FAQ
Frequently Asked Questions
Find answers to the most common questions about Vault Commander features, security, and capabilities.
General
What is VaultCommander?
VaultCommander is an all‑in‑one file organizer for Windows. It's designed to help you manage, sort, and transform your files in day‑to‑day life, whether you're working with documents, media, 3D printing files, or just trying to tame a messy Downloads folder.
Who is VaultCommander for?
VaultCommander is for anyone who works with files: home users, creators, 3D printing enthusiasts, techies, and small businesses. If you need to organize, clean up, convert, or secure files, VaultCommander is built to help.
Can VaultCommander replace Windows File Explorer?
Yes. You can use VaultCommander as your main file manager for daily use, or run it alongside Windows File Explorer. Many people keep Explorer for quick tasks but live inside VaultCommander for serious organizing and bulk operations.
Which platforms does VaultCommander support?
Right now, VaultCommander supports Windows only. Versions for macOS, Android, and iOS are planned for the future.
Does VaultCommander require administrator rights?
VaultCommander does not require administrator rights to run. Installing it with administrator rights is recommended for the smoothest setup, but day‑to‑day use doesn't need admin permissions.
Does VaultCommander work offline?
Yes. VaultCommander is designed to be primarily offline. You only need an internet connection for:
- First‑time license activation
- Checking for updates
- Optional cloud integrations like Google Drive, OneDrive, or Dropbox
System Requirements
What are the recommended system requirements?
For the best experience, we recommend:
- CPU: A good mid‑range processor
- RAM: 8 GB minimum, 16 GB recommended
- GPU: Optional, but recommended for faster AI processing
- Disk space: At least 20 GB free
How much disk space do I need?
Expect around 14 GB for the full installation (including all AI models). Having 20 GB or more free is a comfortable target.
File Management & Organization
How do tabs and Tabsets work?
VaultCommander supports tab‑based browsing in both the Home page and the Dual‑Pane Explorer. You can:
- Open multiple folders in tabs
- Arrange your workspace exactly how you like
- Save entire tab layouts as Tabsets
- Export Tabsets to a JSON file and import them again later
What are file type filters and can I create my own?
VaultCommander includes over 180 pre‑configured file type filters, more than most tools in its class. These let you quickly filter by formats like documents, images, 3D files, audio, video, and more. At the moment, custom filters are not supported. All filters are built‑in.
Does VaultCommander support external drives and network storage?
VaultCommander fully supports external drives and USB storage. NAS/network devices may work depending on how they're mounted, but formal support and testing has focused mainly on external and auxiliary drives.
How do Favorites work?
Favorites are stored in a local database on each machine. They are per‑machine, not automatically synced between devices (though you can back up the database if you wish).
How do tags work? Do they follow files when I move them?
Tags are stored in a local database as well. At the moment, tags sometimes follow files and sometimes don't, depending on how the files are moved or renamed. This behavior is a known issue and is actively being improved so tags stay in sync more reliably.
What is the Staging Cart?
The Staging Cart is a temporary holding area where you gather files before performing bulk actions. You can:
- Stage files from multiple locations
- Preview them
- Run batch operations such as moving, copying, renaming, encrypting, and more
Are there any limits on batch operations?
There are no hard limits on batch operations built into VaultCommander. Practical limits will depend on your hardware and how many files you're processing at once.
What can the Previewer show?
The built‑in Previewer supports:
- Images
- Video
- Audio
- Code files
- 3D thumbnails (for supported 3D formats)
What is Smart Log?
Smart Log records your activity history inside VaultCommander so you can see what happened and when. It keeps history as long as you want it, until you manually clear or delete the local database. Smart Log data is stored locally only. Nothing is sent to any server.
AI Tools & Automation
Are the AI models truly offline?
Yes. All of VaultCommander's AI models are self‑contained and run locally. They do not send your files or their contents to any external services.
Is there a usage limit for the AI tools?
No. There are no daily usage limits built into VaultCommander's AI tools. Use them as much as your hardware can handle.
How does AI Semantic Search work?
AI Semantic Search lets you search by meaning instead of just file names. To use it:
- You build an index for the folders you care about.
- You choose which folders to include or exclude.
- Once indexed, you can search using natural, semantic queries.
How large a library can semantic search handle?
In testing so far, semantic search has worked well up to around 500 files in an index. Larger libraries should work but may take longer to index and search as things scale up.
How does the Subtitle Generator work? Which languages are supported?
VaultCommander uses an offline Whisper‑based model to generate subtitles from audio or video files. It:
- Supports multiple languages, with English as the main focus
- Runs locally, so your media never leaves your machine
Does VaultCommander support voice dictation and voice notes?
Yes. VaultCommander's voice tools can:
- Handle real‑time voice dictation
- Transcribe recorded audio files
- Let you create voice notes that you can replay or transcribe later
Do I need a GPU for the AI Image Upscaler?
No GPU is required. The AI Image Upscaler can run on CPU‑only systems, but a good GPU is recommended for much faster upscaling on large images.
