# Vanio AI — Full Documentation > AI-powered vacation rental management. The AI runs your properties — you supervise. > Website: https://www.vanio.ai > App: https://app.vanio.ai > Docs: https://www.vanio.ai/docs This file contains the complete Vanio AI product documentation in plain text. Designed for AI agents and LLMs to ingest the entire docs corpus in a single fetch. For the short index, see https://www.vanio.ai/llms.txt Personas (landing pages + tailored docs): - Individual Owner: https://www.vanio.ai/solutions/for-individual-owners - Small Host (2-10): https://www.vanio.ai/solutions/for-small-hosts - Property Manager: https://www.vanio.ai/solutions/for-property-managers - Enterprise (50+): https://www.vanio.ai/solutions/for-enterprise - Cleaning Company: https://www.vanio.ai/solutions/vacation-rental-cleaning - Individual Cleaner: https://www.vanio.ai/solutions/for-cleaners - Maintenance Company: https://www.vanio.ai/solutions/for-maintenance Persona docs views: - Individual Owner: https://www.vanio.ai/docs/quick-start?persona=individual-owner - Small Host: https://www.vanio.ai/docs/quick-start?persona=small-host - Property Manager: https://www.vanio.ai/docs/quick-start?persona=pm - Larger PM: https://www.vanio.ai/docs/quick-start?persona=larger-pm - Enterprise: https://www.vanio.ai/docs/quick-start?persona=enterprise - Cleaning Company: https://www.vanio.ai/docs/sp-introduction?persona=cleaning-co - Individual Cleaner: https://www.vanio.ai/docs/cleaner-introduction?persona=cleaning-individual - Maintenance Company: https://www.vanio.ai/docs/sp-introduction?persona=maintenance-co - Maintenance Worker: https://www.vanio.ai/docs/cleaner-introduction?persona=maintenance-individual ================================================================================ ================================================================================ ## GETTING STARTED ================================================================================ -------------------------------------------------------------------------------- # Growth AI Team URL: https://www.vanio.ai/docs/what-is-vanio Tags: overview, introduction, platform Automated marketing team that optimizes email sequences, scores leads, and provides daily performance briefings to grow your property management business. -------------------------------------------------------------------------------- # Growth AI Team Vanio's Growth AI Team runs automated marketing campaigns to help you acquire new property owners and grow your management portfolio. Think of it as having dedicated marketing specialists working around the clock to nurture leads, optimize email sequences, and identify your hottest prospects. The Growth AI Team operates through daily "standups" where specialized agents analyze your marketing performance, make real-time optimizations, and provide actionable insights to accelerate your business growth. ## Getting Started The Growth AI Team automatically activates when you set up email sequences and start adding prospects to your pipeline: 1. **Go to Growth → Prospects** to add your first leads 2. **Navigate to Growth → Sequences** to create email campaigns 3. **Set up your first sequence** by choosing a template or creating custom emails 4. **Add prospects to audiences** and activate your sequences 5. **Check your daily briefings** in Growth → Analytics for AI recommendations Once you have active sequences running, the Growth AI Team begins its daily analysis and optimization work automatically. ## How It Works Three times daily, your Growth AI Team holds automated standups to analyze performance and take action: ### Campaign Agent Monitors your email sequences in real-time and automatically: - **Pauses underperforming sequences** with open rates below 10% after 100+ sends - **Flags high bounce rates** above 5% that could hurt deliverability - **Identifies sequences** with exceptional performance (30%+ open rates) - **Takes immediate action** without waiting for human approval ### Analytics Agent Synthesizes all your growth data into daily briefings that include: - **Performance headlines** with specific numbers and trends - **Key wins** like high-converting sequences or quality new leads - **Concerns** such as declining engagement or technical issues - **Specific recommendations** with 1-3 actionable next steps You'll see these briefings in your Growth dashboard each morning, giving you a clear picture of what's working and what needs attention. ## Key Features **Autonomous Sequence Management** - Automatically pauses sequences hurting your sender reputation - Monitors open rates, click rates, and bounce rates across all campaigns - Protects your domain reputation by stopping problematic sends **Intelligent Lead Scoring** - Updates prospect scores based on engagement and behavior - Identifies your hottest leads for immediate follow-up - Moves prospects through pipeline stages automatically **Performance Analytics** - Tracks conversion rates from prospect to customer - Measures email performance across all sequences - Provides specific metrics instead of vague "insights" **Daily Briefings** - Delivered every morning with overnight performance data - Includes specific numbers and actionable recommendations - Highlights both wins and areas needing attention **Multi-Channel Tracking** - Monitors prospects across email, phone, and in-person touchpoints - Consolidates data from all your marketing activities - Provides unified view of pipeline health ## Tips & Best Practices **Let the AI Work Gradually** Start with one or two sequences and let the Growth AI Team learn your patterns before scaling up. The agents become more effective as they gather performance data. **Review Daily Briefings** Check your morning briefings regularly—they often catch issues before they become problems. The Analytics Agent flags declining performance trends early. **Trust Automatic Pausing** When the Campaign Agent pauses a sequence, review the data before reactivating. Low-performing sequences hurt your overall sender reputation. **Focus on Quality Prospects** The AI prioritizes engagement over volume. A smaller list of engaged prospects converts better than a large list of unresponsive contacts. **Monitor Sender Reputation** Pay attention to bounce rate warnings. The Campaign Agent protects your domain, but maintaining list hygiene improves overall performance. ## Common Questions **How often does the Growth AI Team analyze my campaigns?** The team runs automated standups three times daily—morning, afternoon, and evening—to catch performance changes quickly and take immediate action when needed. **Will the AI pause sequences I want to keep running?** The Campaign Agent only pauses sequences with clear performance problems (sub-10% open rates after significant sends). You can always override these decisions, but the AI typically catches deliverability issues before they worsen. **What happens if I don't have any active sequences?** The Growth AI Team focuses on prospect analysis and pipeline management when no sequences are running. You'll still receive daily briefings about lead quality and conversion opportunities. -------------------------------------------------------------------------------- # Quick Start Guide URL: https://www.vanio.ai/docs/quick-start Tags: setup, onboarding, getting-started Get Vanio AI managing your properties in under 15 minutes — connect a rental platform, set up AI guest messaging, go live with automated responses, and personalize your navigation menu to match your workflow. -------------------------------------------------------------------------------- Get Vanio AI managing your properties in under 15 minutes. This guide walks you through connecting your first rental platform, setting up AI guest messaging, and going live with automated responses. ## Step 1: Create Your Account Sign up at [app.vanio.ai](https://app.vanio.ai/auth). No credit card required for the 14-day free trial. Once you sign in, Vanio's onboarding wizard automatically starts. You'll answer a few questions about your business (property count, rental platforms, etc.) to customize your setup experience. **Setup Progress Widget** After onboarding, you'll see a setup checklist widget in the bottom-left corner of your dashboard. This tracks your progress through key setup steps and provides quick access to complete remaining items. Click any item to navigate directly to that setup step, or tap "Done" next to items like app installation to mark them complete. ## Step 2: Connect Your Rental Platform Vanio imports your listings, reservations, and guest messages from your existing platforms. Choose your connection method: ### Airbnb Integration **Full Access (Recommended)** 1. Click **Connect Airbnb** in the onboarding flow or setup checklist 2. Choose **Make Vanio Your PMS** for complete automation 3. Sign in to Airbnb and authorize Vanio 4. Select which listings to import 5. Vanio becomes your property management system on Airbnb **Read-Only Mode** 1. Choose **Import & Explore** to test without changing anything 2. Your Airbnb account stays exactly as it is 3. Vanio pulls your data to set up and train AI 4. Upgrade to full access anytime ### Property Management Systems If you use Guesty, Hostaway, Lodgify, or other PMS platforms: 1. Select **Connect PMS** instead of Airbnb 2. Choose your provider from the list 3. Enter your account credentials (API keys from your PMS dashboard) 4. Vanio syncs your listings and reservations automatically ### Manual Setup For VRBO, direct bookings, or other platforms: 1. Import calendar feeds (iCal URLs) for availability sync 2. Add listings manually through **Settings → Listings** 3. Full integrations are expanding regularly ## Step 3: Automatic Import & Organization Once connected, Vanio automatically: - **Imports your listings** with photos, descriptions, and pricing - **Groups similar properties** into buildings or complexes - **Syncs reservations** including guest contact info and booking details - **Pulls message history** to learn from your existing guest conversations - **Generates knowledge articles** about each property based on your data This process takes 2-15 minutes depending on your portfolio size. You'll see real-time progress with counts of imported listings and reservations. ## Step 4: AI Learning & Knowledge Base Vanio AI learns about your properties in three ways: **Automatic Learning** - Analyzes your existing guest conversations - Extracts check-in procedures, house rules, and common questions - Identifies local recommendations you've shared before **Smart Knowledge Base** - Pre-populates articles for each property - Covers check-in instructions, WiFi info, parking, amenities - You can edit or add details anytime **Ongoing Training** - Learns from every guest interaction - Improves responses based on your feedback - Adapts to your communication style over time ## Step 5: Shadow Mode — Your Safety Net Vanio starts in **Shadow Mode** by default. This means: - AI drafts every guest response automatically - You see drafts in your dashboard before they're sent - Click thumbs up ✓ to approve and send - Click thumbs down ✗ to reject and write your own - Nothing goes to guests without your approval Most property managers feel confident switching to live mode within 2-3 days as AI learns their preferences. ## Step 6: Go Live with Automated Responses When you're ready for full automation: 1. Go to **Settings → AI** or click **Turn on AI** in your setup checklist 2. Switch from **Shadow Mode** to **Live Mode** 3. AI handles guest messages instantly, 24/7 4. You still see everything in the audit trail 5. Jump in anytime to take over a conversation **What AI Handles Automatically:** - Booking confirmations and check-in instructions - Questions about amenities, WiFi, parking - Local recommendations and directions - Early check-in/late checkout requests - Maintenance issues and guest concerns ## Step 7: Test Your AI Setup Before going fully live, test how AI responds to common guest scenarios: 1. Click **Test AI yourself** in your setup checklist, or ask in the dashboard chat: "I want to test how AI responds to guests" 2. Vanio opens the AI Lab with your next upcoming reservation 3. Simulate guest conversations to see how AI responds 4. Try asking about WiFi, checkout procedures, local restaurants, and check-in instructions 5. Make adjustments to your knowledge base based on the responses This helps you feel confident before guests start interacting with AI directly. ## Optional Enhancements ### Mobile App & Push Notifications 1. Click **Install app & notifications** in your setup checklist 2. Follow the instructions to install Vanio on your phone 3. Enable push notifications to stay informed about: - New guest messages and AI responses - Check-in and checkout notifications - Urgent issues that need your attention - Daily summary reports ### Team Members & Staff 1. Click **Add team members** in your setup checklist, or go to **Settings → Team** 2. Invite cleaners, maintenance staff, or co-hosts 3. Set role-based permissions for what each person can access 4. Team members get notifications for their assigned tasks 5. AI coordinates with your team for cleaning schedules and maintenance requests ### Smart Lock Integration 1. Go to **Apps → IoT** 2. Connect Yale, August, Schlage, or other supported locks 3. AI automatically generates unique access codes for each guest 4. Codes are shared in check-in messages and expire after checkout ### Direct Booking Website 1. Go to **Settings → Website** 2. Choose a free subdomain (yourname.vanio.direct) or connect your own domain 3. Customize colors, branding, and content 4. Your listings appear with real-time availability and secure checkout 5. Keep 100% of revenue — no platform commissions ### Guest Communication Channels Vanio AI responds across all channels: - Airbnb messages - SMS text messages - Email inquiries - Direct booking website chat - Voice calls (AI can actually talk to guests on the phone) ### Customize Your Main Menu The main navigation menu shows the default set of items to start, but you can tailor it to match the way you work. Click the sliders icon (⊟) at the right end of the main menu bar to open the **Customize menu** panel. From there you can: - **Hide items** you don't use by clicking the eye icon next to them - **Reorder items** using the up and down arrows so your most-used sections are always within reach - **Re-show any hidden item** at any time by returning to the same panel - **Reset to default** with one click to restore the original menu layout Your preferences save automatically and stay in sync whether you're working on desktop or the mobile app. See [Customize Your Navigation Menu](customize-navigation-menu) for a full walkthrough. ## Key Features at a Glance - **Multi-platform sync** — Airbnb, Booking.com, VRBO, PMS systems - **Intelligent responses** — Context-aware AI that knows your properties - **Shadow mode safety** — Test and approve before going fully automated - **Smart lock control** — Automatic access code generation - **Direct booking site** — Commission-free reservations - **Voice AI** — Handles phone calls from guests - **Real-time learning** — Gets smarter with every interaction - **Setup progress tracking** — Visual checklist guides you through key steps - **Customizable navigation** — Hide, reorder, and personalize your main menu ## Tips for Success **Follow the Setup Checklist**: The setup widget in your dashboard guides you through the most important steps in the right order. Complete items as you go to ensure nothing is missed. **Start Small**: If you have multiple properties, connect one listing first to test AI responses before importing everything. **Review Initial Drafts**: Spend 10-15 minutes reviewing AI drafts in Shadow Mode. Your feedback trains the system faster. **Test Before Going Live**: Use the "Test AI yourself" feature to simulate guest conversations and see how AI responds to common questions. **Customize Check-in Info**: Add property-specific details like door codes, parking instructions, and house rules to the knowledge base. **Install the Mobile App**: Stay connected with push notifications so you can jump in when needed. **Monitor the First Week**: Check the audit trail daily to see what AI is handling and make adjustments. **Trim Your Menu**: If you find the main navigation feels cluttered, use the customize menu option to hide sections you rarely visit. Your layout syncs to mobile automatically. ## Common Questions **How quickly can I go from signup to live automation?** Most property managers complete setup in 10-15 minutes using the guided checklist and switch to live mode within 2-3 days after testing Shadow Mode responses. **What if AI gives a wrong answer?** In Shadow Mode, you approve everything first. In Live Mode, you can jump into any conversation, correct AI, and it learns from your feedback. The setup checklist includes testing steps to catch issues before going live. **Can I use Vanio with my existing property management system?** Yes! Vanio integrates with major PMS platforms and can work alongside your current setup, handling just guest communication if preferred. **How do I know I've completed setup correctly?