Move In
Start a staff-assisted rental or finish a reviewed request.
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StorVaultOSSleeping Bear Self Storage
Secure staff access
Sign in
Use your StorVaultOS staff account. This cloud service never uses the office computer as its server.
Account security
Change password
After the password changes, every signed-in device will be logged out.
Daily actions
Move-In Quote
Price a unit, prorated move-in charges, protection, fees, discounts, and extra months before starting a rental.
No records createdMove Out
Find an active lease, review proration and balance handling, and preserve its history.
Gate confirmation stays pendingTake Payment
Cash, check, money order, hosted card entry, or a securely stored payment method.
Take paymentHelcim-hosted card entryFind Tenant
Search tenant accounts, leases, balances, and recent activity at the active site.
Facility scopedUnit Map
See every unit by availability, occupancy, size, and unit number.
Facility scopedReceipt History
Search and open payment receipts for the active site.
Facility scopedReports
Review balances, payments, vacancies, move-ins, and move-outs.
Active siteNotices
Review balance reminders and send an approved tenant notice from the active site.
Review before sendingInvoicing
Preview monthly invoices, review delivery status, and open saved invoice records.
No automatic sendingSettings
Open the unified Settings Center for the operational settings allowed to your account.
Permission awareAdmin
Manage staff access, assigned sites, active sessions, and security audit history.
Owner or administratorImport & Cutover
Review hosted record counts and final migration gates before the controlled production cutover.
No browser import or restoreBackup & Recovery
Review readiness and the production recovery runbook without starting a backup or restore.
Read-only runbookDocuments
Open archived leases, receipts, and tenant documents.
Private archiveIntegrations
Find services, follow setup steps, and review pending handoffs.
Provider confirmation requiredSecurity
Checking session security…
Live money remains disabledProduction launch
Checking launch safeguards…
Review readinessChecking…Online Move-Ins
No new online move-ins or rental requests.
AI Calls
Loading AI messages…
DoorKing Failures 0
Loading DoorKing alerts…
All accessible sites
Autopays
Check monthly saved-card payments and accounts that need attention.
Check all autopays
| Tenant / unit | Current due day | Amount checked | Result | Payment record |
|---|
No autopays match this view.
Active site dashboard
Site summary
A current read-only summary for the selected site.
Other notices
Notifications 0
Invoice delivery
Attention needed
Recent receipts
Recent receipts
Open a saved payment receipt from this site without searching for the tenant first.
Recent site activity
Recent site activity
Active site payments
Receipt History
Completed and reversed payment receipts, newest first. Opening this read-only history never changes the ledger.
Site operations
Tenant accounts
Information shown here is limited to the active site.
Active site unit summary
Facility details
Tenant accounts
Tenant cleanup review
Only owners or administrators with every-site access can use this review. Archive candidates have no active lease at any site and a zero complete ledger balance. Nothing is changed automatically.
Ready for individual review
Archived tenant accounts
Possible duplicate tenants
These are possible matches at the active site. Review both accounts, choose the account to keep, then confirm the merge. Past units and original history are preserved.
Click a unit once to select it. Dragging near the right or bottom edge expands and scrolls the map. Review the layout, then choose Save map.
Units not yet placed on this map
Retired units
Retired units stay out of availability and the unit map, but their lease and audit history is preserved. They can be restored here.
Unified Settings Center
Settings
Choose an area to manage. Only settings allowed for your staff account are shown.
Find a setting
Settings search
Search the operational settings available to your staff account.
Account security
Authenticator app
Checking authenticator status…
Scan this code with your authenticator app, or enter the one-time setup key manually.
Manual setup key:
Gate Helper security
Require a fresh authenticator code for individual failed or unknown result reviews, waiting-request removal, and reviewed resends. The owner controls this company-wide option.
Personal reversal PIN
Set a six-digit PIN only you know. It is required before you can reverse a cash, check, or money-order receipt.
Employees and security
Employees · Staff access, sessions, and audit history
Owner and administrator view only. Password hashes, credentials, authenticator secrets, session tokens, payment secrets, and integration secrets are never shown.
Users and site access
Active staff sessions
Security audit for the active site
Company-wide security events are included. Event details remain redacted.