How good is background removal?
VaultCommander includes three different background removal models. They are designed to work well on a wide range of images, from product shots to general photography. There is no manual mask‑refinement UI at the moment; the goal is to make it a one‑click process that usually doesn't require touching up.
What is the Media Library and how many files can it handle?
The Media Library is designed for visual browsing and similarity‑based search. It:
- Finds similar images based on visual content
- Has been tested with 500–1,000 images; it handles these fine but scans may take longer as you approach the higher end of that range
- Focuses on similarity search only (its primary purpose)
Security & Privacy Tools
Where is my password vault stored? Can you see my passwords?
PassVault (the password manager) is stored locally only. You can choose where to store the vault file and, if you wish, sync it yourself via your preferred cloud service. VaultCommander also includes a TOTP two‑factor generator, so you can keep authenticator codes inside the app if you want. Your vault and master password are never sent to VaultCommander's servers. The developer has no access to your vault or master password.
What happens if I forget my PassVault master password?
If you forget your PassVault master password, there is no way to recover it. The vault is permanently inaccessible because there is no backdoor and no copy of your master password is stored anywhere.
How do secure erase passes work for SSDs vs HDDs?
VaultCommander includes multiple secure wipe patterns:
- 7‑pass overwrite – recommended for SSDs
- 35‑pass, 50‑pass, and 100‑pass overwrites – intended mainly for older hard disk drives (HDDs)
How does USB encryption work? Can I decrypt on another PC?
VaultCommander can encrypt USB drives and external SSD/HDDs using strong AES‑256 encryption. To decrypt on another machine, you have two options:
- Use tools like 7‑Zip / WinRAR if compatible with the archive format used
- Or use the included VaultCommander portable EXE that can travel with the USB drive and decrypt the data without installing the full app
What is SecureVault's Dead Man's Switch and duress password?
SecureVault includes two key safety features:
- Dead Man's Switch: You set a "check‑in" interval. If you don't check in within that time, the vault assumes something is wrong and can destroy the data as configured.
- Duress password: If you are forced to unlock the vault under pressure, entering the duress password will wipe the vault instead of revealing its contents.
How are Secure Notes stored?
Secure Notes are stored wherever you choose and are encrypted with AES‑256. They are designed for sensitive text that you want to protect but still access conveniently inside VaultCommander.
Which browsers does Privacy Cleaner support?
The Privacy Cleaner currently supports cleaning history and related data from:
- Firefox
- Microsoft Edge
- Google Chrome
- (Possibly Brave) – support may vary and is under evaluation
How does Quick Encrypt work? Can I decrypt files without VaultCommander?
Quick Encrypt is a fast way to encrypt individual files or small sets of files. To decrypt, you'll generally need to use VaultCommander's own tools. Quick Encrypt is not primarily designed for interoperability with third‑party decryption tools.
How does Steganography work? Are there size limits?
VaultCommander's steganography tool lets you hide data inside images:
- It can work losslessly and supports formats like JPEG as well as others
- There are size limits based on the capacity of the carrier image; these limits are documented inside the app
What does Metadata Stripper remove?
The Metadata Stripper can remove metadata from:
- Images
- Documents
- Videos
Converters & Media Tools
Are converters included with VaultCommander?
VaultCommander includes multiple converters, but at least one converter is only available as an add‑on. Some functionality may depend on which edition or add‑on you've purchased.
Are there file size limits in the converters?
In testing so far, there haven't been noticeable hard size limits for the converters. Very large files will naturally take longer to process and depend on your hardware, but there is no artificial cap enforced in normal use.
How does the Media Converter work?
The Media Converter uses bundled components so that most formats work "out of the box." You can convert common video and audio formats without manually installing extra codec packs in most scenarios.
Does the Audio Converter cause quality loss?
The Audio Converter is designed to preserve quality. It supports high‑quality output up to 320 kbps and studio‑grade settings (e.g. high sample rates such as 192 kHz) for lossless‑oriented workflows, depending on format.
What should I know about the Document Converter?
The Document Converter can convert between PDF and Office formats. Keep in mind:
- Complex layouts and tables may not always transfer perfectly
- It does not yet support password‑protected PDFs; this is a planned feature
Can VaultCommander create RAR archives?
No. VaultCommander can extract RAR archives, but it cannot create new RAR files because RAR is a proprietary, patented format (owned by the WinRAR developers).
Does the Archive Converter support encrypted archives?
Yes, VaultCommander can work with encrypted archives, depending on format and password being provided.
What is the Vector Converter best for?
The Vector Converter works best on black‑and‑white images or SVGs, such as logos or line art. In most cases:
- Results are usable with minimal or no cleanup
- Occasionally a few stray shapes or small circles may appear, which are easy to delete in a vector editor or CAD tool
Cloud Storage & Online Features
How do Google Drive, OneDrive, and Dropbox integrations work?
VaultCommander integrates with:
- Google Drive
- Microsoft OneDrive
- Dropbox
- Does not store your cloud tokens or credentials on its own servers
- Relies on your local environment and browser history/auth state
Do you store my cloud credentials or tokens?
