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AIPOS Password Manager — User Manual & Vault Health Handbook

Welcome to AIPOS Password Manager, your offline, highly secure credentials vault for Android.

1. Master Password & Setup

  1. Initial Setup: When launching the app for the first time, you will create a Master Password.
  2. Password Strength Meter: Make sure your master password reaches a high strength score.
  3. Biometric Unlocking: Enable fingerprint or face unlock for instant access.
  4. Emergency Recovery Key: Generate and save your 16-character Emergency Recovery Key (AIPOS-XXXX-XXXX-XXXX-XXXX). If you ever forget your master password, this key allows you to reset your vault safely.

2. Managing Passwords & API Keys

  • Adding Credentials: Tap the floating + button at the bottom right to add a password entry or API key.
  • Custom Icon Selection: Personalize passwords and API keys with curated Material icons spanning Developer & Cloud, Services & Web, Security & Devices, and General categories to easily distinguish services across vault lists, detail views, and home favorites.
  • 2FA TOTP Support: Add your 2FA secret or scan a QR code using the built-in offline camera scanner. Live 6-digit TOTP codes generate automatically with a countdown timer.
  • Direct Website URL Launch: Tap the browser launch icon next to any website URL in the credential detail view to navigate directly to login pages in your default web browser.
  • Copying Username & Passwords: Tap the copy icon next to any entry. Credentials copied to the clipboard auto-clear after 30 seconds for safety.
  • Favorite Pinning: Tap the star icon on any credential card to mark it as a favorite. When "Keep Favorites on Top" is enabled, favorites stay pinned above regular entries.
  • Swipe to Delete & Soft Deletes: Swipe any credential card left to delete it, or tap the delete icon on the detail screen.
  • Instant Undo: Tap Undo on the bottom snackbar to immediately restore an entry to its original position.
  • Trash & Recovery: If not undone immediately, items are kept safely in the Trash for 30 days before permanent deletion.

3. Vault Sorting & Custom Ordering

AIPOS Password Manager provides flexible sorting preferences that persist across app launches for both Passwords and API Keys independently.

  1. Accessing Sort Options:
    • Tap the Sort icon in the top app bar of either the Passwords or API Keys screen to open the Sort & Order bottom sheet.
  2. Sorting Criteria:
    • Title (A-Z): Alphabetical by title.
    • Title (Z-A): Reverse alphabetical by title.
    • Date Added (Newest First): Most recently created entries first.
    • Date Added (Oldest First): Earliest created entries first.
    • Recently Updated: Credentials modified or viewed most recently.
    • Custom Order: Full manual control over your vault listing order.
  3. "Keep Favorites on Top" Toggle:
    • Located at the top of the Sort bottom sheet.
    • When enabled, starred credentials are pinned to the top of the list in their own dedicated FAVORITES section.
    • Below favorites, remaining entries appear under a distinct ALL PASSWORDS or ALL API KEYS section header with real-time item count badges.
    • Both sections respect your chosen sort criterion.
  4. Manual Custom Reordering:
    • Select Custom Order in the Sort bottom sheet.
    • Each card in your vault will display interactive Up and Down arrow buttons.
    • Tap an arrow to move any item one position up or down. Reordering operations are applied atomically to the local database.
    • Boundary Safety: Starred favorites move exclusively within the favorites group; regular entries move exclusively within the regular group.
    • Filter Protection: Reordering arrows are automatically hidden when searching or applying category filters to protect your custom global sequence from unintended changes.

4. Category Management & Folder Presets (Passwords & API Keys)

Organize your digital credentials cleanly with dedicated, type-isolated categories and instant folder presets.

  1. Independent Category Types:
    • Categories are strictly separated between Passwords (e.g. Email & Accounts, Social Media, Financial & Banking, Work & Productivity) and API Keys (e.g. AI & Chatbots, Coding & Developer, Cloud Infrastructure, Payment Gateways).
    • Category filter chips on the Passwords screen only display password categories; the API Keys screen only displays API key categories.
  2. Out-of-the-Box Category Presets:
    • Fresh vaults are automatically pre-populated with standard category folders so you never start with an empty slate:
      • Passwords: Email & Accounts, Social Media, Financial & Banking, Work & Productivity, Entertainment & Media, Shopping & E-Commerce, Developer & Cloud.
      • API Keys: AI & Chatbots, Coding & Developer, Cloud Infrastructure, Payment Gateways, Communication & SMS, Analytics & Monitoring.
    • In Category Manager, tap the Load Presets (AutoAwesome) icon in the top app bar at any time to restore default categories if you ever deleted them, without altering your custom categories.
  3. Smart Category Folder Suggestions:
    • When adding or editing any password or API key, AIPOS proactively analyzes your entry's title, URL, and service name 100% offline.
    • For example:
      • Typing "Google Account", "Gmail", or "Yahoo" displays a 1-tap suggestion chip: Folder: Email & Accounts.
      • Typing "ChatGPT", "OpenAI", "Claude", or "Gemini" displays: Folder: AI & Chatbots.
      • Typing "Stripe", "PayPal", or "Bank" displays the appropriate financial or payment category.
    • Tapping the suggestion chip instantly assigns the folder, creating the category on the fly if it didn't exist yet.
  4. Accessing Category Manager:
    • Open Settings > Security & Data > Manage Categories.
  5. Tabbed Category Hub:
    • Use the top tab bar to switch between Passwords and API Keys.
    • View all existing categories along with their custom color tags and active item counts.
  6. Creating & Customizing Categories:
    • Tap the floating + button in Category Manager.
    • Enter a unique name (duplicate names are checked case-insensitively).
    • Select from 10 curated Material Design color accents.
  7. Editing & Deleting Categories:
    • Tap the edit icon to rename a category or adjust its color accent.
    • Tap the delete icon to remove a category. Deleting a category will safely untag all associated credentials without deleting the credentials themselves.
    • If you delete a category that was actively filtered on the vault screen, the filter automatically resets to "All" to avoid an empty state.

