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WELCOME

Getting Started with The Vault Guard

Welcome to your new client portal. This dashboard is your central hub for managing digital services, viewing invoices, and contacting our team.

Create Account

Register with your email to access your secure dashboard.

Instant Activation

Most services activate instantly after payment. No waiting required.

Dedicated Support

Access support tickets or chat directly from your "My Account" area.

BILLING

Billing & Payments

Accepted Methods

We accept manual payment methods (Bank Transfer, Crypto, etc.). Orders are activated as soon as payment is confirmed.

Secure Transactions

Your security is our priority. We use 256-bit SSL encryption for all transactions. We do not store your full credit card numbers on our servers.

Subscription Management

Recurring services renew automatically to ensure no service interruption. You can cancel a subscription at any time from your dashboard to stop future billing.

Refund Policy

If a service fails to deploy due to a technical error, you will be automatically refunded. For other inquiries, please contact support within 24 hours of purchase.

SUPPORT

How Can We Help?

Our team is dedicated to your success. If you run into any issues or have questions about our services, here is how to reach us.

Email Support

Send us a detailed message and we'll get back to you as soon as possible.

info@thevaultguard.com

Service Guides

Detailed instructions for every tool we offer are listed below on this page.

Browse Guides ↓

The Vault Guard AI Receptionist

Your 24/7 AI receptionist answers customer questions on your website, captures leads, books appointments into your calendar (Chat + Booking plan) and answers your business phone (Chat + Booking + Phone plan). Open it any time at thevaultguard.com/receptionist.

In This Guide

Getting Started Look and Install Leads and Your Inbox Booking Appointments (Chat + Booking plan) Answering Phone Calls (Chat + Booking + Phone plan) Integrations and Plan Works With Your Other Apps

Open Your Dashboard

From your client portal, click AI Receptionist in the apps menu or the Access button on your services page, or go to thevaultguard.com/receptionist. The setup checklist on the Dashboard walks you through everything.

Train It on Your Business

Open Knowledge, paste your website address and click Train. It reads your homepage and up to 19 important pages (services, prices, FAQ, contact) in about a minute. Retrain any time your site changes.

Add Business Facts

Anything that is not on your website, or that it gets wrong, goes in Business Facts: holiday hours, specials, parking, policies. Facts always win over website text and are kept when you retrain.

Set Its Personality

In Knowledge, write short instructions (for example: be warm and brief, always mention our free consultation) and the four starter questions shown in the chat.

Customize the Look

In Appearance, set your business name, the receptionist name, welcome message, brand color, button position, an optional bubble next to the button and a photo or logo. The preview updates as you type.

Test It

Open Test and ask the questions your customers ask. This is exactly what visitors see. Test chats appear in your Inbox.

Add It to Your Website

Open Install and copy the one-line code into your site footer: WordPress (WPCode plugin), Wix (Custom Code), Squarespace (Code Injection), Shopify (theme.liquid) and others. Step-by-step guides are on the Install page.

No Website? Share Your Chat Link

Your Dashboard shows a chat link that opens a full-page chat. Add it to your Google Business Profile, Instagram or Facebook bio and email signature.

How Leads Are Captured

When a visitor wants a callback, a quote or help it cannot give, it asks for their name and email or phone. Every new lead is emailed to you and listed under Leads, where you can export a CSV.

Take Over a Chat

Every conversation is in your Inbox. Type a reply and the AI pauses for that chat; the visitor sees your message live. Click the AI button to hand the chat back. Chats marked Needs you are visitors who asked for a person.

Alerts

In Alerts and Integrations, choose up to three emails for new leads, bookings and requests for a person.

Choose How Booking Works

In Bookings, pick Book in the chat (it offers open times and books them), Send my booking link (Calendly, Cal.com, Square and others), or Collect requests (you confirm by hand).

Hours and Appointment Types

Set your time zone, the hours you take appointments, your appointment types and lengths, the gap between appointments, minimum notice and how far ahead people can book.

Connect Your Calendar

Paste your Google, Outlook or Apple calendar private iCal link so busy times are never offered. Then subscribe to your bookings feed in your calendar app so new appointments appear there too. You also get an email for every booking.

