Your vault works from day one. It comes with an Index, an Inbox, Credentials and a Safe, plus the Vault Guide.
The full guide for your AI lives in your vault as the Vault Guide note, linked from the Index. Your AI reads it so it files things the same way every time. This page is the short version for you.
It's all a suggestion. Use it, change it, or ignore it.
One page that points to everything. Your AI reads it first, so it finds things fast.
Example: a line that says "Prices: see Price list" is all it needs.
Your AI gives better answers when each note is about one thing.
Example: "Supplier: Coastal Meats" holds the rep's number, order days and payment terms. Nothing else.
When something changes, the top gets replaced and the old version moves down as a dated line. Notes stay short and true.
Example: your price list shows this year's flat white price at the top. Last year's price sits underneath with the date it changed.
Quick notes and files can go straight in. When you say "sort my inbox", your AI suggests a home for each one and files it once you say yes.
Example: jot "new rep starts Monday" between customers. It ends up in the supplier's note.
Photos, receipts and documents are kept as the originals. Each one should get a short note saying what it is and when, so you can find it later. Your AI writes it.
Your AI can read Word, Excel and typed PDFs. For a photo or a scan, it asks you what it is.
A few rules your AI reads every time it connects. It behaves the same in every chat.
Example: "Always write emails as drafts. I'll send them myself."
Save how you do something once, and your AI does it your way every time after.
Example: "How we do a quote": measure up, add 15% for materials, send within 24 hours.
Every earlier version of a note is kept, and deleted notes sit in the trash for 90 days. If two notes disagree, your AI should point it out and ask you, not quietly pick one.
Example: one note says you close at 3, another says 4. Your AI asks which is right.
Credentials is for everyday logins, and only owners can see it. The Safe is locked with a passphrase only you hold. You set it on the Safe page of your vault. Write it down: nobody, including us, can reset it.
Optional: business, policies, suppliers, staff, playbooks. Make your own instead if you'd rather.
The idea comes from Andrej Karpathy, a well known AI researcher, in a note he shared on 4 April 2026. He describes keeping your original documents untouched, having the AI write and update plain pages from them, a rules page, an index the AI reads first, a dated log that only grows, and regular checks for pages that disagree or have gone out of date.
We made it simple for a small business and added what we've learned running real vaults.
It's your vault. Change any of this, any time, and your AI will follow your way.