Connect your PMS to Vanio AI to keep listings, reservations, guest messages, and payments in sync automatically—including real-time updates and accurate daily connection tracking for Guesty users.

Property Management System (PMS) Integration

Vanio AI connects directly to your existing Property Management System so your listings, reservations, guest details, and messages stay in sync—without double entry. Whether you use Guesty, Hostaway, or another supported platform, your data flows into Vanio automatically so you can manage everything from one place.

What It Does

The PMS integration pulls your properties, bookings, guest counts, pricing, and message history from your existing platform into Vanio AI. Once connected, your reservations import with accurate pricing, correct guest counts, and the right booking status. You'll see your full reservation list—not just a fraction of it—and any guest messages from your PMS will appear in Vanio's inbox as well.

For Guesty users, Vanio now maintains a live, continuous connection. Reservation updates, new guest messages, inquiries, and payments sync in real time as they happen in Guesty—no manual sync required.

Getting Started

Step 1: Open PMS Integrations

Log in to Vanio AI.
Click Settings in the left sidebar.
Select PMS Integrations from the settings menu. This page is only about property management systems — Airbnb, Booking.com and VRBO are connected from Apps instead.

[Screenshot: The PMS Integrations settings page]

Step 2: Choose Your PMS Provider

Open Choose your PMS and pick your system. Nine are supported: Guesty, Hostaway, Lodgify, OwnerRez, Beds24, iGMS, Smoobu, BookingSync (Smily) and Hospitable.
Enter the credentials that provider asks for. You'll find them in your PMS account under its own developer or integration settings.
Click Connect Guesty (the button is named after whichever system you picked).

[Screenshot: PMS connection form with credential fields]

Step 3: Run Your First Import

Once connected, Vanio will automatically begin importing your data. You can also start it manually:

Go to Settings → PMS Integrations.
Find your connected PMS under Active Connections and click Import Data.
Vanio confirms the import has been dispatched and continues in the background.

[Screenshot: The Import Data button on an active connection]

Note: A full first import may take several minutes depending on how many properties and reservations you have. You don't need to stay on the page—Vanio will finish the sync in the background.

How It Works

Once your PMS is connected, Vanio handles the heavy lifting automatically:

Listings are pulled in from your PMS with their names, descriptions, photos, and availability.
Reservations import with the correct total price, number of guests, and booking status (confirmed, pending, cancelled, etc.).
Guest messages from your PMS are brought into Vanio's unified inbox so you can respond without switching tabs.
Pricing and availability refresh automatically so your calendar stays accurate.

Building groups

Vanio automatically organizes your active listings by building. If you manage several units at the same address—whether they came from your PMS or Airbnb—they'll appear together in one place rather than as a scattered list. This grouping happens on its own during every sync; you don't need to configure anything.

Only your active listings are grouped. Deactivated or unlisted properties are intentionally left out of building groups, so you won't see phantom multi-unit buildings that are really just a single active unit alongside an inactive duplicate.

If your listings looked ungrouped before: PMS-imported listings now group by building the same way Airbnb imports always have. After your next sync, units at the same address will appear organized together automatically.

[Screenshot: Listings view showing multiple units grouped under a shared building address]

Live sync (Guesty)

Guesty is a fully live connection. Rather than waiting for a scheduled sync, Vanio receives updates from Guesty the moment something changes—a new booking, a cancelled reservation, an incoming guest message, or a recorded payment. You don't need to click Sync Now to see these changes; they appear in Vanio automatically within seconds.

This also means:

Inquiries from Airbnb, Vrbo, or other channels appear in your inbox as soon as Guesty receives them, complete with guest details and dates.
Payment information—including what's been collected and what's outstanding—reflects exactly what Guesty shows, so the numbers in Vanio match your PMS ledger.
Check-in and check-out times shown on a reservation reflect the actual times recorded in Guesty for that booking, not a generic default.

Daily connection limit (Guesty)

Guesty limits how many times any external tool can connect to your account within a single day. Vanio tracks this limit on your behalf and displays your remaining daily connections so you always have an accurate picture of your sync budget.