Backup and production safeguards
Backup, recovery, and launch readiness
This report shows only whether required safeguards are ready. It never displays payment, webhook, database, or email secrets.
Completed launch checks — September 8, 2026
Dated verification history, not a live health check or approval to enable additional features. Current safeguards and assigned-site checks are shown separately.
- Completed — Owner-approved live Staff new-card partial payment, account posting, reconciliation, and receipt.
- Completed — Approved black-and-white Sleeping Bear Self Storage receipt defaults matched across Main, Mitchell, and Urbana. Previous templates and receipts were preserved.
- Completed — Corrected receipt preview and private PDF verified, with facility-local payment time and no placeholder text or incorrect missing-date values.
- Completed — Sending domain verified and no-charge test receipt received by the owner. The live receipt has a sent status; inbox receipt was not separately confirmed.
- Completed — Isolated backup restore passed record, financial-total, and sequence checks. Production data and counters were unchanged.
- Completed — Signed-webhook duplicate handling checked without additional posting; invalid signature rejected.
- Completed — Maintenance mode removed after restore verification; Staff and portal health checks passed.
Still pending: separately approved live refund/reversal, remaining payment and AI-call paths, protection-provider acceptance, full physical move-in rehearsal, Urbana controller retest, and final monitoring/rollback acceptance. This checklist does not enable them.
Next launch steps
- Checking the remaining launch work…
DoorKing facility readiness
- Checking assigned facilities…
Gate readiness is shown separately from payment launch approval. No codes, credentials, or provider records are displayed or changed.
Authorized facility browser check
This read-only check briefly opens each site assigned to your account, confirms its dashboard loads in this browser, and then returns to your original site. It does not create or change tenants, units, leases, charges, payments, documents, or gate access.
Topaz signing workstation
Check this computer's browser extension, Windows client, and connected signature pad before the physical move-in rehearsal. This check never captures or saves a signature.
No Topaz check has run on this computer.
Email and private archive preflight
These checks authenticate to the configured providers without sending a message or uploading a file. Passing a preflight does not replace the separately approved delivery and upload/download rehearsals.
Email connection has not been checked from this page.
Private storage has not been checked from this page.
Helcim sandbox payment paths
- Checking durable TEST ONLY receipts…
Each path is shown separately. Card Reader GEN3 is optional until the physical reader arrives. This report never starts a charge or displays tenant, amount, card, or credential information.
Backup and recovery runbook
- Confirm the managed database backup and private document-storage backup both report healthy.
- Use a separate recovery database and private recovery bucket for every restore rehearsal; never restore over production.
- Compare tenant, unit, lease, charge, payment, document, and Paid Through counts before approval.
- If reconciliation fails, keep production unchanged and record the failed rehearsal for review.
- For a deployment problem, roll back the application to the prior reviewed commit before considering any data restore.
This page never starts a backup, restore, migration, or rollback. Those actions require the managed hosting runbook and explicit owner approval.
Online service
System status
Confirm which hosted version is running and whether its database and required updates are ready. This page cannot restart, reconfigure, back up, or restore production.
In-person agreement signing
Topaz Signature Pad
Check this computer's browser extension, Windows client, and connected pad before starting a move-in. This readiness check never captures or saves a signature.
Expected pad
TD-LBK101VA-USB-R
Signing method
Topaz SigPlusExtLite V3
A successful software check confirms a supported device is connected. Staff must still verify the physical label says TD-LBK101VA-USB-R before collecting initials or signatures.
No device check has run on this computer.
Active site layout
Unit Map
Open the selected facility's map to review availability and unit details. Staff with map-edit permission can also arrange and save the layout there.
This shortcut uses the same facility-scoped Unit Map workspace; it does not create a second copy of its settings or data.
Active site payments
Payments and Helcim
Open the selected facility's secure payment workspace for hosted card entry, saved cards, AutoPay review, Card Reader Gen 3, adjustments, and reconciliation.
Only staff with payment permission can open this area. The selected facility remains enforced by the server.
Active site connections
Integrations
Find integrations by name or category, open setup instructions, and review provider handoffs for the selected facility.
This shortcut does not contact a provider or report a queued handoff as completed.
Active site records
Documents and private archive
Open archived leases, signed agreements, receipts, insurance proof, identification, notices, and other tenant documents for the selected facility.