** The setup progress widget tracks your completion status. Once all items are checked off, you're ready for full automation. You can always return to any step to make adjustments. **Can I change which items appear in my main menu?** Yes. Click the sliders icon at the end of the main menu bar to hide items you don't use and reorder the rest. Changes save automatically and sync across desktop and mobile. You can reset back to the default layout at any time. -------------------------------------------------------------------------------- # Setup Wizard — Get Started in 15 Minutes URL: https://www.vanio.ai/docs/setup-wizard Tags: onboarding, setup, getting-started, wizard Complete your Vanio setup in 15 minutes with our guided wizard featuring improved theme-aware dropdown menus for better readability. -------------------------------------------------------------------------------- # Setup Wizard — Get Started in 15 Minutes The setup wizard is the fastest way to get Vanio running. It walks you through four short steps and configures most of your account automatically. You can pause and resume at any time — your progress is saved. ## What the wizard does The wizard takes you from an empty account to a fully connected workspace with properties imported, payments enabled, and your AI assistant ready to handle guest messages. Most hosts finish in 10–15 minutes. ## Step 1 — About you Tell us a bit about your business so we can tailor the workspace: - Your name and company name - How many properties you manage - Where your properties are located - **Which property management system (PMS) you use** — select from the dropdown menu, which now adapts to your theme preference for better readability - Which booking channels you use today (Airbnb, Booking.com, VRBO, your own website) - Your priorities (what you want to focus on first) This step takes about a minute. The information shapes what we set up for you in the next steps — for example, if you say you use Airbnb, we'll prompt you to import from Airbnb in step 2. [Screenshot: PMS selection dropdown showing clear text in both light and dark themes] ## Step 2 — Connect This is where the heavy lifting happens. You'll connect: - **Your booking channels.** Sign in to Airbnb, Booking.com, or VRBO once and we'll pull in your listings, calendars, and historical reservations. You don't need to re-enter anything. When connecting channels, you'll see the same improved dropdown interface for selecting your PMS provider. - **Your email inbox.** One click to connect Gmail, or use any other provider via standard mail settings. Vanio reads incoming booking confirmations and turns them into reservations automatically. - **Stripe.** Connect a new or existing Stripe account so you can collect payments, charge security deposits, and pay your team. Verification usually takes about five minutes. You can skip any connection and add it later from Settings. Nothing here is permanent. ## Step 3 — Auto-setup Once your channels are connected, Vanio configures everything in the background: - Imports your properties with photos, descriptions, amenities, and house rules - Pulls in upcoming and past reservations - Builds an initial knowledge base for each property so the AI can answer guest questions - Sets up default messages for check-in, check-out, and reviews - Provisions a dedicated phone number you can use for guest calls A progress bar shows what's happening. You can leave the page open or come back later — the import keeps running. ## Step 4 — Done When auto-setup finishes, you'll see a summary of what was created and a checklist of optional next steps: - Invite teammates - Review and tweak property knowledge - Turn on autopilot for guest messaging - Add a custom domain for your direct booking site Click **Done** to enter the dashboard. ## Phone verification (optional) Phone verification is no longer required during setup. You can add and verify your phone number anytime after completing the wizard by going to **Settings → Profile**. Adding a verified phone number enables: - SMS notifications for urgent guest requests - Two-factor authentication for added security - Phone support from our team ## Pausing and resuming Close the wizard whenever you need to. The next time you sign in, a banner at the top of the dashboard shows your remaining steps. You can also reopen the wizard from **Settings → Setup**. ## Common questions **Do I have to connect every channel right away?** No. Start with one channel — you can add the rest from Settings whenever you're ready. **What if my property import looks wrong?** Edit anything from the listing detail page, or re-run the import from **Settings → Channels**. Edits in Vanio don't push back to your channel until you turn on two-way sync. **Can I change my answers in step 1?** Yes, at any time from your account settings. The answers only affect the wizard's recommendations. **Do I need to verify my phone number during setup?** No, phone verification is completely optional. You can add your phone number later from **Settings → Profile** if you want SMS notifications or additional security features. **Is my data shared with anyone?** No. Your channel logins use the official sign-in flows for each platform — Vanio never sees or stores your passwords. -------------------------------------------------------------------------------- # Managing Your Properties URL: https://www.vanio.ai/docs/listings-management Tags: listings, properties, airbnb, import Learn how to add, organize, and manage your properties in Vanio — including the free plan's 3-listing limit, how to deactivate and reactivate listings without losing data, and how to free up a slot when you're at capacity. -------------------------------------------------------------------------------- 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] ## Free plan listing limit If you're on the free plan, you can have up to **3 active listings** at a time. When you reach that limit, the **Add property** button is disabled and a notice appears at the top of your Listings page letting you know you're at capacity. You won't lose any data — you simply need to free up a slot before adding another property. The easiest way to do that is to deactivate one of your existing listings (see [Activating and deactivating](#activating-and-deactivating) below). Once you deactivate a listing, the slot opens up immediately and you can add a new one. Paid plans include higher limits or no limit at all. To see your options, go to **Settings → Billing**. [Screenshot: At-capacity banner on the Listings page with the Add property button grayed out] ## 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 **all of its data is fully preserved** — nothing is deleted. Use deactivation for seasonal properties or units you've taken offline temporarily. You can reactivate any time and everything will be exactly as you left it. **Important:** deactivating a listing in Vanio only affects how it appears inside Vanio. It does **not** change the listing's status on Airbnb, Booking.com, or any other connected platform. If you want to take a property offline on a booking channel, you'll need to do that separately within that channel. ### Freeing a slot on the free plan If you're on the free plan and want to add a new property but have already reached your 3-listing limit, deactivating one of your existing listings frees up a slot right away. Here's how: 1. Go to **Listings** and find the property you want to set aside. 2. Select it and choose **Deactivate** (either from the listing's detail page or using the bulk action checkbox). 3. The slot opens immediately — the **Add property** button becomes available and the at-capacity notice clears. 4. When you're ready to bring that property back, simply select it and choose **Reactivate**. All its details, photos, and history are still there. [Screenshot: Deactivate option in the listing actions menu] ## 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 - **On the free plan, deactivate instead of deleting** — if you need to rotate which properties are active, deactivating preserves all your data and frees the slot instantly so you can add something new ## 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?** On the free plan, you can have up to 3 active listings at a time. Paid plans include higher limits or no limit at all — go to **Settings → Billing** to see your options. 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. **Does deactivating a listing in Vanio take it offline on Airbnb or other channels?** No. Deactivating a listing in Vanio only hides it within Vanio — it has no effect on your listings on Airbnb, Booking.com, or any other platform. If you want to pause bookings on a channel, you'll need to do that directly within that channel. **I'm on the free plan and the Add property button is grayed out. What do I do?** You've reached the 3-listing limit for the free plan. To add a new property, first deactivate one of your existing listings to free up a slot. Your deactivated listing's data is saved and you can reactivate it whenever you're ready. Alternatively, upgrade your plan under **Settings → Billing** for a higher or unlimited listing count. ================================================================================ ## FEATURES ================================================================================ -------------------------------------------------------------------------------- # Access Codes & the Reveal Time URL: https://www.vanio.ai/docs/access-code-reveal-time Tags: ai, messaging, access-codes, smart-locks, guest-portal, check-in Vanio AI won't share an access or lockbox code in chat before your reveal-time setting allows it. Until then, it tells the guest exactly when the code will be ready. -------------------------------------------------------------------------------- # Access Codes & the Reveal Time You control when guests can see their access code in the guest portal — usually a set number of hours before check-in. Vanio AI now respects that exact same timing in chat, so a guest can't get the code early just by asking the assistant for it. ## How it behaves - **Before the reveal time:** if a guest asks for the door code or lockbox code, Vanio AI does **not** share it. Instead it tells the guest **when** the code will be available — for example, that it'll be ready 24 hours before check-in — so they know exactly what to expect. - **At or after the reveal time:** Vanio AI shares the code when asked, the same moment it becomes visible in the guest portal. The assistant never guesses or makes up a code, and this applies however the code is stored — connected smart locks, lockbox codes, and codes you keep as a saved variable are all held back until the reveal time. ## One setting, everywhere There's nothing extra to configure for this. Vanio AI follows the **same** reveal-time setting your guest portal uses, so the code appears to the guest at the same moment in chat and in the portal. Change the reveal time once and both stay in sync. You set this where you manage your locks and check-in timing — look for the option that controls how far ahead of check-in the access code is shown to guests. ## Why it matters - Codes don't leak earlier than your policy allows, even to a persistent guest. - Guests still get a clear, friendly answer — a firm time they can count on — instead of a flat "no." ## Related - [Guest Portal & Check-In](/docs/guest-portal) — where guests see their code. - [Smart Locks Overview](/docs/smart-locks) — how access codes are generated. - [Vanio AI Replies to Cotravelers](/docs/cotraveler-messaging) — the same safeguards apply to every traveler. -------------------------------------------------------------------------------- # Advanced Filtering System URL: https://www.vanio.ai/docs/advanced-filtering Tags: filtering, search, data-management, productivity Filter tasks, reservations, listings, guests, owners, and prospects with multi-criteria rules that combine intelligently—now with fully enforced length-of-stay and other workflow conditions across all message rule send paths, including the activation preview. -------------------------------------------------------------------------------- # Advanced Filtering System Vanio's advanced filtering system brings spreadsheet-grade filtering to all major pages in your account. Filter your tasks, reservations, listings, guests, owners, and prospects with multiple criteria that combine intelligently—and share filtered views with your team through bookmarkable URLs. ## Getting Started ### Accessing Filters 1. Navigate to any of these pages: - **Tasks** → Main task dashboard - **Reservations** → Reservations overview - **Listings** → Property listings - **Guests** → Guest directory - **Owners** → Owner management - **Prospects** → Sales pipeline 2. Look for the filter bar at the top of each page—it appears as a search box with additional filter controls 3. Click the **"Add Filter"** button or use the search box to start filtering ### Creating Your First Filter 1. **Start with search**: Type in the search box to instantly filter by names, emails, or other key fields 2. **Add specific criteria**: Click **"Add Filter"** to open the filter menu 3. **Choose your field**: Select what you want to filter by (status, date range, property type, etc.) 4. **Set your criteria**: Choose your operator (equals, contains, greater than) and enter your value 5. **See instant results**: Your table updates immediately as you type ## How It Works ### Automatic Updates As soon as you add or modify a filter, your results update instantly—no need to click "Apply" or refresh the page. This makes exploring your data feel as smooth as working in a spreadsheet. ### URL Persistence and Saved Views Every filter combination creates a unique URL that you can bookmark or share. When you or a team member opens that link, you'll see exactly the same filtered view. This makes it easy to: - Save frequently-used filter combinations - Share specific data views with team members - Return to previous searches **Saved views now work consistently** — when you bookmark a filtered view or use a shared link, those filters will stay active even after you sort columns or make other changes in the platform. Your filtered reservation lists will maintain their date criteria even when you reorder by check-in date or guest name. You can always return to your saved view and pick up exactly where you left off. ### Smart Combining When you add multiple filters, they work together intelligently: - **AND logic**: Results must match ALL your criteria - **Multiple values**: Select multiple options within one field (like filtering for both "Confirmed" and "Checked In" reservations) - **Date ranges**: Set precise time periods that work alongside other filters ### Enhanced Date Selection The date picker has been redesigned to show all your options in one place: - **Quick presets** like "Today," "This Week," and "This Month" appear at the top - **Calendar picker** lets you select specific dates or custom ranges - **Toggle between modes** — switch from single day to date range selection with one click No more hunting through dropdowns to find the date option you need. ### Reliable Date Filtering **Date filters now work consistently across all scenarios**. When you filter reservations by check-out dates using "IS" (exact date match), the filter will: - Show only reservations with that exact check-out date - Maintain the filter when you sort by other columns - Persist correctly when you bookmark or share the filtered view Previously, some date filters would appear active but show all reservations instead of the filtered results. ## Workflow Condition Builder When building automation rules in Workflows, you can attach conditions that control exactly when a rule fires. The condition builder is available on both trigger-level and action-level rules. ### Length-of-Stay and Other Filters Are Now Fully Enforced **Workflow message rules with length-of-stay filters now work reliably across the board.** When you set a condition such as "only send to guests staying 14 nights or more," that filter is enforced everywhere it matters: - **The activation preview** — when you enable a rule, the preview list shows only the guest stays that actually qualify. You can trust what you see. - **Catch-up messages** — guests whose stays don't meet your criteria are skipped, not messaged. - **New and updated reservations** — when a reservation is created or modified, the filter is checked before any message is scheduled. Previously, length-of-stay filters (and similar conditions) were not applied during the initial setup process, which could cause messages to be sent to guests with shorter stays than your rule specified. That issue is now resolved. [Screenshot: A workflow rule with a length-of-stay condition set to "14 nights or more," with the activation preview showing only qualifying long stays] #### What this means for your existing rules If you have message rules with length-of-stay or other advanced conditions: - **No action is needed.