An important detail: every connection attempt counts against your daily limit—including attempts that don't succeed. This is how Guesty itself tracks usage. Vanio now reflects this accurately, so the remaining count you see in Vanio matches the actual budget Guesty is enforcing. Previously, only successful connections were counted, which could make your remaining budget look higher than it really was and lead to unexpected failures later in the day.

In practice, this affects you most if you're running frequent manual syncs or if your connection is experiencing repeated failures. If you see your daily limit running low:

Avoid triggering unnecessary manual syncs—let the live connection handle day-to-day updates.
Wait until the limit resets (it resets once every 24 hours) before running a bulk sync.
If you're seeing repeated connection failures, contact support rather than retrying in a loop, as each retry consumes from your daily budget.

[Screenshot: Integration card showing remaining daily connections for Guesty]

What You'll See After a Sync

After a sync completes, you'll see one of three status indicators on your integration card:

Status	What It Means
✅ Sync completed	Everything imported successfully.
⚠️ Sync partially completed	Most data imported, but some items couldn't be pulled in. A plain-English message explains what's missing and what to do.
❌ Sync failed	Something prevented the sync from running. Check the message for next steps.

If a sync is only partially successful, Vanio will tell you exactly what happened—for example: "42 of 45 properties were updated; 3 could not be pulled in and are missing." You'll also see guidance like "Run the sync again in a few minutes" if your PMS temporarily limited how much data could be retrieved at once.

[Screenshot: Integration card showing a partial sync warning message]

Connected via indicator

When a reservation or message came in through your PMS, Vanio displays a Connected via [PMS name] label—for example, Connected via Guesty—on the reservation detail and in the message thread. This tells you at a glance which platform owns that booking or conversation.

[Screenshot: Reservation detail showing "Connected via Guesty" label]

Reply routing for PMS-connected threads

When you reply to a guest message in a thread that came through your PMS, Vanio automatically sends your reply back through that same PMS connection. For Guesty, this means your reply goes out through Guesty just as it would if you'd typed it there directly—you don't need to switch platforms or take any extra steps. The channel label on each message shows where it originated (for example, Airbnb or Vrbo), while Vanio handles the routing behind the scenes.

Key Features

Full reservation visibility — Your complete booking history imports, not just a recent slice. All reservations appear in your reservations list with accurate pricing and guest counts.
Accurate booking details — Each reservation imports with the correct total price, booking status, check-in/check-out times, and number of guests. You won't see $0 bookings, missing guests, or unexplained "pending" statuses from the import.
Automatic building groups — Active listings at the same address are automatically grouped together as a building, whether they came from your PMS or Airbnb. Your portfolio stays organized without any manual sorting.
Live sync for Guesty — Reservations, messages, inquiries, and payments update in real time as they change in Guesty. No manual sync needed for day-to-day changes.
Accurate daily connection tracking (Guesty) — Vanio now counts every connection attempt—successful or not—toward your daily Guesty limit, matching how Guesty itself tracks usage. The remaining count you see in Vanio is always accurate, so you won't be caught off guard by an exhausted budget.
Inquiry handling — Guest inquiries flow into Vanio's inbox just like confirmed reservations, so you can respond promptly without checking your PMS separately.
Accurate payment status — Payment information imports directly from your PMS, so each reservation correctly shows whether payment is pending, partially collected, or paid in full.
Correct cancellation policies — Cancellation policies from your PMS display accurately on each reservation, including policies from Vrbo, Airbnb, and other channels managed through Guesty.
Message sync — Guest conversations from your PMS appear in Vanio's inbox automatically, so your team doesn't miss any communication.
Connected via indicator — Each reservation and message thread shows which PMS it came through, so you always know where a booking originated.
Smart reply routing — Replies to PMS-connected threads are automatically sent back through the right platform. You reply once in Vanio; it arrives correctly on the guest's end.
Honest sync reporting — If a sync couldn't complete fully—due to a temporary rate limit from your PMS, for example—Vanio tells you clearly what's missing rather than showing a false success.
Unlisted property control — By default, unlisted or unpublished properties are skipped during import. If you want to bring them into Vanio, turn on Include Unlisted Properties. For Airbnb, that setting lives in Sync Options on the Apps & Integrations → Airbnb page.
Date-range message backfills — When importing message history, you can specify a date range so Vanio fetches recent messages first and works backward at your pace.

