Owner Management — CRM, Pipeline & Portfolio Tracking

What it does

The Owner Management section is a purpose-built CRM for property management companies. Track every property owner from first contact through onboarding to active management, with pipeline visualization, contact records, document storage, and per-owner revenue analytics.

Getting started

Accessing owner management

1. Navigate to Owners from the main sidebar
2. The default view shows all owners in a list, sorted by most recently active
3. Use the pipeline toggle at the top to switch between list view and pipeline view

Adding a new owner

1. Click Add Owner in the top-right corner
2. Fill in the owner's name, email, and phone number
3. Set the initial pipeline stage (defaults to "Lead")
4. Click Save — the owner profile is created and ready for enrichment

How it works

Pipeline stages

Owners progress through six lifecycle stages:

1. Lead — Initial contact or referral, not yet reached out
2. Contacted — First conversation has happened
3. Proposal — Management agreement or proposal sent
4. Onboarding — Agreement signed, property setup in progress
5. Active — Fully managed, generating revenue
6. Churned — No longer under management

Drag owner cards between columns in pipeline view, or update the stage from the owner's profile page.

Owner profiles

Each owner profile contains:

• Contact information — Phone, email, address, preferred communication method
• Notes — Free-text notes with timestamps, visible to your whole team
• Documents — Upload management agreements, tax forms, insurance certificates, and property photos
• Linked listings — All properties this owner has under your management, with ownership type (sole owner, co-owner, representative) and agreement start/end dates
• Revenue summary — Total revenue generated across all linked listings, broken down by month and by property
• Links — External URLs such as a personal website, portfolio, or booking page, displayed as clickable buttons in the sidebar

Assigning properties to an owner

The Properties tab on every owner profile lets you assign and remove properties without leaving the page.

To assign a property:

1. Open the owner's profile and click the Properties tab.
2. Click Assign property in the top-right corner of the tab.
3. A search picker opens showing all properties in your portfolio that aren't already assigned to this owner. [Screenshot: Assign property picker with search field and scrollable property list]
4. Type any part of the property name or city to filter the list.
5. Click the property you want to assign — it is linked instantly and the list refreshes automatically.

To remove a property:

1. On the Properties tab, find the property you want to unlink.
2. Click the remove button (×) that appears when you hover over the property row.
3. Confirm the removal in the dialog that appears.
4. The property is unlinked and the tab updates immediately.

Note: You can only assign properties that belong to your own portfolio. Properties managed by other accounts will not appear in the picker.

Managing external links

The Links section appears in the owner profile sidebar, just below Contacts. Use it to attach any relevant external URLs to an owner — a personal website, online portfolio, direct booking page, or anything else you want quick access to.

[Screenshot: Links section in the owner profile sidebar showing two example links as clickable buttons]

To add a link:

1. Open the owner's profile.
2. Find the Links section in the sidebar and click Add.
3. Enter the URL in the field that appears. You can type the full address (e.g. https://example.com) or just the domain (e.g. example.com) — Vanio will fill in the https:// prefix automatically.
4. Optionally, type a Label to give the link a friendly name (for example, Owner Website or Booking Page). If you leave the label blank, the link will display the web address instead.
5. Press Enter or click the green checkmark to save. The link appears immediately in the sidebar.

Tip: Labels are limited to 255 characters. Keep them short and descriptive so they're easy to scan at a glance.

To open a link:

Click any link in the Links section. It opens in a new browser tab, so you stay on the owner profile.

To remove a link:

1. Hover over the link you want to remove — a trash icon appears on the right.
2. Click the trash icon.
3. A confirmation dialog will ask you to verify the removal. Click Remove to confirm, or Cancel to keep the link.
4. The link is removed from the profile immediately.

Note: Removing a link only deletes it from the owner profile — it has no effect on the external website or any other data.

Key features

• Pipeline visualization — Kanban board showing all owners by stage, with drag-and-drop progression
• Advanced filtering — Filter owners by stage, revenue range, number of properties, or last contact date
• Revenue per owner — See exactly how much each owner's portfolio generates, helping you prioritize high-value relationships
• Document storage — Keep management agreements and owner documents organized and accessible
• Activity timeline — Every interaction, note, and status change is logged with timestamps
• Bulk actions — Select multiple owners to update stages, send emails, or export data
• Search — Find owners by name, email, phone, or linked property name
• Searchable property picker — Assign any property from your portfolio to an owner directly from their profile, with live search filtering
• External links — Attach clickable URLs to any owner profile, with optional labels, so important web resources are always one click away

Tips & best practices

Keep pipeline stages current. Update stages as conversations progress. A stale pipeline gives you a false picture of your growth funnel.

Log every interaction as a note. When you call an owner, send a proposal, or receive feedback, add a note. This creates an audit trail your entire team can reference.

Review churned owners quarterly. Owners who left may return if circumstances change. A quick check-in call with churned owners can reactivate relationships.

Use revenue data in owner conversations. Show owners their property's performance with real numbers. This builds trust and strengthens the relationship, especially during agreement renewal discussions.

Assign properties as soon as onboarding is complete. Linking a property to an owner the moment their agreement is signed ensures revenue data, documents, and communications are all tied to the right person from day one.

Add links during onboarding. When you set up a new owner, save their website or booking page in the Links section right away. Having those URLs a click away saves time every time you need to reference them.

Common questions

A property I want to assign isn't showing up in the picker — why? The picker only shows properties that are part of your portfolio and not already assigned to this owner. If a property is missing, confirm it has been added to your account under the Listings section before trying to assign it.

Can I assign the same property to more than one owner? Yes. A property can be linked to multiple owners — for example, when two people co-own a property. Assign each owner separately, and both profiles will reflect the shared listing.

What happens to revenue data when I remove a property from an owner? Removing the link between an owner and a property removes it from their Properties tab and revenue summary going forward. Historical data already recorded for that owner is not deleted.

Do I need to include "https://" when adding a link? No. If you type a plain web address like example.com, Vanio will automatically add https:// for you. The link will still open correctly in your browser.

What if I add a link without a label — what will it show? If you don't provide a label, the link displays a shortened version of the web address (the domain and path, with www. removed). You can always add or change the label by removing the link and re-adding it with the label filled in.