Team Members, Roles & Permissions

Most hosts grow past the point where one person can do everything. Vanio is built for teams — managers, cleaners, maintenance techs, inspectors, accountants, and even external partner companies. This guide walks through inviting people, picking the right role, and controlling who can see what.

Adding a teammate

1. Go to Settings → Team → Invite member
2. Enter their email and full name
3. Pick a role (see role descriptions below)
4. Choose which properties they can access — all, a group, or a custom list
5. Click Send invite

They receive an email, set a password, and land in their own dashboard scoped to exactly what you assigned. Invites expire after 7 days but can be resent any time.

Editing team members

To update a team member's details, role, or property access:

1. Go to Settings → Team
2. Find the team member in the list
3. Click anywhere on their row to open the edit panel
4. Update their information, role, or property access in the side panel that opens
5. Click Save changes

The edit panel opens automatically when you click on any team member's row. You can close it by clicking outside the panel or making your changes. All changes take effect immediately.

Who can edit team member profiles? Only owners and admins can modify another team member's details — including their name, email, role, property access, and group memberships. Regular team members (managers, cleaners, maintenance techs, etc.) can update their own personal preferences, but cannot change their own role, group memberships, or property permissions, and cannot edit anyone else's profile. This protects your team's account security.

Working with groups

When editing groups or managing team members, you can easily select and filter options:

• Search functionality: Use the search box to quickly find specific users, roles, or groups by typing their name
• Mobile-friendly selection: On mobile devices, dropdown lists and member selection screens automatically adjust for comfortable scrolling and selection
• Group member editing: When editing an existing group, all current members are automatically pre-selected, making it easy to add or remove people

The interface adapts to your screen size, with larger selection areas and improved touch controls on mobile devices for easier team management on the go.

Switching between workspaces

If you have roles in multiple customer workspaces, you can easily switch between them:

1. Go to Settings → Team
2. In the workspace list on the left sidebar, click on any workspace you have access to
3. Your view immediately switches to that workspace with the appropriate permissions for your role there

This is especially useful for managers who work with multiple property management companies, or team members who provide services across different organizations.

Roles

Vanio has eight built-in roles. Each role bundles a sensible set of permissions so you don't have to think about each individual capability.

Admin

Full access. Can invite teammates, change billing, connect channels, and edit any setting. Use sparingly — typically the owner and one trusted second-in-command.

Manager

Day-to-day operator. Sees every reservation, message, and task. Can edit properties, run reports, message guests, charge cards, and assign tasks. Can't change billing or invite admins.

Cleaner

Sees only the cleaning tasks assigned to them, with the property name, address, access instructions, and turnover times. Can mark tasks complete, upload photos, report maintenance issues directly from the task area, and message a manager. Doesn't see reservations, prices, or guest contact info.

Maintenance

Like cleaner, but for maintenance tickets. Sees the issue description, property details, access instructions, and parts/notes from previous visits. Can mark tickets complete, add photos and notes, report additional issues they discover, and request parts.

Inspector

Sees inspection checklists for properties they're assigned to. Can score each item, attach photos, submit reports, and report any problems they find during inspection. When opening inspection tasks, they also see all other unresolved issues across the entire property to provide complete context for their review.

Accountant

Read-only access to financial data. Sees reservations, payments, refunds, payouts, taxes, and reports. Can export and reconcile, but can't message guests, edit properties, or change anything.

Listing Owner

A restricted role for individual property owners who collaborate with management companies or co-host arrangements. Listing owners see their property's calendar, reservations, guest messages, and basic reports, but don't have access to market intelligence features like pricing comparisons, competitor data, or market dashboard tools. This keeps their view focused on core listing management while protecting sensitive market insights.

Listing owners also have a streamlined navigation experience — the command palette, keyboard shortcuts, and the keyboard shortcuts help menu are not available to this role. All other roles (admin, manager, cleaner, maintenance, inspector, accountant, and service provider staff) retain full access to these tools.

Partner

An external company you work with — for example, a third-party cleaning service. The partner is its own organization inside Vanio with its own staff. You grant the partner access to specific properties; they manage their own team internally. See Inviting partner staff below.

