Guest Portal

Every reservation automatically gets a guest portal — a mobile-friendly web page with everything your guests need for their stay. No app downloads required, and guests access it through a simple link you send before check-in.

The portal centralizes check-in instructions, property guides, local recommendations, and upsell opportunities in one branded experience that works on any device.

Getting Started

Guest portals are created automatically for every reservation, regardless of booking platform. Here's how to set them up:

Configure Portal Settings

1. Go to Settings → Website in your dashboard
2. Scroll to the Guest Portal section
3. Toggle Enable Guest Portal on
4. Customize your branding (colors, logo) to match your direct booking website

[Screenshot: Portal settings page showing branding options and feature toggles]

Set Up Property Content

1. Navigate to Properties and select a listing
2. Click the Guest Guide tab
3. Add your check-in instructions with photos
4. Include WiFi details, appliance instructions, and house rules
5. Add local recommendations for restaurants and activities

[Screenshot: Property guest guide editor with rich text formatting]

Send Portal Links Portal links are sent automatically through your messaging automations, or you can send them manually from any reservation's details page by clicking Send Portal Link.

How It Works

When a guest books through any platform (Airbnb, Booking.com, or your direct website), Vanio creates a unique portal page for that reservation. The guest receives a link via text or email, typically 24-48 hours before check-in.

Flexible Access for All Guests Guests with phone numbers receive text messages with portal links, while guests without phone numbers (common with Booking.com bookings) can access the portal through magic links using their confirmation code. This ensures every guest can check in smoothly regardless of how they booked.

The portal is completely mobile-optimized since most guests access it on their phones while traveling. Everything is organized into clear sections:

Before Arrival

• Reservation details and confirmation
• Pre-arrival messaging with you
• Identity verification (if required)
• Upsell opportunities (early check-in, late checkout)

During Stay

• Step-by-step check-in instructions with photos
• Access codes (revealed automatically at check-in time)
• Property guide with WiFi, appliances, and amenities
• Local recommendations you've curated
• Direct messaging outside of booking platforms

After Checkout

• Invoices and payment receipts
• Checkout confirmation
• Review requests

Key Features

Universal Portal Access Every guest can access their portal, whether they booked with a phone number or not. Guests without phone numbers receive magic links that authenticate them using their booking confirmation code, solving common check-in issues with Booking.com reservations.

Reliable Identity Verification When verification is required, guests can complete the process seamlessly through the portal. The system ensures guest information is properly handled regardless of booking platform differences (like varying name field formats), so verification always works smoothly.

Smart Access Code Reveal Lock codes and entry instructions only appear after your designated check-in time, preventing early arrivals while ensuring guests always have access when they need it.

Platform-Independent Messaging Guests can message you directly through the portal instead of going through Airbnb or Booking.com, giving you better control over communication and faster response times.

Automated Upsells The portal offers add-ons guests can purchase directly:

• Early check-in (only when available)
• Late checkout extensions
• Mid-stay cleaning for longer bookings
• Custom services like airport transfers or grocery stocking

Payments are processed automatically and revenue appears in your owner reports.

Verification Tracking When guests complete required verification steps (like ID upload), their reservations are automatically marked as verified. You can see verification status at a glance on your calendar with a shield icon and filter reservations by verification status.

Branded Experience The portal matches your direct booking website's branding, reinforcing your property management company even for OTA bookings.

Mobile-First Design Since guests typically access portals on their phones while traveling, everything is optimized for small screens with large buttons and easy navigation.

Sharing Portal Links

From any reservation's details page, you can copy and share portal access links:

Auto-Login Links

1. Open any reservation in your dashboard
2. Look for the Copy Portal Link button in the guest portal section
3. Click to copy a unique link that logs the guest in automatically
4. Share this link via email, text, or your preferred messaging platform

These links work for all guests — those with phone numbers get traditional authentication, while guests without phone numbers (like many Booking.com reservations) are authenticated using their confirmation code.

[Screenshot: Reservation details page showing the Copy Portal Link button]

Calendar Verification Status

Your calendar now shows which guests have completed portal verification, making it easy to identify who might need follow-up before arrival.

Visual Indicators Reservations from verified guests display a shield icon on the calendar. Hover over any reservation to see its verification status in the details popup.

[Screenshot: Calendar showing reservations with shield icons for verified guests]

Filtering Options Use the calendar filters to focus on specific verification statuses:

1. Click the Filter button above your calendar
2. In the Portal Verification section, choose:
   • All — Show all reservations (default)
   • Verified — Only show guests who completed verification
   • Unverified — Only show guests who haven't verified yet
3. Click Apply Filters

[Screenshot: Filter panel showing portal verification options]

Shareable Filtered Views Filtered calendar views can be shared with your team using the URL. For example, you can bookmark or share a link that shows only unverified guests for easy follow-up.

Customization Options

Per-Property Content Each property gets its own check-in guide, house rules, and local recommendations. You can include photos, step-by-step directions, and highlight unique amenities.

Timing Controls Set when different information becomes visible — for example, show parking instructions immediately but reveal door codes only after 3 PM on check-in day.

Upsell Configuration Choose which add-ons are available per property and set your pricing. Early check-in is only offered when the previous guest has checked out and cleaning is complete.

Platform-Specific Rules Customize portal features based on booking source. For example, you might disable certain upsells for Airbnb bookings while keeping them active for direct bookings.

Tips & Best Practices

Include Photos in Instructions Guests arrive tired and stressed. Photos of your building entrance, parking area, and lock location eliminate confusion and reduce support calls.

Don't Worry About Missing Phone Numbers Booking.com and some other platforms don't always provide guest phone numbers. The portal's magic link system handles this automatically — just share the portal link and guests can access everything using their confirmation code.

Curate Local Recommendations Don't just list every nearby restaurant. Pick 3-5 favorites in different categories (casual dining, upscale, coffee, etc.) with brief descriptions of why you recommend them.

Test Your Instructions Walk through your own check-in process following your portal instructions exactly. Ask friends or family to try it and note any confusing steps.

Use Upsells Strategically Price early check-in and late checkout reasonably — you want guests to say yes. A $25 early check-in fee generates revenue while managing expectations better than free early arrivals.

Keep Information Current Regularly update WiFi passwords, local recommendations, and any property details that change. Outdated information frustrates guests and creates unnecessary messages.

Monitor Verification Status Use the calendar's verification filter to identify unverified guests a few days before arrival. A quick follow-up message can ensure they complete verification before their trip.

Common Questions

Do guests need to download an app? No. The portal works in any web browser on phones, tablets, or computers. Guests just click the link you send them.

What if a guest doesn't have a phone number? No problem. This is common with Booking.com reservations. Guests without phone numbers can access the portal using a magic link that authenticates them with their booking confirmation code instead.

Can I customize the portal for different properties? Yes. Each property has its own check-in guide, house rules, local recommendations, and available upsells. The overall branding stays consistent across your portfolio.

What happens if guests book through Airbnb? The portal works the same way regardless of booking platform. Guests get your branded experience and can message you directly, even for OTA bookings. This helps build direct relationships for future stays.

How do I know if a guest has verified? Verified guests show a shield icon on your calendar. You can also filter your calendar to show only verified or unverified guests, making it easy to follow up with anyone who hasn't completed the process.