Managing Your Properties

Properties (called listings in Vanio) are the foundation of your account. Every reservation, message, task, and payment is linked to a listing. This guide covers everything you need to add, edit, organize, and maintain them.

Adding a property

There are three ways to add a property.

Import from Airbnb or another channel

The fastest path. From Listings → Add property → Import, sign in to your channel and pick which properties to bring in. Vanio pulls:

• Property name, address, and coordinates
• All photos in the original order
• Bedrooms, bathrooms, max guests
• Amenities and house rules
• Pricing, fees, and taxes
• Past and upcoming reservations
• Existing guest reviews

Imports usually finish in under a minute per property. You can re-run an import any time to pull fresh data.

When importing from Airbnb, Vanio automatically organizes your property descriptions to avoid duplication. Instead of showing the same text across multiple sections (Summary, Description, Space, Neighborhood, Transit), each section displays only its unique content. This keeps your listing details clean and easy to manage.

[Screenshot: Clean property description sections after Airbnb import]

Add manually

If the property isn't on a channel yet, click Add property → Create from scratch. You'll need:

• Name and address
• Bedroom and bathroom count
• A few photos (you can add more later)
• Check-in and check-out times

Everything else can wait. The property is created immediately and you can fill in the rest at your own pace.

Create with AI content generation

When creating a new property, Vanio can automatically generate professional listing descriptions, titles, and amenity lists using AI. After entering your basic property details, Vanio analyzes your photos and information to create:

• Guest-facing title optimized for booking platforms
• Engaging property description and summary
• Detailed space descriptions and neighborhood overview
• House rules and guest access information
• Curated amenity list based on your photos

The AI-generated content is saved to your listing and ready to use when you publish to Airbnb, Booking.com, or other channels. You can edit any generated text before or after publishing.

[Screenshot: AI content generation interface showing generated title and description]

Free plan listing limit

If you're on the free plan, you can have up to 3 active listings at a time. When you reach that limit, the Add property button is disabled and a notice appears at the top of your Listings page letting you know you're at capacity.

You won't lose any data — you simply need to free up a slot before adding another property. The easiest way to do that is to deactivate one of your existing listings (see Activating and deactivating below). Once you deactivate a listing, the slot opens up immediately and you can add a new one.

Paid plans include higher limits or no limit at all. To see your options, go to Settings → Billing.

[Screenshot: At-capacity banner on the Listings page with the Add property button grayed out]

Multi-channel publishing

Once your listing is complete, you can publish it to multiple booking platforms simultaneously from the Channels tab. Instead of manually creating listings on each platform, Vanio pushes your property details, photos, and pricing to:

• Airbnb
• Booking.com
• Vrbo
• Other connected channels

Go to Listings → [Your Property] → Channels → Publish and select which platforms to publish to. Vanio handles the technical details and ensures your listing appears correctly on each channel.

[Screenshot: Multi-channel publishing interface with platform checkboxes]

Viewing and managing your portfolio

The Listings page shows all your properties in one place. Vanio is designed to stay fast and responsive no matter how large your portfolio grows — accounts with thousands of properties load in seconds.

Your true listing count

The Listings page always shows your actual account-wide total, so the number you see reflects your complete portfolio even when not all properties are displayed on screen at once.

Finding specific properties

Use the search bar at the top to find properties by:

• Property name
• Street address
• City or neighborhood

As you type, Vanio searches your entire portfolio — including any properties not currently visible on screen — and surfaces the most relevant matches first. Search always reaches every listing you own, no matter how large your account.

Filtering your listings

Narrow down what you see using the filters:

• Status: Show only active, inactive, or archived properties
• Channel: View properties published to specific platforms like Airbnb or Booking.com
• Group: Filter by property groups you've created

Filters work together — for example, you can show only active Airbnb properties in your "Downtown" group.

Browsing large portfolios

For accounts with very large portfolios, Vanio displays the first 500 listings immediately so the page loads quickly. If your account has more than 500 listings, a banner appears at the top of the page:

Showing the first 500 of X listings — use search to find any listing.

This is expected and by design. Here's what it means for you:

• The first 500 listings load instantly. For most day-to-day tasks, you'll find what you need without searching.
• Search always reaches your full portfolio. The moment you type in the search bar, Vanio searches across every listing in your account — not just the 500 shown — and returns the best matches right away. You are never locked out of a listing just because it didn't appear in the initial view.
• Accounts with 500 or fewer listings won't see this banner. Nothing changes for smaller portfolios — all properties load as they always have.

