Connected Portal Credentials & Automated Login

Securely store your third-party portal credentials so Vanio can automatically log in and retrieve maintenance tickets and other property data on your behalf.

Vanio can now securely store your login credentials for third-party property management portals — like RealPage — that don't offer a direct integration. Once configured, Vanio logs into those portals on your behalf, retrieves the information you need (such as maintenance tickets and work orders), and brings it directly into your dashboard. No more manual copy-paste, no more tab-switching, no more re-entering passwords.

What It Does

Some portals your properties rely on don't offer a way for platforms like Vanio to connect directly. With Connected Portal Credentials, you store your login details securely inside Vanio once, and the platform handles the rest — automatically signing in, pulling relevant data, and surfacing it alongside your other property information. Your credentials are encrypted with bank-grade security and are never exposed outside of Vanio's secure servers.

Getting Started

Follow these steps to connect a third-party portal to your Vanio account.

Step 1: Open your Integrations settings

From your Vanio dashboard, go to Settings → Integrations → Connected Portals.

[Screenshot: Settings sidebar with Integrations highlighted, Connected Portals submenu visible]

Step 2: Add a new portal

Click + Add Portal. A panel will slide open on the right side of the screen.

[Screenshot: Add Portal panel with a dropdown for portal name and fields for username and password]

Step 3: Select the portal

Use the Portal dropdown to choose the third-party site you want to connect (for example, RealPage). If your portal isn't listed, select Other and enter the login URL manually.

Step 4: Enter your credentials

Type in the Username (usually your email address) and Password you use to log in to that portal. If the portal uses two-factor authentication (2FA), you'll see an additional field to link your authenticator app — follow the on-screen prompt to scan the QR code or enter the setup key.

[Screenshot: Credential entry form with username, password, and optional 2FA setup fields]

Step 5: Save and verify

Click Save & Connect. Vanio will attempt a test login in the background to confirm your credentials work. You'll see a green Connected badge appear next to the portal name within about 30 seconds.

[Screenshot: Connected Portals list showing a RealPage entry with a green Connected badge]

If the connection fails, a yellow warning banner will appear with a suggested fix (most often, the password needs to be updated — see Tips below).

How It Works

Once your portal is connected, Vanio takes care of everything automatically:

Scheduled data pulls — Vanio logs into the portal on a regular schedule and retrieves updates such as new maintenance tickets, work order statuses, and unit activity.
On-demand retrieval — When you (or Vanio's automated workflows) need fresh information from the portal, a secure login session is initiated immediately without requiring any action from you.
Data surfaced in context — Information pulled from the portal appears in the relevant parts of your Vanio dashboard. For example, a maintenance ticket created in RealPage will show up on the associated property's timeline, complete with the work order number.
Session management — Vanio maintains a secure, persistent login session where the portal allows it, reducing the number of individual logins needed and keeping things fast.

You don't need to be logged in to Vanio for any of this to happen — it runs in the background on your behalf.

Key Features

Bank-grade encryption — Your credentials are encrypted using AES-256-GCM, the same standard used by financial institutions. Decryption happens only on Vanio's secure servers; your password is never stored or transmitted in plain text.
Tenant isolation — Your credentials are completely isolated from other Vanio customers. No one else can access your stored login information.
Two-factor authentication (2FA) support — If your portal requires a one-time code from an authenticator app, Vanio can handle that automatically after a one-time setup, so 2FA doesn't block automated logins.
Persistent sessions — Where portals permit it, Vanio reuses a secure session rather than logging in from scratch each time, keeping data refreshes fast and reducing the chance of triggering account lockouts.
Automatic ticket and work order sync — Maintenance tickets created or updated in connected portals flow back into Vanio, so your team always has an up-to-date picture without manual data entry.
Connection health status — The Connected Portals page shows a live status badge for each portal so you always know whether a connection is active, needs attention, or has an expired password.

Tips & Best Practices

Keep your portal password current. If you change your password on a connected portal, update it in Vanio right away under Settings → Integrations → Connected Portals → Edit. A stale password will cause the connection to pause until it's refreshed.

Use a dedicated service account when possible. Some property management companies allow you to create a separate login specifically for integrations. Using one means a password change by a team member won't accidentally break your Vanio connection.

Don't share login credentials across portals. Add each portal separately, even if the same username and password happen to work for more than one. This makes it easier to update or remove a single connection without affecting others.

Check the status badge regularly. Make it a habit to glance at Settings → Integrations → Connected Portals once a week. A yellow or red badge is your signal that a portal needs attention before data gaps appear in your dashboard.

Enable 2FA setup during onboarding. If you set up two-factor authentication on the portal side later, come back to Vanio and update the credential entry to include your 2FA details. Adding it proactively prevents an interruption when the portal starts requiring it.

Common Questions

Is it safe to store my portal passwords in Vanio? Yes. Your credentials are encrypted with AES-256-GCM encryption before they're ever saved, and decryption only happens inside Vanio's secure servers at the moment a login is needed. Your password is never visible in plain text to anyone — including Vanio staff. Each customer's credentials are fully isolated from one another.

What happens if my password expires or changes on the portal? Vanio will detect that the login failed and flag the portal with a warning status on your Connected Portals page. You'll also receive an in-app notification prompting you to update the password. Data syncing from that portal will pause until the credential is refreshed, but no data already in Vanio will be lost.

Which portals are supported? Currently, RealPage is the primary supported portal, with more being added based on customer demand. If you need a specific portal connected that isn't listed yet, use the Other option to enter the URL manually, or contact Vanio support to request it be added to the official list.