Signature Portal Multi-Unit Sync

The Signature Portal multi-unit sync feature automatically creates separate portal reservations for each physical unit in your combo listings. When you have a property with multiple units behind a single Vanio listing, each unit can now sync independently to the Signature Portal with its own credentials—eliminating booking conflicts and ensuring all units stay properly updated.

Getting Started

Step 1: Access Your Listing Settings

1. Navigate to Properties in your dashboard
2. Select the multi-unit property you want to configure
3. Click the Settings tab at the top of the listing page
4. Scroll down to find the Signature Units section

[Screenshot: Listing settings page showing the Signature Units configuration panel]

Step 2: Configure Unit Credentials

1. In the Signature Units section, you'll see your current unit count (starts at 1)
2. Click Add Unit to register additional physical units (up to 10 maximum)
3. For each unit, enter the required credentials:
   • Username: The portal login for this specific unit
   • Password: The corresponding password
   • Label (optional): A friendly name to help identify the unit

Step 3: Save and Test

1. Enter credentials for each unit and press Enter or click outside the field to save
2. Watch for the green "Signature value saved" confirmation
3. Your multi-unit sync is now active—future reservations will automatically create separate portal bookings for each unit

[Screenshot: Completed Signature Units configuration showing multiple units with masked passwords]

How It Works

Once configured, the multi-unit sync operates seamlessly in the background:

When you create a reservation:

• Vanio automatically detects that your listing has multiple Signature Portal units configured
• Instead of creating one portal reservation, the system creates separate reservations for each unit
• Each portal reservation uses the specific credentials you've set for that unit
• All units stay synchronized with your internal booking calendar

Automated guest check-in:

• When guests complete verification through your property's portal link (ID verification, payment method, damage protection, and estimated arrival), Vanio automatically creates their portal reservation
• The system ensures guests have completed all required verification steps before processing their reservation—preventing incomplete bookings that could leave guests stuck at check-in
• Portal reservations are created only once per unit to prevent duplicate bookings, even if the verification process is triggered multiple times
• If the portal is temporarily unavailable or returns an error, the system provides clear feedback about what went wrong and how to resolve it

What you'll see:

• Your Vanio dashboard shows one reservation as normal
• The Signature Portal shows individual reservations for each unit
• Availability blocks correctly across all units
• Guest check-ins process automatically once verification is complete
• Clear error messages if any step fails, with specific guidance on next steps
• No more "invisible" units that guests can't book

Automatic management:

• Credential changes sync immediately across future bookings
• Unit additions take effect for new reservations
• Verification requirements are enforced consistently across all properties
• Existing bookings remain unaffected when you modify settings
• Detailed activity logs help track what happened with each reservation attempt

Key Features

• Independent unit credentials — Each physical unit gets its own portal login, preventing booking conflicts

• Scalable configuration — Support for up to 10 units per combo listing with easy add/remove controls

• Automatic reservation fanning — One internal booking creates multiple portal reservations without manual intervention

• Smart guest verification — Automated portal registration only after guests complete required verification steps (ID, payment, damage protection, arrival time)

• Duplicate prevention — Built-in safeguards prevent creating multiple portal reservations for the same guest and unit

• Secure credential storage — Passwords are encrypted and can be hidden/revealed as needed

• Real-time validation — Immediate feedback when saving credentials with clear error messaging

• Flexible labeling — Optional unit labels help you organize and identify different physical spaces

• Enhanced visibility — Comprehensive logging shows exactly what happened with each reservation attempt, making troubleshooting faster

• Backward compatibility — Existing single-unit Signature Portal integrations continue working unchanged

Tips & Best Practices

Credential Management:

• Use descriptive unit labels like "Pool House" or "Main Villa" to avoid confusion
• Keep portal credentials secure and avoid sharing login details between units
• Test new unit credentials by creating a test reservation to verify connectivity
• Monitor the activity logs to catch any credential or connection issues early

Guest Verification:

• Ensure guests receive clear instructions about completing verification before arrival
• Use the portal verification link tool to send guests the verification link when needed
• Remember that reservations are only created after complete verification—incomplete verification will show clear error messages with next steps
• Check the activity logs if guests report issues with portal access

Unit Organization:

• Add units in logical order (e.g., Unit 1 = largest space, Unit 2 = secondary space)
• Consider your property's natural groupings when assigning unit numbers
• Update unit labels if you renovate or repurpose spaces

Booking Strategy:

• Monitor the Signature Portal to confirm all units are receiving reservations correctly
• Check that availability calendars reflect accurately across all units
• Use the enhanced logging to quickly identify and resolve any synchronization issues
• Contact support if you notice patterns of failed reservations for specific units

Maintenance:

• Regularly verify that portal credentials haven't expired
• Remove unused units rather than leaving them with empty credentials
• Update passwords promptly if portal access requirements change
• Review activity logs periodically to spot any recurring issues

Common Questions

Q: Can I add units to an existing listing that already has Signature Portal sync? A: Yes, absolutely. Click "Add Unit" in your listing settings, enter the new unit's credentials, and future reservations will automatically include the additional unit. Guest check-ins will work immediately for the new unit once guests complete verification.

Q: What happens if I remove a unit that has active reservations? A: Current reservations remain intact, but future bookings will only sync to the remaining configured units. The removed unit's portal reservations stay in place until they naturally expire.

Q: What if a guest tries to check in but hasn't completed verification? A: The system will prevent creating an incomplete portal reservation and provide clear guidance. Send the guest the portal verification link so they can complete ID verification, payment method setup, damage protection, and estimated arrival time. Once they finish, their reservation will be created automatically.

Q: Why don't I see the Signature Units section in my listing settings? A: The section appears automatically once you have Signature Portal integration enabled and either multiple units configured or existing portal credentials. If you don't see it, verify that your Signature Portal connection is active in your channel settings.

Q: How do I know if a portal reservation was created successfully? A: Check the activity logs in your dashboard, which show detailed information about each reservation attempt including success confirmations or specific error messages. You can also verify directly in the Signature Portal that the reservation appears with a valid confirmation number.

[Screenshot: Successfully configured multi-unit sync showing reservation confirmation across multiple portal units]

STRICTLY FORBIDDEN — never mention:

• LLM/AI model names (Claude, GPT, OpenAI, Anthropic, Sonnet, etc.)
• API endpoints, webhooks, database tables, schemas, migrations
• Internal service/handler/worker/queue names
• Code architecture, file paths, environment variables
• Stripe Connect internals (say "payment processing")
• Any implementation detail a user would never see in the UI

REQUIRED:

• Write for property managers, not developers
• Step-by-step instructions with UI references ("Go to Settings → ...", "Click ...")
• What happens automatically (explain WHAT, never HOW technically)
• [Screenshot: description] placeholders where visuals would help
• Voice: "you" addressing the user. Warm, clear, confident.

Structure

1. What it does — 2-3 sentence overview
2. Getting started — step-by-step with UI references
3. How it works — what happens automatically, what the user sees
4. Key features — bullet list with brief explanations
5. Tips & best practices
6. Common questions — 2-3 FAQs