Adding & Assigning Staff to Properties

Build your team and match the right person to the right job. Vanio supports cleaners, maintenance techs, inspectors, and managers — each with their own permissions and pay rates. Both property managers and operations workspace managers can invite and manage staff directly from their accounts.

Adding a staff member

1. Go to Settings in the sidebar
2. Click Hosts & Staff
3. Click Add Staff Member
4. Fill in name, phone number, email, and role
5. Pick a pay model — hourly, flat per task, or per-property rate
6. Save

The new staff member gets an invite by SMS and email. When they tap the link, they set a password (or just use SMS-only mode if they don't want an app).

Operations workspace managers: You can now add cleaners and maintenance staff directly to your account using the same steps above. This gives you a dedicated team directory to manage your crew and assign tasks — no workarounds needed.

[Screenshot: Settings → Hosts & Staff page with Add Staff Member button highlighted]

Assigning to properties

Note: Property assignment is available to property manager accounts only. Operations workspaces manage staff assignments through tasks rather than property listings.

Once a person is in your team, decide which properties they work on:

1. Open a property
2. Go to Assigned Staff
3. Click Add, pick the person, choose their role for this property (cleaner, backup cleaner, maintenance, inspector)
4. Set priority — who gets offered first, who's the backup
5. Save

You can assign multiple people to the same role. Vanio offers work in priority order and falls back to the next person automatically if the first declines or is unavailable.

Bulk assignment

Note: Bulk assignment is available to property manager accounts only.

Got 20 properties and 3 cleaners? Use Bulk Assign:

1. Go to Staff → [name] → Properties
2. Click Bulk Assign
3. Tick the properties to add
4. Pick role and priority
5. Save

Roles and permissions

• Cleaner — sees assigned tasks, checklists, photos, and pay
• Maintenance — receives work orders, uploads parts receipts
• Inspector — audits completed cleanings, approves or flags issues
• Manager — full access to the properties they oversee
• Owner — sees reports and payouts for properties they own

You can mix roles — a single person can be both cleaner and inspector on different properties.

Removing or pausing someone

To temporarily stop offering work to a staff member without deleting them, toggle Active off on their profile. To remove entirely, click Remove — past tasks and pay history are preserved for records.

Tips & best practices

• Set priority order thoughtfully — Vanio automatically offers work to your first-choice person and moves down the list only if they're unavailable or decline.
• Use the Active toggle to pause someone during a leave of absence rather than removing them entirely. Their history stays intact.
• Operations workspace managers: build your staff directory early so your team is ready to be assigned tasks as soon as jobs come in.

Common questions

Can staff work for multiple companies? Yes. A cleaner in the Vanio network can work for several hosts at once. Each host sees only their own tasks and pay.

Do I need to onboard each person through Stripe? Only if you're paying them through Vanio. Staff set up payouts themselves through a secure link the first time they're assigned a paid task.

I manage an operations workspace — can I add my own cleaners? Yes. You can now invite cleaners and maintenance staff directly from Settings → Hosts & Staff → Add Staff Member, the same way property managers do. Your staff directory is separate from any property manager's account.