5. Trash & Recovery

Never worry about accidental deletions. AIPOS Password Manager features a built-in soft-delete and recovery system.

  1. Accessing the Trash: Navigate to Settings > General > Trash. A badge shows how many items are currently in the trash.
  2. Tabbed View: Switch between Passwords and API Keys using the top tab bar.
  3. Retention Policy & Auto-Purge:
    • Items remain in the trash for 30 days.
    • Each card indicates how many days remain before permanent deletion (e.g. 29d left, Today).
    • When launching the app, expired items older than 30 days are automatically purged.
  4. Restoring Credentials: Tap the green Restore icon on any card to return it to your active vault immediately.
  5. Permanent Deletion:
    • Tap the red Delete Forever icon on an individual item to immediately delete it with confirmation.
    • Tap Empty Trash in the top bar to permanently remove all deleted items across both tabs.

6. Vault Health, Compromised & Reused Passwords

AIPOS Password Manager proactively audits your credentials 100% offline to keep your digital identity secure.

  1. Vault Health Banner:
    • The Home tab displays a real-time circular Vault Health score gauge and status card.
    • Both breached and reused passwords lower your vault health score.
  2. Compromised / Breached Passwords (Critical - Red):
    • Evaluated against a local offline dataset of known breached passwords.
    • Triggers a Red status banner: "Action Required: X weak or compromised password detected".
    • Tap the banner to filter directly by the red Compromised (N) category chip.
    • Compromised entries feature red badges, red shield avatars, and red card accents.
  3. Reused / Duplicate Passwords (Attention - Amber):
    • Identifies identical passwords used across multiple accounts to prevent credential stuffing attacks.
    • Triggers an Amber status banner: "Attention: X reused passwords detected across accounts".
    • Tap the banner to filter directly by the amber Reused (N) category chip.
    • Reused entries display an amber repeat icon badge and matching amber accent bar.
  4. Resolving Issues:
    • Tap the affected entry, open the built-in Password Generator, generate a strong random password, and tap Save.
    • As soon as the password is updated, the Vault Health score recalculates instantly.

7. Screen Privacy & Security Settings

  1. Screen Privacy (FLAG_SECURE):
    • Located in Settings > Security > Screen Privacy.
    • Enabled by default to block screenshot capture, screen recording, and hide credentials from Android's Recent Apps task switcher.
    • You can toggle this setting off temporarily if you need to take screenshots for personal backup or documentation.
  2. Biometric & Inactivity Lock:
    • Configure automatic lock timers (Immediately, 30s, 1m, 5m).
    • Require Biometrics or Master Password on app resume.

8. Android System Autofill

Fill usernames and passwords into any mobile application or browser with zero manual typing or clipboard copying.

  1. Enabling Autofill:
    • Open Settings > Security > Autofill Service.
    • If marked "Disabled", tap the card to open Android's system Passwords & Autofill settings.
    • Select AIPOS Password Manager as your preferred autofill service provider.
    • Return to AIPOS — the card will now display a green Active badge.
  2. Autofilling in Apps & Browsers:
    • Tap into any username or password field in an app (e.g. Spotify, Twitter, GitHub) or web browser (Chrome, Firefox).
    • Android will display an autofill suggestion from AIPOS with your account title and username.
    • Tap the suggestion:
      • If Biometric Unlock is enabled, touch the fingerprint sensor or look at the camera.
      • Alternatively, enter your Master Password.
      • AIPOS securely decrypts the credentials and fills the username and password fields instantly.
  3. Searching Vault on the Fly:
    • If an app is not automatically recognized, tap "Search AIPOS Vault..." in the autofill dropdown.
    • Unlock with biometrics/master password and search for the desired entry to fill it.

9. Encrypted Backups & CSV Imports

  • Encrypted Backup Export & Restore:
    • Export your vault data to an encrypted backup file (aipospm_backup.bin) using a dedicated backup password with confirmation validation.
    • Transfer the encrypted backup file to a new device and import it safely using your backup password.
  • Third-Party CSV Import:
    • Import credentials from Bitwarden, KeePass, or 1Password CSV exports directly in the Settings menu.