Custom

If none of the above fits, build a custom role from individual permissions. Useful for unusual structures like "manager who can't issue refunds" or "cleaner who can also see reservation guest names."

What team members can and can't change about their own account

Team members can update their own personal preferences at any time — things like their display name, email address, phone number, language, and notification settings. These self-service edits don't require admin approval.

However, the following changes always require an owner or admin to make them, even when a team member is requesting a change to their own account:

• Role assignments — no team member can promote themselves to a higher role
• Group memberships — joining or leaving groups is an admin action
• Property access permissions — which listings a member can see or manage
• Account status — activating or deactivating a team member
• Password resets via the team settings panel — admins can reset a member's password from the team panel; members reset their own password through the standard password-change flow in their account settings

This means a regular team member cannot grant themselves additional access or change another person's profile, regardless of what they attempt. Vanio automatically blocks these actions and requires the appropriate admin role.

Reporting issues across all roles

All team members with access to a property can now report maintenance issues and other problems directly from their task management area. This means:

• Cleaners can flag broken appliances, damaged furniture, or missing amenities while they work
• Maintenance staff can report additional problems they discover during repairs
• Inspectors can document issues they find during quality checks
• Managers see all open issues across the entire property in one consolidated view

When anyone opens a task, they see both the issues specific to that task and all other unresolved issues across the property. This gives everyone complete context about what needs attention, helping prevent problems from being overlooked or duplicated.

Per-listing access control

Every teammate has a list of properties they can see. Combine roles with property access for fine-grained control:

• A cleaner who only services beach houses
• A manager who handles your downtown portfolio while another handles suburbs
• An accountant with access to one owner's properties for their statements
• A listing owner who sees only their own properties and basic management features

Update access from Settings → Team → click a member → Properties. Add by group, by tag, or by individual property. Changes take effect immediately.

Only owners and admins can update property access. Team members cannot add or remove properties from their own access list.

What listing-level access restricts

When you limit a team member to specific properties, that restriction applies broadly to everything related to those properties — not just the property listing itself. Concretely, a restricted team member will only see:

• Tasks associated with their assigned properties, including tasks created automatically by Vanio (for example, tasks generated from guest arrivals or automated workflows)
• Subtasks that belong to tasks on their assigned properties

If a task or subtask is linked to a property they don't have access to, it won't appear in their task list at all. Tasks with no property association — such as general administrative tasks — remain visible regardless of listing restrictions.

This means you can confidently assign a cleaner or maintenance tech to a subset of your portfolio and know they'll only ever see work related to those specific properties.

[Screenshot: Team member property access settings showing a restricted member's assigned property list]

Listing content is fully protected

Property access restrictions now apply consistently to all listing content — not just the listing record itself. When a team member's access is limited to specific properties, they can only view or edit the following for those properties:

• Photos and media
• Pricing and fees
• Availability and booking rules
• Policies (check-in, check-out, house rules)
• Descriptions and amenities
• Location details
• Property manuals and guides
• AI-generated content

Team members cannot view or edit any of the above for listings outside their assigned properties. This protection applies regardless of how they access the content. If you previously noticed a team member being able to view or edit listing details for properties outside their assigned access, that issue has been resolved.

[Screenshot: Listing content tabs (Photos, Pricing, Availability, etc.) with access restricted to assigned properties only]

Account security

Vanio protects every team member's account from unauthorized changes. Specifically:

• Only owners and admins can edit another person's profile. No team member — regardless of role — can modify a colleague's name, email, password, or any other account detail without holding an owner or admin role in a shared workspace.
• Team members cannot escalate their own permissions. Attempting to assign yourself a higher role, add yourself to groups, or expand your own property access is automatically blocked. These actions always require an owner or admin.
• Password resets from the team panel are admin-only. If a team member needs to reset their own password, they do so through their personal account settings. Owners and admins can reset a member's password from the team management panel.

If you previously noticed that account details or passwords could be changed unexpectedly, that issue has been resolved. All account data is now fully protected.

Inviting partner staff

When you add a partner company, they get their own admin who can then invite their own people without going through you. Workflow:

1. Settings → Team → Invite partner
2. Enter the partner company name and the email of their primary contact
3. Pick which properties to share
4. Choose the partner's scope (cleaning, maintenance, inspections, or all)

The partner accepts the invite and sees only your shared properties. They invite their own staff inside their own workspace. You see who's on their team and what they're doing on your properties, but you don't manage their HR.

