Task Management

Task Management is where every job your team needs to do lives — cleaning a turnover, fixing a broken AC, restocking supplies, running an inspection. Tasks create themselves from your reservations, go to the right person automatically, and get handled from a phone in the field.

What it does

Your operation runs on hundreds of small jobs every week. Task Management keeps all of them in one place so nothing slips — from the moment a job is needed to the moment it's paid for.

Task types

• Turnover clean — Between two reservations
• Deep clean — Periodic full clean
• Maintenance — Repairs and fixes
• Inspection — Quality check
• Laundry — Linen swap
• Custom — Anything else you need to track

How tasks get created

There are three ways a task appears on the board:

1. Automatically from reservations. When a guest checks out, a turnover task is created for that property with the right time window and any special instructions. Mid-stay cleans work the same way.
2. From a guest message. If a guest texts "the toilet is broken," Vanio AI reads the message and creates a maintenance task for you — no one has to type it in.
3. Manually. You can create a task yourself from the dashboard anytime.

How tasks get assigned

You have three options, and you can mix and match:

• Direct assignment — You pick the cleaner. They get notified instantly by app or SMS.
• Offer cascade — The system offers the task to your primary cleaner first. If they don't accept within a few minutes, it rolls to your backup, then to your full team.
• AI auto-assign — Vanio picks the best available person based on who's nearby, their skills, and how much they already have on their plate.

Automatic task rescheduling

When guests modify their checkout dates through Airbnb, tasks like cleaning and laundry automatically reschedule to match the new dates. This means:

• No manual adjustments needed — If a guest extends their stay by two days, your turnover cleaning automatically moves to the new checkout date
• Tasks stay properly scheduled — Maintenance and inspection tasks adjust to the new timeline so nothing gets missed
• Your team sees updated schedules — Cleaners and other staff get notifications with the corrected timing automatically

This works for any date changes guests make through the booking platform — extensions, early departures, or date shifts all trigger automatic task rescheduling.

Turnover cleaning and workflow automations

Vanio gives you two ways to automatically create a cleaning task when a guest checks out:

• Auto-cleaning setting — A simple per-property toggle in your property settings that creates a turnover task on every checkout.
• Turnover Cleaning workflow automation — A user-configurable automation (found in Settings → Automations) that lets you control the scope, schedule, checklist, and assigned role for cleaning tasks.

One task per checkout, every time

If you have both the auto-cleaning setting and a Turnover Cleaning workflow automation active for the same property, Vanio now creates exactly one cleaning task per checkout — not two.

The workflow automation is the canonical path. When Vanio detects that an active cleaning automation already covers a property, the auto-cleaning setting steps aside for that property automatically. You don't need to turn anything off — it just works.

The auto-cleaning setting remains the fallback for any properties that don't have a workflow automation set up. Those properties continue to get their turnover tasks created as before.

If you were seeing duplicate cleaning tasks before: this was a known issue that is now fixed. You no longer need any workarounds — simply keep your workflow automation active and it will handle task creation on its own.

[Screenshot: Automations settings page showing an active Turnover Cleaning automation]

Task state management

When you take action on a task in your dashboard, your choices are respected:

• Resolved tasks stay resolved — If you mark a task as completed, cancelled, closed, or archived, it won't be reassigned back to Vanio AI automatically
• Snoozed tasks stay snoozed — When you set a reminder for later, the task remains hidden from the active inbox until that time
• Your workflow stays organized — Tasks remain in exactly the state you put them in, keeping your task management clean and predictable

Editing task titles

You can update task titles directly from both the task sidebar and task modal views — just click on any task title to edit it:

• Click to edit — Tap the task title and it becomes an editable field
• Auto-save — Your changes save automatically when you press Enter or click away
• Cancel changes — Press Escape to cancel your edits and revert to the original title
• Works everywhere — This works for both property-linked tasks and standalone tasks

This makes it easy to clarify task descriptions or add important details without opening separate edit forms.

What your team sees

Your cleaners and maintenance staff don't need to learn new software. They can use the Vanio app — or just text messages. Either way, for each task they get:

• Property address and access code
• The full checklist, room by room
• Estimated time
• Pay rate
• Special instructions from you

To accept, they reply "1". They take photos as they work. When they're done, they text "done." That's it.