** Your rules will now behave exactly as configured. - If you previously noticed messages going to guests who didn't meet your stay-length criteria, that will no longer happen. - When you enable a rule or review its activation preview, the guest list you see reflects your actual filter—short stays that don't qualify won't appear. #### Tips for length-of-stay rules - **Review your active rules** if you've had length-of-stay conditions set for a while. Now that they're enforced correctly, you may want to confirm the conditions are still set the way you intended. - **Use the activation preview with confidence.** The guest stays shown when you enable a rule are the ones that will actually receive messages. - You can combine a length-of-stay condition with other conditions (like platform or month) on the same rule—all conditions are enforced together. ### Task Type Condition (Task-Triggered Rules) If your workflow rule is triggered by a task event—such as a task being created, completed, assigned, or updated—you'll see a **Task type** condition field at the top of the condition builder. This field lets you tell the rule which task categories should (or shouldn't) trigger it. [Screenshot: Condition builder showing the Task type field with category tags for Cleaning, Turnover, Laundry, etc.] **Why use it?** You might want to be notified whenever a new task is created, but you don't need an alert every time a laundry task comes in. The Task type condition lets you set that up in a few clicks. #### How to set a Task type condition 1. Open the workflow rule you want to edit (or create a new one with a task-based trigger) 2. Scroll to the **Condition** section of the rule 3. The **Task type** field appears automatically at the top of the condition builder—you won't see it on rules triggered by reservations or other events 4. Choose your operator: - **is one of** — the rule fires *only* for tasks in the categories you select - **is not one of** — the rule fires for all tasks *except* the categories you select 5. Click the category tags to select or deselect them. Selected categories are highlighted in blue 6. Save your rule [Screenshot: Task type condition with "is not one of" selected and the Laundry tag highlighted, showing how to exclude laundry tasks] #### Available task categories You can include or exclude any combination of these ten categories: | Category | When to use it | |---|---| | **Cleaning** | Standard clean between guests | | **Turnover** | Full property turnover | | **Deep cleaning** | Periodic deep cleans | | **Laundry** | Linen and laundry tasks | | **Maintenance** | Repairs and upkeep | | **Inspection** | Property inspections | | **Purchase** | Supply or equipment purchases | | **Communication** | Guest or owner communication tasks | | **Documentation** | Paperwork and record-keeping | | **Other** | Anything that doesn't fit the above | #### A note on uncategorized tasks If a task hasn't been assigned a category, it's treated as uncategorized. When you use **is not one of**, your rule will still fire for uncategorized tasks—they're not excluded unless you specifically choose the categories you want to skip. If you use **is one of**, uncategorized tasks will not trigger the rule. #### Combining Task type with other conditions You can add up to four conditions to a single rule. For example, you could set up a rule that notifies your team about new maintenance or inspection tasks, but only during certain months of the year—combine a **Task type is one of: Maintenance, Inspection** condition with a **Month of the year** condition. ## Key Features • **Universal search** — Type to instantly search across key fields on any page with accurate results • **Column-specific filtering** — Filter by any column you see in your tables • **Multiple criteria** — Combine as many filters as you need for precise results • **Flexible operators** — Use "equals," "contains," "greater than," "between," and more • **Multi-select options** — Choose multiple values for fields like status or property type • **Unified date picker** — All date options (presets and calendar) in one convenient interface • **Reliable date filtering** — Exact date matches work correctly and persist when sorting or sharing views • **Persistent saved views** — Bookmarked and shared filter combinations stay active across sessions • **Accurate counts** — Task counts and search results now show precise totals • **Consistent data display** — Reservation pricing and other details appear uniformly across all screens • **Real-time updates** — See results change instantly as you type or adjust filters • **Mobile responsive** — Full filtering capabilities work seamlessly on mobile devices • **Task type filtering in Workflows** — Filter task-triggered rules by category so you get notified about the tasks that matter and skip the ones that don't • **Fully enforced workflow conditions** — Length-of-stay and other message rule filters are now applied consistently at every step, including the activation preview, catch-up, and new reservation processing—so rules only fire for stays that truly qualify ## Tips & Best Practices ### Save Time with Bookmarks Create bookmarks for filter combinations you use regularly: - "Reservations checking in today" - "Properties needing maintenance" - "High-priority tasks" - "New prospects this month" ### Share Views with Your Team Send filtered URLs to team members to focus their attention: - Share urgent tasks that need immediate attention - Send property-specific reservation lists to cleaning crews - Highlight prospects in specific pipeline stages for sales follow-up ### Layer Your Filters Strategically Start broad, then narrow down: 1. Begin with a date range or status 2. Add property or guest-specific criteria 3. Use search to find specific records within those results ### Use Date Ranges Effectively The new unified date picker makes it easy to find: - This week's check-ins and check-outs (use "This Week" preset) - Last month's completed tasks (use "Last Month" or pick custom dates) - Upcoming reservation deadlines (toggle to date range mode) - Properties with recent guest activity (combine "Recent" presets with other filters) ### Work with Date Filters Confidently - Use the "IS" operator for exact date matches when you need reservations for a specific day - Date filters now work reliably—when you see a filter applied, it's actually filtering your results - Sort your filtered results by any column without losing your date criteria - Share filtered views with exact dates knowing your team will see the same precise results ### Work with Saved Views - Bookmark your most-used filter combinations for quick access - Saved views stay consistent—you can make changes elsewhere and return to your saved filters - Share saved view URLs with team members for collaborative filtering ### Fine-Tune Your Task Workflow Notifications - Use **is not one of** with categories like Laundry or Documentation to reduce noise from routine tasks - Use **is one of** with Maintenance and Inspection to create a dedicated high-priority alert rule - Remember that uncategorized tasks will still trigger **is not one of** rules—assign categories to your tasks for the most predictable results ### Set Up Length-of-Stay Message Rules with Confidence - When you enable a rule with a length-of-stay condition, check the activation preview—what you see is exactly who will receive the message - If you want to message long-stay guests only, set your condition once and trust it. Reservations that don't meet the minimum stay length will automatically be skipped at every stage - You can combine length-of-stay with platform or month conditions to get even more targeted—all conditions are enforced together ## Common Questions **Q: Will my existing bookmarks and shared links still work?** A: Yes, all your existing bookmarks and shared links continue to work exactly as before. The new system is fully backward compatible, and saved views now work more reliably than ever. **Q: Can I clear all filters at once?** A: Yes, look for the "Clear all" option in the filter bar, or simply navigate back to the main page to start fresh. **Q: Do filters affect data exports?** A: When you export data from a filtered view, you'll export only the records that match your current filters. This makes it easy to create targeted reports and data extracts with accurate totals. **Q: Why do I see different date options now?** A: The date picker now shows presets (Today, This Week, etc.) and calendar options together in one interface. This makes it faster to pick either quick timeframes or specific custom dates without switching between different controls. **Q: I don't see the Task type condition in my workflow rule. Why?** A: The Task type condition only appears on rules whose trigger is a task event (such as "Task created" or "Task completed"). If your rule is triggered by a reservation, review, or another non-task event, the Task type field won't be shown because those events don't carry task information. **Q: What happens to a workflow rule if a task has no category assigned?** A: Uncategorized tasks are not matched to any specific category. If your condition is set to **is not one of**, the rule will still fire for uncategorized tasks. If your condition is set to **is one of**, uncategorized tasks will not trigger the rule. To keep things predictable, make sure your tasks have categories assigned. **Q: I set up a length-of-stay filter on a message rule a while ago. Can I trust it's working now?** A: Yes. Length-of-stay filters—and other workflow conditions—are now enforced at every step: when you enable a rule, when new reservations come in, and during any catch-up processing. If you want to double-check, open your rule and look at the activation preview. Only qualifying stays will be listed. Previously this wasn't the case, but no further action is needed on your end—the fix is applied automatically to all rules. -------------------------------------------------------------------------------- # AI Assistant Revenue Commands URL: https://www.vanio.ai/docs/ai-revenue-commands Tags: ai-assistant, revenue-optimization, automation, pricing-strategy Execute revenue and occupancy recommendations instantly with consistent one-click commands and automated optimizations across your dashboard. -------------------------------------------------------------------------------- # AI Assistant Revenue Commands Your AI assistant can now execute revenue and occupancy recommendations instantly with one-click commands. Instead of manually adjusting pricing strategies, calendar availability, or listing details across multiple screens, let your AI assistant apply optimizations directly from the recommendations dashboard. ## Getting Started ### Enable AI Commands 1. Go to **Settings → AI Assistant** in your dashboard 2. Ensure **Execute Commands** is enabled under permissions 3. Navigate to **Revenue → Recommendations** to see your latest AI suggestions 4. Look for the **Apply** button next to each recommendation [Screenshot: Recommendations dashboard showing AI suggestions with Apply buttons] ### Understanding Recommendation Cards All revenue recommendations now appear in a consistent format across your dashboard, whether you're viewing market insights or checking your property's health score. Each recommendation card shows: • **Priority level** — Color-coded dots and badges (Priority, Recommended, or Advisory) • **Impact estimate** — Expected revenue increase like "+~$320/mo" or occupancy boost • **Action type** — What lever the recommendation affects (pricing, availability, etc.) • **Apply options** — Instant one-click application or link to detailed settings Recommendations marked as "Automated" will be applied by the system without requiring your action. Cards with **Apply** buttons let you implement changes instantly after confirming the details. [Screenshot: Revenue recommendation card showing priority badge, impact estimate, and Apply button] ### Using Voice Commands 1. Click the **AI Assistant** icon in your top navigation 2. Ask your assistant to make specific changes, such as: - "Update my pricing strategy for the downtown property" - "Block my calendar from December 20-25 for maintenance" - "Increase minimum stay to 3 nights for next weekend" 3. Review the proposed changes in the confirmation dialog 4. Click **Execute** to apply the changes immediately [Screenshot: AI chat interface showing a pricing recommendation with Execute button] ## How It Works When you click **Apply** on a recommendation card or approve a voice command, your assistant automatically updates the relevant settings across your property management system. A confirmation dialog appears before any changes are made, showing exactly what will be modified. You'll see real-time confirmations of what changed, and all updates sync to your connected platforms (Airbnb, Booking.com, etc.) within minutes. The system tracks every change with timestamps and reasoning, so you can always review what your AI assistant modified and why. All commands respect your existing platform sync preferences and pricing boundaries, ensuring changes stay within your comfort zone. ## Key Features • **Instant Pricing Updates** — Adjust base prices, weekend markups, and seasonal strategies with one command • **Smart Calendar Management** — Block dates, set minimum stays, and update availability without switching screens • **Dynamic Pricing Strategies** — Modify occupancy targets, competitive positioning, and revenue goals on the fly • **Listing Optimization** — Update titles, descriptions, amenities, and house rules through natural conversation • **Property Activation** — Quickly activate or deactivate listings for maintenance or seasonal closures • **Platform Sync** — All changes automatically propagate to Airbnb, Booking.com, and your direct booking site • **Audit Trail** — Complete history of AI-executed changes with timestamps and explanations • **Safety Guardrails** — Built-in limits prevent extreme pricing changes or accidental bulk modifications • **Consistent Interface** — Same recommendation cards and Apply workflow across all dashboard sections [Screenshot: Command execution success notification showing what was changed] ## Tips & Best Practices **Start Small**: Begin with single-property commands to get comfortable with the feature before making bulk changes across your portfolio. **Review Before Executing**: Always check the confirmation dialog to ensure the AI understood your request correctly, especially for pricing changes. **Monitor Platform Sync**: Give changes 10-15 minutes to sync to external platforms. You can check sync status in the **Platforms** tab. **Use Natural Language**: Don't worry about exact syntax—ask your AI assistant conversationally. "Make my beachhouse cheaper next week" works just as well as technical pricing commands. **Set Pricing Boundaries**: Configure minimum and maximum price limits in your pricing strategy to prevent unexpected changes during high-demand periods. **Leverage Bulk Operations**: For similar properties, ask your assistant to "apply the same pricing strategy to all my downtown units" instead of updating each individually. **Check Availability Impact**: When adjusting minimum stays or blocking dates, consider how it affects existing inquiries and pending reservations. **Trust Automated Actions**: Recommendations marked as "Automated" have been pre-approved based on your settings and will be applied without interrupting your workflow. ## Common Questions **Q: What happens if I disagree with an AI recommendation after applying it?** A: Every command can be reversed. Either ask your AI assistant to "undo the last pricing change" or manually adjust the settings in your dashboard. The system maintains a complete change history for easy reversal. **Q: Will AI commands override my manual settings?** A: AI commands work within your existing boundaries and preferences. They won't exceed your maximum/minimum price limits or modify dates with existing reservations. You remain in full control of your pricing strategy. **Q: How quickly do changes appear on Airbnb and other platforms?** A: Most changes sync within 10-15 minutes, though platform processing times vary. Critical updates like availability changes typically appear faster than content modifications. You'll receive notifications when sync is complete. **Q: What's the difference between recommendations I can apply and automated ones?