This is the right model for outsourced cleaning crews, contractor networks, and franchise operations.

Removing a team member

Immediate access removal

From Settings → Team → click a member → Remove, immediately revokes access. Their historical actions (completed tasks, sent messages, signed checklists) stay in the audit trail under their name.

Permanent deletion

To permanently remove someone from your Vanio account:

1. Go to Settings → Team
2. Find the team member in the list
3. Click the delete button (trash icon) in their row
4. Confirm the deletion in the dialog that appears

What happens when you delete a user:

• Their account is permanently removed from your team
• All their role assignments and group memberships are deleted
• Historical records (messages, completed tasks, audit logs) remain but show as unattributed
• Active task assignments are automatically cleared
• The action cannot be undone

Safety protections:

• You cannot delete your own account this way
• If you're the only owner, you must promote someone else to owner first
• A confirmation dialog prevents accidental deletions

For partners, removing the partner organization revokes access for everyone on their team at once.

Common questions

Is there a limit on team size? No. Add as many people as you need. Pricing depends on your plan — see Settings → Billing.

Can a person belong to two roles? A person has one role per organization. If they need different roles in different contexts (e.g., cleaner for some properties, inspector for others), use a custom role that combines the permissions.

Will cleaners see guest phone numbers? Not by default. You can flip that on in the cleaner role's permissions if your workflow needs it.

Can I see who did what? Yes. Every action is logged in the property and reservation activity feeds, attributed to the user.

What's the difference between Listing Owner and other roles? Listing owners have a streamlined view focused on essential property management tasks. They can't see market intelligence features like pricing tools, competitor analysis, or market dashboards that are available to managers and admins. They also don't have access to the command palette, keyboard shortcuts, or the keyboard shortcuts help menu — their interface is intentionally simplified to keep things focused. All other roles retain full access to these navigation tools.

What's the difference between removing access and deleting a user? Removing access keeps their account but revokes permissions — you can re-add them later. Deleting permanently removes their account and cannot be undone.

Can I switch between workspaces if I work with multiple companies? Yes. If you have active roles in multiple workspaces, you'll see them listed in the settings sidebar and can click to switch between them instantly.

Why don't I see group members when editing a group? If group members aren't showing up when you edit a group, try refreshing the page. The member list should automatically populate with current group members selected.

Who can report issues now? Any authenticated team member with access to a property can report maintenance issues and other problems, regardless of their role. This ensures problems get flagged quickly by whoever discovers them first.

Will I see duplicate issue reports? No. The system shows all unresolved issues for a property in one consolidated view, so team members can see what's already been reported before adding new issues.

If I restrict a team member to certain properties, will they still see tasks from other properties? No. Property-level restrictions apply to tasks and subtasks as well — including tasks created automatically by Vanio. A restricted team member only sees tasks connected to the properties you've assigned them. If you previously noticed a team member seeing tasks outside their assigned properties, that issue has been resolved.

Can a team member view or edit listing details — like photos, pricing, or availability — for properties they haven't been assigned? No. Property access restrictions now apply to all listing content consistently. A team member can only view or edit listing details for properties in their assigned access list. If you previously noticed a team member accessing content for listings outside their assigned properties, that issue has been resolved.

Can a team member change their own role or grant themselves more access? No. Role assignments, group memberships, and property permissions can only be changed by an owner or admin. A team member attempting to elevate their own access is automatically blocked, regardless of what they try.

Who can edit another team member's profile or reset their password? Only owners and admins can modify another person's account details or reset their password from the team management panel. If a team member needs to reset their own password, they can do so through their personal account settings. If you previously noticed unexpected changes to account profiles or passwords, that issue has been resolved.

Why can't I use keyboard shortcuts or the command palette as a listing owner? The listing owner role is designed to keep things simple and focused. Advanced navigation tools like the command palette and keyboard shortcuts are available to all other roles — admins, managers, cleaners, maintenance, inspectors, accountants, and partner staff — but are not part of the listing owner experience. If you need access to these tools, contact your workspace admin about adjusting your role.