Service Provider Workspaces

What it does

Service Provider Workspaces give cleaning companies, maintenance teams, and property service businesses their own dedicated space in Vanio AI. Instead of juggling multiple host portals and email chains, you manage tasks across every property you service from one dashboard — with automated task creation, team scheduling, performance tracking, and earnings summaries built in.

Getting started

Set up your workspace

1. Create your account — Sign up at vanio.ai and select "Service Provider" during onboarding.
2. Complete your profile — Add company name, services offered, and team size.
3. Build your service catalog — Settings → Services. Define what you offer (cleaning, maintenance, inspections) with pricing and durations.
4. Add your team — You can now add cleaners and maintenance staff directly from Settings → Hosts & Staff → Staff Directory. Use the same invitation process that property managers use: enter their name and contact details, and they'll receive an invitation to join your workspace. Assign role-based access for cleaners, maintenance staff, and coordinators.
5. Configure operations phone — Settings → Communications. Set your ops number for automated SMS.
6. Set team capacity — Operations → Team Settings. Default is 8 hours per person per day.

Connect with hosts

1. Get your connection code — Settings → Hosts & Staff → Host Network.
2. Share it with hosts so they can send you tasks.
3. Accept invitations from your Hosts & Staff dashboard.
4. Choose properties and task types you will service.
5. Set rates — Operations → Pricing. Custom rates per property.

Email-to-task automation

1. Find your Vanio email — Settings → Email Integration (e.g. ).
2. Forward booking confirmations to it, or have hosts CC it.
3. Configure rules for how tasks are created from different emails.
4. Test by forwarding a sample booking.

How it works

Centralized task management

Connected hosts' turnovers and maintenance requests appear in your dashboard automatically. Team members only see tasks assigned to them. Importantly, you only ever see tasks that belong to properties your host has explicitly shared with you — tasks on their other listings are not visible to your workspace.

Automatic task creation

Forwarded booking confirmations are parsed for checkout times, guest counts, special requests, and addresses. Tasks appear immediately with full context.

Creating tasks manually

You can create a new task at any time by pressing C on your keyboard. The task creation form will skip straight to the property selection step, where you can choose from properties shared by your connected hosts — no extra steps, no empty screens. Fill in the task details and assign it to your team from there.

[Screenshot: Task creation form open at the property selection step, showing a list of properties shared by connected hosts]

Adding cleaners and maintenance staff directly

You no longer need to rely on a workaround role to bring individual cleaners or maintenance staff into your workspace. From Settings → Hosts & Staff → Staff Directory, you can invite staff members directly to your operations account — the same straightforward invitation process property managers use. Once they accept, they appear in your staff directory and can be assigned to tasks immediately.

[Screenshot: Staff Directory in Settings → Hosts & Staff, showing an invite form with name and contact fields]

Accessing shared listing content

When a host connects their workspace to yours, you're granted access to the listing details you need to do your work — things like property descriptions, amenities, check-in instructions, and availability. This access is tied directly to your active connection with that host. If a host removes the connection, access to their listing content is removed automatically. You'll only ever see content for properties that have been explicitly shared with you.

Service provider instructions

When a host sets up instructions for your team — such as access codes, parking directions, or check-in procedures — those instructions appear in the workspace panel for the relevant task. Instructions now display exactly as your host wrote them in their knowledge base: line breaks are preserved, and any text your host marked as bold appears bold. Previously, instructions could appear as one long block of text with asterisks showing literally; that's now fixed, and the formatting your host intended comes through clearly.

[Screenshot: Service provider instructions panel showing a formatted article with bold text and line breaks intact]

What you can and can't see from a connected host

A connection between your workspace and a host's gives you access to the shared work — the properties they've included in your connection and the tasks attached to those properties. That's the full extent of it.

What you can see through a connection:

• Properties the host has explicitly shared with you
• Tasks tied to those shared properties
• Basic workspace details about the host (their name and workspace type), so you can identify which host a task belongs to
• Saved task filters for the shared task board
• Task photos for shared properties

What you cannot see through a connection:

• The host's staff roster, team members, or contact details
• Door codes, lock configurations, or device settings
• Per-property or account-level pricing
• Financial reports or earnings data
• Account settings, AI settings, or integrations
• Account credentials or API keys
• Any listing or task the host has not explicitly shared with you

This scope is enforced automatically — there's nothing you need to configure, and nothing a host needs to do beyond choosing which properties to include in your connection.

