Advanced Filtering System

Vanio's advanced filtering system brings spreadsheet-grade filtering to all major pages in your account. Filter your tasks, reservations, listings, guests, owners, and prospects with multiple criteria that combine intelligently—and share filtered views with your team through bookmarkable URLs.

Getting Started

Accessing Filters

1. Navigate to any of these pages:

   • Tasks → Main task dashboard
   • Reservations → Reservations overview
   • Listings → Property listings
   • Guests → Guest directory
   • Owners → Owner management
   • Prospects → Sales pipeline

2. Look for the filter bar at the top of each page—it appears as a search box with additional filter controls

3. Click the "Add Filter" button or use the search box to start filtering

Creating Your First Filter

1. Start with search: Type in the search box to instantly filter by names, emails, or other key fields

2. Add specific criteria: Click "Add Filter" to open the filter menu

3. Choose your field: Select what you want to filter by (status, date range, property type, etc.)

4. Set your criteria: Choose your operator (equals, contains, greater than) and enter your value

5. See instant results: Your table updates immediately as you type

How It Works

Automatic Updates

As soon as you add or modify a filter, your results update instantly—no need to click "Apply" or refresh the page. This makes exploring your data feel as smooth as working in a spreadsheet.

URL Persistence and Saved Views

Every filter combination creates a unique URL that you can bookmark or share. When you or a team member opens that link, you'll see exactly the same filtered view. This makes it easy to:

• Save frequently-used filter combinations
• Share specific data views with team members
• Return to previous searches

Saved views now work consistently — when you bookmark a filtered view or use a shared link, those filters will stay active even after you sort columns or make other changes in the platform. Your filtered reservation lists will maintain their date criteria even when you reorder by check-in date or guest name. You can always return to your saved view and pick up exactly where you left off.

Smart Combining

When you add multiple filters, they work together intelligently:

• AND logic: Results must match ALL your criteria
• Multiple values: Select multiple options within one field (like filtering for both "Confirmed" and "Checked In" reservations)
• Date ranges: Set precise time periods that work alongside other filters

Enhanced Date Selection

The date picker has been redesigned to show all your options in one place:

• Quick presets like "Today," "This Week," and "This Month" appear at the top
• Calendar picker lets you select specific dates or custom ranges
• Toggle between modes — switch from single day to date range selection with one click

No more hunting through dropdowns to find the date option you need.

Reliable Date Filtering

Date filters now work consistently across all scenarios. When you filter reservations by check-out dates using "IS" (exact date match), the filter will:

• Show only reservations with that exact check-out date
• Maintain the filter when you sort by other columns
• Persist correctly when you bookmark or share the filtered view

Previously, some date filters would appear active but show all reservations instead of the filtered results.

Workflow Condition Builder

When building automation rules in Workflows, you can attach conditions that control exactly when a rule fires. The condition builder is available on both trigger-level and action-level rules.

Length-of-Stay and Other Filters Are Now Fully Enforced

Workflow message rules with length-of-stay filters now work reliably across the board. When you set a condition such as "only send to guests staying 14 nights or more," that filter is enforced everywhere it matters:

• The activation preview — when you enable a rule, the preview list shows only the guest stays that actually qualify. You can trust what you see.
• Catch-up messages — guests whose stays don't meet your criteria are skipped, not messaged.
• New and updated reservations — when a reservation is created or modified, the filter is checked before any message is scheduled.

Previously, length-of-stay filters (and similar conditions) were not applied during the initial setup process, which could cause messages to be sent to guests with shorter stays than your rule specified. That issue is now resolved.

[Screenshot: A workflow rule with a length-of-stay condition set to "14 nights or more," with the activation preview showing only qualifying long stays]

What this means for your existing rules

If you have message rules with length-of-stay or other advanced conditions:

• No action is needed. Your rules will now behave exactly as configured.
• If you previously noticed messages going to guests who didn't meet your stay-length criteria, that will no longer happen.
• When you enable a rule or review its activation preview, the guest list you see reflects your actual filter—short stays that don't qualify won't appear.

Tips for length-of-stay rules

• Review your active rules if you've had length-of-stay conditions set for a while. Now that they're enforced correctly, you may want to confirm the conditions are still set the way you intended.
• Use the activation preview with confidence. The guest stays shown when you enable a rule are the ones that will actually receive messages.
• You can combine a length-of-stay condition with other conditions (like platform or month) on the same rule—all conditions are enforced together.

Task Type Condition (Task-Triggered Rules)

If your workflow rule is triggered by a task event—such as a task being created, completed, assigned, or updated—you'll see a Task type condition field at the top of the condition builder. This field lets you tell the rule which task categories should (or shouldn't) trigger it.

[Screenshot: Condition builder showing the Task type field with category tags for Cleaning, Turnover, Laundry, etc.]

Why use it? You might want to be notified whenever a new task is created, but you don't need an alert every time a laundry task comes in. The Task type condition lets you set that up in a few clicks.

How to set a Task type condition

1. Open the workflow rule you want to edit (or create a new one with a task-based trigger)
2. Scroll to the Condition section of the rule
3. The Task type field appears automatically at the top of the condition builder—you won't see it on rules triggered by reservations or other events
4. Choose your operator:
   • is one of — the rule fires only for tasks in the categories you select
   • is not one of — the rule fires for all tasks except the categories you select
5. Click the category tags to select or deselect them. Selected categories are highlighted in blue
6. Save your rule

[Screenshot: Task type condition with "is not one of" selected and the Laundry tag highlighted, showing how to exclude laundry tasks]

Available task categories

You can include or exclude any combination of these ten categories:

Category	When to use it
Cleaning	Standard clean between guests
Turnover	Full property turnover
Deep cleaning	Periodic deep cleans
Laundry	Linen and laundry tasks
Maintenance	Repairs and upkeep
Inspection	Property inspections
Purchase	Supply or equipment purchases
Communication	Guest or owner communication tasks
Documentation	Paperwork and record-keeping
Other	Anything that doesn't fit the above

A note on uncategorized tasks

If a task hasn't been assigned a category, it's treated as uncategorized. When you use is not one of, your rule will still fire for uncategorized tasks—they're not excluded unless you specifically choose the categories you want to skip. If you use is one of, uncategorized tasks will not trigger the rule.

