Team Members, Roles & Permissions

Most hosts grow past the point where one person can do everything. Vanio is built for teams — managers, cleaners, maintenance techs, inspectors, accountants, and even external partner companies. This guide walks through inviting people, picking the right role, and controlling who can see what.

Adding a teammate

1. Go to Settings → Team → Invite member
2. Enter their email and full name
3. Pick a role (see role descriptions below)
4. Choose which properties they can access — all, a group, or a custom list
5. Click Send invite

They receive an email, set a password, and land in their own dashboard scoped to exactly what you assigned. Invites expire after 7 days but can be resent any time.

Roles

Vanio has eight built-in roles. Each role bundles a sensible set of permissions so you don't have to think about each individual capability.

Admin

Full access. Can invite teammates, change billing, connect channels, and edit any setting. Use sparingly — typically the owner and one trusted second-in-command.

Manager

Day-to-day operator. Sees every reservation, message, and task. Can edit properties, run reports, message guests, charge cards, and assign tasks. Can't change billing or invite admins.

Cleaner

Sees only the cleaning tasks assigned to them, with the property name, address, access instructions, and turnover times. Can mark tasks complete, upload photos, flag issues, and message a manager. Doesn't see reservations, prices, or guest contact info.

Maintenance

Like cleaner, but for maintenance tickets. Sees the issue description, property details, access instructions, and parts/notes from previous visits. Can mark tickets complete, add photos and notes, and request parts.

Inspector

Sees inspection checklists for properties they're assigned to. Can score each item, attach photos, and submit reports. Useful for QA between cleanings.

Accountant

Read-only access to financial data. Sees reservations, payments, refunds, payouts, taxes, and reports. Can export and reconcile, but can't message guests, edit properties, or change anything.

Partner

An external company you work with — for example, a third-party cleaning service. The partner is its own organization inside Vanio with its own staff. You grant the partner access to specific properties; they manage their own team internally. See Inviting partner staff below.

Custom

If none of the above fits, build a custom role from individual permissions. Useful for unusual structures like "manager who can't issue refunds" or "cleaner who can also see reservation guest names."

Per-listing access control

Every teammate has a list of properties they can see. Combine roles with property access for fine-grained control:

• A cleaner who only services beach houses
• A manager who handles your downtown portfolio while another handles suburbs
• An accountant with access to one owner's properties for their statements

Update access from Settings → Team → click a member → Properties. Add by group, by tag, or by individual property. Changes take effect immediately.

Inviting partner staff

When you add a partner company, they get their own admin who can then invite their own people without going through you. Workflow:

1. Settings → Team → Invite partner
2. Enter the partner company name and the email of their primary contact
3. Pick which properties to share
4. Choose the partner's scope (cleaning, maintenance, inspections, or all)

The partner accepts the invite and sees only your shared properties. They invite their own staff inside their own workspace. You see who's on their team and what they're doing on your properties, but you don't manage their HR.

This is the right model for outsourced cleaning crews, contractor networks, and franchise operations.

Removing a team member

From Settings → Team → click a member → Remove, immediately revokes access. Their historical actions (completed tasks, sent messages, signed checklists) stay in the audit trail under their name.

For partners, removing the partner organization revokes access for everyone on their team at once.

Common questions

Is there a limit on team size? No. Add as many people as you need. Pricing depends on your plan — see Settings → Billing.

Can a person belong to two roles? A person has one role per organization. If they need different roles in different contexts (e.g., cleaner for some properties, inspector for others), use a custom role that combines the permissions.

Will cleaners see guest phone numbers? Not by default. You can flip that on in the cleaner role's permissions if your workflow needs it.

Can I see who did what? Yes. Every action is logged in the property and reservation activity feeds, attributed to the user.