User Guide | BusinessVault

BusinessVault Docs

BusinessVault keeps your vehicles, insurance, staff licences, safety documents and records in one place. It reminds you before things expire, so your business stays compliant. It is built for Australian trades businesses.

You sign in at app.businessvault.com.au.

Start here

Business owner or admin: Admin guide
Supervisor: Supervisor guide
Staff member: Staff guide
Subcontractor: Subcontractor guide

New to BusinessVault? Read What is BusinessVault?, then Create your account.

Dashboard

Dashboard
Compliance score

Need help? Email support@businessvault.com.au.

Getting Started

What is BusinessVault?

BusinessVault is a compliance and record-keeping platform for Australian trades businesses. It keeps the paperwork that protects your business in one place and reminds you before it runs out.

What you can keep track of

Fleet: vehicles and their registration.
Insurance: policies and expiry dates.
Staff and credentials: licences, tickets and certificates.
Subcontractors: people who work for you but are not on your payroll.
SWMS and procedures: safe work method statements.
Tasks and routines: compliance jobs and recurring checks.
Incidents: safety events you need to record.
Documents and records: your document library and permanent records.
Suppliers, loans and the password vault: other business details you need on hand.
Reports: summaries of where you stand.

Your compliance score

Your dashboard shows a score that reflects how up to date your records are. See Compliance score.

Reminders

You'll get reminders in BusinessVault before things expire. Find them under the bell icon at the top of the screen.

Who uses it

Admin: runs the account, team and billing.
Supervisor: manages day-to-day compliance.
Staff: keeps their own credentials up to date.
Subcontractor: uses a separate portal.

Free trial

You get a 14-day free trial. You don't need a credit card to start.

Next steps

Create your account
Set up your business
Navigating BusinessVault

Create your account

Registering creates your business account and makes you its Admin. You get a 14-day free trial with no card needed.

Where to find it: app.businessvault.com.au → Create account
Who can use it: Anyone setting up a new business.

How it works

You register with your work email and a password. Then you confirm your email address before using the rest of BusinessVault.

How to register

On the sign-in page, select Create account.
Enter Your name, your Business name and your Work email.
Choose your Primary trade and your State.
Optional: enter your ABN (11 digits).
Enter a Password of at least 8 characters.
Tick the box to agree to the Terms and Privacy Policy.
Select Create account.

How to verify your email

Open the email we sent you.
Select the link in it.
You'll see Email verified!

If the email doesn't arrive, check your spam folder, then select Resend verification email. If your link has expired, sign in and ask for a new one.

What happens next

BusinessVault takes you through a short setup. See Set up your business.

Set up your business

The setup wizard helps you add a vehicle, an insurance policy and your team in about three minutes. You can skip any step.

Where to find it: Appears automatically after you verify your email
Who can use it: The Admin who created the account.

How it works

The wizard has five steps: Welcome, Vehicle, Insurance, Team and Done. Use ← Back to return to a previous step. You can add more later from your dashboard.

How to complete the setup

On Welcome, select Start setup.
Add a vehicle: enter the Make, Model, Plate and Year, choose the Rego expiry, then select Save & continue.
Add a policy: choose the Type, enter the Provider, Expiry date and Coverage amount (AUD), then select Save & continue.
Invite your team: enter each person's Full name and Email, choose their Role (Staff or Supervisor), then select Send invites & continue. Select + Add another to invite more people.
Select Go to dashboard.

To skip a step, select Skip for now.

What happens next

You land on your Dashboard.
Everyone you invite gets an email. See Join your team.

Where to find it: app.businessvault.com.au; lock button at the bottom of the sidebar
Who can use it: Everyone.

For your security, repeated failed sign-ins may temporarily lock your account. Wait and try again, or reset your password. Use a strong, unique password.

Go to app.businessvault.com.au.
Enter your Email address and Password.
Select Sign in.

On the sign-in page, select Forgot password?
Enter your Email address and select Reset password.
Open the email and select the link. If nothing arrives, check your spam folder.
Enter a New password and a Confirm password.
Select Set new password.