Customer Emails

Customers get a confirmation with an Add to Google Calendar button and a calendar file, a reminder 24 hours before, and a link to cancel. Optional: a follow-up email to leads who did not book.

Get Your Phone Number

Open Phone, pick United States or Canada, type a 3-digit area code and click Find numbers. Click Choose next to a number and it starts answering right away. Call it to hear your receptionist.

Keep Your Current Number

Forward your existing business line to your receptionist number. Verizon: dial *72 and the number (or *71 for missed calls only); *73 stops it. AT&T and T-Mobile: dial **21*, the number and # (or **61* for missed calls only); ##21# or ##61# stops it. Office phone systems have a forwarding setting.

Voice and Greeting

Choose a language and voice (click Play to hear it) and the greeting callers hear first. Click Write it for me for a ready-made greeting. It answers from the same Knowledge as your website chat.

Transfers

Add your number in Transfer calls to. When a caller asks for a person, it connects them during your business hours (set in Bookings). Outside those hours, or if nobody picks up, it takes a message and alerts you.

Spam Protection

Callers with hidden or unverified numbers press 1 before it answers, so robocalls never get through. You can also block hidden numbers and specific numbers. Your transfer number is never blocked.

Your Calls

Every call appears in your Inbox with a phone icon, a short summary and the full transcript, and you get an email after each call. Recent Calls on the Phone page shows every call, including blocked spam.

Send Leads to Your Tools

Paste a webhook URL from Zapier (Catch Hook), Make (Custom webhook) or GoHighLevel (Inbound Webhook). Every lead, booking, cancellation and request for a person is sent as JSON. Use Send test event to check it.

Phone Call Length

Phone calls are unlimited for normal business use, up to 15 minutes each.

Upgrade

Open Plan and click Request upgrade on the plan you want. We will switch your plan.

How It Works

When you also use another app from The Vault Guard, they connect by themselves and share information, so you never type the same thing twice. Click Integrations in the top bar (the plug icon on your phone) to see your connections and switch any of them off.

Appointment Booking

Your receptionist books customers straight into your Appointment Booking calendar, offering your services and real open times, in chat and on calls. Appointment Booking sends the confirmation and a reminder. Booking needs the customer's email.

CRM

Every lead and booking becomes a CRM contact, with the conversation on their timeline.

Reputation Management

About 2 hours after a booking ends, your customer gets a review request.

AI Visibility Autopilot

Questions your customers ask are suggested as questions for AI Visibility to track, and every answer page AI Visibility publishes is added to what your receptionist knows.

The Vault Guard Business Website

A done-for-you business website: we design and build the site, run Google and Facebook ads with no markup on spend, write two blog posts a month, and keep improving it. Clients follow progress and send change requests from their Website Manager.

In This Guide

Getting Started Ongoing

Submit Your Brief

After ordering, open the Website Manager and fill in the short project brief: business name, what you do, phone, address, services, competitors, logo and brand colors, and your monthly ad budget.

We Build Your Site

Our team starts within one business day. The status moves from Brief needed to Being designed, then Ready for review once there is a preview link.

Review & Go Live

Look at the preview, send any changes, and approve. Your site goes live and the ads and monthly content start.

Change Requests

Send unlimited reasonable change requests from the Website Manager. Our team replies in the same thread and you get an email when it is done.

Monthly Deliverables

Two blog posts a month and ad reports are posted as updates in your Website Manager.

Multiple Sites

Each subscription covers one website. Order the product again for another business or location.

The Vault Guard AI Content Engine

AI Content Engine makes branded social media videos and image posts for your business every week, with captions and hashtags, and can post them for you. Open it any time at thevaultguard.com/content-engine.

In This Guide

Getting Started Every Week Works With Your Other Apps

Open Your Dashboard

From your client portal, click AI Content Engine in the apps menu or the Access button on your services page, or go to thevaultguard.com/content-engine. A short guided setup walks you through everything.

Add Your Business

Enter your website or find your business on Google and click Auto-fill. We fill in your details and find your logo and brand colors. Add any current offers, which are the only prices or deals we will ever mention.

Set Your Look and Voice

Check your logo and colors, pick a font style and tone, and listen to the voiceovers and music styles to choose your favorites.