[Screenshot: Listings page with the 'Showing the first 500 of X listings' banner and search bar highlighted]

Property pickers and the "Showing the first 200 properties" notice

When Vanio opens a property selector — for example, when you move a reservation to a different property — it loads up to 200 properties to display immediately. If your account has more than 200 properties, you'll see a notice at the top of the list:

Showing the first 200 properties — type to search all of them.

This is expected and by design. Here's what it means for you:

• The first 200 properties are shown so you can browse right away. For most selections, you'll find what you need without typing anything.
• Your full portfolio is still searchable. The moment you start typing, Vanio searches across all your properties — not just the 200 shown — and surfaces the most relevant matches first. You're never locked out of a property just because it didn't appear in the initial list.
• Search results are ranked by relevance. Properties that closely match what you typed appear at the top, so even if you manage thousands of listings with similar names, the right one is easy to find.
• Accounts with fewer than 200 properties won't see this notice. Nothing changes for smaller portfolios — all properties load as they always have.

[Screenshot: Property picker showing the truncation notice with a search field]

Moving a reservation when you manage many properties

1. Open the reservation you want to move.
2. Choose the option to move it to a different property. The picker opens and loads your first 200 properties instantly.
3. If you see the Showing the first 200 properties notice and the property you need isn't visible, start typing its name or address.
4. Results appear immediately as you type, pulling from your entire portfolio and showing the best matches first.
5. Select the property and confirm the move.

[Screenshot: Move reservation dialog with property search active]

Property thumbnails

Every property thumbnail — whether you're looking at your listings page, the calendar, tasks, or reports — shows a small badge in the corner indicating the property's management model (for example, "Co-host" or "Full management").

Management fee level at a glance

The badge now also displays your management fee level right next to the model label, so you can see your fee structure without opening each property. The fee level appears in a compact format based on your fee type:

• Percentage-based fees — shown as a percentage (e.g. 25%, 12.5%)
• Flat monthly fees — shown as a currency amount with a monthly indicator (e.g. $1,500/mo)
• Flat per-reservation fees — shown as a currency amount with a per-reservation indicator (e.g. $150/res)

If a fee level hasn't been set for a property, only the management model badge appears — no placeholder or zero value is shown.

[Screenshot: Property thumbnail showing management model badge and fee level pill side by side]

This fee display appears consistently everywhere property thumbnails appear across Vanio, including your listings page, calendar, task views, and reports.

The listing detail page

Click any property to open its detail page. The page is organized into tabs:

• Overview — quick stats, upcoming reservations, recent messages, alerts
• Details — name, address, capacity, type
• Photos — drag to reorder, replace, or delete
• Amenities — checklist of what the property offers
• Rules — house rules, quiet hours, pet policy, smoking policy
• Pricing — base rate, cleaning fee, taxes, length-of-stay discounts
• Calendar — availability, blocked dates, channel sync status
• Platforms — channel connections, sync status, and data refresh options
• Knowledge — what the AI assistant knows about the property (Wi-Fi password, parking, appliances, neighborhood tips)

Every field shows when it was last updated and where the data came from (manual edit, AI generation, or channel sync).

Managing your photos

The Photos tab displays all your property images in an organized gallery. Vanio shows photos from multiple sources:

• Photos you've uploaded directly to Vanio
• Images imported from booking platforms like Airbnb
• External photos linked from other sources

All photos display reliably regardless of where they're stored. You can drag photos to reorder them, add captions, or delete images you no longer need. When you make changes, they sync back to your connected booking platforms automatically.

[Screenshot: Photos tab showing mixed photo sources with drag-and-drop reordering]

Managing property descriptions

The description sections (Summary, Description, Space, Neighborhood Overview, Transit) are organized to show distinct content without duplication. When you import from Airbnb, Vanio automatically separates the information so each section contains only its relevant details:

• Summary — your property's main selling points
• Description — additional details that don't fit other sections
• Space — layout, rooms, and interior features
• Neighborhood Overview — local area highlights and attractions
• Transit — transportation options and directions

If Airbnb's description was just a combination of these other sections, the Description field will remain empty to avoid showing duplicate content. You can add unique description content any time by editing the field directly.