If your link has expired, request a new one.

At the bottom of the sidebar, select the Lock screen padlock button.
When you return, enter your Password and select Unlock.

To sign out, select the Log out button at the bottom of the sidebar.

After you sign in you land on your Dashboard.

Join your team

If your Admin invited you, you'll get an email with a link. Use it to choose a password and activate your account.

Where to find it: The link in your invitation email
Who can use it: Anyone invited by an Admin.

How it works

Invite links expire after a while. If yours has expired, ask your admin for a new one.

How to accept an invitation

Open the invitation email and select the link.
Enter a password under Choose a password.
Enter it again in Confirm password.
Select Activate account.
You'll see Welcome aboard! and go to your dashboard.

What happens next

Your account is active straight away. What you see depends on your role. See the Supervisor, Staff or Subcontractor guide.

Navigating BusinessVault

BusinessVault has a sidebar on the left and a top bar across the top. They are on every page once you sign in.

Who can use it: Everyone. The sidebar only shows areas you have access to.

Dashboard: your home page. See Dashboard.
Compliance: Fleet, Insurance, Staff & tickets, Subcontractors, SWMS & procedures, Tasks & routines, Incidents and Document library.
Workspace: Suppliers, Loans & finance, Password vault and Reports & analytics.
System: Company directory, Archive and Settings.

At the bottom you'll find your name and role, a Lock screen button and a Log out button.

On a computer, select Collapse sidebar to shrink it to icons, and Expand sidebar to bring the labels back. On a phone or small tablet, select the menu button at the top left to open the sidebar.

The top bar

From left to right:

Page title: the page you are on.
Search: find pages and records as you type. Press Enter to go to a result and Esc to close.
Plan pill: shows your plan, or the days left on your free trial.
AI Assistant: opens a side panel where you can ask questions. Available on the Professional plan.
Bell: shows your newest notifications. Select View all for the full list.
Account chip: your initials. Admins can select it to open Settings.

How to find a page quickly

Select the search box.
Start typing the name of a page or record.
Select a result to go there.

Notes

If you can't see an item in the sidebar, your access level doesn't include it. Ask your admin.
Admins manage the team, access levels and billing from Settings (tabs Team, Access Levels and Billing & Plan).
To see all your notifications, select the Bell, then View all.
Permanent records are in Document library, on the Permanent Records tab.

Dashboard & Compliance Score

Dashboard

The Dashboard is the first page you see after you sign in. It shows how compliant you are and what needs attention.

Where to find it: Sidebar → Dashboard
Who can use it: Everyone. Admins, supervisors and staff each see their own view.

How it works

Admins see an organisation overview with alerts for expired and expiring items, tiles for vehicles, SWMS, staff and insurance, open tasks and recent activity. Supervisors see their crew's score, open tasks and their team. Staff see their own score, their credentials and their tasks.

How to see what is expiring

Open Dashboard.
Select Expired or Expiring Soon under the score.
Review the list that opens.
Select an item to go to it and update it.

How to add a task

Select + New Task.
Follow the steps in Tasks and routines.

What happens next

Renew expired or expiring items and your compliance score goes up.
You'll get reminders in BusinessVault before things expire.

Compliance score

Your compliance score shows how up to date your important records are.

Where to find it: Sidebar → Dashboard
Who can use it: Everyone. Staff see their own score. Admins and supervisors see the score for the whole business or crew.

How it works

The score reflects your vehicles, insurance and staff credentials. Keeping them current raises it. Expired items lower it. If nothing is tracked yet, the dashboard shows Not yet scored.

How to improve your score

Open Dashboard.
Select Expired to see what has run out.
Renew each item, then update its record with the new date.
Select Expiring Soon and renew those before they run out.
Add anything missing, such as a vehicle, policy or credential.

What happens next

Your score updates when you change a record.
You'll get reminders in BusinessVault before things expire.

Feature Guides

Fleet

Keep a register of every work vehicle, log inspections and record services.

