Automatically generates unique door codes for every guest with precise timing, enhanced post-checkout protection, and reliable backup systems to prevent lockouts.

Smart Locks & IoT

Vanio creates a unique door code for every guest, automatically. No more keys, lockboxes, or telling guests the same code. Each booking gets its own code that activates at check-in and expires at checkout.

How It Works

Guest books a property
Vanio creates a unique 4-8 digit code for that reservation
The code activates at check-in time (you set the buffer)
Vanio shares the code with the guest in the guest portal — only revealed close to check-in time
After checkout, the code stops working automatically
The next guest gets a fresh code

You don't touch anything. It just works.

Code Activation Timing

Your access codes now activate at the exact time you configure them. When you set a 15-minute buffer before check-in, guests can use their code starting exactly 15 minutes before arrival — not an hour early or right at check-in time.

Improved Precision for Igloohome Locks: Previous versions had timing issues where codes would activate up to an hour early or exactly at check-in instead of respecting your configured buffer. This has been resolved — your buffer settings are now honored down to the minute.

[Screenshot: buffer time settings showing precise activation timing]

Buffer Configuration

Set your preferred buffer time in Settings → Smart Locks → Device Settings:

15 minutes before: Code works starting 15 minutes before check-in
30 minutes before: Code works starting 30 minutes before check-in
1 hour before: Code works starting 1 hour before check-in
Custom timing: Set any buffer that works for your operations

The system now respects these settings precisely, giving you predictable guest access timing.

Dashboard Timeline

Every smart lock event appears in your reservation timeline so you can see exactly what happened and when:

Code creation and activation
Guest unlock/lock events — including activity directly from the physical lock
Access code updates when dates change
Lock status changes (online/offline)
Battery alerts
Failed access attempts and access denials

[Screenshot: reservation timeline showing lock activity history]

All lock activity is now tracked automatically, including when guests use the physical keypad to enter their code. This gives you a complete audit trail for every guest stay, showing not just codes Vanio created, but actual unlock/lock events and any failed attempts from the device itself. If a guest reports issues or you need to verify access, everything is right there in the timeline.

Enhanced Activity Logging

The activity feed now captures the full picture of lock interactions:

Physical device events: When someone enters a code at the lock itself, you'll see the unlock/lock activity
Access denials: Failed code attempts and invalid entries are logged automatically
Real guest activity: Not just when codes are created, but when they're actually used
Complete audit trail: Everything from code creation to final checkout unlock

This enhanced logging is especially valuable for Igloohome locks, where you now see the same detailed activity that was previously only available in other property management systems.

Reliable Code Management

Backup System for Technical Issues: Vanio now includes a backup system that keeps access codes working reliably even if there are temporary technical issues with the lock service. Your guests won't get locked out due to brief connectivity problems.

Automatic Recovery

If the lock service experiences any hiccups:

Active codes continue working without interruption
New codes are queued and activated once service resumes
No manual intervention needed from you
Guest access remains seamless throughout

This ensures consistent guest access regardless of backend technical issues.

Post-Checkout Protection

Enhanced Stability for Completed Stays: When a guest has already checked out, Vanio now prevents unnecessary changes to their access codes, even if other reservation details are updated later. This eliminates situations where expired codes could get stuck or become unusable due to late-arriving booking changes.

This protection specifically prevents issues where:

Pricing adjustments hours after checkout could disrupt lock settings
Platform synchronization delays could trigger code regeneration attempts
Multiple system updates could interfere with each other

Once your guest's stay is complete, their access codes are left undisturbed to expire naturally, ensuring your lock system remains stable and predictable.

Managing Access Codes

For most reservations, Vanio handles access codes automatically. But sometimes you need more control:

Manual Code Overrides

You can create manual access codes for specific situations — maintenance visits, early arrivals, or special circumstances. These override codes work alongside the automatic guest codes.

To add a manual code:

Open the reservation in your dashboard
Go to the Access Codes section
Click Add Manual Code
Enter the code and a description (like "Cleaner early access")
Set the active time period

[Screenshot: manual code creation dialog]

Important for lockbox properties: When you set a manual code for a specific reservation on a property that uses a physical lockbox (not a smart lock), Vanio automatically updates the property-wide lockbox code to match. This ensures guests and staff always have the correct code, since a physical lockbox can only have one code at a time.

Code Synchronization

Vanio automatically keeps all access codes synchronized across your dashboard, guest portal, and AI assistant. When you update a code through any channel, the change immediately appears everywhere else. This prevents guests from receiving outdated codes that could lock them out.

For properties with physical lockboxes: Since these devices can only store one code at a time, Vanio treats the lockbox code as property-wide. When you set a guest-specific code, the system automatically updates the main lockbox code and expires old codes after checkout to prevent confusion.