** A: Automated recommendations are low-risk optimizations that apply based on your pre-configured preferences. One-click recommendations require your approval but execute instantly once confirmed. Advisory recommendations link to detailed settings where you can make manual adjustments. -------------------------------------------------------------------------------- # AI Automation Features URL: https://www.vanio.ai/docs/ai-automation-commands Tags: ai, automation, guest-communication, bookings, reviews, cleaning Automate guest communications, booking approvals, review requests, and cleaning coordination with AI-powered tools. -------------------------------------------------------------------------------- # AI Automation Features Vanio's AI automation tools handle guest communications, booking approvals, review requests, and cleaning coordination automatically. These four powerful features work together to reduce your daily workload while maintaining excellent guest experiences. ## Getting Started ### Accessing AI Automation Settings 1. Go to **Settings** → **AI & Automation** in your Vanio dashboard 2. You'll see four automation toggles: - **Instant Book** - Auto-approve qualified bookings - **Auto-Reply** - Respond to guest messages instantly - **Review Requests** - Ask guests for reviews after checkout - **Auto-Cleaning** - Schedule turnover cleaning automatically [Screenshot: AI automation settings panel showing four toggle switches] ### Enabling Your First Automation 1. **Start with Auto-Reply**: Click the toggle next to "Auto-Reply to Guest Messages" 2. **Choose your properties**: Select which listings should use auto-reply 3. **Review the template**: Vanio shows you what guests will receive 4. **Save changes**: Your AI assistant starts responding within minutes [Screenshot: Auto-reply setup screen with property selection and message preview] ## How Each Automation Works ### Instant Book When enabled, Vanio automatically accepts booking requests that meet your criteria. You'll receive notifications about new bookings, but no action is required from you. Guests get immediate confirmation, improving your booking conversion rate. **What you see:** - Booking confirmations in your dashboard - Guest details and payment information - Automatic calendar blocking ### Auto-Reply Your AI assistant responds to guest messages within seconds, 24/7. It handles common questions about check-in, WiFi, amenities, and local recommendations. Complex requests are flagged for your personal attention. **What guests receive:** - Instant acknowledgment of their message - Helpful answers to standard questions - Clear next steps for complex requests [Screenshot: Example auto-reply conversation showing guest question and AI response] ### Review Requests After guests check out, Vanio automatically sends a friendly review request. You can customize when the message is sent (1-30 days after checkout) and which properties use this feature. **The process:** - Guest checks out - Vanio waits your specified number of days - Sends a personalized review request - Tracks responses in your dashboard ### Auto-Cleaning When guests check out, Vanio creates cleaning tasks automatically. Your cleaning team receives notifications with property details and access instructions. **What happens:** - Checkout triggers cleaning task creation - Cleaning team gets notified immediately - Task includes property-specific instructions - Completion tracking in your operations dashboard ## Key Features • **Property-specific settings** - Enable different automations for different properties based on their needs • **Smart message routing** - Complex guest requests are automatically escalated to you for personal attention • **Customizable timing** - Set when review requests are sent (1-30 days after checkout) • **Guest communication templates** - Pre-written messages that sound natural and helpful • **Real-time notifications** - Stay informed about automated actions without being overwhelmed • **Performance tracking** - See response times, booking conversion rates, and review collection success • **Easy overrides** - Turn automations on or off for individual properties at any time [Screenshot: Automation performance dashboard showing metrics and recent activity] ## Tips & Best Practices **Start gradually**: Enable one automation at a time to see how it works with your operation. Auto-reply is often the best starting point. **Customize your settings**: Not every property needs every automation. Luxury properties might skip instant book, while high-volume properties benefit from all four features. **Monitor initially**: Check your automation performance during the first week. Vanio learns your preferences and improves over time. **Set realistic review request timing**: Sending requests 1-2 days after checkout typically gets the best response rates. Guests remember their stay but aren't annoyed by immediate requests. **Keep cleaning teams informed**: Let your cleaning staff know about auto-cleaning so they expect the automated notifications. **Review guest feedback**: Pay attention to guest comments about response times and communication quality to fine-tune your settings. ## Common Questions **Q: Will guests know they're talking to AI?** A: Auto-replies sound natural and helpful. Guests typically don't notice the difference, and complex questions are always routed to you personally. **Q: What if I want to approve a booking myself?** A: You can disable instant book for specific properties or date ranges. The setting is flexible and can be changed anytime in your property settings. **Q: Can I customize the review request message?** A: Yes, you can personalize the message template while keeping the automated timing. Go to Settings → AI & Automation → Review Requests to edit the template. **Q: What happens if my cleaning team doesn't complete a task?** A: Auto-cleaning creates the tasks but doesn't replace your existing cleaning management. You'll still need to follow up on incomplete tasks through your normal process. --- *Ready to save time with AI automation? Start with auto-reply and add other features as you get comfortable with how they work for your properties.* -------------------------------------------------------------------------------- # AI Dashboard Assistant URL: https://www.vanio.ai/docs/ai-dashboard Tags: ai, dashboard, chat, automation Chat with Vanio AI to manage your properties through natural conversation—get instant answers, interactive charts, and actionable insights right in your dashboard sidebar. -------------------------------------------------------------------------------- # AI Dashboard Assistant ## What it does Vanio AI transforms your property management experience by letting you handle everything through natural conversation instead of clicking through menus. Simply ask questions like "How's my revenue this month?" or "Show me today's check-ins" and get instant answers with interactive charts, guest details, and actionable insights right in the chat. Your conversations are automatically saved and searchable, so you can quickly reference past questions without starting over. ## Getting started ### Switching to AI mode 1. **Find the toggle** — Look for the "AI Assistant" toggle in your dashboard header 2. **Enable AI mode** — Click the toggle to switch from traditional navigation to conversational AI - The interface transforms into a clean chat window - Your sidebar collapses to give the AI assistant full focus - A welcome message appears with suggested questions 3. **Start chatting** — Type your first question in the message box at the bottom - Try: "What's happening today?" or "Show me this week's revenue" - Press Enter or click the send button ### Your first conversation **Ask natural questions** — Speak to Vanio AI like you would a human assistant: - "How many guests are checking in tomorrow?" - "Which properties need attention?" - "Show me unread messages from Airbnb" - "What's my occupancy rate this month?" - "How do I add cleaners to my team?" - "Help me set up staff schedules" - "Show me the calendar for my downtown property" **Get rich responses** — Instead of plain text, you'll receive: - Interactive cards showing guest details and property information - Revenue charts with breakdowns by property and platform - Live calendar grids with pricing and reservations - Clickable reservation summaries - Message previews with quick reply options - Direct guidance to team setup tools in your dashboard ## How it works ### Universal access from anywhere Vanio AI can access any feature from any page in your dashboard. Whether you're viewing your calendar or looking at guest profiles, you can ask about completely different topics—like revenue reports or device controls—without navigating away. The AI automatically connects to the right data sources regardless of what page you're currently on. ### Automatic understanding and smart routing Vanio AI automatically understands what you're asking for and routes your question to the right information sources. When you ask about platform features—like "How do I automate guest communications?" or "What can Vanio do for my rental business?"—the AI searches our comprehensive help documentation to give you accurate guidance on features and capabilities. When you ask about your specific properties or reservations, it pulls from your property data. You don't need to learn special commands or navigate to different sections. ### Interactive calendar displays When you ask about property calendars—"Show me my downtown property calendar" or "What's the availability for next month?"—the AI displays a full calendar grid right in the chat. You'll see the actual month view with dates, nightly pricing, and guest reservations overlaid with platform indicators (Airbnb, Booking.com, etc.). The calendar shows availability status, pricing for each night, and lists upcoming reservations with guest names and dates. ### Team and staff management support When you ask about setting up cleaners, maintenance staff, or turnover schedules, the AI guides you directly to the right tools in your dashboard instead of suggesting pages that don't exist. It understands team management questions and connects you with the actual features for adding staff members, creating schedules, and organizing your property care team. ### Smart model selection The system automatically chooses the best AI model for your question: - **Simple lookups** ("Show today's check-ins") use our fastest model for instant responses - **Complex analysis** ("Which properties are underperforming?") use our most capable model for deeper insights - You can manually override this in Settings → AI Preferences if needed ### Conversation memory Each conversation maintains context, so you can ask follow-up questions: - "Show me this month's revenue" → "How does that compare to last month?" → "Which property contributed most?" - The AI remembers what you're discussing and builds on previous answers ### Quality assurance and self-improvement Every AI response is automatically reviewed to ensure accuracy and helpfulness. When the AI encounters complex issues or potential problems, it creates detailed feedback reports that help improve the system. You'll occasionally see amber notification banners for flagged messages—these indicate the AI is learning from the interaction to provide better responses in the future. ### 24/7 autonomous operations Your AI assistant works around the clock, automatically handling scheduled tasks and running custom procedures you've set up. When you create recurring workflows or assign tasks to "Vanio AI," the system executes them automatically at the right times. You'll see the results in your task updates and can review everything the AI accomplished while you were away. ### Intelligent task management When the AI takes over tasks from you, it respects your workflow decisions completely. If you resolve a task or snooze it for later, the AI won't automatically reassign it back to itself—your task management stays organized exactly as you intended. This means when you mark something as complete or set a reminder for tomorrow, those items stay put instead of reappearing in the AI's active queue. ## Key features • **Voice interaction** — Click the microphone icon to ask questions by voice instead of typing • **Universal feature access** — Ask about any aspect of your business from any page—the AI reaches across all features automatically • **Live calendar views** — Get full month grids with pricing, availability, and reservations displayed directly in chat responses • **Platform guidance** — Get accurate answers about Vanio's features and capabilities, from automation setup to advanced workflows • **Team setup assistance** — Ask about adding cleaners, staff schedules, or team management and get guided to the right dashboard tools • **Conversation history** — All your chats are saved and searchable. Use the sidebar to browse past conversations or search for specific topics • **Interactive responses** — Click on guest names, property details, calendar dates, or revenue figures to dive deeper or take action • **Multi-platform data** — Ask about Airbnb, Booking.com, and direct bookings all in one place • **Real-time updates** — Data refreshes automatically, so you're always seeing current information • **Autonomous task execution** — Schedule tasks for the AI to handle automatically, from guest follow-ups to maintenance reminders • **Smart task management** — Tasks you resolve or snooze stay exactly as you set them—the AI won't reassign completed or snoozed items back to itself • **Custom procedure automation** — Set up recurring workflows that the AI manages on an ongoing basis—just activate them when ready • **Self-healing operations** — The AI automatically detects and fixes issues it discovers while working on your properties • **Calendar sync monitoring** — When calendar syncs fail, you'll see retry notifications in your timeline. The system automatically attempts to fix sync issues every 10 minutes • **Conversation feedback** — After longer conversations (5+ messages), you can rate how helpful the AI was to help us improve your experience • **Export capabilities** — Download charts, guest lists, or financial summaries directly from chat responses • **Mobile optimized** — Works seamlessly on your phone or tablet for on-the-go property management • **Pricing & availability control** — Control when the AI quotes prices and availability to guests, giving you full oversight of automated guest communications ## Tips & best practices **Be specific with time ranges** - Instead of "Show revenue," try "Show revenue for the last 30 days" or "This quarter's revenue by property" - The AI understands relative dates: "yesterday," "last week," "this month" **Ask about calendars naturally** - Try "Show me the calendar for [property name]" or "What's my availability next month?" - The AI displays full calendar grids with pricing and reservations, so you can see everything at a glance - Navigate through months using the arrow buttons in the calendar widget **Ask about anything from anywhere** - Don't worry about what page you're on—ask about listings while viewing your calendar, or check IoT devices while reading messages - The AI automatically accesses the right features regardless of your current location **Get help with Vanio features** - Ask questions like "How do I set up automated messages?" or "What automation options does Vanio offer?" - The AI will guide you through platform capabilities and help you discover new ways to streamline your operations **Ask about team management** - Try questions like "How do I add cleaners?" or "Help me set up staff schedules" - The AI will direct you to the right dashboard tools for managing your property care team **If the assistant sidebar isn't responding** - Try refreshing your browser page if you don't see a response after a few seconds - The assistant has been recently restored after a brief service interruption and should be working normally again - If issues persist, check that you have a stable internet connection **Control AI pricing responses** - If the AI is giving guests incorrect prices or availability, ask: "Turn off pricing quotes for my downtown property" or "Disable availability responses" - When the restriction is on, the AI will defer pricing questions to you instead of automatically answering guests - Turn it back on once you've verified the AI's responses are accurate: "Enable pricing quotes again" **Set up recurring AI tasks** - Create procedures for regular activities like "Send check-in instructions 2 hours before arrival" - Assign tasks directly to "Vanio AI" with due dates for automatic execution - Let the AI handle routine work while you focus on bigger decisions **Trust your task management decisions** - When you resolve a task or snooze it for later, it stays that way—the AI won't pull completed items back into its queue - Set reminders with confidence knowing the AI will respect your intended timeline - Mark tasks complete when you're done, and they'll stay off the active list **Ask follow-up questions** - Build on previous answers: "Show me more details about that property" or "What about cancellations?" - The conversation context helps you drill down without repeating information **Use natural language** - Don't worry about perfect grammar or specific keywords - "Which guests r checking in 2morrow?" works just as well as formal language **Combine multiple requests** - "Show me today's check-ins and any unread messages" gets both answers in one response - The AI can handle complex, multi-part questions **Search your conversation history** - Use the search box in the conversation sidebar to find past discussions - Try searching for property names, guest names, or topics like "revenue analysis" **Provide feedback when prompted** - After longer conversations, you'll see a quick rating dialog - Let us know if the conversation was helpful—this helps improve the AI for everyone **Review AI activity regularly** - Check your task updates to see what the AI accomplished automatically - Look for amber notification banners that indicate the AI is learning from challenging interactions ## Common questions **Can I switch back to the regular dashboard?