No. VaultCommander does not store your cloud tokens or credentials on its servers. Everything happens locally via your browser / WebView2.
Can I use multiple cloud services?
Yes. VaultCommander has dedicated pages for each supported cloud service:
- A Google Drive page
- A Dropbox page
- A OneDrive page
Does VaultCommander automate cloud sync?
Right now, cloud operations are manual file management (drag, drop, and organize). Automated syncing and deep API‑based integration are planned for the future once licensing and developer program requirements are in place.
Productivity Tools
What makes Disk Manager different from tools like WinDirStat?
In testing against WinDirStat, VaultCommander's Disk Manager has been able to find more files and data in some scenarios, thanks to its own algorithm and access patterns. It gives you a detailed, visual breakdown of where your space is going so you can clean up large folders and files more effectively.
How does Duplicate Finder avoid deleting important files?
The Duplicate Finder supports multiple detection modes (name, size, hash, etc.), but hash‑based detection is recommended for maximum accuracy. It includes guardrails to avoid deleting important system files by automatically skipping system‑specific paths and files where appropriate.
What's the difference between Quick Actions Hub and Script Automation?
- Quick Actions Hub: A set of ready‑made actions designed for everyday users who want fast, one‑click workflows.
- Script Automation: A power‑user feature with around 100 scripts you can use for advanced or repetitive file operations.
Does the Command Dashboard run all the time?
No. The Command Dashboard only runs when you open it. It stays in a "ready state" while open, but it is not a constant background process. If you need more granular control over widgets (for example, disabling a weather widget), this can be expanded in future versions based on feedback.
How powerful is the Document Viewer?
The Document Viewer can:
- Open and handle large PDFs with hundreds of pages
- Perform simple edits, such as filling out forms or making basic modifications
Is the Calendar local or synced to the cloud?
The built‑in Calendar is currently purely local. Plans exist to add synchronization with Google Calendar in the future, but that is not live yet.
What does Link Manager do?
Link Manager is a centralized place to store and manage your links and bookmarks. You can:
- Import your bookmarks/links
- Click one or multiple at a time
- Open them all in your default browser with a single action
Customization & Themes
Can I use custom images or video backgrounds? Does it hurt performance?
Yes. With Theme Manager, you can:
- Use your own images or videos as backgrounds
- Use gradients or plain backgrounds
- Customize colors with 12 preset gradients per option or a full color selector
Can I import and export themes?
Yes. Themes can be exported and imported, so you can:
- Move your setup between machines
- Share themes with others who use VaultCommander
How customizable is the interface?
VaultCommander exposes over 120 customization options, including:
- Colors and gradients
- Fonts
- Layout and appearance options
Privacy, Telemetry & Data Collection
Do you collect telemetry or track how I use the app?
No. VaultCommander does not collect telemetry or usage tracking from inside the app. The philosophy is to keep your activity offline and private, except for the minimal data needed for licensing and purchases. If you run into issues, it's up to you to report them so they can be fixed.
Will you ever add telemetry?
The intent is not to add telemetry. If telemetry is ever introduced in the future for some reason, it will be optional and users will be able to opt out. Your privacy is treated as a core right, not a luxury.
How can I contact you about privacy?
If you have privacy questions or want to exercise privacy‑related rights, you can contact the developer at: contactme@vaultcommander.com
Pricing, Licensing & Refunds
What pricing plans do you offer?
VaultCommander currently offers:
- A free 7‑day trial
- Month‑to‑month plans for Vault Core, Professional, and Commander
- Yearly plans
- A lifetime license option
Do you offer discounts or enterprise options?
Right now there are no public discounts. Bulk and enterprise options are planned and in development.
How many activations do I get? How long are download links valid?
Activation and download rules depend on the purchase:
- Most standard purchases include around 3 activations
- Download links may remain valid from 30 days up to 1 year, depending on the plan
- Lifetime licenses typically:
- Have links that never expire
- Include around 10 activations
Do you offer refunds?
Because VaultCommander is a digital product, there is generally a no‑refund policy, except where required by law. This is to help prevent abuse (for example, using the software and then filing chargebacks to keep it for free).
Are future updates included?
Yes, but details depend on your tier:
- Bug fixes are provided to all users
- Most new features and major updates are focused on the Commander tier (the all‑in‑one edition)
- Other tiers may receive selected new features and improvements over time
Support & Roadmap
What kind of support do you offer?
Currently, support is provided via email, and development is handled by a solo developer. As the product grows, the plan is to add:
- A Discord server
- A ticket system for more structured support
Do you have a public roadmap or feature voting?
Yes, the plan is to maintain a public roadmap and allow customer feature voting, so you can help shape what gets built next and in what order.
Are there any known limitations?
VaultCommander is actively developed and evolving. Some areas (like tag persistence in all scenarios, advanced PDF features, deep cloud automation, and more) are still being expanded and refined. If you discover a limitation or edge case, you're encouraged to report it so it can be improved in future updates.