Deleting Manual Codes

If you no longer need a manual code override, you can remove it:

Find the manual code in the reservation's Access Codes section
Click the trash icon next to the code
Confirm the deletion when prompted

[Screenshot: manual code with delete button highlighted]

The code is permanently removed and will no longer work at the property. Guest codes generated automatically by Vanio cannot be deleted — only manual overrides you've created.

Automatic Code Expiry

Manual codes created for specific reservations automatically expire at the end of the guest's checkout day. This prevents old codes from accumulating and ensures future guests never receive expired access information. Property-wide ongoing codes remain active until you manually change them.

Adjusting Reservations

When you change a guest's check-in or check-out dates, their door code stays exactly the same — only the access window updates. Your guest won't get confused by mismatched codes between their booking confirmation and guest portal.

For pricing adjustments, guest count changes, or other booking details that don't affect the stay dates, the access code remains completely unchanged. This means fewer notifications to your guests and less confusion overall.

[Screenshot: reservation date adjustment preserving the same PIN]

This works for any date changes within the same property. The code automatically activates and expires based on the new dates you set.

Moving Reservations Between Properties

When you move a guest's reservation to a different property (due to maintenance, overbooking, or other operational needs), Vanio automatically handles their smart lock access:

Creates a new door code for the new property
Sets the correct access duration for their full stay
Removes access from the original property
Updates the guest portal with the new code and property details

The guest maintains seamless access for their entire reservation length, regardless of which property they end up in.

[Screenshot: reservation move showing updated property and access code]

Important: This process is now fully automated. Previously, there was a bug where moved reservations would only grant one night of access, potentially locking guests out. This has been resolved — guests now receive full access for their complete stay duration.

Lock Status & Health Monitoring

Vanio continuously monitors your smart locks to ensure they're working properly for your guests:

Real-Time Status Checking

Each lock shows its current status in your dashboard — online, offline, or disconnected. The status reflects whether your lock is actually responding, not just whether it's connected to WiFi.

For Igloohome locks specifically: The status display has been improved to show more accurate connectivity. If your lock is out of range, has a dead battery, or is otherwise unreachable, it will correctly show as offline. When you click the refresh button, it will properly update the status once the lock responds again.

[Screenshot: lock status indicators in dashboard]

Battery & Connection Alerts

Vanio tracks every lock and alerts you if:

Battery is low (well before it dies)
Lock loses connection or goes offline
Unusual activity happens (unlock outside reservation hours)

Go to the IoT dashboard to see all your devices, battery levels, and recent activity.

Improved Status Accuracy

The lock status system has been enhanced to provide more reliable information:

Online status now reflects whether your lock is truly reachable and responding
Refresh button properly updates the display with current lock status
Offline detection correctly identifies locks that are out of range or have connectivity issues

This ensures you have accurate information about your lock's availability before guests arrive.

Supported Locks

Vanio works with 30+ smart lock brands through Seam (one of the leading lock platforms), plus a direct integration with Igloohome. Common brands include:

Yale (all models)
August
Schlage Encode
Kwikset Halo
Nuki
Igloohome
And many more

If your lock brand has a smartphone app, it probably works. Check the full list when connecting.

Setting It Up

Install your smart lock at the property (follow the manufacturer's guide)
In Vanio, go to Settings → Apps → Smart Locks
Connect Seam (or Igloohome directly) with your account
Pick which lock belongs to which property
Done — codes auto-generate for every future reservation

If you have multiple locks per property (front door + garage), assign them all to the same listing.

Staff Codes (Separate From Guest Codes)

Your cleaners and maintenance people get their own permanent codes. These don't expire after a guest leaves — they belong to the staff member. When you remove a staff member, all their codes are revoked at once.

Code Reveal Timing

Guests don't see their code until they're about to arrive. By default:

For Seam-managed locks, codes are revealed 24 hours before check-in
For lockbox or other locks, you set the reveal window (a few hours before, day before, etc.)

Why? It prevents codes from being shared, photographed, or forgotten between booking and arrival.

What the AI Can Do

The AI uses your locks during conversations. Examples:

Guest: "I'm here, what's my code?" → AI checks the lock, confirms it's active, sends the code
Guest: "The code isn't working" → AI checks lock status, battery, and connectivity, troubleshoots, or escalates to you
Guest: "Can I let my friend in tomorrow?" → AI generates a temporary code (with your approval)

Enhanced Code Issue Handling: When a guest reports that a specific code isn't working, the AI now intelligently checks for the current property-wide code and provides the correct one. It will never repeat a failed code back to the guest as "correct," preventing lockout situations.

Device Settings Persistence

Your custom device settings — like offline code preferences, lock instructions, and device nicknames — are automatically preserved when:

Syncing new devices from the IoT settings page
Processing lock events and status updates
Reconnecting devices after network issues

You set these preferences once per device, and they stick. No need to reconfigure after system updates or device syncs.