** Yes! Click the AI Assistant toggle again to return to traditional navigation. Your conversation history stays saved for when you switch back to AI mode. **What if the AI doesn't understand my question?** Try rephrasing with more specific details or time ranges. The AI learns from each interaction and gets better at understanding your particular management style and terminology. **The assistant sidebar stopped working—what happened?** The dashboard chat was temporarily offline due to a system update but has been fully restored. The assistant sidebar should now respond to your questions normally and help you manage reservations in real time, just as it did before. If you're still not getting responses, try refreshing your browser page. **Can I ask about Vanio features I haven't used yet?** Absolutely! Ask questions like "What can Vanio do to automate guest communications?" or "How does the workflow system work?" The AI has comprehensive knowledge of all platform features and can guide you through setup and best practices. **How do I get help with team setup?** Just ask! Questions like "How do I add cleaners?" or "Help me set up staff for turnovers" will get you directed to the right tools in your dashboard. The AI knows exactly where the team management features are located. **Can I interact with the calendar the AI shows me?** The calendar displays in chat are read-only previews that show your pricing, availability, and reservations at a glance. You can navigate between months using the arrow buttons, and hover over dates to see details like guest names and nightly rates. For making changes to your calendar, the AI will guide you to the full calendar management tools. **How do I control what the AI tells guests about pricing?** Ask the AI to "Turn off pricing quotes" or "Disable availability responses" for specific properties or across all your listings. When this restriction is active, the AI will politely defer pricing and availability questions to you instead of automatically answering guests. This is perfect when you want to verify the AI's accuracy before letting it quote prices to guests. You can turn it back on anytime by asking "Enable pricing quotes again." **How do I set up automatic AI tasks?** Create any task in your task manager and assign it to "Vanio AI" with a due date. The AI will automatically execute it at the scheduled time. For recurring activities, use the Procedures feature to set up workflows that run continuously. **Will the AI mess with tasks I've already handled?** No! When you resolve a task or set a reminder for later, the AI respects those decisions completely. Completed tasks stay completed, and snoozed tasks stay snoozed until their reminder time. The AI won't reassign items you've intentionally organized. **What are the amber notification banners?** These appear when the AI encounters complex situations and is actively learning from them. They're part of the continuous improvement process—the AI creates detailed reports to enhance future responses. You can safely continue your conversation normally. **What happens if my calendar sync fails?** You'll see sync failure notifications in your timeline with automatic retry status. The system attempts to fix sync issues every 10 minutes. If problems persist, the timeline will show you which specific calendars need attention. **Is my conversation data secure?** All conversations are encrypted and stored securely within your Vanio account. Only you and authorized team members can access your chat history. Conversations are never shared with other customers or used for training purposes. -------------------------------------------------------------------------------- # AI Lab & Skills Testing URL: https://www.vanio.ai/docs/skills-engine Tags: ai-assistant, testing, automation, skills, voice Test your AI assistant's responses to guest requests like early check-in and late checkout in a safe environment before guests interact with it. -------------------------------------------------------------------------------- # AI Lab & Skills Testing ## What it does The AI Lab lets you test and refine your AI assistant directly from your dashboard, so you can see exactly how it handles common guest requests like early check-in or late checkout. You can simulate conversations, test voice calls with real property details, and watch your AI assistant work through step-by-step procedures—all before your guests interact with it. ## Getting started ### Access the AI Lab 1. Go to **Settings → AI Assistant** 2. Click the **AI Lab** tab at the top of the page 3. You'll see a chat interface similar to what your guests experience ### Set up your test scenario 1. **Choose a property** from the dropdown at the top—this gives your AI assistant the right context and details 2. **Select a reservation** (optional) to test scenarios specific to actual bookings 3. **Pick a guest name** to personalize the conversation ### Start testing 1. Type a message like "Can I check in early tomorrow?" or "I need a late checkout" 2. Watch your AI assistant respond in real-time 3. See the step-by-step actions it takes behind the scenes 4. Continue the conversation to test follow-up questions ## How it works When you send a message in the AI Lab, your assistant processes it exactly like a real guest conversation. You'll see: - **The guest-facing response** in natural, friendly language - **Skill activation** when your assistant recognizes requests like early check-in or late checkout - **Step-by-step actions** showing what's happening automatically (checking availability, updating reservations, etc.) - **Real property data** pulled from your actual listings and reservations Your AI assistant uses **Skills**—automated procedures that handle common guest requests. When a guest asks for early check-in, the Early Check-in Skill activates and walks through checking availability, policy rules, and booking updates automatically. ### Voice testing For the complete experience, you can test voice conversations: 1. Click the **phone icon** in the AI Lab 2. Allow microphone access when prompted 3. Speak naturally as if you're a guest calling your property 4. Your AI assistant will respond by voice using the same logic as text conversations ## Key features • **Real-time conversation testing** — See exactly how your AI assistant responds to guest requests • **Skill transparency** — Watch automated procedures like Early Check-in and Late Checkout work step-by-step • **Voice call simulation** — Test phone conversations with realistic property context • **Actual property data** — Uses your real listings, reservations, and availability for accurate testing • **Multiple scenarios** — Test different properties, reservations, and guest situations • **Conversation history** — Review past test conversations to track improvements • **Guest perspective** — Experience exactly what your guests see and hear ## Skills Engine Your AI assistant now uses a **Skills Engine** with procedure-based skills that can be installed and customized for your properties. Think of skills like apps—each one handles a specific type of guest request: ### Available Skills - **Early Check-in** — Automatically checks availability and policies, then updates reservations - **Late Checkout** — Verifies availability and extends checkout times - **More skills coming soon** — Additional automated procedures for common guest needs ### How skills appear to guests When a skill activates during a guest conversation, they see: - The skill name (like "Early Check-in Request") - Plain-language explanations of what's happening - Clear next steps or confirmations needed This transparency builds trust and helps guests understand the process. ## Tips & best practices **Test realistic scenarios** — Use actual guest language like "What time can I get into my room?" rather than formal requests. This helps you see how well your assistant understands natural conversation. **Try different properties** — Each property may have different policies, availability, or special circumstances. Test scenarios across your portfolio to ensure consistent experiences. **Test voice and text** — Some guests prefer calling while others text. Make sure both channels provide the same helpful, accurate responses. **Check edge cases** — Test unusual requests or timing (like requesting early check-in for today, or very late at night) to see how your assistant handles complex situations. **Review skill actions** — Pay attention to the step-by-step actions your skills perform. Make sure they align with your property policies and guest experience goals. ## Common questions **Q: Does testing in the AI Lab affect real reservations?** A: No, the AI Lab runs in a safe testing environment. While it uses your real property data for accuracy, any changes or actions are simulated and won't modify actual reservations or guest communications. **Q: Can I test conversations for properties I don't manage yet?** A: You can only test with properties in your current portfolio. The AI Lab needs access to real property details, policies, and availability to provide accurate testing. **Q: How do I know if my AI assistant is ready for guests?** A: Test common scenarios until you're satisfied with the responses. Pay special attention to how skills handle your specific property policies and availability windows. If the assistant provides helpful, accurate information that matches your guest service standards, it's ready to go live. -------------------------------------------------------------------------------- # AI Lab: Test Your Assistant URL: https://www.vanio.ai/docs/ai-lab Tags: ai, testing, voice, assistant Test and refine your AI assistant with real-time skill monitoring and voice call simulation before guests interact with it. -------------------------------------------------------------------------------- # AI Lab: Test Your Assistant ## What it does AI Lab lets you test and refine your AI assistant directly from your dashboard before guests interact with it. You can simulate guest conversations, see exactly how your assistant handles requests like early check-in or late checkout, and even test voice calls with real property details. Everything happens in a safe testing environment that won't affect your actual guest communications. ## Getting started ### Accessing AI Lab 1. **Navigate to AI Lab** — Go to your dashboard and click on "AI Lab" in the main navigation 2. **Select a property** — Choose which listing you want to test the assistant for 3. **Choose test context** (optional) — Select a specific reservation to test with real guest details, or test without a reservation for general scenarios ### Running your first test 1. **Start a conversation** — Type a message as if you're a guest (e.g., "Can I check in early tomorrow?") 2. **Send the message** — Click send or press Enter 3. **Watch the assistant work** — You'll see your assistant's response plus detailed behind-the-scenes information about what skills were used 4. **Continue the conversation** — Keep testing different scenarios to see how your assistant handles various guest requests ### Testing voice calls 1. **Click "Test Voice Call"** — Find this button in the AI Lab interface 2. **Allow microphone access** — Your browser will ask for permission to use your microphone 3. **Start talking** — Speak naturally as if you're calling as a guest 4. **Experience the full conversation** — Your assistant will respond using your actual property details and reservation information 5. **End the call** — Click the hang-up button when you're done testing ## How it works When you test conversations in AI Lab, your assistant processes requests just like it would for real guests, but with full visibility into its decision-making process. **What you see:** - Your assistant's actual response that guests would receive - **Skill execution details** — Which specific skills were activated (like "Early Check-in Request" or "Property Information") - **Step-by-step actions** — What your assistant did behind the scenes, explained in plain language - **Response timing** — How quickly your assistant processed the request - **Data sources used** — What information your assistant referenced to provide the answer **Voice testing specifics:** When testing voice calls, you experience the same conversation flow your guests would have, including natural speech recognition and voice responses. The assistant uses your real property details, reservation information, and booking policies to provide accurate responses. **Safe testing environment:** All AI Lab conversations are completely separate from your guest communications. Nothing you test will send messages to guests or affect live reservations. ## Key features • **Real-time skill monitoring** — See exactly which assistant skills activate and what actions they perform • **Voice call simulation** — Test the complete phone experience your guests will have • **Reservation context testing** — Use real guest and booking details to test specific scenarios • **Conversation history** — Review past test conversations to track improvements • **Multi-property testing** — Test different properties to ensure consistent assistant performance • **Response timing analysis** — Monitor how quickly your assistant responds to different types of requests • **Plain language explanations** — Technical processes are translated into clear, understandable steps ## Tips & best practices **Test common scenarios first:** - Early/late check-in requests - Property amenity questions - Local area recommendations - Booking modification requests - Emergency or urgent situations **Use real reservation context:** When possible, test with actual upcoming reservations. This ensures your assistant has access to the same information it would during real guest interactions. **Test voice and text separately:** Some guests prefer calling while others text. Test both methods to ensure consistent quality across communication channels. **Review skill execution details:** Pay attention to which skills activate and whether your assistant is using the most appropriate tools for each guest request. **Test edge cases:** Try unusual requests or scenarios that might confuse your assistant. This helps identify areas where you might need to adjust your property information or policies. **Regular testing schedule:** Test your assistant periodically, especially after updating property details, policies, or seasonal information. ## Common questions **Will my testing conversations be sent to guests?** No, AI Lab creates a completely isolated testing environment. Nothing you test will result in actual guest communications. **Can I test with future reservations?** Yes, you can select upcoming reservations to test scenarios with real guest names, dates, and booking details. This helps ensure your assistant will handle actual guest requests accurately. **What if I find issues during testing?