Combining Task type with other conditions

You can add up to four conditions to a single rule. For example, you could set up a rule that notifies your team about new maintenance or inspection tasks, but only during certain months of the year—combine a Task type is one of: Maintenance, Inspection condition with a Month of the year condition.

Key Features

• Universal search — Type to instantly search across key fields on any page with accurate results

• Column-specific filtering — Filter by any column you see in your tables

• Multiple criteria — Combine as many filters as you need for precise results

• Flexible operators — Use "equals," "contains," "greater than," "between," and more

• Multi-select options — Choose multiple values for fields like status or property type

• Unified date picker — All date options (presets and calendar) in one convenient interface

• Reliable date filtering — Exact date matches work correctly and persist when sorting or sharing views

• Persistent saved views — Bookmarked and shared filter combinations stay active across sessions

• Accurate counts — Task counts and search results now show precise totals

• Consistent data display — Reservation pricing and other details appear uniformly across all screens

• Real-time updates — See results change instantly as you type or adjust filters

• Mobile responsive — Full filtering capabilities work seamlessly on mobile devices

• Task type filtering in Workflows — Filter task-triggered rules by category so you get notified about the tasks that matter and skip the ones that don't

• Fully enforced workflow conditions — Length-of-stay and other message rule filters are now applied consistently at every step, including the activation preview, catch-up, and new reservation processing—so rules only fire for stays that truly qualify

Tips & Best Practices

Save Time with Bookmarks

Create bookmarks for filter combinations you use regularly:

• "Reservations checking in today"
• "Properties needing maintenance"
• "High-priority tasks"
• "New prospects this month"

Share Views with Your Team

Send filtered URLs to team members to focus their attention:

• Share urgent tasks that need immediate attention
• Send property-specific reservation lists to cleaning crews
• Highlight prospects in specific pipeline stages for sales follow-up

Layer Your Filters Strategically

Start broad, then narrow down:

1. Begin with a date range or status
2. Add property or guest-specific criteria
3. Use search to find specific records within those results

Use Date Ranges Effectively

The new unified date picker makes it easy to find:

• This week's check-ins and check-outs (use "This Week" preset)
• Last month's completed tasks (use "Last Month" or pick custom dates)
• Upcoming reservation deadlines (toggle to date range mode)
• Properties with recent guest activity (combine "Recent" presets with other filters)

Work with Date Filters Confidently

• Use the "IS" operator for exact date matches when you need reservations for a specific day
• Date filters now work reliably—when you see a filter applied, it's actually filtering your results
• Sort your filtered results by any column without losing your date criteria
• Share filtered views with exact dates knowing your team will see the same precise results

Work with Saved Views

• Bookmark your most-used filter combinations for quick access
• Saved views stay consistent—you can make changes elsewhere and return to your saved filters
• Share saved view URLs with team members for collaborative filtering

Fine-Tune Your Task Workflow Notifications

• Use is not one of with categories like Laundry or Documentation to reduce noise from routine tasks
• Use is one of with Maintenance and Inspection to create a dedicated high-priority alert rule
• Remember that uncategorized tasks will still trigger is not one of rules—assign categories to your tasks for the most predictable results

Set Up Length-of-Stay Message Rules with Confidence

• When you enable a rule with a length-of-stay condition, check the activation preview—what you see is exactly who will receive the message
• If you want to message long-stay guests only, set your condition once and trust it. Reservations that don't meet the minimum stay length will automatically be skipped at every stage
• You can combine length-of-stay with platform or month conditions to get even more targeted—all conditions are enforced together

Common Questions

Q: Will my existing bookmarks and shared links still work? A: Yes, all your existing bookmarks and shared links continue to work exactly as before. The new system is fully backward compatible, and saved views now work more reliably than ever.

Q: Can I clear all filters at once? A: Yes, look for the "Clear all" option in the filter bar, or simply navigate back to the main page to start fresh.

Q: Do filters affect data exports? A: When you export data from a filtered view, you'll export only the records that match your current filters. This makes it easy to create targeted reports and data extracts with accurate totals.

Q: Why do I see different date options now? A: The date picker now shows presets (Today, This Week, etc.) and calendar options together in one interface. This makes it faster to pick either quick timeframes or specific custom dates without switching between different controls.

Q: I don't see the Task type condition in my workflow rule. Why? A: The Task type condition only appears on rules whose trigger is a task event (such as "Task created" or "Task completed"). If your rule is triggered by a reservation, review, or another non-task event, the Task type field won't be shown because those events don't carry task information.

Q: What happens to a workflow rule if a task has no category assigned? A: Uncategorized tasks are not matched to any specific category. If your condition is set to is not one of, the rule will still fire for uncategorized tasks. If your condition is set to is one of, uncategorized tasks will not trigger the rule. To keep things predictable, make sure your tasks have categories assigned.

Q: I set up a length-of-stay filter on a message rule a while ago. Can I trust it's working now? A: Yes. Length-of-stay filters—and other workflow conditions—are now enforced at every step: when you enable a rule, when new reservations come in, and during any catch-up processing. If you want to double-check, open your rule and look at the activation preview. Only qualifying stays will be listed. Previously this wasn't the case, but no further action is needed on your end—the fix is applied automatically to all rules.