Add Your Photos

Upload photos and short clips of your real work, team and place, or import them from your website. We mix them into your posts so they look like your business.

Choose How Posts Go Out

If you have Social Media Automation with accounts connected, choose your accounts, days and times, and whether you approve each post or let them post automatically. Otherwise your posts are ready to download. Then click Create my first posts.

Your New Posts

A new pack of videos and images is made every week from your business, the season and your preferences. We email you when it is ready.

Review and Change

Open any post to edit the caption, words, layout or photo for free, change the music or voice, or describe what to change and let the AI do it. AI remakes like new scenes or new AI photos are included each month.

Approve or Let It Post

Approve posts to schedule them, pick a time, or skip any you do not want. You can also download any post with its caption.

How It Works

When you also use another app from The Vault Guard, they connect by themselves and share information, so you never type the same thing twice. Click Integrations in the top bar (the plug icon on your phone) to see your connections and switch any of them off.

Social Media Automation

Connect your accounts in Social Media Automation, then choose them under Posting. Your videos and images are scheduled on your days and times, after your approval or automatically. Without it, every post is ready to download.

Reputation Management

Some posts feature your best 4 and 5 star reviews, with only the first name and last initial.

SEO Autopilot and AI Visibility Autopilot

Some posts share your newest blog posts and answer pages, with a link to read more.

AI Receptionist

The questions customers ask your receptionist give us ideas for helpful posts. Names, emails and phone numbers are never used.

Appointment Booking and Digital Gift Cards

Posts can send people to your booking page, and promote your gift cards around holidays.

The Vault Guard SEO Services Guide

Get found on Google. Our expert team handles keyword research, content creation, and link building to drive qualified traffic to your website every month.

In This Guide

How to Order What Happens Next Local SEO Add-on Monthly Reports Frequently Asked Questions

Enter Your Website URL

Provide the full URL of the website you want to optimize (e.g., https://yourbusiness.com). This is the site where all SEO work will be performed.

List Your Target Keywords

Enter the main keywords and phrases you want to rank for on Google. These should be the search terms your potential customers use to find businesses like yours. For example: "plumber in Miami" or "best coffee shop downtown."

Add Competitors (Optional)

List any competitor websites you'd like us to analyze. This helps us understand your market and develop a strategy to outrank them.

Provide Site Login Details

We need admin access to your website (such as WordPress login credentials) to make on-page optimizations, install tracking tools, and publish new content.

Choose Your Package

Base SEO Package — Includes keyword research, on-page optimization, content creation, backlink building, and monthly reports.

Local SEO Add-on — Add this if your business serves a specific geographic area. Includes Google Business Profile optimization, local citations, and map pack optimization.

Complete Your Order

Review your order, apply a promo code if you have one, and submit payment. Our SEO team will begin working on your campaign immediately.

Phase 1: Foundation (First Month)

During the first month, our team builds the foundation for your SEO success:

Keyword & Competitor Research — We identify the best keywords to target based on search volume and competition

Full Website Audit — We analyze your site for technical issues and opportunities

Title & Meta Optimization — We optimize your page titles and meta descriptions for search engines

Google Analytics Setup — We install tracking to measure your traffic growth

Search Console Integration — We connect your site to Google Search Console for performance data

XML Sitemap & Robots.txt — We ensure search engines can properly crawl your site

Schema Markup Implementation — We add structured data to help search engines understand your content

Site Speed Improvements — We optimize loading times for better rankings and user experience

Phase 2: Ongoing Monthly Work

Every month after the foundation is complete, we continue growing your rankings:

New Optimized Content — Fresh pages and blog posts targeting your keywords

High-Authority Backlinks — Quality links from reputable websites to boost your domain authority

Performance Monitoring — We track your rankings and traffic continuously

Detailed Monthly Report — A comprehensive report showing your progress and all work completed

What's Included

If your business serves a specific geographic area, the Local SEO add-on helps you dominate local search results:

Google Business Profile Optimization — We optimize your listing for maximum visibility

Local Citation Building — We add your business to relevant local directories

Local Directory Listings — We ensure consistent business information across the web

Map Pack Optimization — We help you appear in the Google Maps "3-pack" results

This is essential for businesses like plumbers, dentists, restaurants, law firms, and any service that targets local customers.