** If your assistant doesn't respond appropriately, check your property information, policies, and assistant settings in your dashboard. Most issues stem from missing or outdated property details that your assistant needs to provide accurate responses. -------------------------------------------------------------------------------- # AI-Powered Listing Content URL: https://www.vanio.ai/docs/ai-content-generation Tags: ai, content, listings, automation Generate professional listing content automatically using AI analysis of your property photos, with detailed error messages to help troubleshoot any photo upload issues. -------------------------------------------------------------------------------- # AI-Powered Listing Content Vanio's AI content generator automatically creates professional listing titles, descriptions, and amenity lists for your vacation rental properties. Using your property photos and basic details, it generates guest-facing content optimized for booking platforms like Airbnb and Booking.com in seconds. ## Getting Started ### Creating AI-Generated Content 1. **Navigate to your property** — Go to Listings → [Your Property Name] 2. **Access the content generator** — Click "Generate Content" in the listing details section 3. **Upload your best photos** — Add up to 8 high-quality photos that showcase your property's key features and style 4. **Choose your tone** — Select from three writing styles: - **Warm**: Friendly, welcoming tone that emphasizes comfort and hospitality - **Professional**: Clean, polished descriptions focused on amenities and location - **Concise**: Brief, direct copy that highlights key selling points 5. **Review and customize** — The AI generates content within 30-60 seconds. Review the results and edit any sections to match your preferences 6. **Save and sync** — Click "Save Content" to apply it to your listing and automatically push updates to connected booking platforms [Screenshot: Content generation interface showing photo upload area, style selector, and generated content preview] ### Automatic Content Creation When you create a new property listing through Vanio, the system can automatically generate content if you: - Include property photos during setup - Complete basic property details (location, type, capacity) - Have content generation enabled in your account settings ## How It Works The AI analyzes your property information to create targeted content: **What gets generated automatically:** - **Property title** (optimized for search, under 50 characters) - **Summary description** (compelling 1-2 sentence hook for guests) - **Full description** (detailed overview highlighting unique features) - **Space details** (layout and room descriptions) - **Neighborhood overview** (local attractions and walkability) - **House rules and policies** (based on your settings) - **Amenity tags** (standardized list for platform compatibility) **What happens next:** - Content is saved to your listing automatically - Updates sync to connected booking platforms within minutes - You can edit or regenerate content anytime - Changes apply across all platforms where your listing appears [Screenshot: Generated content sections showing title, description, and amenities with edit options] ## Key Features • **Photo-based analysis** — Identifies property style, layout, and unique features from your images • **Platform optimization** — Content formatted for Airbnb, Booking.com, and other channel requirements • **Multiple writing styles** — Choose the tone that matches your brand and target guests • **Instant updates** — Changes sync across all connected booking platforms automatically • **Smart amenity detection** — Generates accurate amenity lists based on photos and property details • **Local context** — Includes neighborhood highlights and transportation information • **Editable output** — Full control to customize any generated content before publishing • **Bulk generation** — Create content for multiple properties at once ## Troubleshooting Photo Analysis If photo analysis fails during content generation, Vanio now shows detailed error messages to help you identify and fix the issue: **Common photo issues:** - **Blocked images** — Photos hosted on protected servers that can't be accessed for analysis - **Unsupported formats** — Images in formats that aren't compatible with the analysis system - **Network timeouts** — Large images or slow connections preventing successful upload - **Content restrictions** — Photos that don't meet content guidelines for analysis **What you'll see:** - Specific error messages for each failed photo, including the exact reason and which image caused the problem - Details about which image formats were attempted and how many photos were processed - Clear next steps to resolve each type of error **How to fix photo issues:** - **For blocked images**: Re-upload photos directly to Vanio instead of linking external URLs - **For format issues**: Convert images to standard formats (JPEG, PNG) and ensure they're under 10MB - **For timeouts**: Try uploading fewer photos at once or compress large images - **For content issues**: Review photo content and replace any that may violate platform guidelines [Screenshot: Error message showing detailed photo analysis failures with specific reasons] ## Tips & Best Practices **For best results:** - **Use high-quality photos** that clearly show your property's best features, including exterior, main living areas, bedrooms, and bathrooms - **Include unique elements** in your photos — pools, views, architectural details, or special amenities that set your property apart - **Complete your property details** first — accurate bedroom/bathroom counts, capacity, and location help generate more precise descriptions - **Choose the right tone** for your target market — warm for family properties, professional for business travelers, concise for budget-conscious guests **Content optimization:** - Review generated titles for local keywords that guests might search for - Customize neighborhood descriptions with specific nearby attractions or restaurants you recommend - Add personal touches to house rules that reflect your hosting style - Update amenity lists if the AI missed features visible in your photos **Managing updates:** - Regenerate content when you add new photos or make significant property improvements - Test different writing styles to see which generates more booking inquiries - Keep generated content current with seasonal attractions or local events **Photo upload best practices:** - Upload photos directly to Vanio rather than linking from external websites to avoid access issues - Use standard image formats (JPEG, PNG) and keep file sizes reasonable (under 10MB each) - Ensure photos are clear and well-lit — blurry or dark images may not analyze properly - Include a variety of shots: exterior, main rooms, unique features, and amenities [Screenshot: Content editing interface showing before/after comparison and platform sync status] ## Common Questions **Q: Can I edit the AI-generated content before it goes live?** A: Yes, all generated content appears in an editable preview. You can modify any section, add personal touches, or completely rewrite portions before saving. Changes won't sync to booking platforms until you approve them. **Q: How often should I regenerate content for my listings?** A: Regenerate content when you add new photos, complete major renovations, or want to test different writing styles. Most hosts update content 2-3 times per year or when they notice booking performance could improve. **Q: What if the AI gets details wrong about my property?** A: The content generator uses your property details and photos, so ensure your listing information is complete and accurate first. You can always edit generated content to correct any errors, and the system learns from your corrections to improve future generations. **Q: Does generated content work with all booking platforms?** A: Yes, content is optimized for major platforms including Airbnb, Booking.com, and VRBO. The system automatically formats descriptions and amenity lists to meet each platform's requirements and character limits. **Q: What should I do if photo analysis keeps failing?** A: Check the detailed error messages that appear when analysis fails. Most issues are resolved by uploading photos directly to Vanio (rather than linking external URLs), using standard image formats, and ensuring photos are under 10MB. If problems persist, try uploading fewer photos at once or contact support with the specific error details. -------------------------------------------------------------------------------- # AI Property Matching URL: https://www.vanio.ai/docs/pm-identity-resolution Tags: ai, property-matching, competitors, automation, airbnb Automatically discover and match property management companies using AI photo recognition and business information analysis, now with improved market-focused filtering for more relevant results. -------------------------------------------------------------------------------- # AI Property Matching ## What it does Vanio's AI Property Matching automatically connects your vacation rental listings with Airbnb host profiles by analyzing photos and company information. The system works in both directions: matching prospects to hosts, and discovering new property management companies by analyzing Airbnb hosts with multiple listings and searching for their business information through Google Places integration. The discovery system now focuses specifically on hosts operating in your target markets, making every search more relevant and efficient. ## Getting started ### Accessing AI Property Matching 1. **Navigate to the Atlas section** — Go to your main dashboard and click "Atlas" in the left sidebar 2. **Open Property Manager Resolver** — Click "PM Resolver" to access the AI matching tools 3. **Choose your view** — Select from three options: - **Prospects** — See your properties and suggested host matches - **Hosts** — Browse Airbnb profiles and create connections - **Reverse queue** — View automatically discovered property management companies [Screenshot: Atlas dashboard showing PM Resolver navigation with three tabs] ### Reviewing AI matches 1. **View suggested matches** — The system automatically displays potential connections with confidence scores 2. **Check match details** — Click on any suggested match to see: - Side-by-side photo comparison - Business information alignment - Confidence percentage - Detected signals (logo similarity, domain matches, etc.) 3. **Make decisions** — For each match, you can: - **Accept** — Confirm this is a correct match - **Reject** — Mark as incorrect with an optional reason - **Review later** — Leave as candidate for future review [Screenshot: Match review interface showing photo comparison and confidence score] ## How it works ### Automatic photo recognition Vanio continuously scans Airbnb host profile photos and compares them against your property management company logos and branding. When the system detects visual similarities using advanced image recognition, it creates a potential match with a confidence score. ### Business information matching The AI also analyzes: - Company names and variations - Website domains - Business descriptions - Contact information patterns - Geographic proximity of listings ### Reverse discovery (Atlas hosts → prospects) Vanio automatically identifies potential property management companies by: - **Analyzing Airbnb hosts** with 5-5000 listings who appear to be businesses - **Focusing on your markets first** — the system prioritizes hosts operating in your target geographic areas (US, Canada, UK, Australia by default) rather than spending time on hosts in markets you don't serve - **Extracting company information** from host profiles and business descriptions - **Google Places integration** — searching for official business information, contact details, and websites - **Creating new prospect profiles** when legitimate property management companies are discovered - **Linking prospects to hosts** with appropriate confidence levels This reverse discovery runs automatically and now processes more qualified candidates by filtering for relevant markets upfront, so each discovery batch contains hosts who are actually potential competitors in your service areas. ### Confidence scoring Each potential match receives a confidence percentage: - **90-100%** — Very high confidence, likely accurate - **70-89%** — High confidence, worth reviewing - **50-69%** — Medium confidence, needs careful review - **Below 50%** — Lower confidence, may be false positive [Screenshot: List of matches showing different confidence levels] ## Key features • **Photo similarity detection** — Automatically spots when logos in Airbnb profile photos match your branding • **Smart filtering** — Focus on property managers with 6+ listings to find serious competitors • **Market-focused discovery** — The system now prioritizes hosts in your target markets, ensuring more relevant results and faster processing • **Bulk actions** — Accept or reject multiple matches at once to speed up your workflow • **Match history** — See who reviewed each match and when decisions were made • **Signal breakdown** — Understand exactly why the AI suggested each match (photo similarity, domain match, etc.) • **Host profiles** — View complete Airbnb host information including all their listings, co-hosts, and activity • **Search and filter** — Find specific property managers by name, location, or listing count • **Reverse discovery queue** — Monitor newly discovered property management companies with stats on: - Hosts attempted and discovered in the last 24 hours - Prospects created through business information matching - Success rates for bio analysis vs. Google Places searches - Daily budget tracking for external data services - Improved efficiency metrics showing more qualified candidates per batch • **Manual resolution** — Resolve specific hosts immediately from the reverse queue for urgent competitive intelligence ### Managing your review workflow 1. **Start with high confidence** — Review matches above 80% confidence first 2. **Use bulk actions** — Select multiple similar matches and accept/reject them together 3. **Add review notes** — When rejecting matches, add reasons to help train the system 4. **Set up regular reviews** — Check for new matches weekly to stay current 5. **Monitor reverse discoveries** — Check the reverse queue for newly identified competitors in your markets [Screenshot: Bulk action interface for managing multiple matches] [Screenshot: Reverse queue showing discovered property managers with business details] ## Tips & best practices ### Optimize your matching accuracy - **Keep your company logo consistent** across all platforms — this helps the AI recognize your brand more accurately - **Update your business information** in Vanio to ensure the system has current details for matching - **Review borderline matches carefully** — matches between 60-80% confidence often reveal interesting competitive insights - **Use geographic context** — matches in your operating areas are more likely to be relevant competitors ### Efficient workflow management - **Process matches regularly** rather than letting them accumulate - **Start with accepted matches** to understand your confirmed competitors' strategies - **Export match data** for competitive analysis and market research - **Set up notifications** for new high-confidence matches in your key markets - **Review reverse discoveries** — newly discovered property managers often represent emerging competition or expansion opportunities - **Expect better results** — with the improved market filtering, you'll see more relevant discoveries and fewer irrelevant hosts in your review queue ### Leveraging reverse discovery insights - **Monitor discovery patterns** — increasing activity in specific markets may indicate growth opportunities - **Analyze business information quality** — prospects found through Google Places typically have more complete contact details - **Track competitor expansion** — newly discovered companies may be expanding into your markets - **Budget awareness** — understand that Google Places searches use daily budget limits to control costs - **Market relevance** — the system's improved filtering means discovered hosts are more likely to be actual competitors in your service areas ### Interpreting results - **Multiple weak signals** can indicate a strong match — look for combinations of photo similarity, location overlap, and business name variations - **Perfect photo matches** with very different business information may indicate logo reuse or franchises - **Pay attention to listing patterns** — similar property types and pricing strategies often confirm competitor relationships - **Reverse discoveries with rich business data** often represent the most valuable competitive intelligence - **Improved efficiency** — you should notice more qualified candidates and fewer irrelevant hosts as the system better targets your markets ## Common questions **Why might the AI miss some obvious matches?** The system prioritizes accuracy over completeness. If a property manager uses very different branding across platforms, doesn't have a clear logo in their Airbnb profile photo, or operates under multiple business names, the AI might not detect the connection automatically. You can manually create matches for these cases. **How often does the system find new matches and discover new companies?** Vanio continuously monitors for new Airbnb hosts and updates to existing profiles. Most users see new potential matches weekly, with more activity in growing vacation rental markets. The reverse discovery system runs daily to identify new property management companies, and recent improvements mean it now focuses on hosts in your target markets first, leading to more relevant discoveries and better use of discovery resources. **What should I do if I see incorrect matches repeatedly?** When you reject matches, always include a brief reason — this helps improve the AI's accuracy over time. If you notice patterns in incorrect matches (like specific types of logos being confused), contact support to help refine the matching algorithms for better results. **How does the reverse discovery budget work?** The system uses Google Places searches to find detailed business information for discovered property managers. These searches have daily budget limits to control costs, with free bio analysis attempted first. You can monitor daily spend and discovery statistics in the reverse queue section. The recent improvements mean your budget now goes toward more qualified candidates since the system filters for relevant markets upfront. **Why am I seeing more relevant discoveries lately?