Tips & Best Practices

For Guesty users, rely on the live connection for day-to-day changes. New bookings, cancellations, incoming messages, and payments will appear in Vanio automatically. Reserve Sync Now for situations where you've made bulk changes in Guesty and want to pull everything in immediately.

Be mindful of your daily Guesty connection limit. Every sync attempt—including ones that don't complete successfully—counts toward your daily budget. If your remaining connections are running low, pause manual syncs and let the live connection handle updates until the limit resets the following day.

If you're seeing repeated Guesty connection failures, contact support rather than retrying repeatedly. Each retry consumes from your daily budget. Support can help identify the root cause so you're not burning through your limit on attempts that won't succeed.

Run a manual sync after making major changes in your PMS. Vanio syncs automatically on a schedule, but if you've just added a new property or updated a block of reservations, clicking Sync Now will pull those changes in immediately.

After your next sync, expect to see your listings grouped by building. If you manage multiple units at the same address, they'll now appear together automatically. This is a one-time change in how your portfolio is organized—no action is needed on your part.

Only active listings appear in building groups. Deactivated listings won't be grouped with your live units. This is intentional, so your building view reflects only the properties you're actively managing.

Check the sync status message after your first import. After your very first connection, review the status chip on your integration card. If it shows a partial sync warning, read the message—it will tell you exactly which properties or reservations need attention.

If you see a rate limit warning, wait a few minutes and sync again. Your PMS limits how much data any external tool can request at once. This is normal. Vanio will tell you when this happens, and a second sync shortly after will usually complete successfully.

Enable "Include Unlisted Properties" only if you need them. Unlisted properties are excluded by default to keep your active listings clean. Turn this on only if you actively manage properties that aren't yet published.

Don't disconnect and reconnect to fix a stuck sync. If you see a sync stuck on "pending," wait a couple of minutes and refresh the page. Vanio now automatically clears stuck sync states. If the problem persists after five minutes, contact support.

Common Questions

Why did I only see a handful of reservations before, and now I see many more? A previous issue caused the reservation list to display only a small portion of your bookings after a PMS import. This has been fixed. After your next sync, you'll see your complete reservation history with accurate pricing and guest information.

My PMS listings weren't grouped by building before—will they be now? Yes. Starting with your next sync, active listings at the same address will automatically appear grouped together as a building, the same way Airbnb listings always have. If you previously saw your PMS properties as a flat, ungrouped list, you'll notice them organized by location after the sync completes. Only active listings are included in groups, so deactivated properties won't affect how your buildings appear.

What does "Sync partially completed" mean? Did I lose data? No data is lost on your PMS. A partial sync means Vanio was able to import most of your information, but some items couldn't be retrieved in that particular sync window—usually because your PMS temporarily limited outside requests. The message on your integration card will describe exactly what's missing. Running Sync Now again after a few minutes typically resolves it.

I replied to a guest in Vanio but I'm not sure it reached them through the right channel—how do I know? When a thread is connected through your PMS, Vanio routes your reply back through that platform automatically. You'll see the Connected via label on the thread confirming which platform owns the conversation. If the label shows your PMS (for example, Connected via Guesty), your reply went out through Guesty. You don't need to send a separate message from your PMS.

Why does a Guesty reservation show a different check-in or check-out time than I expected? Vanio now displays the arrival and departure times recorded on each individual reservation in Guesty, which may differ from your listing's default times. If a guest arranged a late check-in, for example, that updated time will appear in Vanio. If you need to change it, update the reservation in Guesty and it will sync to Vanio automatically.

My remaining Guesty connections dropped even though the sync didn't seem to work—is that a bug? No. Guesty counts every connection attempt against your daily limit, including ones that don't complete successfully. Vanio now tracks this the same way, so the number you see accurately reflects what Guesty is actually enforcing. Previously, Vanio only counted successful connections, which could make your remaining budget look higher than it really was. If your limit is running low, avoid manual retries and wait for the daily reset.

There's a known issue: the balance label on some imported reservations may show "paid" when it should say "owed" (or vice versa). This affects how the balance is labeled, not the actual amount. The dollar figure itself is correct. A fix for this label is in progress and will be released shortly. In the meantime, refer to your PMS for the authoritative paid/owed status on affected reservations.