripe checkout
Demo Requests
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Booked a call
Active Clients
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Paying monthly
MRR
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Recurring revenue
Active Clients
Click to view their leads & data
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Recent Demo Requests
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Signup History
All clients ever created
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Demo Requests
Booking requests submitted from the Vaulte website
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No demo requests yet
Revenue & Finance
Financial overview
MRR (external clients)
$0
Active clients
Annual ARR
$0
MRR x 12
Net Profit / Mo
$0
After all costs
Total Collected
$0
From paid invoices
Revenue by Client
Cost Structure
Revenue Breakdown
ClientPlanMRRARRAPI CostNetMarginStatus
Growth Projections
MilestoneClientsMRRARRMo CostsAnnual Net Profit
Invoices
Billing management
Total Invoiced
$0
Collected
$0
Pending
$0
Total Invoices
0
All Invoices
Invoice #ClientPeriodPlanAmountStatusDateActions
No invoices yet
Conversations
Your own businesses show full transcripts; other clients show summary only
Conversation Logs
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No conversations yet
Calls
Phone calls answered by your team — summary, advice and follow-up tasks
Calls logged
0
Avg duration
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Hot
0
Open tasks
0
Log a Call
Upload a recording — transcribed and summarised automatically
Call Log
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No calls logged yet
Sales Team
Pipeline health from the Google Sheet tracker, and what the sales rep is doing. No need to log in as her.
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Audit Log
Every system action — click any row to inspect
Activity History
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No activity yet
Business Insights
AI-powered business diagnosis
Analysis Method
Auto Analysis
Reads your Vaulte data directly — leads, revenue, clients, invoices.
Manual Input
Enter your business numbers manually.
File Upload
Upload a CSV or spreadsheet.
Auto Analysis
Reads your Vaulte data directly
Analyzes all your Vaulte data — leads, temperatures, close rates, revenue, clients, invoices.
Settings
Platform configuration and preferences
Settings
General
Security
Integrations
Alerts & Reports
Social Media
Pricing
System
General
Business overview, platform, quick actions
Business Overview
Owner
Hayan
Role
Administrator
Company
Vaulte AI
Platform
Vaulte AI — Admin Panel v1.0
Active clients
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MRR (external clients)
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Quick Actions
Platform Info
Backend
Railway (Node.js)
Database
Supabase (PostgreSQL)
AI Model
Claude Sonnet (Anthropic)
WhatsApp
Meta WhatsApp Cloud API
Admin URL
admin.vaulte.ai
Security
Password, two-factor, client codes, session
Security
Admin & client credentials
Change Admin Password
Reset Client Access Code
Select a client to generate a new access code. Their old code will stop working immediately.
Two-Factor Authentication
checking
Adds a 6-digit code from an authenticator app on top of your password. The code is generated on your phone — nothing is sent, so nothing can fail to arrive. Save the key in two places (phone app + password manager) so a lost phone can't lock you out.
Session
Auto-logout after inactivity
Keeps your admin panel secure
Session persistence
Saved on login — survives page refresh
Active
Integrations
Google Sheet and Gmail for Ask Vaulte AI
Integrations
Read-only sources for Ask Vaulte AI
S
Google Sheet — Prospect Tracker
Not connected
OFF
Share the sheet as Viewer with — set GOOGLE_SA_JSON on Railway — first. Dates work best as YYYY-MM-DD.
M
Gmail — Sales Inbox
Not connected
OFF
Google account → Security → 2-Step Verification → App passwords. Read-only: Vaulte never sends from this inbox.
Ask Vaulte AI — data sources
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Alerts & Reports
Revenue alerts and client reports
Revenue Alerts
Invoices due within 7 days
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Client Reports
Send a performance report to all active clients — leads captured, close rate, top opportunities, and recommended next steps.
Product update to clients
Appears in every client's portal bell · optionally emailed
Email preview
Published
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Social Media
Profile links Vaulte AI references
Social Media Intelligence
Links used by Vaulte AI when you ask for social media advice
Add your social media profile links. Vaulte AI will reference these when you ask about your social media performance, strategy, or content.
Instagram
Facebook
TikTok
LinkedIn
X / Twitter
YouTube
Links saved automatically and used by Ask Vaulte AI.
Pricing
Plans shown to prospects
Plan Pricing
Your offered plans
Setup
$2,500 one-time
Waived for the first 3 founding clients
Professional
$797/mo
Custom AI persona · WhatsApp · Lead scoring · Client portal · Month-to-month
Enterprise
Custom
White-label · Custom integrations · Dedicated support
System
Service status
System Status
Checking...