Where to find it: Sidebar → Compliance → Fleet
Who can use it: Admins and supervisors. Staff can view.

How it works

The Fleet page has three tabs: Fleet Register, Inspections and Service Logs. Registration and insurance expiry dates are tracked for each vehicle and feed your compliance score. You'll get reminders in BusinessVault before things expire.

How to add a vehicle

Go to Fleet → Fleet Register.
Select + Add Vehicle.
Enter the Make, Model and Plate Number. Add the Rego Expiry, Insurance Expiry, Assigned Driver and other details if you have them.
Optionally attach registration or supporting documents.
Select Add Vehicle.

To change a vehicle, select Edit on its row, then Edit again on the vehicle page, and select Save Changes.

How to log an inspection

Go to Fleet → Inspections.
Select + Log Inspection.
Choose the Vehicle, Inspection Type (Pre-Start Check (daily) or Monthly Safety Inspection) and Date.
Work through the checklist. Untick any item that fails.
Set the Overall Result and add Issues / Notes if needed.
Select Save Inspection.

How to add a service log

Go to Fleet → Service Logs.
Select + Add Service Log.
Choose the vehicle and enter the service details.
Optionally attach receipts or invoices.
Select Save Service Log.

How to archive a vehicle

In the Fleet Register, select Archive on the vehicle.
Confirm in Archive this vehicle?.

Restore it later from the Archive page. See Archive.

What happens next

Vehicle statuses show as Valid, Expiring or Expired. Renew the registration, then update Rego Expiry.
Keeping vehicles current raises your compliance score.

Insurance

Store every business insurance policy in one place, attach the certificate of currency, and see what is current, expiring or expired.

Where to find it: Sidebar → Compliance → Insurance
Who can use it: Admins and supervisors.

How it works

The Insurance page lists your policies with type, provider, expiry date and status. You'll get reminders in BusinessVault before a policy expires. Keeping your insurance current raises your compliance score; expired policies lower it.

How to add a policy

Go to Insurance.
Select + Add Policy.
Choose the Insurance Type, then enter the Provider and Expiry Date. Add the policy number and coverage amount if you have them.
Attach your certificate of currency.
Select Save Policy.

Choose Custom Policy for any cover not in the list.

How to view or edit a policy

Select View on the policy's row to see its details.
Select Edit (or Edit this policy) to make changes.
Select Save Changes.

How to renew a policy

Select Edit on the existing policy.
Enter the new Expiry Date and attach the new certificate.
Select Save Changes.

How to archive a policy

Select Archive on the policy's row.
Confirm in Archive this policy?.

Restore it later from the Archive page. See Archive.

What happens next

Statuses show as Valid, Expiring or Expired.
Renew with your insurer and update the policy before it expires.

Staff and Credentials

See your team and keep each person's licences and tickets, such as a White Card, up to date.

Where to find it: Sidebar → Compliance → Staff & tickets
Who can use it: Admins can invite people and manage credentials. Supervisors and staff can view.

How it works

The page lists your team with each person's role, trade and status. Open a person to see their credentials and add new ones. Credentials count towards your compliance score once approved. You'll get reminders in BusinessVault before they expire.

How to invite a team member

Go to Staff & tickets.
Select + Invite Member.
Enter the Full Name and Email.
Choose a Role (Supervisor or Staff). Optionally add Trade and Phone.
Select Send Invitation.

They'll get an email with a link to set their password. See Managing your team.

How to add a credential

Select View on the person's row.
Select + Add Credential.
Choose the Credential Type, for example White Card, Electrical Licence or First Aid Cert.
Enter the Licence/Certificate Number and Expiry Date.
Optionally attach a photo or scan.
Select Add Credential.

How to approve or reject a credential

Open the person's page.
Find the credential marked Pending.
Select Approve, or Reject and give a reason.

Select Files on a credential to see its attached scan.

What happens next

Credentials show as Pending, Valid, Expiring, Expired or Rejected.
Expired or rejected credentials don't count towards the score. Renew and add the new credential.