Vendor SMS messages always include the exact unit

When Vanio sends a contractor or vendor an offer for a maintenance task, the SMS will always include the specific unit name — for example, "Signature 18604" — so they know exactly where to go. You no longer need to worry about a vendor showing up without knowing which unit needs the work.

While the task is in progress

• A timer runs while they work, with pause and break support
• Photos attach to the task as they're taken
• They tick off checklist items as they go
• If they find something wrong — damage, missing supplies, a broken appliance — they tap Report Issue, snap a photo, and you're notified right away

Issue reporting

Any team member can report problems they discover while working — whether they're a cleaner, inspector, maintenance staff, or property manager. When they find something that needs attention:

1. Tap Report Issue in the task
2. Select the issue type — damage, cleanliness, maintenance, missing supplies, or other
3. Add details — description, location, and photos
4. Mark as blocking if it prevents the guest from checking in

You're notified immediately when an issue is reported, and it appears in your dashboard for follow-up.

Property-wide issue visibility

When your team opens any task, they can see all unresolved issues across the entire property — not just issues reported within that specific task. This gives inspectors and cleaners the full context of what needs attention at each location.

For example, if a maintenance issue was reported during yesterday's cleaning but an inspector is doing today's quality check, they'll see that open maintenance issue and can verify whether it's been addressed.

Who can report issues

Every team member with access to your properties can report issues:

• Cleaners — spot damage or maintenance needs during cleaning
• Inspectors — identify quality issues during walkthroughs
• Maintenance staff — report additional problems they discover while fixing something else
• Property managers — document issues found during property visits

This ensures problems get reported as soon as they're discovered, regardless of who finds them.

The task timeline

Every task keeps a complete history: when it was created, who it was offered to, who accepted, every photo, every comment, every status change, and the final completion time. Scroll back and you can see exactly what happened.

Finding and filtering tasks

Use the filter bar at the top of the task list to find specific tasks quickly:

• Assignee filter — Show tasks assigned to specific team members. Select a team member from the dropdown to see only their tasks.
• Status filter — Filter by task status (pending, in progress, completed, etc.)
• Date range — Show tasks for specific time periods
• Property filter — View tasks for particular properties
• Task type — Filter by cleaning, maintenance, inspection, etc.

Filters work together, so you can combine them to find exactly what you're looking for. For example, filter by assignee "Sarah" and status "in progress" to see what Sarah is currently working on.

Checklist templates

Create reusable checklists for different job types so your team follows the same steps every time. When you create tasks, Vanio automatically applies your most recently updated default checklist template unless you've created a property-specific template for that listing.

Setting up templates

1. Go to Settings → Checklists
2. Click Create Template
3. Add your checklist items room by room
4. Save and name your template

Once saved, you can apply any template to new tasks. Your team sees the full checklist on their phone and ticks off items as they complete them.

How Vanio chooses which template to use

When creating a new task, Vanio follows this order:

1. Property-specific template first — If you've created a custom checklist for a specific property, that always gets used
2. Most recently updated default — If no property-specific template exists, Vanio uses your most recently updated default template for that task type

This means updating your default cleaning checklist will automatically apply those changes to all properties that don't have their own custom checklist.

Managing templates

From the checklist settings page, you can:

• Edit — Update checklist items or reorder them. Changes save automatically when you click Save Template
• Add/Remove Items — Click Add Item to include new checklist steps, or use the delete button to remove items you no longer need
• Duplicate — Copy a template to create a variation
• Delete — Remove templates you no longer need

When you delete a template, it's permanently removed from your account. Tasks that already used that template keep their checklists — only the template itself is deleted.

Tips for editing templates

• Save early, save often — Changes only persist when you click Save Template
• Test your edits — After making changes, create a test task to verify your checklist appears correctly
• Keep it simple — Clear, specific checklist items help your team work faster and more consistently
• Update your defaults regularly — When you improve your default template, those improvements automatically flow to all properties without custom checklists

Marketplace

For larger operations, you can send tasks to a marketplace where vetted service providers bid on them. You review the bids, pick one, and they take the job. It's useful when your in-house team is full or you need a specialty service you don't staff in-house.