This secured area stores existing operational records only. Opening or uploading a private file is permission-controlled and audited.
Move-ins and rental requests
Move-ins for the active site
Start a move-in, reserve a unit, or prepare a quote. Resume an existing request below.
Start a new move-in
Reserve a unit for a customer
Prepare a move-in quote
A quote does not reserve a unit or create a tenant, lease, charge, or payment.
Open and recent rental requests
Active site move-outs
Move out a tenant
Choose an active lease, then review the date, proration, remaining balance, and pending gate handoff before completing the move-out.
Customer portal
Customer Portal and Branding
Branding applies company-wide. Online rental visibility applies only to the active site.
Active site operations
Move Out · Rules and receipts
These rules apply only to the selected site. Every change is recorded in the audit history.
After the cutoff day, no unused-day credit is calculated. Gate access is never reported as removed until the future provider adapter confirms it.
Active site configuration
Sites and Taxes · Facility profile and pricing
These values feed rental agreements, move-in calculations, monthly billing, and cash-price tender calculations for this site.
Unit and lease rent is the cash price. StorVaultOS calculates and rounds the card price automatically; cash, check, and money order remain at the cash price. Existing leases and posted charges are not rewritten.
Active site gate access
DoorKing connection
Choose the provider assigned to this facility. Automatic four-digit code generation stays off until a connected provider can check both DoorKing and hosted records for duplicates.
No provider status loaded.
After the first full sync, ordinary tenant changes are sent one record at a time. Every code remains pending until the matching facility helper confirms DoorKing accepted and sent it.
Import current Storage Commander gate codes
Choose the Storage Commander Access Codes PDF or CSV for the selected site. StorVaultOS keeps the existing code shown in the report; three-digit legacy codes are stored with the required leading zero, and five-digit legacy codes remain five digits. Tenants with several units keep one shared code. Uncertain rows are skipped for review. This import does not contact DoorKing.
Sync all gate codes
Use this once for Main or Urbana after that facility’s DoorKing resident database is empty. After one confirmation, the helper sends records automatically one at a time and verifies a fresh readback between them. Failed or uncertain tenants are skipped without retry and saved for the final issues list. DoorKing receives the gate code as the resident number and “unit number: tenant name” in Notes. Codes are never displayed here.
Continue the existing reviewed list
Use this only after the Main or Urbana computer reports that the single unconfirmed import was quarantined successfully. The original command stays UNKNOWN and will not run again.
StorVaultOS verifies the quarantine value against the exact encrypted command without displaying the gate code.
Server continuation approved
No command will move while the facility helper remains maintenance-locked. On that facility computer, download the current verified package and run only Resume-Protocol3Writes.ps1 as administrator. Do not start another full sync.
Download verified facility packagePreserve the next old-format result
The corrected helper reports that this old-format command is not in the resident database. It will remain UNKNOWN and will never be retried.
Cancel the remaining queue
Stops every untouched record still waiting in this full sync. Completed and UNKNOWN results remain in the audit history. Nothing is released, retried, or sent to DoorKing.
For safety, turn off Controller updates and save the gate settings before canceling.
Send one gate record
Only one untouched record can be released. Before the first staged record, run Enable-Protocol3StagedWrites.ps1 from the current verified package on the facility computer. StorVaultOS then waits for each final result and a fresh matching readback before this button becomes available again.
Download current facility packageRemaining DoorKing codes
Only active codes absent from the current DoorKing readback are offered for sending. Existing or uncertain records are held for end-of-run review. Complete gate codes are never loaded into this list.
Universal Gate Helper
Protocol 3 read/write packages: Main verified ZIP · Urbana verified ZIP. Both ZIPs are inspectable and verify every file before setup. Readback starts after enrollment. Writes remain blocked until the matching facility passes its controller acceptance check and is enabled.
Generate a server-issued, single-use enrollment code for the current facility and its confirmed gate system. Codes expire in 15 minutes. Existing protocol 1 installers must be updated first.
DoorKing controller acceptance
Owner-only, one-record test for Main or Urbana. StorVaultOS creates a private synthetic credential, requires DoorKing evidence for ADD and DELETE, and never uses a tenant, lease, or unit record.