Subcontractors

Invite subcontractors by email, review the compliance documents they supply, and approve them before they work on site.

Where to find it: Sidebar → Compliance → Subcontractors
Who can use it: Admins and supervisors. Available on the Growth and Professional plans.

How it works

Subcontractors don't need a BusinessVault account. You send them a personal link by email, and they upload their documents in the Subcontractor Portal. You then review each document and approve or reject them. Invite links expire after a while. If theirs has expired, send a new invitation.

How to invite a subcontractor

Select + Invite Subcontractor.
Fill in Company Name, Contact Name and Email. Add Trade, ABN, Project and Phone if you have them.
Select Send Invitation.

How to review a subcontractor

Select Review on their row.
Check the Company Details and Credentials.
For each document marked Review, select Verify or Reject.
Select Approve to approve them, or Reject to decline.

How to ask for updated documents

Open the subcontractor and select Request Update.
Tick the documents that need updating.
Select Send Request.

They will get a new link to upload only those documents.

How to remove a subcontractor

Select Remove on their row.
Confirm with Archive.

Restore them later from the Archive page. See Archive.

What happens next

Subcontractors show as Pending until they submit, then Review until you decide.
Use Attachments on their page to add extra files such as a certificate of currency.

Subcontractor Portal

This page is for subcontractors. A business has invited you to supply your compliance documents through BusinessVault. You don't need an account.

Where to find it: The link in the invitation email you received
Who can use it: Subcontractors invited by a business.

How it works

Your invitation email contains a personal link. It opens the portal in your browser, on a phone or computer, where you upload your documents and submit them for review. Keep the email private. Links expire after a while. If yours has expired, ask the business for a new one.

How to upload your documents

You will be asked for four documents: White Card, Public Liability Insurance, Trade Licence and SWMS Template.

On Step 1: Required Credentials, select Upload next to each document.
Choose the file from your device. Large files may not upload, so reduce the size and try again if needed.
To change a file, select Replace.
Select Continue.

How to submit

On Step 2: Review & Submit, check Your Details and the Credentials list.
Tick the declaration that the information and documents are true and accurate.
Select Submit Application.

You will see a thank-you screen once you have submitted.

What happens next

The business reviews each document and approves or rejects it.
If a document is rejected, check it is clear, current and the right document, then upload it again.
If the business asks for updates, you will get a new link asking only for those documents.

SWMS

Create Safe Work Method Statements (SWMS), list the hazards, and have each worker sign to confirm they have read and understood it.

Where to find it: Sidebar → Compliance → SWMS & procedures
Who can use it: Admins and supervisors can create. Staff can view and sign. Available on the Growth and Professional plans.

How it works

Each SWMS records the work, its risk level and its hazards. Workers sign with one tap, and everyone who signs appears in the signature table.

How to create a SWMS

Select + New SWMS.
Enter a Title, choose a Risk Level, and add the Site / Scope.
Describe the Scope of Work and list Key Hazards, one per line.
Optionally add attachments.
Save the SWMS.

How to import SWMS from a CSV file

Select Download Template.
Fill in one row per SWMS and save the file.
Select Import CSV and choose your file.

How to sign a SWMS

Select View on the SWMS.
Read the scope and hazards.
In the Signatures card, select Tap to Sign SWMS.

You will see SWMS Signed.

What happens next

Tell your crew so they sign before work starts.
Use Attachments on the SWMS page for signed PDFs or site photos, and Delete to archive one. Restore it from Archive.

Tasks and Routines

Keep a list of compliance jobs to do, and set up recurring routines such as a monthly safety meeting.

Where to find it: Sidebar → Compliance → Tasks & routines
Who can use it: Admins and supervisors. Staff can view. Available on the Growth and Professional plans.

How it works

The page has two tabs: Compliance Tasks for one-off jobs with a due date, and Recurring Routines for jobs that repeat. Tasks past their due date show as Overdue.

How to create a task

On Compliance Tasks, select + New Task.
Enter a Task Title, for example "Renew PL Insurance".
Choose a Priority, set a Due Date, and pick who to Assign To.
Add Notes if you like, then create the task.

