Polar Vault is a secure, cloud-based legacy management system built specifically for churches. It provides a single, permanent home for all institutional records — from land titles and trustee documents to financial records, assets and meeting minutes.

Unlike generic document storage tools, Polar Vault is designed around the unique needs of a church — multi-user access with role-based permissions, asset QR codes, maintenance tracking, financial record-keeping and a legally-secure vault that protects critical documents from accidental deletion.

New Church Registration

The dashboard gives you an at-a-glance view of your entire vault. It adapts based on your role — Owners and Admins see the full picture, while Viewers see only their assigned tasks.

Alerts appear at the top of the dashboard when action is needed:

• Assets overdue for maintenance
• Tasks past their due date
• Assets overdue for audit
• Live QR scan activity (who scanned and when)

Asset Audit Status Panel appears automatically when at least one asset has an audit frequency set. It shows all auditable assets with their current status — Overdue, Due Soon or OK.

The Vault is the core of Polar Vault. Every important document, asset, personnel record, legal filing and meeting minute lives here — organised by category, searchable, and protected.

Record Categories

Adding a Record

The Financials module gives your church a complete ledger of all income and expenses. Every transaction is recorded with evidence attachments, and the net balance is always visible at a glance.

Income Types: Tithe, Offering, Building Fund, Pledge, Donation, Other Income

Expense Types: General Expense, Salary/Stipend, Other Expense

You can also create Custom Transaction Types specific to your church via Manage Types.

The Maintenance module tracks the full service history of every church asset. Log each maintenance event, record costs, and set automatic email reminders before the next service is due.

• Log maintenance with date, description, technician name and cost
• Set next service date with configurable reminder (1, 3, 7, 14 or 30 days in advance)
• Attach receipts and service reports
• Dashboard alerts when assets are overdue or due soon
• Filter by status using the clickable summary tiles: Overdue, Due Soon, Up to Date, No Schedule

Tasks keep your church team accountable. Create tasks, assign them to specific users, set priorities and due dates, and track progress from To Do through to Done.

When a task is assigned, the assignee receives an email notification with the task details and a Google Calendar link.

Every ASSET record in the Vault can be assigned a unique QR code. Print and stick the code on the physical asset. Anyone can scan it to view asset details, log an audit check, or report a maintenance issue — no login required.

Setting Up QR Audit

Scanning the QR Code

Polar Vault uses a five-tier role system. Only Owners and Admins can manage users. New users are invited by an admin who sets their role and temporary password.

Change Your Password at any time from Settings → Change Password.

Forgot your password? Click Forgot password? on the login page and a reset link will be emailed to you.

Polar Vault is GDPR compliant. (trading as Polar Vault) is registered in England & Wales and takes data protection seriously.

• Export your data — Go to Settings → Data & Privacy → Download My Data. You will receive a complete JSON export of all your church's records.
• Request account deletion — Email hello@mypolarvault.com with your deletion request. We process all requests within 30 days.
• Privacy Notice — Read our full privacy notice at app.mypolarvault.com/privacy.

If you have questions, encounter a bug, or need help with your vault, contact the Polar Vault support team.