Future rent discounts
Promotions
Create and retire offers used by future monthly billing. Editing a promotion never rewrites posted charges or silently assigns it to a lease.
Active site communications
Notification preferences
Choose email notifications for this site. Daily sales emails show today’s payments collected by payment method, plus a facility summary. Enable Email notifications, enter recipients, and choose a report time after closing for the day.
Times use the facility time zone. Reports include payments posted when prepared; later payments are not included. Delivery occurs on the next scheduled check after your chosen time. Delivery automation remains disabled until the managed scheduler and verified email provider are enabled.
Recent report deliveries
Active site coverage
Insurance and protection
Configure the coverage paths staff may review during move-in. An outside provider is not treated as connected and no enrollment is submitted until a provider adapter confirms success.
Provider connection checklist
These items must come from Tenant Property Protection before live enrollment can be enabled. Do not paste credentials into this screen.
Tenant Property Protection enrollment: connection pending. Existing leases and charges are not changed.
Policy for the selected site
Auction & lien policy
Keep your staff instructions in one place. Start with the auction service, then open the sections you need. Only the state or jurisdiction is required.
What saving does
Saving updates the instructions staff should follow for the site selected above. It does not schedule an auction or connect an auction website.
StorVaultOS does not calculate legal deadlines or start notices, fees, status changes, or gate actions from this page.
After the auction: credit the proceeds
Open Move Out for the tenant and enter the amount in Auction proceeds credit. Review the balance before confirming. Any excess remains as account credit; handle refunds separately.
About automation
Automatic legal actions, notices, fees, gate actions, and status changes remain disabled by these policy settings. Use the separate operational tools to review and perform an action.
Owner-only cloud migration
Import and cutover status
Review privacy-safe hosted counts and final cutover gates. For safety, the hosted browser cannot upload a local database or restore over production.
Final migration still requires a local write freeze, reconciliation, rollback snapshot, and explicit owner approval. Bidirectional local/cloud synchronization is disabled.
Active site rentals
Move-in pricing defaults
These values prefill future staff-assisted rentals. Staff may still change them while reviewing an individual rental.
Active site billing
Default charge amounts
These amounts prefill new staff-entered charges at this site. Staff can change the amount before posting. Existing ledger entries are never changed.
Tenant restrictions
Do Not Rent
Restrictions remain in history when deactivated. Site staff manage this site; authorized owners may choose all sites. This screen never changes DoorKing.
Active site inventory
Unit types and prices
Choose one of this facility’s unit types, enter its standard cash price, then assign units with checkboxes.
Set up this facility’s types
Configured types are marked. Choosing a missing type fills the form below; prices are never guessed.
Changing a type never changes an active lease. Applying a type to an occupied unit also preserves its current lease rent.
Assigned units
Assign units to a type
Choose a type, check the units, then assign them together. Occupied tenants keep their current lease rent.
Active lease rent, posted charges, payments, and DoorKing are never changed.
Advanced inventory tools
Organize untyped units
Matching untyped units are grouped by size, current cash price, and characteristics. Creating a type assigns only the type label; existing unit profiles, prices, occupied leases, ledger history, and DoorKing remain unchanged.
Change vacant-unit rates
Preview every affected unit before changing its future standard cash-price rent. Occupied leases, posted charges, payments, type defaults, and DoorKing are never changed.
Choose the button, then confirm once. No typed confirmation is required.
Unit characteristics
Add reusable labels such as Drive-up, Ground floor, or Power. Retiring a label preserves every existing assignment and history.
Active site billing
Late Fee / Status Rules
Configure late fees for the active site and choose exactly which unit sizes each rule covers. Previewing never posts a charge, changes a tenant or unit status, or contacts DoorKing. Status changes remain staff-reviewed.
Automatic rules recheck the active lease, current balance, timing, selected unit size, and the monthly duplicate guard before posting. Every posted fee is audited. Existing rules stay manual until you edit and enable them.
Choose the button, then confirm once. Eligibility and balances are checked again while posting. A document is created only for a fee that was successfully posted.
Managed review history
This privacy-safe history shows the counts prepared by the managed late-fee job; tenant details are not included here.
Late-fee notices
First-of-month billing
Review monthly charges
Preview the active site's cash-price rent, taxes, protection, and recurring charges before posting. Existing move-in or monthly rent charges for the same lease and month are skipped.