How to complete a task

Select Complete on the task's row.
Or open the task, select Mark Complete, then confirm.

How to create a routine

Open Recurring Routines and select + New Routine.
Enter a Routine Title, for example "Monthly Safety Meeting".
Choose a Frequency: Daily, Weekly, Fortnightly, Monthly, Quarterly or Annually.
Choose who to Assign To, or leave it Unassigned.
Select Create Routine.

What happens next

Select Done on a routine. The next due date rolls forward for you.
Use Delete to archive an item. Restore it from Archive.

Incidents

Report near misses, injuries and other incidents, record what you did to stop them happening again, then close the incident.

Where to find it: Sidebar → Compliance → Incidents
Who can use it: Everyone can report. Admins and supervisors can record corrective actions and close.

How it works

The Incidents page is your register of everything that has gone wrong or nearly gone wrong. Tiles at the top count incidents that are Open, Closed and Critical.

How to report an incident

Select Report Incident.
Choose the Incident Type, then enter the Date, Location and Severity.
Enter a short Title and a Full Description of what happened and any immediate actions.
Optionally add photos or witness statements.
Save the report.

How to record corrective actions

Select the incident from the list.
In Corrective Actions, describe what has been done to prevent it happening again.
Select Save Actions.

How to close an incident

Open the incident.
Select Close Incident.
Confirm in Close this incident?.

What happens next

The incident stays in the register as Closed, with its corrective actions.
Some serious incidents must be reported to your state's work health and safety regulator. Check your obligations and notify them yourself. The register is your record.

Documents and Records

The Document Hub keeps your policies, templates, attachments and signed records in one place.

Where to find it: Sidebar → Compliance → Document library
Who can use it: Admins and supervisors. Staff can view.

How it works

The hub has tabs: Library for company documents like policies and handbooks, Attachments for files uploaded from other areas (Fleet, SWMS, Incidents, Insurance and more), and Permanent Records for contracts, licences and other signed documents with expiry dates.

How to upload a document

Open the Library tab.
Select + Upload Document.
Enter the document name and choose a Category.
Add your file by dragging it in or clicking to browse. Very large files may not upload.
Select Upload.

How to add a permanent record

Open the Permanent Records tab.
Select + Add Record.
Enter a Title and Category, then add the counterparty, signed date, expiry date and file if you have them.
Select Save record.

How to find or remove documents

Use Search documents… on the Library tab, or Search attachments… on the Attachments tab.
To remove a document, select Archive on its row and confirm. You can bring it back later. See Archive.

What happens next

Records past their expiry date are flagged so you can renew them.
Uploaded Library files can be used by the AI Assistant.

Suppliers

Build a directory of the businesses you buy from, with account numbers, products and contact details.

Where to find it: Sidebar → Workspace → Suppliers
Who can use it: Admins. Supervisors can view.

How it works

Each supplier appears as a card showing its name, category, account number, products and contact details. Summary tiles at the top show your totals.

How to add a supplier

Select + Add Supplier.
Enter the Company Name and choose a Category.
Add any other details, such as contact person, account number, email, phone and products.
Attach supporting documents if you have them.
Select Add Supplier.

How to edit a supplier

Select Edit on the supplier's card.
Change the details.
Select Save Changes.

How to archive a supplier

Select Archive on the card.
Confirm in the pop-up.

You can restore it later. See Archive.

Loans and Finance

Keep your business finance agreements in one place. See what you owe, what you repay each month and when each agreement ends.

Where to find it: Sidebar → Workspace → Loans & finance
Who can use it: Admins. Supervisors can view.

How it works

The page lists every agreement and shows summary tiles for Active Loans, Total Outstanding, Paid Off and Total Monthly. You enter and update balances yourself.

How to add a finance agreement

Select + Add Finance Agreement.
Enter the Lender and choose a Type.
Enter the original amount, current balance and any dates.
Attach loan documents if you have them.
Select Add Finance Agreement.

