Stop Searching. Start Knowing. Powered by AI.

Help & Support

Everything you need to get the most out of Shop Vault.

Learn how it works, find answers quickly, or contact support@shopvaultai.com if you need help.

Expand a category below to view details.

Getting Started

What is Shop Vault?

Shop Vault is your company's knowledge, turned into answers. Instead of searching through files, texts, or asking your most experienced employees, you ask a question and get a clear, sourced answer instantly—from your own documents.

Real-world examples:

"What error code does AMST48CU1300AA throw and how do we fix it?"
"What torque spec do we use for Ford 9" rear end pinion nut?"
"What filter size does this customer's HVAC unit use?"
"What was the last recommendation we gave this client?"

How do I upload my first file?

Go to the Sources tab and upload a file or add text in the Content field. You can also connect Google Drive or Dropbox in Account Management—any file you drop in your connected folder gets added to your Vault automatically. Once added, it becomes part of your Vault and is ready to power answers.

How do I ask my first question?

Go to the Questions tab, type your question like you would ask a coworker, and submit it. Attach an optional file if additional context is available. Shop Vault will search your Vault and return a clear answer with supporting context.

What is the difference between Ask Shop Vault and Expand with AI?

Ask Shop Vault = answers strictly from your Vault (your documents, your data).
Expand with AI = brings in external AI knowledge to enhance or supplement answers when your Vault doesn't have enough information.

What happens if my Vault doesn’t have the answer?

Shop Vault tells you honestly when your documents don’t contain the answer—it won’t make something up. That’s when Expand with AI helps, bringing in outside knowledge to fill the gap.

How do I return to the home page of Shop Vault?

Use the main navigation or click the Shop Vault logo always located at the upper left corner of the system.

What are the major functionalities available to me?

Ask questions and get answers from your Sources (e.g., Word, Excel, PDF, Images, Video, Audio)
Upload and manage Sources
Connect Google Drive or Dropbox so files sync in automatically
Organize work into Projects
Manage users and their access
Track usage and value

Does Shop Vault replace my team?

No! It makes your team faster by giving them instant access to the information they already have.

Using Core Features

How do I upload and manage files?

Upload files in the Sources tab. From there, you can organize, update, or remove them. The Document Queue at the top shows each file’s progress as it becomes ready. This is how you build your company’s knowledge system known as the Vault.

Can Shop Vault pull in files from Google Drive or Dropbox?

Yes! Connect your Google Drive or Dropbox in Account Management. Any file you put in your connected folder is added to your Vault automatically—no manual uploading. When you change a file, the updated version syncs in on its own. Use the Test Connection button to make sure everything is linked up.

What is in the Questions tab?

The Questions tab is where work happens. You ask questions and get answers pulled directly from your Vault—no digging required.

What is in the Sources tab?

Sources are your raw materials—documents, notes, and files that power your answers. Open any source to view its content, and for PDFs you can view the original pages. On Premium and Pro plans you can also download the original file.

What is in the Projects tab?

Projects let you group related work together—jobs, clients, builds, or internal initiatives.

What are Projects and how should I use them?

Use Projects to stay organized. If your work has context (a job, a customer, an initiative), it should likely be a Project.

What Bulk Update items are available to me?

Bulk actions may include organizing, tagging, or removing multiple Sources or Project items at once (functionality may expand over time).

Managing Users

How do I add a user to my organization?

Go to your organization settings and invite a user by email. Only Owners/Administrators can manage users.

How do I remove a user from my organization?

Remove them from the user management section in your organization settings. Only Owners/Administrators can manage users.

What are the different user types?

Admins: manage billing, users, and organization settings
Members: use Shop Vault to ask questions and access information
Viewer: read only access to the system

What is the difference between organization settings?

Organization settings control how your team uses Shop Vault—users, billing, permissions, and overall configuration.

I forgot my password—how do I reset it?

On the sign-in page, choose the password reset option and we’ll email you a link. On the reset page, enter your email, your organization name, and your new password. Don’t worry about small typing differences—things like the style of apostrophe your phone uses won’t get in the way.

AI Behavior & Expectations

What is the best way to ask my question?

Ask like you would ask your best tech or most experienced employee. Be specific. Include details like model numbers, locations, or context if you have it.

How do I improve the answers I am receiving from Shop Vault?

Upload better, more complete documents
Ask more specific questions
Organize your Vault clearly (Projects + Sources)

How are my Sources used to answer questions?

Shop Vault scans your documents, finds the most relevant sections, and builds an answer from that information—so you don’t have to. Big spreadsheets are read row by row, so you can ask about a single line in a huge list.

