Set up and use BusyVault
Guides for teams, admins, and integrators.
BusyVault brings team chat, files, tickets, checklists, and automations into one business workspace. This guide explains setup, daily use, billing, and integrations. BusyVault runs in the browser and can be installed from Chrome or Edge on Windows, macOS and Linux. The Android app is on Google Play and uses the same account. The iPhone and iPad app is coming soon. Enterprise customers can run BusyVault on their own servers under a separate contract.
Getting Started
Create an account, set up your first workspace, and invite your team in minutes.
1. Create your account
Go to busyvault.com/app and click Create account. No credit card required for the Free trial.
2. Verify your email
Check your inbox for a verification link. You must confirm your address before accessing workspaces.
3. Create your first workspace (server)
After login you land in the app. Click Add server to create a workspace — e.g. your company or client project.
4. Invite your team
Open workspace settings → Members → Invite. Share the invite link or add emails. Roles control who can manage channels, billing, and webhooks.
5. Pick a plan before trial ends
Free gives you 3 days with full features and 10 GiB storage. Upgrade to Basic ($9/mo) or Pro ($30/mo) to keep history and unlock webhooks.
BusyVault runs in the browser and can be installed from Chrome or Edge on Windows, macOS and Linux. The Android app is on Google Play and uses the same account. The iPhone and iPad app is coming soon. Enterprise customers can run BusyVault on their own servers under a separate contract. Use the same account in the web app.
Workspaces & Channels
Three-layer structure: workspace → channel → subchannel. Built for agencies and multi-project teams.
Workspaces (servers)
Each workspace is an isolated environment — a company, agency, or project. Switch between workspaces using the server rail on the left without losing context.
- Unlimited workspaces on all plans
- Per-workspace billing and storage quota
- Custom icon and name for quick recognition
Channels
Channels organize topics inside a workspace — e.g. #marketing, #finance, #general. Each channel has its own message history, file storage, tickets, and webhooks.
Subchannels
Subchannels add a third layer under a channel (e.g. #marketing / ◎ fb-ads). Each subchannel has:
- Dedicated chat stream and file history
- Separate webhook URL for automations
- Tab-based switching in one click
- No limit on subchannels per channel
Permissions
Workspace owners manage roles: view channels, send messages, manage channels, manage webhooks, and billing. Channel-level overrides are supported on Pro and Enterprise.
Chat & Messages
Real-time team communication with scheduling, pins, and smart content filters.
Real-time messaging
Messages deliver over WebSocket (Gateway protocol). Supports text, mentions, emoji reactions, edits with history, and thread-style replies.
Scheduled & recurring messages
Compose a message and pick a future time or recurrence (daily, weekly, monthly). Ideal for standups, invoice reminders, and client follow-ups.
Pins & highlights
Pin important messages to the top of a channel. Mark messages as important for visual emphasis in the timeline.
Smart filter
Filter channel content by type: files, links, folders, voice notes, tasks, checklists, and scheduled messages — without running a search.
Voice notes
Record and send voice messages directly in chat. Playback with waveform progress inside the channel timeline.
Files & Storage
Resumable uploads, folder trees, and transparent pay-as-you-go beyond your plan quota.
Uploads & TUS
Large files upload via TUS (resumable uploads). Drag-and-drop single files or entire folder trees into a channel or subchannel.
- Large-file uploads on Basic & Pro, subject to server limits and available storage
- In-app preview for common formats
- AI Summary for documents (where enabled)
Storage quotas
Pay-as-you-go overage
Tickets & Tasks
Track requests and recurring work without leaving the channel.
Tickets
Create ticket requests inside any channel. Set priority, SLA deadline, assignee, and status (Open → In Progress → Done).
- Available on Basic, Pro, and Enterprise
- Filter and sort tickets in the channel sidebar
- SLA reminders before breach
Add checklist items inline in chat. Check off items with history tracking. Great for launch workflows and onboarding.
Create tasks with due dates, assignees, priority, and optional recurring schedules (e.g. monthly invoice download). Auto-reminders notify assignees.
Webhooks & API
Connect BusyVault to Zapier, Make, n8n, or your own backend.
Incoming webhooks
POST JSON payloads to a channel or subchannel webhook URL. Messages appear as system posts — perfect for Zapier, Make, n8n, or custom scripts.
- Basic: up to 5 webhooks per channel
- Pro & Enterprise: unlimited webhooks
- Bearer token authentication on each webhook
REST API overview
Pro and Enterprise include REST API access with API keys and OAuth 2.0. Typical endpoints:
- Messages — send, edit, list, delete
- Channels & subchannels — CRUD
- Webhooks — create, list, delete
- Files — upload (TUS), download, metadata
- Workspaces — members, roles, settings
Full OpenAPI documentation and sandbox are available to Pro and Enterprise customers on request.
Billing & Plans
Subscriptions are billed per account. Compare included storage and monthly or annual prices before upgrading.
Plan comparison
Payment methods
Stripe handles billing — credit/debit cards and Apple Pay. Choose monthly or yearly billing (~20% off yearly). Manage subscriptions in Settings → Billing inside the app.
What happens after Free trial?
If you do not upgrade within 3 days, your Free account and data are automatically deleted. Upgrade before expiry to keep everything. See also Pricing on the homepage.
Security & Compliance
Review access, account protection, and data handling for your team.
Data protection
- Roles and channel permissions
- Two-factor authentication (TOTP)
- Review data location and privacy requirements before rollout
- Public TLS configuration — check with SSL Labs (host: busyvault.com)
BusyVault encrypts messages, voice notes, files sent in conversations, tickets, tasks, checklists, notes and scheduled messages with Aegis-128L before storage. The hosted service decrypts them to run chat, search, previews and notifications. Files opened through a public share link are not protected that way, so someone without an account can open them. Include that scope, key management, and data location in your deployment review.
Backups
Workspace owners and administrators can create a BusyVault backup in workspace or channel settings. These backups are password-protected and restore supported records. They contain attachment references. Keep original files separately and check their availability after a restore. Store the password securely and test the restore process.
Security review
Use the security review guide to check access, identity, data handling, and the evidence your procurement process needs.
Read this guide against one workspace
Use the steps above on a single workspace you already have, not on a diagram. Create the channel, invite one teammate, and upload one file you would actually review. BusyVault runs in the browser and can be installed from Chrome or Edge on Windows, macOS and Linux. The Android app is on Google Play and uses the same account. The iPhone and iPad app is coming soon. Enterprise customers can run BusyVault on their own servers under a separate contract. A backup from workspace or channel settings is a BusyVault backup file, not a second product.
Privacy details
See our Privacy Policy for data categories, retention, subprocessors, and your rights under GDPR.
Is there a free plan?
Yes — 10 GiB, unlimited workspaces/channels, 3-day full trial. No credit card.
Do you integrate with Zapier?
Yes — via incoming webhooks on Basic and Pro.
Can I export my data?
Workspace owners and administrators can export a workspace or channel as a password-protected BusyVault backup. Use it to restore supported records. It contains attachment references, so preserve original files separately.
Need help?
Visit Support or email contact@busyvault.com.
Enterprise deployment review
Plan hosting, access, and support around your organization's requirements.
Plan the deployment
Discuss your required environment, storage capacity, domain, integrations, and support. Confirm the deployment scope and operating responsibilities before rollout.
Deployment questions: contact@busyvault.com
General inquiries: contact@busyvault.com
For a move from Slack, Teams, or Discord, start with an approved source archive and a pilot. Confirm supported formats and any required manual transfers before cutover.