Billing and payments

Each task has a rate — flat or hourly. When the task is marked complete, Vanio can pay the cleaner automatically, either same-day or on a batch invoice cycle. See the Payments doc for setup details.

Ways to view your tasks

• List — Everything in one scrollable list, filterable by date, status, assignee, or property
• Schedule board — A visual timeline of each cleaner's day. Drag and drop to reassign.
• Kanban — Cards sorted by status: to do, in progress, completed
• Grouped — Group by time of day, by assignee, or by property

Real-time updates

The dashboard updates the moment something changes. When a cleaner accepts a task or marks it done, you see it instantly — no refresh needed.

Common questions

Can my cleaners use this if they don't speak English? Yes. Messages between you and your staff are auto-translated both ways.

What if the primary cleaner is sick? The system offers the task to your backup automatically. You can also override and assign it to anyone on your team.

Can guests report issues themselves? Yes, through the guest portal. The issue becomes a task you can assign like any other.

What if a task is running late? The dashboard flags overdue tasks in the operations view so nothing gets forgotten.

What happens to tasks when guests change their checkout dates? Tasks like cleaning and laundry automatically reschedule to match the new dates — you don't need to manually adjust anything. Your team gets updated notifications with the corrected timing.

What happens to tasks when I delete a checklist template? Existing tasks keep their checklists — only the template is removed. You won't be able to apply that template to new tasks.

Why didn't my checklist changes save? Make sure to click Save Template after editing. If you close the template editor without saving, your changes will be lost.

Which checklist template will be used for my tasks? Vanio uses property-specific templates first if they exist, then falls back to your most recently updated default template. This ensures your latest improvements are always applied consistently across your properties.

Why isn't the assignee filter showing the right tasks? The assignee filter now works correctly — when you select a specific team member, the task list will update to show only tasks assigned to that person. If you're still seeing all tasks after selecting an assignee, try refreshing the page.

Will my resolved or snoozed tasks get reassigned automatically? No — when you mark a task as resolved, completed, cancelled, closed, or archived, it stays that way. Similarly, when you snooze a task with a future reminder, it remains snoozed until that time. Your task organization choices are respected and maintained.

Who can report issues on my properties? Any team member with access to your properties can report issues — cleaners, inspectors, maintenance staff, and property managers. This ensures problems get documented as soon as they're discovered, regardless of who finds them.

Why do I see issues from other tasks when I open a task? Your team can see all unresolved issues across the entire property to get full context of what needs attention. This helps inspectors and cleaners understand the complete status of each location, not just issues from their specific task.

Can I edit task titles after they're created? Yes — just click on any task title in the sidebar or modal view to edit it directly. Your changes save automatically when you're done, making it easy to clarify descriptions or add important details.

I have both the auto-cleaning setting and a Turnover Cleaning automation enabled. Will I get two cleaning tasks per checkout? No — this was a bug that has been fixed. Vanio now creates exactly one cleaning task per checkout. When a Turnover Cleaning workflow automation is active for a property, it takes over task creation and the auto-cleaning setting steps aside for that property automatically. No action is needed on your end.

I was using both settings as a workaround for something — do I need to change anything? If you were running both intentionally, your workflow automation is now the one creating cleaning tasks. Review your automation in Settings → Automations to make sure it's configured exactly as you want — checklist, schedule, and assigned role — since that's the single source of truth going forward.

I opened a conversation with a guest and asked Vanio AI to create a maintenance task, but I couldn't find the task afterward. Is this a known issue? Yes, and it's now fixed. Maintenance tasks created by Vanio AI from a guest conversation will always appear on the conversation thread where you opened them — even if that guest has multiple reservations. If you experienced this before, you no longer need to search elsewhere for the task; it will show up right where you expect it.

My vendor got an SMS about a maintenance job but didn't know which unit to go to. Will this keep happening? No — this was a known issue that is now fixed. Vendor SMS messages will always include the specific unit name (for example, "Signature 18604") so contractors know exactly where to show up.