Guest CRM

Every time someone books with you, Vanio creates or updates a profile for that guest — automatically. Whether they came through Airbnb, Booking.com, VRBO, your direct website, or any other channel, their stays, contact details, and history all live in one place.

No setup required. The moment a reservation lands, the Guest CRM takes care of the rest.

One guest, one profile — across every platform

Guests rarely stick to one booking channel. The same person might book through Airbnb this summer and Booking.com next winter. Vanio recognizes them and merges everything into a single profile, so you're not stuck with duplicate records or fragmented history.

When a returning guest books again, Vanio detects them right away — they skip identity verification in the guest portal, because you already know who they are.

What's on a guest profile

Open any guest to see their full picture:

• Stay history — every past and upcoming reservation, with a click-through to the full reservation details
• Total revenue — how much this guest has spent with you across all their stays
• Average review score — how they've rated your properties over time
• Contact info — multiple phone numbers and emails per guest, all in one list
• Notes — private notes with a full audit trail showing who wrote what and when
• Documents — ID scans, signed rental agreements, and anything else you've collected
• Flags — warnings or highlights you've set on this guest
• Saved payment methods — cards on file for repeat guests, ready for smooth rebookings

AI risk score

Every guest gets an automatic risk rating — from very low to critical — based on their history, behavior, review patterns, and signals Vanio picks up along the way. It's a quick way to spot potential problems before a guest even arrives, so you can tighten up check-in, add a deposit, or take a closer look at the booking.

Guest blacklist

If a guest has caused damage, been abusive, or broken house rules, you can blacklist them. Once blacklisted, they're blocked from booking any of your properties across every channel — not just the one they misbehaved on.

Notes with accountability

Notes on a guest profile aren't just free text — every note is stamped with the team member who wrote it and when. If multiple people on your team interact with the same guest, you'll always know who said what. Great for handoffs, disputes, and keeping everyone aligned.

Contact management

Guests often give different contact details on different platforms — a work email on Booking.com, a personal one on Airbnb, a WhatsApp number on your direct site. Vanio keeps all of them on the profile so you can reach the guest however works best.

Search that just works

Find any guest in seconds. Search by name, email, or phone number — with fuzzy matching, so typos and partial matches still return the right person. Click a result to jump straight into their profile.

Click through to reservations

From a guest profile, every reservation is a link. Click into a stay to see payments, messages, tasks, access codes, and everything else connected to that booking — then jump back to the guest whenever you need.

Automatic setup

There's nothing to configure. As soon as you connect a booking channel or take a direct reservation, the Guest CRM starts building profiles on its own. Every new reservation creates a fresh profile or updates an existing one — silently, in the background, all the time.