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.

Editing team members

To update a team member's details, role, or property access:

1. Go to Settings → Team
2. Find the team member in the list
3. Click anywhere on their row to open the edit panel
4. Update their information, role, or property access in the side panel that opens
5. Click Save changes

The edit panel opens automatically when you click on any team member's row. You can close it by clicking outside the panel or making your changes. All changes take effect immediately.

Working with groups

When editing groups or managing team members, you can easily select and filter options:

• Search functionality: Use the search box to quickly find specific users, roles, or groups by typing their name
• Mobile-friendly selection: On mobile devices, dropdown lists and member selection screens automatically adjust for comfortable scrolling and selection
• Group member editing: When editing an existing group, all current members are automatically pre-selected, making it easy to add or remove people

The interface adapts to your screen size, with larger selection areas and improved touch controls on mobile devices for easier team management on the go.

Switching between workspaces

If you have roles in multiple customer workspaces, you can easily switch between them:

1. Go to Settings → Team
2. In the workspace list on the left sidebar, click on any workspace you have access to
3. Your view immediately switches to that workspace with the appropriate permissions for your role there

This is especially useful for managers who work with multiple property management companies, or team members who provide services across different organizations.

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.

Listing Owner

A restricted role for individual property owners who collaborate with management companies or co-host arrangements. Listing owners see their property's calendar, reservations, guest messages, and basic reports, but don't have access to market intelligence features like pricing comparisons, competitor data, or market dashboard tools. This keeps their view focused on core listing management while protecting sensitive market insights.

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
• A listing owner who sees only their own properties and basic management features

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

Immediate access removal

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.

Permanent deletion

To permanently remove someone from your Vanio account:

1. Go to Settings → Team
2. Find the team member in the list
3. Click the delete button (trash icon) in their row
4. Confirm the deletion in the dialog that appears

What happens when you delete a user:

• Their account is permanently removed from your team
• All their role assignments and group memberships are deleted
• Historical records (messages, completed tasks, audit logs) remain but show as unattributed
• Active task assignments are automatically cleared
• The action cannot be undone

Safety protections:

• You cannot delete your own account this way
• If you're the only owner, you must promote someone else to owner first
• A confirmation dialog prevents accidental deletions

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.

What's the difference between Listing Owner and other roles? Listing owners have a streamlined view focused on essential property management tasks. They can't see market intelligence features like pricing tools, competitor analysis, or market dashboards that are available to managers and admins.

What's the difference between removing access and deleting a user? Removing access keeps their account but revokes permissions — you can re-add them later. Deleting permanently removes their account and cannot be undone.

Can I switch between workspaces if I work with multiple companies? Yes. If you have active roles in multiple workspaces, you'll see them listed in the settings sidebar and can click to switch between them instantly.

Why don't I see group members when editing a group? If group members aren't showing up when you edit a group, try refreshing the page. The member list should automatically populate with current group members selected.