How to update or close a loan

Select a loan to open it.
Select Edit.
Change details such as Current Balance, or set Status to Paid Off.
Select Save Changes.

How to archive a loan

Select Archive on the loan.
Confirm in the pop-up.

You can restore it later. See Archive.

Password Vault

Keep the logins your business shares, such as banking, accounting or supplier portals, in one place instead of in spreadsheets or messages.

Where to find it: Sidebar → Workspace → Password vault
Who can use it: Admins. Supervisors can view. Only give access to people you trust with your business logins.

How it works

Each login is a row showing its title, username and category. Passwords stay hidden until someone with access chooses to show them.

Select + Add Credential.
Enter a Title and a Password.
Add any other details, such as username, URL, category and notes.
Select Save Credential.

How to view or copy a password

Find the login in the table.
Select Show to display the password, or Hide to hide it again.
Select Copy to copy it to your clipboard. Clear your clipboard afterwards on shared computers.

Select the pencil icon on the row.
Change the details. Leave Password blank to keep the current one.
Select Save Changes.

Reports and Analytics

See your organisation score, how many items are in date, expired or expiring soon, and how each staff member is going. Export it when you need to share it.

Where to find it: Sidebar → Workspace → Reports & analytics
Who can use it: Admins can view and export. Supervisors can view. Available on the Growth and Professional plans.

How it works

The page shows summary tiles (Org Score, Compliant Items, Expired, Expiring Soon), a Staff Compliance list and, when items are overdue, a Fine Exposure table. The score reflects how up to date your records are. The report only counts what you track in BusinessVault.

How to export your report

Open Reports & analytics.
Select CSV, ZIP or PDF Report at the top right.
Wait while the button shows Preparing….
Your browser downloads the file.

Use the PDF Report to print or share, or the CSV to open in a spreadsheet.

What happens next

The file downloads to your device. Nothing is sent to anyone automatically.
If you see Not yet scored, add vehicles, insurance or staff credentials first.

Company Directory

Keep the right phone numbers in one place: who to call for a site injury, a breakdown or an after-hours emergency, plus key office details.

Where to find it: Sidebar (bottom) → Company directory
Who can use it: Everyone can view. Admins can edit.

How it works

The page has a Who to Call table you can print and display on site, plus cards of office information grouped by category.

How to add or change contacts

Select Edit Info.
Under Who to call, select Add contact and fill in the situation, contact name and phone.
Under Office information, select Add office information and enter a label and value.
Select Save directory.

To remove a row, select Remove beside it.

How to print the page

Use your browser's print option to make a copy for the site notice board.

What happens next

Your changes show straight away for everyone in your organisation.

Notifications and Reminders

BusinessVault tells you when something needs attention, such as a licence, registration or policy about to expire.

Where to find it: Top bar → bell icon → View all
Who can use it: Everyone with a login.

How it works

The bell in the top bar shows your newest alerts. View all opens the full Notifications page. You'll get reminders in BusinessVault before things expire.

How to read your notifications

Select the bell in the top bar.
Select a notification to read it. Unread ones have a dot.
Select View all to open the full page.

How to filter or clear them

On the Notifications page, choose a filter such as All, Expiry or Approvals.
Select Mark all read to clear the unread count.

What happens next

Check the bell regularly so nothing expires unnoticed.
If the bell is empty, nothing needs attention yet.

AI Assistant

Ask in plain English. The assistant can answer questions about WHS rules and your uploaded documents, and show you where its answer came from.

Where to find it: Top bar → AI Assistant button
Who can use it: Admins and supervisors. Available on the Professional plan.

How it works

The assistant opens as a panel on the side of your screen, and you can make it full screen. It can make mistakes, so check important answers against the source document and official WHS guidance.

How to ask a question

Select the AI Assistant button in the top bar.
Type in the box labelled Ask me anything… or pick a starter prompt.
Press Enter, or select Send message.

How to check sources

When an answer uses your documents, find the Sources row underneath.
Select a source to see the document name and a short excerpt.