[Screenshot: Clean description sections showing distinct content in each field]

Managing platform connections

The Platforms tab shows your property's connections to booking channels and their sync status. Here you can:

• View which channels your property is connected to
• Check the status of data synchronization
• See when information was last updated from each platform
• Manually refresh data when needed

Refreshing platform data

If you notice outdated information or want to ensure you're seeing the latest data from your connected channels, click the Refresh button at the top of the Platforms page. This pulls fresh data from all connected platforms and clears any cached information that might be outdated.

[Screenshot: Platforms page showing refresh button and platform connection status]

Editing details

Click any field to edit it inline. Changes save automatically. If the property is connected to a channel and two-way sync is on, edits are pushed back to the channel within a few minutes.

For bigger changes — like swapping all photos or rewriting the description — use the Edit all button on each tab to open a full editor. You can also regenerate AI content any time by clicking Generate with AI in the description section.

Bulk operations

From the main Listings page, select multiple properties using the checkboxes to:

• Activate or deactivate
• Change owner or assigned manager
• Apply a pricing rule
• Add to a group
• Update check-in or check-out times
• Push to a new channel
• Generate AI content for multiple listings

Bulk edits show a confirmation summary before they run.

Bulk rename for large portfolios

When you select listings and choose Rename, Vanio opens a rename dialog showing each selected property's current name and a field to enter its new name. For large accounts, this dialog opens instantly because Vanio uses the information it already has on screen — it doesn't need to reload your entire portfolio to populate the form.

If, in an unusual situation, a selected listing's details can't be loaded, Vanio shows you a clear warning rather than silently skipping it:

1 selected listing could not be loaded and is not shown below. Saving will not rename it.

This ensures you always know exactly which listings will be affected before you confirm the rename.

[Screenshot: Bulk rename dialog with listing names and input fields, warning banner shown when a listing could not be resolved]

Activating and deactivating

A deactivated property is hidden from your dashboard and stops accepting new reservations, but all of its data is fully preserved — nothing is deleted. Use deactivation for seasonal properties or units you've taken offline temporarily. You can reactivate any time and everything will be exactly as you left it.

Important: deactivating a listing in Vanio only affects how it appears inside Vanio. It does not change the listing's status on Airbnb, Booking.com, or any other connected platform. If you want to take a property offline on a booking channel, you'll need to do that separately within that channel.

Freeing a slot on the free plan

If you're on the free plan and want to add a new property but have already reached your 3-listing limit, deactivating one of your existing listings frees up a slot right away. Here's how:

1. Go to Listings and find the property you want to set aside.
2. Select it and choose Deactivate (either from the listing's detail page or using the bulk action checkbox).
3. The slot opens immediately — the Add property button becomes available and the at-capacity notice clears.
4. When you're ready to bring that property back, simply select it and choose Reactivate. All its details, photos, and history are still there.

[Screenshot: Deactivate option in the listing actions menu]

Listing groups

Groups let you organize properties by building, city, owner, brand, or any label that makes sense. A property can belong to multiple groups. Use groups to:

• Filter dashboards and reports
• Share a property set with a teammate
• Apply pricing or messaging rules to a region
• Give an owner access to just their portfolio

Create a group from Listings → Groups → New group, then drag properties in or use bulk add.

Tips & best practices

• Use search to find any listing, no matter how large your portfolio — search always reaches your full account, even if a listing isn't visible in the initial page. If you see the Showing the first 500 of X listings banner, just type in the search bar to find what you need.
• Don't be surprised by the listing count banner — if your account has more than 500 listings, the banner is informational, not an error. Your data is all there; search surfaces it instantly.
• Type to find any property in a picker — if you see Showing the first 200 properties, just start typing; Vanio searches your entire portfolio and shows the best matches first.
• Use AI generation as a starting point — the generated content is optimized for booking platforms, but you can always customize it to match your brand voice.
• Publish to multiple channels at once — maximize your property's visibility by distributing to several platforms simultaneously.
• Keep photos updated — AI content generation works best with clear, recent photos of your space.
• Review generated amenities — the AI suggests amenities based on your photos, but double-check that everything listed is actually available.
• Create groups for better organization — if you manage properties in multiple cities or for different owners, groups make filtering much easier.
• Use the refresh button when data seems outdated — if platform information looks stale, click Refresh on the Platforms page to pull the latest data from all connected channels.
• Mix photo sources as needed — you can combine photos uploaded to Vanio with images from booking platforms or external links for maximum flexibility.
• Let Vanio organize your descriptions — when importing from Airbnb, the platform automatically prevents duplicate content across description sections, keeping your listing details clean and professional.
• Check fee levels at a glance — the management fee level shown on each property thumbnail lets you quickly spot fee structures across your portfolio without opening individual listings.
• On the free plan, deactivate instead of deleting — if you need to rotate which properties are active, deactivating preserves all your data and frees the slot instantly so you can add something new.