Railway Backend
Live
Supabase Database
Live
Meta WhatsApp Cloud API
Live
Anthropic Claude API
Live
Assistant check
Every morning at 8:00 (Montréal) the server checks each connected assistant — Meta token and number, webhook subscription, an AI test reply, and when its last conversation happened — and emails the result to vaulteai.inc@gmail.com. Nothing is sent to any customer.
Calendar
Events, follow-ups and leads across all clients
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Manual event
Follow-up reminder
Hot lead
Ask Vaulte AI
Full-stack business advisor — live data across all clients
Vaulte
VAULTE AI
Hey — I have live access to all your client data, revenue, leads and performance. Ask me anything about the business.
QUICK:
Inbox
AI PLATFORM
H
Your Business
Administrator
Overview
Dashboard
Leads
Pipeline
Conversations
Calls
Inventory
Customers
Customer Files
Calendar
Automation
Bot On / Off
Human Takeover
Follow-Up Scheduler
Test Your Bot
Business
Revenue
Invoices
Ask Vaulte AI
Account
Activity Log
Settings
Welcome back
Vaulte AI Status
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What's new
September 2026
Connect your own tracker and inbox. Settings → Integrations. Share a Google Sheet or connect Gmail, and Ask Vaulte AI answers "who should I follow up with today?" from your real data. Read-only.
Settings reorganised. Account, AI Setup, Integrations, Security, Support & Plan, Social — one section at a time.
Stronger access codes and two-factor. Reset your code any time under Security, and turn on two-factor if you haven't.
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Total Leads
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Hot Leads
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Close Rate
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Monthly Plan
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Est. ROI
Recent Leads
No leads yet.
Health Score
—
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Revenue Impact
Monthly subscription—
Est. lead value—
Total paid to date—
Estimated ROI—
Lead Quality
Hot
0
Warm
0
Cold
0
Invoices
No invoices.
Quick Actions
Leads
All leads captured by your Vaulte AI
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Lead Pipeline
Your leads by sales stage
Conversations
Full chat transcripts
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Customer Files
Every person who's messaged your bot — grouped by number. Click a file to see all their conversations.
Files
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Customers
Your customer book — profiles, loyalty & purchase history
All Customers
NamePhoneTotal SpentLoyaltyLast Purchase
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Inventory
Your stock list — your assistant reads this live and quotes these prices to customers
Total Items
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In Stock
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Out of Stock
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Stock List
Item Category Price (CAD) Status
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Revenue
Your ROI, performance, and growth projections
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Monthly Investment
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Est. Pipeline Value
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Total Paid
Performance Breakdown
Growth Projections
Milestone Est. Monthly Leads Hot Leads Est. Conversions Est. Revenue
Click any row arrow to see the full breakdown. Click "Set Goals" to generate an AI projection around your specific targets.
Invoices
Your billing history
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Calls
Phone calls your team answered — summary, advice and follow-up tasks
Calls logged
0
Avg duration
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Hot
0
Open tasks
0
Call Log
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Activity Log
All Vaulte AI and account activity
Event Log
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Growth Projection
Set your goals — Vaulte AI builds your projection
Your Growth Goals
Tell us where you want to go. Vaulte AI will map out what it takes to get there based on your current performance.
Settings
Your account and portal information
Settings
Account
AI Setup
Integrations
Security
Support & Plan
Social Media
Account Info
Business
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Plan
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Vaulte AI Status
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WhatsApp Number
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Access Code
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WhatsApp
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W
Your WhatsApp number
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How it works. Connect WhatsApp opens Meta's sign-in. Keep using WhatsApp Business on your phone as usual; Vaulte answers alongside you. If Meta's window closes before it finishes, press Check my connection — Vaulte finds your number on Meta and finishes the setup itself.
Integrations
Read-only sources for your Ask Vaulte AI
Connect the spreadsheet where you track customers or enquiries, and optionally your business Gmail. Your advisor will then answer questions like "who should I follow up with today?" from your real data. Vaulte only reads — it never edits your sheet or sends from your inbox.
S
Google Sheet — your tracker
Not connected
OFF
First, share the sheet as Viewer with —. Works best with a header row like: Name, Contact, Status, Last contact, Next follow-up, Notes.
How to connect your sheet — 2 minutes
  1. Open your Google Sheet — the one where you track customers, enquiries or quotes. If it's an Excel file, upload it to Google Drive first and open it with Google Sheets.
  2. Check the first row has headers. Best results with columns named like: Name, Phone or Email, Status, Last contact, Next follow-up, Notes. Dates as YYYY-MM-DD.
  3. Click Share (top right) and paste this address: —
  4. Set it to Viewer, untick "Notify people", click Share. It won't show as a normal person — that's expected.
  5. Copy the sheet's link from your browser's address bar and paste it in the box above. Click Connect.
Vaulte only reads. It never edits your sheet, and you can disconnect any time. The more you fill in "Last contact" and "Next follow-up", the better the answers.
