PBJ Vault

An encrypted vault for the sensitive facts a service business holds about its clients — door codes, network details, ISP accounts, licence keys — kept next to the client record, locked with a passphrase only you hold.

$25 one-time — per major version Requires PBJ CRM 7.0.0+

Buy PBJ Vault — $25

View PBJ Vault changelog

What it does

PBJ Vault is an encrypted cabinet inside PBJ CRM for the details you must not leave lying around: router passwords, door and alarm codes, account numbers and licence keys. Each record is filed against the customer it concerns, and the secret values stay hidden until someone on your team deliberately reveals one.

You choose the record types and which fields are protected, and you hold the passphrase.

Features

Record types you design

Make sub-databases such as Networks, Door codes or Licence keys, with up to 20 fields each.
Or start from a spreadsheet and review the import before it is saved.
Choose which fields stay plain and which are protected.

Protected fields are encrypted

Secret values are stored encrypted, not just hidden.
A copy of your database or a backup is useless without the passphrase.
Honest limit: while the Vault is unlocked, the server holds a working key until it locks again.

A passphrase only you hold

Unlock with a passphrase over a secure HTTPS connection.
A one-time recovery code is shown for you to print and keep.
It locks itself after real inactivity, or at once with Lock now.

Filed against your customers

Each record is pinned to the businesses, people or staff it concerns.
It appears on their profile where the rest of their file already is.
Find records through the Vault or from the customer.

Reveal one value at a time

Safe facts such as the network name are readable normally.
A password or code is shown only when someone presses Reveal.
One protected value per request, never the whole record at once.

Control who can see what

Set a minimum staff level for each record type.
Name particular people who may open a particular record.
Granting access and revealing a value are checked separately.

Useful even when locked

Names, lists and filing locations stay visible to your team.
Only the protected values are withheld until the Vault is unlocked.

A trail and a self-test

Unlocks, reveals and security actions are recorded.
The secret values themselves are never written to the log.
Run a built-in security self-test with throwaway data.

Screenshots

Real screens from PBJ CRM with sample customers. Names, emails and phone numbers are made up.

The PBJ Vault Networks list showing records with protected fields filed under each customer

Network details filed under each customer; secrets stay hidden.

Door and alarm codes, separate from everything else.

A PBJ Vault record with protected values hidden behind Reveal buttons

Each secret stays hidden until someone asks for it.

The Vault on a phone.

The PBJ Vault asking which protected value to reveal

You choose exactly which protected value to reveal.

How it helps your business

Five everyday examples, step by step. Your own business will look different, but the pattern is the same.

Trades and field service

You fit a new alarm panel at a customer’s shop and file the door and alarm codes against that business. Back at the office you unlock the Vault, find the record from the customer’s profile and reveal only the code you need. A technician can be named on that one record, and no one else on the team sees it.

Managed IT and tech support

After you set up a client’s office network, you file the router address, admin password and internet account number as one Networks record. Next time a technician is sent there, they unlock the Vault, open the client’s profile and reveal the admin password. The Vault keeps a log of who unlocked it and who revealed a value.

Hospitality and venues

A restaurant’s Wi-Fi, back door code and point-of-sale licence key each live in a record under the restaurant. Your manager sees the names and where things are filed even when the Vault is locked. Revealing a code requires an unlock, and the cabinet locks itself again when you walk away.

Professional offices

A law firm asks you to keep its server login and software licence keys safely. You create a Licence keys type, set it to partners and managers only, and add each key as a protected field. A future audit can see who unlocked and revealed what.

AV, music and events production

A venue’s sound desk has a locked admin login and a rack network with its own passwords. You file both under the venue as protected records. A freelance engineer is granted one record for the weekend, and the grant can be taken away afterwards.

Works with

PBJ Vault is a module of PBJ CRM and needs it installed. It shares the CRM’s staff, customers, connected mailboxes and theme, so nothing is set up twice. These other PBJ modules also need PBJ CRM and sit alongside it:

PBJ Helpdesk — mail-to-ticket support with response targets and a client portal.
PBJ Invoicing — estimates, invoices, card payments and repeat billing.
PBJ Vault — an encrypted cabinet for door codes, network details and licence keys.
PBJ Dispatch & Appointments — book visits and appointments and work them through to done.
PBJ RingCentral — your RingCentral texts, calls and voicemail beside the customer.
PBJ Templates — one designer for emails, notices, invoice layouts and documents to sign.
PBJ Omada — TP-Link Omada network alerts, device status and Help Desk tickets on the client record.

One-time pricing, spelled out

PBJ Vault is $25, one time, per major version. You are buying this major version: every improvement within it arrives free through the built-in update channel. A future major version is a separate purchase if you want it — your copy keeps working either way. One license key covers 3 sites.

Requires PBJ CRM 7.0.0 or newer ($50, sold separately). Archive records live inside the CRM portal and pin to the CRM’s companies and contacts.

Using it

Install: install and activate PBJ CRM first, then upload pbj-archive.zip and activate. Your site must use HTTPS — the vault refuses a passphrase over plain HTTP on purpose.

Set up the vault: choose a passphrase, print the one-time recovery code, and confirm you have written it down. Then create your first sub-database by hand or from a CSV.

Day to day: records live in the CRM portal and on each client’s profile; unlock to reveal a secret, and lock when you walk away. Enter your license key under Settings for updates.

Buy PBJ Vault

$25 one-time — per major version Includes a license key for 3 sites, instant download, and free updates within this major version. Requires PBJ CRM 7.0.0 or newer.