Viewing Your Report

Each month, you'll receive a detailed report showing your SEO progress. To access your report:


  1. Log in to your account
  2. Click on Manage Services in the dropdown menu
  3. Find your SEO subscription card
  4. View your latest monthly report

What's in the Report

Your monthly report includes:

Keyword Rankings — Current positions for all your target keywords

Ranking Changes — Movement compared to previous months

Organic Traffic — Visitors coming from Google search

Traffic Growth — Comparison to previous periods

Backlinks Built — New links acquired that month

Content Created — New pages or blog posts published

Work Summary — Detailed list of all optimizations completed

Common Questions

How long until I see results? SEO is a long-term strategy. While we make foundational improvements in the first month, significant ranking improvements typically take 3-6 months for competitive keywords. You'll receive monthly reports tracking progress throughout.

What do you need from me to get started? We need your website URL, a list of services or keywords you want to rank for, and admin access to your website (like WordPress login) so we can make optimizations.

Who writes the content? Our professional content team writes all new pages and blog posts. Everything is optimized for your target keywords and written to convert visitors into customers.

What's the difference between on-page and off-page SEO? On-page SEO involves optimizing elements on your website (content, keywords, site speed). Off-page SEO involves building your site's authority through high-quality backlinks from other websites. We handle both.

Do I need the Local SEO add-on? If your business serves a specific area (like a plumber, dentist, or restaurant), yes. Local SEO helps you appear in the Google Maps results that show for local searches.

Can I cancel anytime? Yes. SEO is a monthly service with no long-term contracts. However, we recommend committing to at least 6 months to see meaningful results from the strategy.

How do I check my progress? Log in to your account, go to Manage Services, and view your SEO subscription card to access your latest monthly report.

The Vault Guard AI Reputation Management

Collect more 5-star reviews, manage every review in one inbox, respond with AI, and benchmark your reputation against competitors.

In This Guide

Getting Started Collecting New Reviews The Review Funnel Review Inbox & AI Replies Listings & Competitors Widgets, Reports & More Works With Your Other Apps

Logging In

1. Sign in through your account page and open AI Reputation Management.
2. The first time you log in, the Dashboard shows a setup checklist that walks you through each step below. It disappears once everything is done.

Adding Your Business

1. Click Locations in the sidebar, then "Add Location".
2. Choose "Find on Google" and start typing your business name — picking your listing adds the location, connects Google, and pulls in your existing reviews in one click.
3. If your business is not on Google yet, use "Add manually" and fill in your name, phone, website, and address.

Connecting Review Sources

Each location card shows three source slots: Google, Yelp, and Trustpilot.
1. Click "Connect" on a slot and search for your business — results are matched to your location's city automatically.
2. Pick your listing from the results and your reviews start syncing.
3. If a connection ever breaks, you'll get a bell alert so your review feed is never silently paused.

Dashboard Overview

The Dashboard shows your reputation at a glance: your shareable review link and QR code, a 30-day funnel summary (sent → rated → public reviews → negatives intercepted), your Reputation Score, total reviews, unread count, rating distribution, and sentiment. Use the location selector at the top to view one location or all of them — everything updates automatically.

Sending a Review Request

1. Click Collect Reviews in the sidebar.
2. Enter your customer's name and email and click "Send email invite".
3. The invite contains clickable stars — one tap takes them straight into your review funnel. If they haven't responded after a few days, one polite reminder is sent automatically.

Bulk Sending (CSV)

1. In Collect Reviews, paste a list or upload a CSV of name, email rows.
2. Invites send in batches with a live progress count, and you get a summary of sent, already-invited, unsubscribed, and invalid addresses.
3. Built-in guardrails protect your sender reputation: a daily send cap, no re-inviting the same customer within 14 days, and automatic unsubscribe handling.

Your Review Link & QR Code

Every location gets a permanent review link and QR code — find them on the Dashboard or in Collect Reviews. Share the link anywhere, download the QR for receipts, counters, or packaging, and use "Customize page" to set the theme, headline, and subtext your customers see.