M
Gmail — your business inbox
Not connected
OFF
Google account → Security → 2-Step Verification → App passwords → create one named "Vaulte". Optional. Read-only.
How to connect Gmail — 3 minutes
  1. Sign in to the Gmail account your customers write to (the business inbox, not a personal one).
  2. Go to myaccount.google.com → Security.
  3. Turn on 2-Step Verification if it isn't already. Google requires this before it will give you an app password.
  4. Search the Security page for App passwords, open it, and create one named Vaulte. Google shows a 16-character code once — copy it.
  5. Paste your email address and that code above. Click Connect. Vaulte tests the login before saving; the code is stored on our server and never shown again.
Read-only: Vaulte sees who wrote and when, so your advisor can tell you which replies are waiting on you. It cannot send, delete or reply. Google Workspace accounts: your admin may need to allow IMAP first.
Bot Configuration
Your Vaulte specialist configures your assistant. To change its tone, products or language, email hello@vaulte.ai and we update it the same day.
Booking
Business Profile
Everything here teaches your AI about your business, so it answers customers accurately about hours, contacts, your team and more. Changes apply to every new conversation automatically.
Team / Employees
Two-Factor Authentication
checking
Adds a 6-digit code from an authenticator app on top of your access code. Recommended if your access code is shared with staff or stored anywhere. Save the key in two places (phone app + password manager) so a lost phone can't lock you out.
Session Preferences
Auto-logout after inactivity
You will be logged out automatically after the selected period
Current session
Active
Navigation
Support
Need help with your Vaulte AI platform? Our team is here for you.
Your Plan: Professional
Unlimited bots · Priority support · Full analytics · $797/mo
Social Media
Used by Vaulte AI for advice
Add your social media links and stats so Vaulte AI has real data to give you accurate advice — not guesses.
Profile Links
Instagram
TikTok
Facebook
LinkedIn
X / Twitter
YouTube
Instagram Stats (so Vaulte AI uses real numbers)
Followers
Total Posts
Avg Likes/Post
Bio / Description
Recent Posts (describe your last 3–5 posts so AI can analyze them)
Example: "Reel of private jet interior — 420 likes, 12 comments" or paste the post link and caption below"
Saved automatically. Ask Vaulte AI for social media strategy anytime. You can also paste an Instagram post link directly in the chat.
Vaulte AI Control
Pause or resume your Vaulte AI
Vaulte AI Status
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Pausing stops all Vaulte AI responses immediately. Your data is preserved.
Human Takeover
Manually take over a customer conversation
Silence the Bot
Enter a customer phone number. The bot goes silent for that conversation — you respond directly on WhatsApp. Click Release when done.
Include country code (+1 for Canada/USA)
Active Takeovers
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Follow-Up Scheduler
Schedule follow-up reminders for your leads
New Reminder
You will receive a WhatsApp message at the chosen time — even if you are not logged in.
Upcoming Reminders
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Test Your Bot
Send messages and see exactly how your bot responds to customers
Your Bot
Simulated conversation
Type a message below to test your bot
Or click a suggestion on the right to get started
Bot Configuration
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What to test
→ Hi, I found you on Instagram
→ What do you offer?
→ How does this work?
→ What are your prices?
→ Can I book an appointment?
Not happy with the response?
Your Vaulte specialist configures your assistant. To change its tone, products or language, email hello@vaulte.ai and we update it the same day.
Calendar
Your bookings, follow-ups and events
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Event
Follow-up
Hot lead
V Ask Vaulte AI
Your personal business advisor — powered by live data
Vaulte
VAULTE AI
Hi — I have live access to your leads, revenue, and performance data. Ask me anything about your business, your leads, or paste an Instagram post link for a content review.
QUICK:
Step 1 of 6
Tell us about your business
Your AI bot will introduce itself and speak on behalf of your brand.
Step 2 of 6
What do you sell?
Describe your main products or services. The more specific, the better your bot performs.
Step 3 of 6
Choose your bot's tone
How should your AI communicate with customers?
Luxury
Refined & exclusive
Professional
Polished & direct
Friendly
Casual & warm
Define exactly who your bot pretends to be. The more vivid, the more convincing it sounds.
Step 4 of 6
Connect your WhatsApp
Your bot will respond to customers on this number. Enter the number where customers will contact you.
After setup, share your WhatsApp number with customers — on Instagram, your website, and in-store. Your bot activates when they message you.
Step 5 of 6
Review & launch
Here's your bot configuration. Click Launch to save and activate.
Your bot will be active immediately after launch. Share your WhatsApp number with customers to start capturing leads.
Your bot is configured.
Configuration saved. Test your bot now or go to your dashboard and start sharing your WhatsApp number with customers.