Dropvault Help Guide
Everything you need to know about using Dropvault to track your orders.
Getting started
Dropvault automatically finds order confirmation emails in your inbox and displays them in a clean dashboard. No manual entry required.
Connecting inboxes
Dropvault supports Gmail, Outlook (including Hotmail and Microsoft accounts), and Yahoo Mail.
To connect an inbox, click the relevant provider button in the setup wizard or click the add links in the sidebar of the dashboard. You will be taken to Google, Microsoft, or Yahoo to approve read-only access. Dropvault can only read emails and cannot send, delete, or modify anything.
You can connect multiple accounts. For example, you can connect a personal Gmail, a work Outlook, and a Yahoo account all at once. Orders from all inboxes are shown together in one view.
Connecting Yahoo Mail
Yahoo Mail cannot connect directly to Dropvault. Instead, you link your Yahoo inbox to Outlook first, then connect your Outlook account to Dropvault. There are two ways to do this.
Option 1: Outlook on the web (browser)
Option 2: Outlook iOS app (simpler)
Generating a Yahoo App Password (browser method only)
Once Yahoo is syncing into Outlook, connect your Outlook account to Dropvault using the + Outlook button in the sidebar.
All orders
The main view shows every order found across all your connected inboxes. Each row shows the retailer, order number, status, date and time, amount, and which inbox it came from.
Click any row to open the order drawer, which shows full order details and lets you read the original email.
The stat cards at the top
The four cards showing Total orders, Delivered, In transit, and Needs action are clickable. Click any card to instantly filter the order list to just those orders. Click the same card again to remove the filter.
Reading the original email
Inside the order drawer, scroll to the Email section at the bottom and click "Read email". The full email loads in a sandboxed viewer directly inside the dashboard.
Action required
This tab shows orders that need your attention, split into two sections:
Preorder payment update requests are detected automatically. These appear when a retailer sends an email asking you to update your payment method before an order is processed or cancelled. Click "Mark as paid" once you have updated the payment.
Orders shipped via Royal Mail are flagged here so you can check whether the parcel can be redirected to a different address before delivery. This is especially useful for Pokemon Center orders which ship internationally via Royal Mail. Once you have checked or redirected it, click "Mark as checked".
Both sections have a notes field so you can record what action you took.
Release recaps
Release recaps group your orders by retailer and drop date (weekly windows). This lets you see your performance across a specific drop at a glance.
Stick rate
Stick rate is the percentage of orders from a drop that were not cancelled. A stick rate of 100% means every order you placed went through. A lower stick rate means some were cancelled by the retailer.
Click any recap card to expand and see individual orders within that drop, including their tracking numbers and statuses.
By store
The By store view gives you a breakdown per retailer showing total orders, delivered count, cancelled count, last order date, and stick rate with a visual bar.
Any retailer with flagged orders (payment or redirect) shows a badge on its store card.
Store aliases and management
Some retailers send emails from multiple different domains. For example, Pokemon Center uses both info@em.pokemon.com and pokemon@pokemoncenter.narvar.com. Store aliases let you map these to the correct retailer name.
Adding an alias
In the By store view, click "Manage aliases". Enter the email domain or full email address, and the retailer name it should map to. All existing and future orders from that domain will be labelled with that retailer name.
Renaming a retailer
Click any retailer in the By store view and use the rename option to update the display name across all orders from that retailer.
Adding a new store
Click "Add store" in the By store view. Enter the email domain and the retailer name. Dropvault will look for orders from that domain going forward.
Excluding a store
If you no longer want Dropvault to scan for emails from a particular retailer, toggle the store to Excluded in the By store view. This stops new orders being imported from that retailer without deleting existing ones. You can re-include it at any time.
Syncing emails
Dropvault syncs your inboxes automatically every 15 minutes. You do not need to do anything for new orders to appear.
The sync is smart. It always checks today's emails first to catch new arrivals, then uses a cursor to walk backwards through history without repeating emails it has already found.
Filters
Status filters
Filter by Confirmed, Shipped, Delivered, Cancelled, or Returned using the chips in the filter bar.
Date filters
Choose from preset ranges (Today, This week, Last week, Last 3 weeks, This month) or pick a custom date range using the date pickers. A "Clear all filters" button appears when any filter is active.
Store filter
Select a specific retailer from the dropdown in the filter bar to show only orders from that store.
Clickable stat cards
Click the Delivered, In transit, or Needs action stat cards to instantly filter to those orders. Click again to deselect.
Flags and alerts
Both flags show on the order row in the main list and on the Action required tab. The sidebar badge shows how many unresolved actions you have.
Troubleshooting
Inbox status dot is red, not green
The red dot means Dropvault can no longer read emails from that inbox. This usually happens because your access token expired or was revoked. To fix it:
No orders appearing after sync
If you sync but no orders appear, try the following in order:
Sync or Full Recovery not working for a specific inbox
Click the inbox name in the sidebar to select it (it will highlight). Then click Sync, All history, or Full Recovery — the action will run only for that inbox. If no inbox is selected, it runs across all connected inboxes.
Orders appearing under the wrong retailer name
Go to By store, find the incorrectly named retailer, and click Rename. Alternatively, use Manage aliases to map the sender email domain to the correct name. All existing orders update automatically.
Duplicate orders showing
This can happen if you connected the same inbox twice under different accounts. Check the sidebar for duplicate inbox entries and remove one using the ✕ button.
Orders from a forwarded inbox are missing
If you use email forwarding (e.g. Yahoo forwarding to Gmail), make sure you connected the destination inbox (Gmail) to Dropvault, not the source inbox. Dropvault reads wherever the email lands.
The app is slow or not loading
Try a hard refresh — press Ctrl+Shift+R (Windows) or Cmd+Shift+R (Mac) to clear the browser cache. If the issue persists, try an incognito window.
Email forwarding
The simplest way to manage multiple inboxes in Dropvault is to forward everything into one Gmail account. That way you only connect one inbox and all orders from all your email addresses flow into it automatically.
Forwarding Gmail to another Gmail
Forwarding Outlook to Gmail
Forwarding Yahoo Mail to Gmail
After setting up forwarding
Once forwarding is active, connect your hub Gmail to Dropvault if you have not already. Click Full Recovery to scan back through emails that arrived before forwarding was set up. Going forward, new order emails will arrive in your hub Gmail and be picked up automatically within 15 minutes.