What happens next

To ask about your own policy, upload it in the Document library first.
If your plan doesn't include the assistant, select See plans.

Team & Permissions

Roles and Permissions

Every person in BusinessVault has an access level. It decides which parts of BusinessVault they see and whether they can make changes.

Where to find it: Sidebar → Settings → Access Levels (Admins only)
Who can use it: Everyone is affected. Only Admins can change access levels.

How it works

There are three built-in roles:

Admin (shown as Organisation Admin) runs the business account and has full access.
Supervisor manages day-to-day compliance work.
Staff are field workers who view key information and report incidents.

For each section of BusinessVault, a person's access is Hidden (not in their menu), View Only (they can read but not change) or Full Access (they can view, add, edit and archive). On the Growth and Professional plans you can also create your own levels. See Custom access levels.

What happens next

When an Admin changes someone's access level, it applies straight away.
If a menu item is missing for you, ask your admin to check your access level.
Settings and Billing are for Admins only.

Managing Your Team

Invite new people, change what they can access, and remove people who have left.

Where to find it: Sidebar → Settings → Team tab
Who can use it: Admins. Staff numbers are limited by your plan.

How it works

The Team Management page lists every member with their role and details. New members count towards your plan's staff limit.

How to invite a member

Go to Settings → Team.
Select + Invite Member.
Enter their Name and Email.
Choose a Role: Staff, Supervisor or Organisation Admin.
Optionally enter their Trade.
Select Send invite.

They'll get an email with a link to set their password. Invite links expire after a while. If yours has expired, ask for a new one.

How to change someone's access level

Go to Settings → Team.
Select Edit Role on their row.
In Assign Access Level, choose a level.

How to remove a member

Go to Settings → Team.
Select Remove on their row.
Confirm in Remove Team Member?.

What happens next

Role changes apply straight away.
Only give the Organisation Admin role to people you fully trust.
If you reach your staff limit, upgrade your plan. See Change your plan.

Custom Access Levels

If Admin, Supervisor and Staff don't fit your business, create your own access level. Choose what each section allows: hidden, view only, or full access.

Where to find it: Sidebar → Settings → Access Levels tab
Who can use it: Admins. Available on the Growth and Professional plans.

How it works

The Access Levels tab lists every level and how many people use it. For each section, choose Hidden, View Only or Full Access. Built-in levels can't be deleted.

How to create a level

Go to Settings → Access Levels.
Select + Create Level.
Enter a Level Name and, optionally, a Description.
Set each section to Hidden, View Only or Full Access.
Select Create Level.

To copy an existing level, select Clone on it, adjust the name and permissions, then select Create Level.

How to assign a level

Go to Settings → Team.
Select Edit Role on the person.
Choose the level from Assign Access Level.

See Managing your team.

How to edit or delete a level

Select Edit on the level, change it, then select Save Changes.
Or select Delete on a custom level and confirm. Move people to another level first.

What happens next

Your new level appears in the Assign Access Level menu.
Edits apply to everyone on that level straight away.
Start with View Only when you're unsure.

Guides by Role

Admin guide

Admins run the account. You can see and change everything, including team, billing and settings.

First-day checklist

Create your account and verify your email.
Complete the setup wizard.
Learn the layout: Navigating BusinessVault.
Add your vehicles in Fleet.
Add your policies in Insurance.
Add staff and their licences: Staff and credentials.
Invite your team: Managing your team.
Check your Dashboard and compliance score.

Every week

Open the Dashboard and review Expired and Expiring Soon items.
Check the bell for new notifications.
Review open tasks and incidents.

Only admins can

Open Settings for organisation details, team, access levels and billing.
Manage your plan and payments.
Restore items from the Archive.

Need help?

Your free trial lasts 14 days, so choose a plan before it ends. Questions? Email support@businessvault.com.au.

Supervisor guide

Supervisors manage day-to-day compliance. You can work in most areas of BusinessVault. Your admin sets exactly what you can see and change.

First-day checklist

Accept your invitation: Join your team.
Learn the layout: Navigating BusinessVault.
Check your Dashboard. It shows your Crew Score.
Upload your own licences and tickets: Staff and credentials.