Managed staging history
The managed stager can prepare one review snapshot per site on the first day of the month. It never posts charges.
Review the preview, then confirm once. No typed confirmation is required. Posting is idempotent and audited. It never charges a card, runs autopay, changes gate access, or duplicates an existing month's rent charge.
Facility invoicing
Monthly invoices
Preview balances from the hosted ledger, then create one immutable invoice snapshot per tenant for the selected site and month. This does not post charges, take payments, or change balances.
Review the preview, then confirm once. No typed confirmation is required. Generating invoices does not post charges, take payments, or change balances.
Generated invoices
Tenant communications
Notices for the active site
Send a plain email or text to a tenant at this site. StorVaultOS blocks card numbers, security codes, passwords, credentials, and complete driver's-license numbers. Provider credentials never enter the browser.
Mailing fallback queue
Only unresolved lien and auction notices appear here. StorVaultOS does not mail notices or change legal status automatically.
Recent notice history
Active site calls
AI Call Center
Main and Mitchell share call history and callback requests. Urbana is separate. Only sites you can access are shown.
Callback requests
Confirmed caller messages and callback numbers for staff follow-up. Requests without a selected site appear only in the Main and Mitchell view for staff with access to all sites.
Call history
Integration setup
Add or manage an integration
Choose a service to see setup steps and open its existing controls. Availability here does not mean a service is connected. Connection checks and provider confirmation determine readiness.
Active site integrations
Move-in integration handoffs
This is a read-only queue. DoorKing access and protection-plan enrollment remain pending until the appropriate provider confirms success. StorVaultOS never treats a placeholder or queued request as completed.
Daily close
Daily collections report
Current facility day
Collections are assigned to posted ledger charge components in FIFO order. “Extra card-price amount” separates the increase included in card payments using saved pricing details, plus separately posted card-price adjustments. Payments without saved pricing details retain their existing classification. Processor fees are not estimated.
Active site reports
Facility reports
These reports are read only and limited to the selected site. Revenue shows completed, unreversed payments received during the last 30 days.
Active rent roll
Monthly totals use the same card-price calculation as hosted billing and the tenant portal. The unit’s standard rent remains separate from the lease’s agreed rent.
Today’s deposits by payment method
Payment methods — last 30 days
Outstanding, credit, and current balances
This report shows the signed ledger balance only. It does not label an account delinquent because facility due and late rules are not yet available here.
Vacant units
Recent payments and revenue
Move-ins and move-outs
Shows dated lease movements from the last 90 days.
Lien pending
Auction
Clean out
These lists reflect the current unit status only. Viewing or downloading them never changes unit or gate status.
Protection and insurance charges
This lists the amount recorded on each active lease. It does not verify insurance coverage or enrollment with an outside provider.
Restricted active-site report
Tenant access codes
Shows tenant contact details, unit, paid-through date, current balance, and access code for the selected facility. Access codes are not included in general downloads, saved views, scheduled emails, or audit details.
Access codes are hidden until you load this restricted report.
Saved report delivery
Scheduled reports
Email a saved facility report daily, weekly, monthly, quarterly, or annually. Reports remain disabled until the verified email provider is active. Recipient addresses are never copied into the audit log.
The attached PDF uses the selected view’s filters and an automatic period matching the frequency. Saving or viewing a schedule never changes the ledger.
Active site documents
Documents
Generate a configured document for one or more active tenant units, or open a private archived document.
Generate documents
Current documents
Marketing and tenant documents
Marketing & Document Studio
Create and manage company-wide documents and templates. Default selections are shared across all sites.
Edit item
Brand settings
Default documents
Selected Studio design
Generate tenant document
Bookkeeping export
QuickBooks payment CSV
Download the selected site’s posted and reversed payment records for bookkeeping reference. This read-only export never changes the ledger.
Tenant follow-up
Balance-due reminder list
Load a current contact list for active leases with a balance at the selected site. This does not send messages or change an account.
Organization-wide settings
Company profile
These details identify the StorVaultOS organization. Facility names, pricing, portal branding, and posted records remain separate.
Owner all-sites overview
All facilities
Organization-wide operational totals are available only to staff explicitly authorized for every site. This report contains no tenant rows.