Collecting From Your Website

In Collect Reviews, copy the embed snippet to put the review collector directly on your own website — it runs the same funnel as your link and QR.

How It Works

When a customer opens your review link, they pick a star rating first.
1. Happy customers (at or above your threshold) are sent on to leave a public review — on Google, Yelp, or Trustpilot if you've connected more than one.
2. Unhappy customers are shown a private feedback form instead. Their comments go only to you, so you can fix the problem before it becomes a public 1-star review. You're emailed immediately when private feedback arrives.

Setting Your Threshold & Branding

1. Go to Locations and click "Edit" on a location.
2. Choose when customers are sent to public review sites: only on 5 stars, 4+, or 3+.
3. Upload your logo and set your brand color — the funnel page and your invite emails carry your branding.

The Unified Inbox

Click Review Inbox to see every review from all connected sources in one place. Filter by location, platform, rating, sentiment, or reply status, search the text, and sort by newest, oldest, highest, or lowest. Unread reviews are badged in the sidebar; use "Mark all read" to clear them.

Replying with AI

1. Open a review and click the AI draft button — a reply is written for you in your brand voice.
2. Edit it if you like, then click "Copy & open to post" — it copies the reply and opens the review on the platform so you can paste and publish in seconds.
3. Once posted, the review shows a "You replied" confirmation in your inbox.

The AI Responder Settings

Click AI Responder to control how replies are drafted: choose Suggest (drafts on demand) or Auto (drafts qualifying new reviews automatically — never below your minimum rating without you), set your brand voice and signature, and write per-rating templates like a 5-star thank-you or a 1-2 star apology the AI adapts.

Negative Review Alerts

In Settings, set your alert email and threshold — you'll get a notification and email digest whenever a review at or below your threshold comes in.

Listings Health Check

Click Listings to audit your presence across Google, Yelp, Trustpilot, and Foursquare. You get a score out of 100, a live preview of your Google Business Profile with a completeness checklist (hours, photos, description, and more), and flags for name or ZIP mismatches across directories that can hurt local SEO. Audits refresh automatically.

Tracking Competitors

1. Click Competitors and search for a rival business on Google.
2. Their rating and review count are tracked over time and compared side-by-side with yours, so you can see exactly where you stand.

Putting Reviews on Your Website

Click Review Widgets and pick a style — grid, carousel, list, wall of love, spotlight, floating badge, inline badge, or recent-review popup. Configure the theme, minimum rating, and colors, then copy the embed code onto your site. There's no "powered by" branding on any widget.

Getting Stars in Google Search

Add the SEO rich snippet widget — it's invisible on your page but adds review schema so Google can show ⭐ star ratings next to your site in search results.

Reports

Click Reports for a client-ready reputation report over 7, 30, 90, or 365 days: new reviews, average rating, response rate, trend charts, sentiment, and highlights — with a print-optimized layout for saving as PDF.

AI Insights

Click Insights to see what customers keep mentioning: a summary, "what customers love," and "what to improve," each with counts — mined automatically from your review text.

Sharing Reviews on Social

Click Social, pick a great review, and it becomes a polished shareable image with a suggested caption. Optionally add an AI-generated background, then download the PNG and post it.

How It Works

When you also use another app from The Vault Guard, they connect by themselves and share information, so you never type the same thing twice. Click Integrations in the top bar (the plug icon on your phone) to see your connections and switch any of them off.

Automatic Review Requests

Your customers get a review request when an invoice is paid (Invoicing), about 2 hours after an appointment ends (Appointment Booking) or after a booking made by your AI receptionist. Your CRM also gets an Ask for Review button. Add your business location first; the daily sending limit applies and nobody is asked twice within 14 days.

Star Rating on Answer Pages

With AI Visibility Autopilot, your star rating shows on your answer pages, for example "4.8 out of 5 stars from 37 customer reviews". It needs at least 3 reviews and a location with the same website as AI Visibility.

The Vault Guard SEO Autopilot

SEO Autopilot writes new blog posts for your website every month, fixes your pages for Google, tracks your rankings and emails you a monthly report. Open it any time at thevaultguard.com/seo-autopilot.