Unit details: occupancy, bedrooms, and bed counts

A unit's occupancy limit, bedroom count, and bed count are managed exclusively by the property operator. These details affect pricing, listing content, and capacity planning, so they can only be changed by the host who owns the property — not from your service provider workspace. If you notice that a unit's details look incorrect, let the host know so they can update them on their end.

Property availability calendar

When you're assigned to a task, you'll see a compact availability calendar for that property directly on the task. It shows which nights are booked, along with check-in and check-out dates clearly marked — so you can plan your work around guest arrivals, departures, and same-day turnovers at a glance.

[Screenshot: Availability calendar on a task, showing booked nights highlighted in amber, with check-out and check-in icons marking turnover days]

The calendar covers a window around the current date — a few days back for context, and several weeks ahead for planning. Each day shows one of three states:

• Occupied (amber) — a guest is staying that night
• Check-out (red arrow) — guests are departing; the night is free
• Check-in (green arrow) — new guests arrive; the night becomes occupied

A day can show both a check-out and a check-in icon when a same-day turnover is scheduled, which is exactly the situation most cleaners need to spot quickly.

For privacy, the calendar shows availability dates only — guest names, contact details, and reservation information are never visible to service providers.

The calendar appears only on tasks you are personally assigned to. It is not visible on tasks assigned to other team members or on properties where you have no active assignment.

Smart assignments and capacity

Vanio assigns tasks based on availability, location, and skills. Daily capacity is time-based — up to 8 hours per person per day (configurable) — preventing overbooking while staying flexible.

Scheduling dashboard

Task blocks show start times and duration on the calendar. Drag-and-drop reassignment between team members is instant. Unassigned tasks display their scheduled times so you know what needs attention.

Performance tracking

Each team member's earnings, completion rate, and average task duration are tracked automatically. Every Monday, staff receive an SMS with last week's earnings and the upcoming schedule.

Host communication

Vanio can auto-notify hosts on completion, share inspection photos, and flag issues. Team texts route through your ops number and land in the right task timeline instead of reservation threads.

Key features

• Multi-host dashboard — all connected managers in one view
• Email-to-task automation — booking confirmations become tasks
• Quick task creation — press C anywhere in your workspace to start a new task; jumps straight to property selection
• Direct staff management — add individual cleaners and maintenance staff straight from Settings → Hosts & Staff → Staff Directory, with the same invitation flow property managers use
• Team coordination — assign, track, and schedule your whole team
• Time-based capacity — up to 8 hours/day per person, configurable
• Drag-and-drop scheduling with visible start times and duration
• Staff economics — earnings, performance, and productivity metrics
• Weekly earnings SMS — sent every Monday automatically
• Property-specific pricing — custom rates per property
• Cleaner quality profiles — guest reviews linked to tasks
• Photo wall — visual grid of all checklist photos
• Mobile-first — works offline on phones and tablets
• Automated reports — completion reports with photos, timestamps, notes
• Inventory tracking — supply alerts when stock runs low
• Payment integration — track work and invoice hosts automatically
• Organized messaging — task messages stay in task context
• Connection-based listing access — once a host connects with you, their shared property details are automatically available to your workspace; access is removed if the connection ends
• Scoped task visibility — when viewing a connected host's tasks, you see only the tasks tied to properties shared with you; tasks on their other listings are automatically excluded
• Scoped connection access — a workspace connection gives you access to shared properties and tasks only; the host's settings, staff details, door codes, pricing, and account information are never accessible through a connection
• Formatted service provider instructions — access instructions display with proper line breaks and bold text exactly as written by your host; no more collapsed paragraphs or stray asterisks
• Property availability calendar — when you're assigned to a task, a calendar shows that property's booked nights and turnover dates so you can plan your job around guest arrivals and departures; availability dates only, no guest details
• Operator-managed unit details — occupancy limits, bedroom counts, and bed counts are controlled by the property operator and are not editable from your workspace; contact your host if any details need correcting

Operations dashboard

• Team Performance — earnings, completion rates, average task time, quality scores from linked reviews, capacity planning.
• Schedule — task blocks with start time and duration, drag-and-drop reassignment, daily capacity indicators, prominent unassigned tasks.
• Photo Wall — visual grid of all task photos, filter by date, property, or team member.
• Economics — staff earnings, property profitability, host revenue trends, payout projections.