Thermostats Too

If you have a smart thermostat (Nest, Ecobee, etc.) connected through Seam, Vanio can:

Read current temperature
Set heating, cooling, or auto mode
Adjust target temps before guest arrival
Pull back when no one's there to save energy

Same dashboard, same automation triggers.

Noise & Air Quality (Optional)

Add a Netatmo sensor and Vanio monitors:

Noise levels (default alert: 70dB — about a loud conversation)
CO2
Humidity
Temperature

When noise crosses your threshold during a reservation, Vanio can send the guest a polite warning automatically. If it continues, escalation kicks in. All without you being on site.

Common Questions

What if the guest's phone is dead and they can't see the code? They can text or call your property number — the AI sends it again instantly.

Can I override and unlock remotely? Yes — from the dashboard or via the AI ("unlock unit 4 for me").

What happens if I adjust the reservation dates after the guest already has their code? The same code keeps working — only the access window changes to match your new dates. No need to send updated codes to your guest.

What if I change the pricing or guest count for a reservation? The access code stays exactly the same. Only check-in and check-out date changes affect the code timing — pricing and guest adjustments won't trigger any code regeneration or new notifications to your guest.

What happens when I move a reservation to a different property? Vanio automatically creates a new access code for the new property with the correct duration for their full stay. The guest gets updated property details and access information in their portal. Their access to the original property is removed.

Can I delete a manual access code after I've created it? Yes — click the trash icon next to any manual code override and confirm the deletion. The code stops working immediately and is permanently removed. Automatic guest codes cannot be deleted, only manual overrides.

What if my lock isn't supported? Check the Seam supported list. If it's not there, you can use a lockbox with manual codes.

Do I need WiFi at the property? Most smart locks need WiFi or a hub. Some (Igloohome, Yale Approach) work offline.

My lock shows offline but I think it's working — what should I do? Click the refresh button next to the lock status. The system will check if your lock is actually responding and update the display accordingly. If it's truly offline, check the lock's battery level and WiFi connection.

The refresh button doesn't seem to update my Igloohome lock status — is this normal? This issue has been resolved. The refresh button now properly checks whether your Igloohome lock is responding and updates the status accurately. If your lock is out of range or has a dead battery, it will correctly show as offline.

I don't see lock activity in my reservation timeline — what's wrong? This was a known issue that has been resolved. Lock events (code creation, unlock/lock activity, status changes) now appear correctly in your dashboard timeline for all reservations, including those with multiple message threads from platform updates.

Why am I seeing more lock activity now than before? Vanio now captures the complete picture of lock interactions, including physical device events that weren't previously logged. You'll see when guests actually use their codes at the lock, failed access attempts, and other on-device activity. This gives you a more complete audit trail of what's happening at your properties.

What's the difference between the lock events I see now? You'll notice events like "device_unlocked" and "device_locked" alongside traditional events like "access_code.created". The device events show actual physical interactions with your lock, while the access code events show when Vanio manages the codes themselves. Both types appear in your activity feed for complete visibility.

I have a property with a physical lockbox — what happens when I set different codes for different guests? Since a physical lockbox can only store one code at a time, Vanio automatically keeps the property-wide code synchronized with any guest-specific codes you set. When you create a manual code for a reservation, the main lockbox code updates to match. Old codes automatically expire after checkout so future guests never get confused by outdated information.

Why did both my guest code and property-wide code change when I only meant to update one? This happens on properties with physical lockboxes (not smart locks). Since the physical device can only store one code, Vanio automatically keeps the property-wide code in sync with any guest-specific codes you set. This prevents lockout situations where the guest portal shows one code but the lockbox expects another.

My Igloohome lock codes used to activate at weird times — is this fixed? Yes, this critical timing issue has been resolved. Igloohome bridge lock codes now activate at the exact time you configure them. If you set a 15-minute buffer before check-in, the code will work starting exactly 15 minutes before arrival — not an hour early or right at check-in time. The backup system also ensures codes continue working reliably even during temporary technical issues.

What happens if there are technical problems with the lock service during my guest's stay? Vanio now includes a backup system that keeps access codes working reliably even if there are brief technical hiccups with the lock service. Active codes continue working without interruption, and any new codes are queued and activated once service resumes. Your guests won't experience lockouts due to temporary backend issues.

What happens if I accidentally update a reservation hours after my guest has already checked out? Vanio now protects completed stays from unnecessary access code changes. Once your guest's stay has ended, their codes are left undisturbed to expire naturally, even if you make pricing adjustments or other updates to the reservation later. This prevents situations where late changes could disrupt your lock settings or create stuck codes that become unusable.