How do I know where an answer came from?

Every answer shows citations—the documents it was built from. Click a citation to open the exact page of the source, so you can see the information for yourself. If a document has pictures or diagrams, they can appear right in the answer too.

What if an answer looks wrong or is missing something?

Use the Incorrect or Missing Info buttons under the answer and tell us what was off. That feedback flags the answer for review and helps Shop Vault get better for your whole team.

How is Shop Vault different from ChatGPT, Claude, or Copilot?

Those tools answer from general knowledge.
Shop Vault answers from YOUR knowledge—your documents, your processes, your business.

Why do I ask the same question and get different answers?

AI responses can vary slightly based on how questions are phrased and the associated context. Small changes in how you ask questions can change what information is prioritized.

What happens when I ‘Expand with AI’?

When you Expand with AI, your question is supplemented with external AI knowledge sources. This is useful when your Vault doesn’t contain enough information. You can then choose to add the answers to your Vault!

Plans, Billing & Limits

What are my data storage limits?

Your plan includes a set amount of storage designed to support your team at each stage. As your Vault grows and becomes more valuable, you can upgrade to unlock more capacity.

What are my AI usage limits?

Plans include a number of questions and documents to get you started and prove value. As your team relies on Shop Vault more, you can scale up seamlessly and get more from AI.

How does billing work?

Shop Vault uses a monthly subscription model managed through Stripe.

What happens when I upgrade my account?

Your limits increase immediately—more documents, more questions, more users—so your team can keep moving without interruption.

What happens when I hit a limit?

You’ll be notified and given a simple path to unlock more capacity. Most teams hit limits when they’re getting real value—upgrading just keeps that momentum going.

Can my team see each other’s questions?

Yes—within your organization, questions and knowledge can be shared to improve team efficiency. Refer to Data Sharing in Account Management to select the option that best fits your needs.

What is your refund/cancellation policy?

You may cancel your Subscription at any time by: (a) using the Manage Subscription function within your Account settings; or (b) contacting Shop Vault at support@shopvaultai.com with written cancellation notice. Cancellation takes effect at the end of the then-current Subscription Term.

Is my data secure?

Shop Vault is designed to securely store and process your data. Your Vault is private to your organization.

Who owns my data?

You do. Always. Shop Vault securely stores your data to provide answers, but it is never sold.

Will Shop Vault use my data to train AI models?

No. Your data is used only to provide answers within your organization.

How do I download my data?

You can download your data through the Downloads section under My Account. Downloading the original copy of an individual file from Sources is included on Premium and Pro plans.

What happens to my data when my account is closed?

Data is retained for 60 days and then purged from the system.

Troubleshooting & Support

My file won’t upload, please help

Check file type, size, and internet connection. The Document Queue in Sources shows each file’s status and tells you if something went wrong. If a file gets stuck, remove it and upload it again. If the issue continues, contact support.

I don’t see or can’t find my document

Check the Sources tab or the Project it was added to.

Why didn’t Shop Vault use my file to answer a question?

The system may not have found relevant content. Try asking a more specific question or confirm the document was uploaded correctly.

Why does Shop Vault take a long time to respond?

Larger files or more complex questions may take longer to process.

How long does it take for a file to be ready?

Most files are available quickly after upload, but larger or more complex documents may take additional time. You can watch each file’s progress in the Document Queue in Sources—when it shows ready, it’s answering questions.

What file types are supported?

Microsoft Office documents (Word, Excel, PowerPoint), PDFs, images, and plain text or CSV files. Audio recordings (like MP3 or WAV) and videos up to 500MB are supported too. Big spreadsheets are welcome—Shop Vault reads them row by row, even with tens of thousands of rows.

What happens if I upload the wrong file?

You can remove or replace it at any time from the Sources tab.

How do I contact Support?

Contact support at support@shopvaultai.com

How do I report a Bug?

Contact support at support@shopvaultai.com

How do I request a new Feature?

We would love to hear your ideas on how to enhance Shop Vault! Contact support at support@shopvaultai.com

Best Practices & Tips

How should I organize my Vault?

Organize by how you think about your work—jobs, customers, or systems. If it helps you find something faster, it’s the right structure.

How should I structure a project?

Keep all related documents, notes, and context in one place. One project = one clear purpose.

How do I ask better questions?

Be specific. Add context. Treat it like you’re asking your best employee for help.

How do I get more accurate answers?

Better inputs = better outputs. High-quality documents + clear organization + specific questions = stronger answers.

Back to Shop Vault

Sales: sales@shopvaultai.com | Support: support@shopvaultai.com