Tips

• Forward every host's booking emails to cut manual entry.
• Use the C keyboard shortcut to create tasks quickly without leaving your current view — you'll land straight on the property picker.
• Group tasks by location to minimize travel time.
• Use drag-and-drop to rebalance workloads as priorities shift.
• Watch daily capacity indicators to avoid overbooking.
• Review the photo wall daily for quality control.
• Set property-specific pricing on challenging units to protect margins.
• Use earnings data to implement performance-based pay.
• Add your cleaners and maintenance staff directly from Settings → Hosts & Staff → Staff Directory rather than using workaround roles — they'll have the right access from day one.
• Check the availability calendar on your assigned tasks to spot same-day turnovers early — days marked with both a check-out and a check-in icon mean you'll need to turn the property around between guests.
• If a unit's occupancy limit, bedroom count, or bed count looks wrong on a task, flag it to the host — they're the only ones who can update those details.
• If service provider instructions look like a wall of text with asterisks, try refreshing the page — instructions now display with the formatting your host intended.

Common questions

Can I work with hosts who aren't on Vanio? Yes. Use email forwarding to turn their booking confirmations into tasks — you still get the full scheduling and coordination tools.

How does capacity management work? It's time-based, not task-count based. Each person can work up to 8 hours/day (configurable). If a task would put someone over, they'll see a message about their current schedule.

How does billing work across multiple hosts? Completed work is tracked per host. You can invoice each manager separately or generate consolidated reports.

What if my team doesn't have smartphones? The mobile app is best, but schedules also work in any web browser, on tablets, or on basic phones.

How do weekly earnings SMS work? Every Monday, team members with a phone number get a text from your ops number with last week's earnings, completion stats, and the upcoming schedule.

Can I set different rates per property? Yes — Operations → Pricing. Useful for properties that need extra time or special handling.

Can I add my own cleaners and maintenance staff directly to my workspace? Yes. Go to Settings → Hosts & Staff → Staff Directory and invite your team members directly. Enter their name and contact details, and they'll receive an invitation to join your workspace. Once they accept, they'll appear in your staff directory and can be assigned to tasks right away — no workaround roles needed.

Why did task creation used to get stuck on an empty screen? In your service provider workspace, you don't own listings directly — you access properties shared by connected hosts. Previously, pressing C to create a task could land on a listings step with nothing to show. That's fixed: the form now jumps straight to property selection, showing all properties your hosts have shared with you.

I'm connected to a host but can only see some of their tasks — is that normal? Yes, and it's intentional. Your task list is restricted to the properties your host has shared with you through your connection. If a host has listings you're not connected to, tasks for those properties won't appear in your dashboard. If you believe you're missing tasks for a property you do service, confirm with your host that the specific listing is included in your shared connection, then refresh your dashboard.

I'm connected to a host but can't see their listing details — what should I check? First, confirm the connection is still active in your Hosts & Staff dashboard. Listing details — such as amenities, descriptions, and check-in instructions — are only available while a connection is live. If the connection shows as active and you're still not seeing content, ask the host to verify your connection on their end, then try refreshing your dashboard.

The service provider instructions looked like one long paragraph with asterisks — is that a known issue? It was, and it's now fixed. Instructions from your host's knowledge base articles now display with proper formatting — line breaks where your host put them, and bold text rendered as bold rather than surrounded by asterisks. If you're still seeing the old behavior, a page refresh should sort it out. If the problem persists, let your host know so they can confirm their article is saved correctly.

I can see the availability calendar on some tasks but not others — why? The calendar only appears on tasks you are personally assigned to. If you're not yet assigned to a task, or if the task is assigned to another team member, the calendar won't show. Once you're assigned, open the task and the calendar will load automatically. If you're assigned but still don't see it, try refreshing the page.

Can I see guest names or reservation details in the availability calendar? No. The calendar shows occupancy dates only — which nights are booked, and when check-ins and check-outs occur. Guest names, contact details, and any other reservation information are never displayed to service providers.

I used to be able to edit a unit's occupancy, bedroom, or bed count from a task — why can't I anymore? Those details are now managed exclusively by the property operator. Occupancy limits, bedroom counts, and bed counts affect listing accuracy, pricing, and capacity planning, so only the host who owns the property can change them. If you notice something that looks incorrect, let your host know and they can update it from their side.

Can a connected service provider see my staff details, door codes, or account settings? No. A workspace connection gives a service provider access to the properties you've shared with them and the tasks on those properties — nothing else from your account. Their view never includes your staff roster or contact details, door codes or lock settings, per-property or account-level pricing, financial reports, account settings, or API keys. This is enforced automatically; there's nothing extra you need to do to protect that information.