** We've improved how the system selects property management candidates for analysis. Instead of spending time on hosts in markets you don't serve, the system now focuses on hosts operating in your target geographic areas first. This means each discovery batch contains more genuine opportunities and competitors relevant to your business. -------------------------------------------------------------------------------- # AI Quality Score Review URL: https://www.vanio.ai/docs/dna-review Tags: ai, quality-control, property-management, analytics Review and validate AI-powered property quality scores across your portfolio (temporarily unavailable while we optimize the system) -------------------------------------------------------------------------------- # AI Quality Score Review > **Important Notice**: The AI Quality Score Review feature is temporarily unavailable while we optimize the system. Your property listings continue to work normally, and this feature will return in a future update. The AI Quality Score Review feature allows your support team to review and validate property quality scores before they're rolled out across your entire listing portfolio. This ensures the accuracy and reliability of AI-powered property assessments at scale. ## What it does Vanio's AI system analyzes your properties across six quality dimensions—cleanliness, design, amenities, professionalism, photo accuracy, and property fit—and assigns scores to help you understand how your listings perform. The Review feature gives your team the ability to spot-check these scores, validate the AI's assessments, and catch any potential issues before they impact your entire property portfolio. ## Current Status We've temporarily disabled the AI Quality Score Review feature to fix a cost issue that was causing unnecessary image analysis requests to run in the background. This was draining account balances without providing any benefit to your property management. **What this means for you:** - Your existing property listings continue to work normally - No impact on your current booking flow or guest experience - Previously generated quality scores remain available for reference - The feature will return once we've optimized the system for better cost efficiency ## Getting started (when feature returns) ### Accessing the review dashboard 1. Navigate to your admin panel 2. Go to **Atlas** → **DNA Review** 3. You'll see a list of recently analyzed properties with their quality scores [Screenshot: DNA Review dashboard showing a table of properties with thumbnails, titles, locations, quality tiers, and Atlas scores] ### Reviewing property scores 1. **Browse the property list**: Each row shows essential property details including location, quality tier, and overall Atlas score 2. **Filter your view**: Use the dropdown filters to focus on specific property segments, quality tiers, score ranges, or assessment versions 3. **Click on any property** to open the detailed review panel 4. **Examine the breakdown**: Review scores for each of the six quality dimensions with specific highlights and red flags 5. **Rate the assessment**: Use the thumbs up/down buttons to mark whether you agree with the AI's analysis—this helps train the system 6. **Add notes**: Include specific feedback about the assessment to help improve future scoring accuracy [Screenshot: Detailed property review panel showing individual dimension scores, highlights, and identified issues] ## How it works When you request new property analyses, the system automatically: - Selects a diverse sample of properties from your portfolio - Analyzes property photos, descriptions, amenities, and host information - Generates detailed scores across all six quality dimensions - Provides specific reasoning for each score with highlighted strengths and concerns - Calculates processing costs so you can track analysis expenses The review interface shows you exactly what information was analyzed and how the AI arrived at each score, giving you full transparency into the assessment process. ## Key features • **Comprehensive scoring**: View detailed breakdowns across cleanliness, design, amenities, professionalism, photo accuracy, and property fit • **On-demand rescoring**: Click "Rescore Now" to get an updated analysis using the latest assessment criteria—see results in seconds with side-by-side comparison • **Manual feedback system**: Rate each assessment with thumbs up/down and add detailed notes to help train the scoring system • **Assessment accuracy tracking**: View a confusion matrix showing how well AI recommendations align with your manual ratings • **Customer match insights**: See which of your customers' properties were matched as similar comparables and evaluate the accuracy of those connections • **Version tracking**: Filter reviews by assessment criteria version to identify improvements or changes in scoring standards • **Smart sampling**: Request analysis of additional properties with automatic geographic and price tier distribution to ensure representative samples • **Real-time validation**: Compare current scoring criteria against previously analyzed properties to identify any changes in assessment standards • **Cost tracking**: Monitor analysis expenses with detailed breakdowns of processing costs per property • **Batch processing**: Trigger analysis of up to 50 properties at once for efficient quality assurance workflows • **Historical comparison**: Track how scores and assessment criteria evolve over time [Screenshot: Quality dimension breakdown showing individual scores for cleanliness, design, amenities, etc. with specific feedback] [Screenshot: Rescore interface showing before/after comparison with highlighted changes] ## Tips & best practices ### Getting the most accurate reviews **Review regularly**: Check new property analyses weekly to catch any scoring inconsistencies early. This helps maintain quality standards across your portfolio. **Use the feedback system**: Consistently rate assessments with thumbs up/down and add specific notes about what the AI got right or wrong. This training data directly improves future scoring accuracy. **Test with rescoring**: When you notice questionable scores, use the "Rescore Now" feature to see if updated criteria produce different results. This helps identify whether issues are with older assessment versions. **Focus on edge cases**: Pay special attention to properties that received unexpected scores—either much higher or lower than you anticipated. These often reveal important insights about the assessment criteria. **Use diverse samples**: When requesting new analyses, ensure your sample includes properties from different markets, price points, and property types to validate scoring consistency. ### Managing your review workflow **Set up a review schedule**: Establish regular review sessions with your team to evaluate recent property assessments and discuss any concerning patterns. **Track the confusion matrix**: Monitor the accuracy statistics to see how well AI recommendations align with your team's manual ratings over time. **Review customer matches**: Check the "Matched by customers" panel to validate whether properties are being correctly identified as similar comparables. **Track score trends**: Monitor whether property scores are trending higher or lower over time, which could indicate changes in your portfolio quality or assessment criteria. **Document findings**: Keep notes on any scoring issues you discover to help improve future property assessments. ## Common questions ### When will the AI Quality Score Review feature be available again? We're working to optimize the system for better cost efficiency and will restore the feature in a future update. Your property listings continue to work normally in the meantime, and any previously generated quality scores remain available for reference. ### How often should we review property scores? We recommend reviewing new property analyses at least weekly, especially when you're first implementing quality scoring across your portfolio. Once you're confident in the consistency, you can reduce the frequency to bi-weekly or monthly reviews. ### What should we do if we find inaccurate scores? If you notice scores that don't align with your expectations, first try the "Rescore Now" feature to see if updated criteria produce better results. Always rate the assessment with thumbs down and add specific notes about what was incorrect—this feedback directly improves the system. You can also check whether the assessment criteria have changed since the property was analyzed, as the system will flag when scores were generated using older criteria. ### How does the manual feedback affect future scoring? Your thumbs up/down ratings and detailed notes create training data that helps improve the AI's assessment accuracy over time. The confusion matrix shows you how well the system's recommendations align with your manual ratings, giving you insight into improvement trends. ### Can we analyze specific properties on demand? Currently, the system analyzes properties in batches to ensure efficient processing and cost management. You can trigger analysis of up to 50 additional properties at once, and the system will automatically select a diverse sample from your unanalyzed listings. However, you can instantly rescore any individual property that's already been analyzed to see how it performs with the latest assessment criteria. -------------------------------------------------------------------------------- # Airbnb Case Tracker & Automatic Follow-Ups URL: https://www.vanio.ai/docs/airbnb-case-tracker Tags: airbnb, operations, case-management, automation, host-support Vanio automatically tracks every open Airbnb support case, follows up every two hours, counts each re-engagement, and schedules the next chase — so stalled disputes and refund claims keep moving forward until they're resolved. -------------------------------------------------------------------------------- Dealing with Airbnb host support can feel like shouting into a void — cases stall, emails get buried, and money stays on the table while you wait. Vanio's Airbnb Case Tracker changes that. It automatically captures and organizes every open support case you have with Airbnb, keeps tabs on what's at stake financially, and follows up on your behalf every two hours until each case is resolved. Nothing falls through the cracks. --- ## What It Does Vanio monitors your Airbnb support cases in one central place, recording key details like the type of issue, the dollar amount at risk, what action is needed next, and whether a case is overdue for a follow-up. Every two hours, Vanio automatically re-engages any case that has gone quiet — so stalled disputes, relocation requests, and refund claims keep moving forward even when you're busy managing your properties. --- ## Getting Started The Case Tracker is ready to use as soon as your Airbnb account is connected to Vanio. No extra setup is required. 1. **Open the Operations dashboard.** From the main navigation menu, click **Operations**. 2. **Select the Airbnb Cases tab.** You'll see a list of your current open cases — or a confirmation that there are none right now. 3. **Review your cases.** Each row shows the case type, property involved, money at stake, current status, and whether a follow-up is overdue. 4. **Check for overdue flags.** Cases marked **Overdue** need your attention. Vanio has already sent a follow-up, but there may be a step only you can take — like providing additional information or making a decision. 5. **Click any case to view its full timeline.** You'll see a complete history of every update, follow-up, and status change for that case. [Screenshot: The Airbnb Cases list view, showing case type badges, dollar amounts, status labels, and overdue indicators in a clean table layout] --- ## How It Works Once your Airbnb account is connected, Vanio goes to work in the background: **Case detection.** When Airbnb support activity is found — a dispute, a refund request, a relocation, a damage claim — Vanio automatically creates a case record. It reads the conversation context to identify the type of issue, any dollar amounts mentioned, and the Airbnb case reference number, then stores all of that for you. **Ongoing monitoring.** Vanio checks each open case on a regular schedule. If a case hasn't moved forward and a follow-up is due, Vanio sends a re-engagement on your behalf — nudging the process along without you having to remember to check in. **Two-hour follow-up cycle.** Cases that are open or waiting on Airbnb's response are followed up every two hours. Cases where the next step is waiting on a guest follow up on a slightly longer schedule. This cadence keeps your cases active and prevents them from aging into Airbnb's backlog. **Follow-up counter.** Each case tracks how many times Vanio has followed up on your behalf. You can see this count in the case detail view — a rising number is a useful signal that a case may need your direct involvement to break a stalemate. **Scheduled next follow-up.** Every time Vanio re-engages a case, it immediately schedules the next follow-up. That means no case ever silently falls off the radar — if Airbnb doesn't respond, the next nudge is already queued. **Timeline history.** Every follow-up, status change, and update is logged in a case timeline so you always have a clear record of what's happened and when. **Automatic resolution.** Once a case is marked resolved — either by Airbnb, by you, or automatically when the issue is closed — Vanio stops following up and archives the case. You can still view resolved cases any time for your records. [Screenshot: A single case detail view showing the timeline of events, follow-up timestamps, follow-up count, case type, money at stake, and current status badge] --- ## Key Features - **Automatic case capture.** New support cases are detected and logged without any manual entry on your part. Vanio picks up relocation requests, refund disputes, damage claims, and general support threads. - **Money at stake tracking.** If a dollar (or other currency) amount is mentioned in the case, Vanio records it. At a glance, you can see exactly how much revenue is tied up across all your open cases. - **Case type classification.** Each case is tagged by type — **Relocation**, **Refund**, **Claim**, or **General** — so you can quickly filter and prioritize the issues that matter most. - **Overdue indicators.** When a case is past due for a follow-up, it's flagged clearly in the list so you know at a glance where to focus your attention. - **Next action guidance.** Each case surfaces a "Next Action" note — a plain-language description of what step is needed to move the case forward, whether that's something Vanio is handling or something that requires your input. - **Follow-up counter.** Each case displays a running count of how many follow-ups Vanio has sent. If a case has been chased many times without progress, that's a clear prompt to step in yourself. - **Scheduled next follow-up.** The case detail view shows exactly when Vanio will next re-engage an open case, so you always know the timeline — and can spot cases that may need your help sooner. - **Full case timeline.** A chronological log on every case records each follow-up attempt, status change, and update — giving you a paper trail if you ever need to escalate or reference the history. - **Resolved case archive.** Closed cases don't disappear. Filter your case list to include resolved cases for a full view of your support history. [Screenshot: Case list filtered to show overdue cases only, with the Overdue badge highlighted, a dollar amount column visible, and a follow-up count column] --- ## Tips & Best Practices **Check your overdue cases daily.** Vanio handles follow-ups automatically, but some cases reach a point where only you can act — approving a refund amount, confirming a guest relocation, or supplying documentation. Build a quick daily habit of scanning for overdue flags. **Use the Next Action note as your to-do.** The Next Action field tells you exactly what's needed. If it says the ball is in your court, prioritize that case. If it says Vanio is following up, you can let it run. **Watch the follow-up counter.** A case with a high follow-up count that still hasn't moved is a signal worth acting on. Vanio will keep chasing, but at some point a direct call or escalation to Airbnb from you may break the logjam faster. **Keep an eye on the Money at Stake column.** Sort by this column to make sure your highest-value disputes are getting resolved first. A case worth several hundred dollars deserves more of your attention than a minor general inquiry. **Don't close cases prematurely.** Let Vanio track a case through to full resolution. Closing a case manually before Airbnb has confirmed the outcome means you lose the automatic follow-up protection. **Review resolved cases monthly.** Patterns in your resolved cases — frequent refund requests, repeated relocation issues, recurring damage claims at a specific property — are valuable feedback. A monthly review can surface operational improvements. --- ## Common Questions **Do I need to do anything to start tracking cases?