Common questions

What happens to reservations if I delete a listing? You can't delete a listing with active reservations. Deactivate instead, or wait until all stays have completed.

Will Vanio overwrite my Airbnb listing? Only if you turn on two-way sync. By default, edits stay in Vanio until you push them.

Can I edit AI-generated content? Yes, all generated content can be edited just like manually written descriptions. The AI provides a professional starting point that you can customize.

How accurate is the AI content generation? The AI analyzes your property details and photos to create relevant, platform-optimized content. Always review and adjust the generated text to ensure accuracy.

How many properties can I add? On the free plan, you can have up to 3 active listings at a time. Paid plans include higher limits or no limit at all — go to Settings → Billing to see your options.

Why do I see a banner saying "Showing the first 500 of X listings"? When your account has more than 500 listings, Vanio displays the first 500 immediately so the page loads quickly. The banner is just letting you know your full portfolio is larger than what's on screen. Use the search bar to reach any listing beyond those shown — search covers your entire account and returns results instantly. Accounts with 500 or fewer listings won't see this banner at all.

Does search work even when not all my listings are shown? Yes. Search always queries your complete portfolio, not just the listings currently visible on screen. Whether your account has 50 or 50,000 listings, typing in the search bar finds any property by name, address, or city.

Why don't I see all my properties at once? For performance and speed, Vanio limits the initial page to 500 listings on large accounts. Use the search bar or filters to find specific properties quickly — both work across your entire portfolio regardless of how many listings you manage.

Why does a property picker say "Showing the first 200 properties — type to search all of them"? This notice appears when your account has more than 200 properties. Vanio loads 200 properties immediately so you can browse without waiting, and your full portfolio remains searchable the moment you start typing. Search results are ranked by relevance and respond to every keystroke, so the property you're looking for is always reachable — it just might not appear in the initial list.

What does it mean when the Bulk Rename dialog says a listing "could not be loaded"? In rare cases, a listing you selected might not be resolvable when the rename dialog opens. Vanio shows you a warning so you know exactly which listings will and won't be renamed before you confirm — it will never silently skip a listing. If you see this warning, close the dialog, refresh the page, and try again.

When should I use the refresh button? Use refresh if you notice platform data seems outdated or after making changes directly on a booking channel. The refresh pulls the latest information from all connected platforms and ensures you're seeing current data.

Can I use photos from different sources? Yes, Vanio displays photos whether they're uploaded directly, imported from booking platforms, or linked from external sources. All photos appear in your gallery and can be managed the same way.

Why is my Description field empty after importing from Airbnb? Vanio automatically prevents duplicate content by detecting when Airbnb's description is just a combination of your other sections (Summary, Space, Neighborhood, Transit). The Description field stays empty so you don't see the same text repeated across multiple sections. You can add unique description content any time.

Why does a fee amount appear next to the management badge on my property thumbnails? That's your management fee level — Vanio now shows it right next to the management model badge so you can see your fee structure at a glance. The format depends on your fee type: percentage-based fees appear as a percentage (e.g. 25%), flat monthly fees show as a dollar amount per month (e.g. $1,500/mo), and per-reservation fees show as a dollar amount per reservation (e.g. $150/res). If no fee level has been configured for a property, only the model badge appears.

Does deactivating a listing in Vanio take it offline on Airbnb or other channels? No. Deactivating a listing in Vanio only hides it within Vanio — it has no effect on your listings on Airbnb, Booking.com, or any other platform. If you want to pause bookings on a channel, you'll need to do that directly within that channel.

I'm on the free plan and the Add property button is grayed out. What do I do? You've reached the 3-listing limit for the free plan. To add a new property, first deactivate one of your existing listings to free up a slot. Your deactivated listing's data is saved and you can reactivate it whenever you're ready. Alternatively, upgrade your plan under Settings → Billing for a higher or unlimited listing count.