FAQ

• Fuel Retailers and UST Owners
• Convenience Stores
• Retail Chains
• Logistics and Transportation
• Real Estate
• Facility Maintenance Organizations

Contact us to tell us about yourself and we will set you up with an account and a 30-day risk-free trial.

We’ve all been there. If you forget your password, you can access our Password Reset page. If you forget your username, please use our Contact Vault Services page.

You may find it helpful to check the 'Remember Me' box when you sign in. This will allow your web browser to keep you logged into your Vault account when you leave the site and return later.

Yes. The Vault can be integrated with or used alongside many other software programs, such as your organization's accounting system(s). We support uploading of most commonly used file types, and connect with your other systems through:

• A documented REST API for reading and sending data
• Automated FTP/SFTP feeds for test results, tickets, and documents
• Spreadsheet imports and Excel exports
• An MCP server, available upon request, that lets your own AI tools work with your Vault data

Owl Services keeps a dedicated team of IT professionals in our Plymouth Meeting, PA office. We've built relationships with dozens of companies big and small, and our software developers use best practices. In addition to that, it's important for our customers to understand that their data is being stored on Amazon's AWS Cloud Services. We do this in order to maintain top-flight security measures while simultaneously keeping your costs low.

Access to your data is protected by two-factor authentication, single sign-on with your company account, role-based permissions, and location-based access, so each user only sees the locations and information they are responsible for.

If at any point you decide to terminate your Vault subscription, your data still belongs to you. We will make every effort to transmit that data back to you in the format you require.

We provide customer service 24/7 to answer any questions you have about using our applications effectively.

Help topics are also built into the Vault, and the AI Assistant can walk you through any screen step by step.

Our system is accessed via your web browser, therefore any operating system capable of running a supported web browser should be sufficient for Vault usage. We support recent versions of the following browsers on desktops, phones, and tablets:

• Chrome
• Edge
• Firefox
• Safari

• Better data
  • There is no wasted time getting data in a format that can be reported on; in the Vault, as soon as data is submitted electronically it is accessible for a wide variety of reporting.
• Lower overhead
  • Our system reduces the costs of taking on additional locations by engaging in efficient process-oriented tasks with near 100% uptime.
• More transparency
  • With work order status available in real-time, there is no waiting for invoicing or decision-making.
• Ensuring Compliance
  • By giving the enterprise control and visibility into documentation at the store, regulatory and compliance gaps can be minimized.

How you use the Vault depends on your role in the organization you work for.

• Managers/Executives
  • View reports, scheduling, task assignment, dashboards, and other summary pages.
• Field Service Employees/Contractors
  • Accept or decline work orders from email, check in and out of work orders (including by phone through our IVR system), upload photos, fill out forms, complete inspections, upload documents, manage equipment, etc.
• Business Analysts
  • Use reporting pages, modify forms/inspections, and import/export data seamlessly.
• Administrative Staff
  • Update company and location information, drag-and-drop documents, and run reports.

The Vault deploys a SaaS (Software as a Service) billing model that charges customers a monthly fee for services. Users only pay for the modules that they subscribe to, as opposed to overpaying for undesired components.

The Vault has personnel on staff who understand these challenges and will make sure that your onboarding process goes smoothly. We’re trying to eliminate, not exacerbate, the very reasons you are switching to the Vault in the first place. We don’t want you spending late nights in the office juggling paperwork and fretting over missed deadlines.

We’ve also specifically designed the Vault with the end user in mind. While you will have access to our team whenever you have difficulties, the Vault is meant to be intuitive for anyone who has basic computer skills. We find that many customers don’t need much in terms of training beyond the initial few weeks.

Yes. Locations, assets, tickets, certificates, and other records can be imported from spreadsheets using reusable import templates, and test results, tickets, and documents can flow in automatically through FTP/SFTP feeds. Our team will help you plan and complete your initial data load during onboarding.

Yes. You can grant vendors access to add test results directly, either manually or through automated batch uploads. Assigned vendors can accept or decline service tickets straight from their email, and check in and out when they are on site, so you always know who is working where.

The Vault keeps your compliance records organized and highlights problems before a regulator does. Compliance binders gather permits, logs, certificates, test results, and documents for each location in one place. The dashboard flags locations that are missing a required permit, next test dates are tracked for every location, and expiration reminders make sure renewals are never missed. You can also set how long each type of test record must be kept, and the Vault flags any missed or late testing within that retention period so gaps are caught and corrected before an audit.

The AI Assistant lets you ask questions about your Vault data in plain language, build charts, and get step-by-step help with any screen. It has read-only access, so it can never change your records, and it only sees the information each user already has permission to view. Usage is managed through a shared monthly credit pool with per-user limits, and an MCP server is available upon request for organizations that want to connect their own AI tools.

Yes. The Vault runs in the web browser on your phone or tablet, with no app to install. Screens used most in the field, such as tickets, inspections, assets, and fuel management, are designed to fit smaller screens.