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]

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. For portfolios with hundreds or thousands of listings, Vanio automatically loads properties one page at a time to keep things fast and responsive.

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 filters your results instantly. The search works across your entire portfolio, even if you have thousands of listings.

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

If you manage hundreds or thousands of properties, Vanio displays them in pages to keep loading fast. Use the page controls at the bottom to move through your portfolio, or use search and filters to find what you need quickly.

[Screenshot: Listings page with search bar, filters, and pagination controls]

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.

Activating and deactivating

A deactivated property is hidden from your dashboard and stops accepting new reservations, but its data is preserved. Use deactivation for seasonal properties or units you've taken offline temporarily. Reactivate any time.

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 and filters for large portfolios — instead of scrolling through pages, search by name or location to find properties quickly
• 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

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? No hard limit. Hosts on Vanio manage anywhere from one property to several thousand. The listings page automatically handles large portfolios by loading properties in manageable pages.

Why don't I see all my properties at once? For performance and speed, Vanio shows properties in pages. Use the search bar or filters to find specific properties quickly, or use the page controls to browse through your full portfolio.

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.