In This Guide

Getting Started Every Month Works With Your Other Apps

Open Your Dashboard

From your client portal, click SEO Autopilot in the apps menu or the Access button on your services page, or go to thevaultguard.com/seo-autopilot. The setup checklist on the Dashboard walks you through everything.

Add Your Business Profile

Open Business Profile, enter your business website URL and/or paste your Google Maps business link, then click Auto-fill business details. Or choose Fill in myself to enter the details directly. Both inputs are optional; you can also find your Google business by typing its name. Review your details and click Save Changes. You can save business details without a website; SEO work starts once you add one. Your website and optional Google listing belong to one business profile shared with AI Visibility Autopilot.

Connect WordPress

Open Connect Website and click Download Plugin. In WordPress go to Plugins, Add New, Upload Plugin, choose the file and click Install Now, then Activate. The dashboard shows Connected within seconds.

Choose How Posts Go Live

In Publishing, choose to approve each post or publish automatically. Drafts are ready 3 days before their date either way.

Blog Posts

You get 4 posts a month on Autopilot or 8 on Autopilot Pro, each written for your services and city with links to your own pages, a photo and an FAQ. Edit, approve, rewrite or skip any post in Blog Posts.

Site Fixes

Each month the plugin adds missing image descriptions (alt text), improves weak page descriptions in your SEO plugin, and adds your business details for Google. Every change is listed in Site Fixes.

Rankings

Add the searches you want to rank for in Rankings. We check your Google position and Google Maps position every month.

Site Health and Reports

We check your website around the clock and email you if it goes down or your SSL certificate is about to expire. A report of everything we did arrives by email at the end of each month.

How It Works

When you also use another app from The Vault Guard, they connect by themselves and share information, so you never type the same thing twice. Click Integrations in the top bar (the plug icon on your phone) to see your connections and switch any of them off.

AI Visibility Autopilot

Both apps use one business profile. The website and optional Google listing stay together; edit Business Profile in either app to update both. Both use the same WordPress plugin, so one connection covers both.

The Vault Guard Digital Gift Cards

Sell digital gift cards for your business from a branded page. Customers pay online, the recipient gets a code by email, and you redeem it in store. Free to activate; a 3% platform fee per card sold.

In This Guide

Getting Started How Customers Buy Redeeming Cards Money and Fees

Open Your Gift Card Dashboard

From your client portal, click Digital Gift Cards in the apps menu or the Access button on your services page. The dashboard has four sections: Dashboard, Redeem, Cards and Settings.

Connect Your Bank Account

In Settings, click Connect bank account. Stripe walks you through a short form (about two minutes). Payments for every gift card go straight to this account; the platform never holds your money. Customers cannot buy until this step is done.

Set Up Your Page

Upload your logo, pick your two brand colors, write a headline and intro text, choose the amounts you offer and the custom-amount range, and set a support email. The live preview shows exactly what your gift card will look like.

Share Your Link

Your page address is shown at the top of the Dashboard. Put it on your website, social media, receipts and counter signage. The setup checklist tracks these steps for you.

The Purchase Page

Customers pick an amount, enter the recipient and their own details, add an optional message and pay by card. The card preview updates as they type.

Instant Delivery

The moment payment clears, the recipient receives a branded email with the amount, the message and a 16-character code. The buyer receives a receipt. If no recipient email is entered, the card is sent to the buyer.

Balance Check

Every card email links to a balance page where the holder can check what is left at any time.

Look Up a Code

Open the Redeem section, type or paste the code and click Look up. You will see the remaining balance and who the card was for.

Enter the Amount Used

Type the amount of the purchase and click Redeem. Partial redemptions are supported: the rest stays on the card until it is used up.

Cards List and Void

The Cards section lists every card sold with buyer, recipient, amount, balance and status. Void a card if it was issued by mistake or refunded; a voided card can no longer be used.

Where the Money Goes

Gift card payments are deposited to your own Stripe account on Stripe's normal payout schedule. A 3% platform fee plus standard card processing is deducted from each payment automatically.

Refunds

Because the money is in your Stripe account, refunds are issued from your Stripe dashboard. After refunding, void the card in the Cards section.

Card Validity

Cards are valid for 5 years from the purchase date.