Web Operator lets Vanio AI log into third-party platforms, complete tasks, and report back results — all securely and automatically.

Web Operator: Automated Browser Tasks

Vanio AI can now log into third-party property management platforms on your behalf, fill out forms, and complete tasks from start to finish — so you don't have to switch tabs, re-enter credentials, or manually copy information between systems. Every action is recorded in a transparent audit trail you can review at any time.

What It Does

Web Operator is Vanio's automation engine for external websites. When a task requires action on a platform outside of Vanio — such as submitting a work order, updating a resident record, or filing a support request — Web Operator handles the entire process automatically. It either follows a proven set of pre-recorded steps for that site, or adapts on the fly when a page looks slightly different than expected, just like a human agent would. When it finishes, the outcome is posted directly to your task timeline and the task is marked complete.

Getting Started

Step 1 — Connect your credentials

Before Web Operator can act on a third-party site, it needs your login information for that platform. Your credentials are stored in an encrypted vault — Vanio staff cannot read them, and they are never exposed in logs or audit records.

Go to Settings → Connected Platforms.
Click Add Platform.
Select the platform from the list (e.g., your resident management or maintenance portal).
Enter your username and password. If the site uses two-factor authentication, follow the on-screen prompts to link your authenticator.
Click Save. Vanio will verify the connection and confirm it's active.

[Screenshot: The "Connected Platforms" settings panel showing a list of linked sites with green "Active" badges]

Step 2 — Let Vanio trigger tasks automatically

Once your platform is connected, Web Operator runs automatically when Vanio determines a task needs to be completed on that site. You don't need to manually launch it. For example:

A guest reports a broken appliance → Vanio creates an internal maintenance task and submits the work order on your external maintenance portal.
A work order is completed → the reference number from the external site flows back onto the Vanio task automatically.

Step 3 — Review the outcome

Open the relevant task or conversation in your Dashboard.
Scroll to the Timeline section.
You'll see a message from Vanio AI summarizing what was completed — for example: "Work order #4821 created on MaintenancePro for Unit 308."
If Web Operator needs your help (for example, an unexpected security prompt appeared), you'll see a Needs Review notice with a plain-language description of where it paused.

[Screenshot: A task timeline entry showing "Web operator completed on MaintenancePro — reference #4821" with a timestamp]

How It Works

When a task is handed off to Web Operator, here's what happens automatically — no action needed from you:

Secure sign-in — Vanio retrieves your encrypted credentials and logs into the target platform, including handling two-factor authentication if required.
Task execution — The automation follows a pre-built playbook for that site whenever possible. If the site has changed layout or the step is new, it adapts by reading the screen and choosing the correct action.
Result capture — Once the task is done, Vanio captures a confirmation (such as a ticket or reference number) and any relevant screenshots.
Closed-loop update — The outcome is posted to your Vanio task timeline, the reference number is attached to the task record, and the task status is updated automatically.

If anything goes wrong or an unexpected screen appears, Web Operator stops and flags the task as Needs Review rather than guessing — protecting you from accidental submissions.

Key Features

Encrypted credential storage — Your usernames and passwords are stored in a secure vault, separate from all other data, and are never visible to Vanio employees or shown in any log.
Pre-recorded playbooks — For supported platforms, Vanio follows a tested, reliable sequence of steps that mirrors exactly what a trained team member would do manually.
Adaptive vision fallback — When a page layout changes or an unfamiliar screen appears, the automation reads the page visually and adapts — reducing failures caused by minor site updates.
Full audit trail — Every run generates a permanent record: which site was accessed, what goal was attempted, the outcome, any extracted reference numbers, and screenshots of key steps. You can access this history at any time in Settings → Automation History.
Automatic task close-out — When Web Operator completes a job, the linked Vanio task is marked complete and the external reference number (e.g., work order ID) is attached automatically — no manual copy-pasting needed.
Needs Review escalation — If the automation encounters an ambiguous or blocked step, it pauses and notifies you rather than proceeding with uncertainty.

Tips & Best Practices

Keep your credentials current. If you change your password on an external platform, update it in Settings → Connected Platforms right away — a stale password is the most common reason a run fails.
Use a dedicated service account when possible. If your platform supports it, create a dedicated login for Vanio (e.g., [email protected]). This keeps your personal session unaffected and makes the audit trail cleaner.
Check the audit trail periodically. Visit Settings → Automation History once a week to confirm runs are completing as expected. Each entry shows the site, the goal, the outcome, and a timestamp.
Don't log in manually mid-run. If Web Operator is actively working on a site and you log in simultaneously, it can interrupt the session. Vanio will retry automatically, but avoiding this keeps things smooth.
Review "Needs Review" notices promptly. These notices mean a task is paused and waiting. Open the flagged task, read the description, complete the step manually, then mark it resolved so the workflow can continue.

Common Questions

Which platforms does Web Operator support? Vanio currently supports a growing list of property management and maintenance portals. You can see all available platforms in Settings → Connected Platforms. Note: RealPage integration is not yet available — it is pending a review process and will be enabled as soon as that is complete. We'll notify you when it's live.

Is my login information safe? Yes. Your credentials are encrypted before they are stored and are only decrypted at the moment Web Operator needs to sign in. They are never written to logs, never visible in the audit trail, and cannot be accessed by Vanio support staff. Screenshots captured during a run are stored securely and only accessible to you.

What happens if the automation fails or gets stuck? Web Operator is designed to stop safely rather than make assumptions. If it encounters an unexpected screen, a failed login, or any step it can't confidently complete, it marks the task as Needs Review and sends you a clear description of where it stopped. You can then complete that specific step manually and resume normal operations. The audit trail will reflect exactly what was attempted and why it paused.