Every day

Log new events in Incidents using + Log Incident.
Keep Fleet and Insurance up to date.
Work through tasks.
Look at SWMS for documents that need attention.
Check the bell for notifications.

Need help?

Settings and billing are managed by your admin. If you can't find something, ask them to check your access level.

Staff guide

As a staff member you keep your own licences and tickets up to date, complete your tasks and sign safety documents.

First-day checklist

Accept your invitation: Join your team.
Learn the layout: Navigating BusinessVault.
Look at your Dashboard. It shows your own score and credentials.
Add your licences and tickets with + Upload New Credential. See Staff and credentials.

Regularly

Check My Tasks on your dashboard. See Tasks and routines.
Renew credentials before they expire. Reminders appear under the bell.
Report any safety event in Incidents.
Check SWMS for documents waiting for you.

Need help?

Your admin sets what you can see. If something is missing from your sidebar, ask them to check your access level. Lock your screen when you step away. See Sign in and security.

Subcontractor guide

Subcontractors use a separate portal. A business invites you, and you provide your details and documents there.

Checklist

Open the invitation you were sent by the business.
Follow the link to the portal.
Provide the details and documents the business asks for, such as licences and insurance.
Keep your documents up to date so the business stays compliant.

For the steps in the portal, see Subcontractor portal.

For businesses

If you invite subcontractors, see Subcontractors.

Need help?

If your link doesn't work, ask the business to send a new invitation. Other questions? Email support@businessvault.com.au.

Help & Support

Troubleshooting

Find your symptom, then try the fix. If it doesn't help, email support@businessvault.com.au.

Your access level or plan may not include it. Ask your admin to check your access level, or see Plans and pricing.

I see a message that I don't have permission

Your access level doesn't allow that action. Ask your admin to change it.

The verification email isn't arriving

Check your spam or junk folder.
Check you used the right email address.
Select the resend option on the verify screen.

For your security, repeated failed sign-ins may temporarily lock your account. Wait and try again, or select the forgot password link to reset your password.

My invite link has expired

Invite links expire after a while. Ask your admin to send a new invite from Settings → Team.

The account is read-only

There may be a billing issue. Ask your admin to update billing. See Payment problems.

I see "Plan limit reached"

You've reached a limit for your plan. Upgrade, or archive items you no longer need. See Change your plan.

A file won't upload

Check it's a common file type such as PDF, JPG or PNG. Large files may not upload, so try a smaller one.

An item has disappeared

It may have been archived. An admin can restore it from Archive.

Something looks out of date

Refresh the page. If it still looks wrong, check the expiry date on the item.

BusinessVault User Guide

BusinessVault Docs

Start here

Getting started

Dashboard

Getting Started

What is BusinessVault?

What you can keep track of

Your compliance score

Reminders

Who uses it

Free trial

Next steps

Create your account

How it works

How to register

How to verify your email

What happens next

Set up your business

How it works

How to complete the setup

What happens next

Sign in and security

How it works

How to sign in

How to reset a forgotten password

How to lock your screen

What happens next

Join your team

How it works

How to accept an invitation

What happens next

Navigating BusinessVault

The sidebar

The top bar

How to find a page quickly

Notes

Dashboard & Compliance Score

Dashboard

How it works

How to see what is expiring

How to add a task

What happens next

Compliance score

How it works

How to improve your score

What happens next

Feature Guides

Fleet

How it works

How to add a vehicle

How to log an inspection

How to add a service log

How to archive a vehicle

What happens next

Insurance

How it works

How to add a policy

How to view or edit a policy

How to renew a policy

How to archive a policy

What happens next

Staff and Credentials

How it works

How to invite a team member

How to add a credential

How to approve or reject a credential

What happens next

Subcontractors

How it works

How to invite a subcontractor

How to review a subcontractor

How to ask for updated documents

How to remove a subcontractor

What happens next

Subcontractor Portal

How it works

How to upload your documents

How to submit

What happens next