** No. As long as your Airbnb account is connected to Vanio, case tracking starts automatically. Cases are detected and logged without any action on your part. You'll see them appear in the Operations → Airbnb Cases view as they're identified. **What does it mean when a case is marked Overdue?** Overdue means the case was due for a follow-up and Vanio has already re-engaged it — but the case still hasn't moved forward. This usually means a decision or piece of information from you is needed to unblock it. Open the case, review the Next Action note, and take whatever step is indicated. **What do the follow-up count and "Next Follow-Up" fields mean?** The follow-up count shows how many times Vanio has automatically re-engaged Airbnb on your behalf for that case. The "Next Follow-Up" field shows when Vanio is scheduled to chase again. Together, they give you a clear picture of how long a case has been running and how actively it's being pursued. If the count is climbing with no resolution in sight, that's your cue to get personally involved. **Can I see cases that have already been resolved?** Yes. By default, the Cases list shows only open cases. To include resolved ones, use the filter at the top of the list and toggle **Include Resolved Cases** on. Resolved cases are archived permanently and won't receive any further follow-ups. -------------------------------------------------------------------------------- # Airbnb Resolution Center: Money Requests & Refunds URL: https://www.vanio.ai/docs/airbnb-resolution-center Tags: airbnb, resolution-center, autonomy, approvals, refunds, money-requests Vanio AI can open Airbnb Resolution Center money requests and refunds on your behalf, automatically handling amounts within your approval threshold and drafting larger actions for one-tap review. -------------------------------------------------------------------------------- ## Airbnb Resolution Center: Money Requests & Refunds Vanio AI can now open Airbnb Resolution Center cases on your behalf — requesting money from guests for things like damages or extra cleaning, or sending refunds when a guest deserves one. Every action is grounded in Airbnb's actual policies, gated by the approval rules you set, and logged so you always have a clear record of what happened and why. --- ## What It Does When a situation calls for a Resolution Center action, Vanio AI handles the legwork: it looks up the relevant Airbnb policy, determines the right amount, and then either processes the action automatically or prepares a one-tap draft for your approval — depending on your settings and the amount involved. You stay in control of every financial action without having to manage each one manually. --- ## Getting Started Before Vanio AI can handle Resolution Center actions, you need to configure two things: your **money threshold** (the amount below which Vanio acts automatically) and your **refund policy** (whether refunds can be issued without your approval). ### Step 1: Set your money threshold 1. Go to **Settings → AI Autonomy**. 2. Under **Money Threshold**, find the **Auto-approve up to** field. 3. Enter the maximum amount you want Vanio to process automatically — for example, `$150`. 4. Make sure the currency shown matches your preferred billing currency. 5. Click **Save**. > **Note:** The default threshold is $0, which means every action will be drafted for your approval until you set a higher limit. This is the safest starting point if you're new to this feature. [Screenshot: AI Autonomy settings page showing the Money Threshold section with an "Auto-approve up to" input field and a currency selector] ### Step 2: Enable or disable autonomous refunds 1. Still in **Settings → AI Autonomy**, scroll to the **Refunds** section. 2. Toggle **Allow autonomous refunds** on or off. - **On:** Vanio can issue refunds automatically, as long as the amount is within your threshold. - **Off:** All refunds will always be drafted for your one-tap approval, regardless of amount. 3. Click **Save**. [Screenshot: Refunds toggle in the AI Autonomy settings panel] Once these are configured, Vanio is ready to handle Resolution Center actions. --- ## How It Works When a conversation or situation requires a Resolution Center action, here's what happens behind the scenes — and what you'll see: ### Vanio checks the policy first Before taking any financial action, Vanio looks up the applicable Airbnb policy — for example, Airbnb's guest refund policy or their rules around damage claims — and uses that as the basis for the amount and justification. This grounding step is required; Vanio will never open a money request or refund without a cited policy reason. ### The autonomy gate decides what happens next Vanio then compares the action against your settings: | Situation | What happens | |---|---| | Amount is **at or below** your threshold and refunds are enabled (for refunds) | ✅ Executed automatically | | Amount is **above** your threshold | 📋 Drafted for your approval | | Refund requested but autonomous refunds are **disabled** | 📋 Drafted for your approval | | No threshold set (threshold is $0) | 📋 Drafted for your approval | | Action currency differs from your threshold currency | 📋 Drafted for your approval | ### Automatic actions If the action falls within your threshold, Vanio processes it and you'll see a confirmation in the conversation thread, including the amount, the Airbnb policy it was based on, and a link to the audit record. [Screenshot: Conversation thread showing a completed automatic money request with the amount, reason, and policy basis displayed] ### Drafted actions — one-tap approval If the action needs your approval, Vanio prepares a draft and you'll see an approval card in the conversation or in your **Pending Approvals** inbox. The card shows: - The action type (money request or refund) - The amount and currency - The reason and Airbnb policy it's based on - The decision reason (e.g., "exceeds your $150 threshold") Tap **Approve** to send it to Airbnb, or **Decline** to dismiss it. [Screenshot: One-tap approval card showing a drafted refund with Approve and Decline buttons] ### Every action is logged Whether automatic or approved by you, every Resolution Center action is saved in your **Activity Log** (go to **Activity → Resolution Center Actions**). Each record includes the amount, the policy Vanio cited, the decision made (automatic or drafted), and the outcome. --- ## Key Features - **Policy-grounded actions:** Vanio always ties a money request or refund to a specific Airbnb policy before acting — no guesswork, no unsupported claims. - **Configurable money threshold:** You decide how much Vanio can handle on its own. Set it conservatively at first and raise it as you build confidence. - **Separate refund control:** Refunds can be toggled independently of your threshold, giving you finer control over outgoing payments. - **One-tap approval flow:** Drafted actions surface as simple approve/decline cards — no need to log into Airbnb manually or hunt through messages. - **Full audit trail:** Every action — automatic or manually approved — is logged with the reason, policy basis, and outcome, so you always have documentation if a guest or Airbnb questions a decision. - **Currency safeguard:** If the reservation currency doesn't match your threshold currency, Vanio automatically drafts for your approval rather than making assumptions about exchange rates. --- ## Tips & Best Practices - **Start with a low threshold.** Setting your threshold to $50–$100 to begin with lets you see how Vanio handles these actions before giving it more autonomy. You can always raise it later. - **Review your audit log regularly.** Even when actions are automatic, a quick weekly review of the Resolution Center log helps you stay on top of any patterns — like a property that frequently needs extra cleaning charges. - **Keep refunds toggled off if you're cautious.** Autonomous refunds are the higher-trust setting. If you're not yet comfortable with fully automatic refunds, leave the toggle off and use one-tap approval instead. - **Check your threshold currency.** If you manage properties in multiple currencies, make sure your threshold is set in the currency used by most of your reservations. Cross-currency actions will always go to approval. - **Use the reason field context.** When Vanio drafts an action for approval, read the reason and policy basis it has included. If they look right, approve with confidence. If something seems off, decline and handle it manually. --- ## Common Questions **What happens if Vanio can't send the action to Airbnb automatically?** Vanio will record the action in your audit log and flag it as pending. You'll be notified so you can take action manually. This can happen in cases where Airbnb's systems are temporarily unavailable — Vanio will never silently pretend a request was sent when it wasn't. **Can I change my threshold after it's been set?** Yes, at any time. Go to **Settings → AI Autonomy** and update your **Auto-approve up to** amount. The new threshold applies to all future actions — it does not affect actions that have already been executed or drafted. **Does Vanio ask me before acting on every money request?** Only if the amount exceeds your threshold, the currencies don't match, or refunds aren't enabled. Below your threshold, Vanio acts automatically so you don't have to review every small charge. You can always set your threshold to $0 if you want to manually approve everything. -------------------------------------------------------------------------------- # AI Training — How Your AI Learns Everything URL: https://www.vanio.ai/docs/ai-training-flywheel Tags: ai, training, automation, learning, knowledge-base Train your Vanio AI through 4 manual methods (conversations, videos, questionnaire, documents/paste) and 11 automated systems that learn from your daily operations -------------------------------------------------------------------------------- ## How AI Training Works Vanio AI learns about your properties through **4 manual training methods** and **11+ automated learning systems** that run in the background. The more the AI knows, the more guest questions it handles autonomously. Open the training modal from any listing page by clicking **Train AI**, or go to **Settings > AI** to see training scores across all listings. --- ## The Training Modal Every listing has a training modal (`?train=`) with three sections: - **Left sidebar** — Training progress by category, article counts, and an overall training score - **Center** — Smart guidance banner + 4 training method cards + all KB articles organized by category - **Right sidebar** — VanioChat with two modes: "Training Assistant" (helps draft articles) and "Guest Demo" (simulates guest conversations to test your AI) The system recommends what to do next based on what you have already completed. --- ## 4 Manual Training Methods ### Step 1: Mine from Conversations If you have existing guest conversations (5+), this is the fastest way to train. The AI reads your message history, extracts reusable factual information, and generates knowledge base articles. 1. Click **Mine from Conversations** in the training modal 2. The system analyzes all conversations for this listing 3. Review the draft articles — each shows the extracted knowledge 4. Select the ones you want to keep and save **What you'll see:** The tool now provides accurate feedback about mining results. Instead of generic messages, you'll get clear information about exactly how many articles were saved to your knowledge base. If the system doesn't find enough conversations to process or no new articles are generated, you'll see an appropriate message explaining what happened. The system automatically deduplicates against existing articles (using embedding similarity) and consolidates group-level knowledge if you have multiple units in the same building. **Important:** During training conversations with the Training Assistant, the AI now properly creates knowledge base entries to help improve your AI's responses to future guest questions. ### Step 2: Videos & Photos Upload a walkthrough video of your property or select from existing photos. The AI transcribes the video, identifies knowledge topics, and generates articles. **Video upload:** 1. Click **Videos & Photos** in the training modal 2. Upload an MP4, MOV, or WebM file (up to 500MB) 3. The AI transcribes the video and extracts topics 4. Review the generated articles — toggle "embed video in article" if you want guests to see the video 5. Save **Photo analysis:** 1. Switch to the **Photos** tab 2. Select property photos 3. The AI analyzes what it sees and generates relevant articles (room descriptions, amenities, layout) 4. Review and save ### Step 3: Quick Questionnaire A guided form with ~60 property-specific questions across 10 categories. Answer the questions; the AI generates KB articles from your answers. **Categories:** - Check-in/Check-out (access method, lockbox, directions, checkout instructions) - Amenities (WiFi, kitchen, laundry, climate, entertainment, pool, gym, EV charging, workspace, and more) - House Rules (garbage, visitors, other rules) - Property Information (floor, bedrooms, bathrooms, parking, special features) - Travel Planning (transport, grocery, restaurants, attractions, airport, medical) - Technical Issues (WiFi troubleshooting, heating, hot water, appliance quirks, lockout, emergency) - Customer Service (host contact, building manager, maintenance, local services) - Maintenance/Housekeeping (cleaning schedule, mid-stay clean, linen, supplies) - Booking/Reservation (cancellation, minimum stay, payment, modification, deposit, extra guest fees) - Procedures (early check-in, late checkout, refunds, complaints, escalation, upsells, maintenance) - Guest Portal (portal link, early/late checkout limits, mid-stay cleaning, invoices) — only shown when the listing has an active portal Questions are **filtered by your listing's amenities** — if you don't have a pool, pool questions don't appear. Some questions are **pre-filled** from structured data (Airbnb WiFi, directions, etc.). ### Step 4: Upload Documents Upload existing house guides, SOPs, or rules documents, or paste content directly into the platform. Supported formats: PDF, TXT, DOCX, Markdown. **Upload files:** 1. Click **Upload Documents** 2. Drag and drop or browse for files 3. The AI extracts text, splits it into discrete topics, and creates KB articles 4. Review and save **Paste content directly:** 1. Click **Upload Documents** in the training modal 2. Switch to the **Paste content** tab 3. Paste up to 30,000 characters of text (markdown formatting supported) 4. Add an optional source label (like "House Rules" or "Guest Guide") 5. The AI automatically organizes your pasted content into knowledge base articles 6. Review and save This is perfect for quickly adding notes, policies, or instructions without creating files first. --- ## 11 Automated Learning Systems These run in the background without any action from you. The AI gets smarter passively as you operate. ### Shadow Learning When the AI escalates a message to you (or answers with low confidence) and you reply to the guest, the system captures your response, pairs it with the guest's question, and creates a KB article. Your real answers become the AI's future responses. ### Ratings Feedback (Thumbs Up / Thumbs Down) Every AI response has a thumbs-up/thumbs-down button in the timeline. Thumbs-up validates the response and reinforces confidence. Thumbs-down flags it for correction and feeds the learning loop. ### Supervisor Learning The AI has a quality supervisor that reviews every response. When the supervisor repeatedly modifies or retries responses for the same reason, the system detects the pattern and auto-creates a KB article to prevent the mistake. Runs nightly. ### Rephrase Detection When a guest rephrases the same question within 30 minutes, the system marks the first AI response as "potentially incomplete." This feeds shadow learning — even if you don't manually flag it, the system knows the AI's answer wasn't good enough. ### Repeated Questions Detection Weekly scan that clusters recent guest questions by topic. If 3+ guests ask the same unanswered question, the system creates a training suggestion: "Multiple guests are asking about X — please provide an answer." ### Gap Filler When the accuracy evaluation finds categories where the AI scores poorly, Gap Filler searches your conversation history for host answers to those topics. If found, it auto-creates articles. If not found, it creates training suggestions asking you to fill the gap. ### Implicit Validation When an AI response gets no negative signal within 24 hours (no thumbs-down, no guest rephrase, and the conversation continued), the system marks it as implicitly validated. This feeds confidence calibration at scale. ### Confidence Calibration Tracks AI stated confidence vs actual outcomes. After enough data points per listing, the system computes calibration curves and recommends dynamic escalation thresholds — so the AI knows more precisely when to handle a question itself vs. when to escalate to you. ### Cross-Customer Intelligence **Same building:** When a new customer onboards units at an address where another customer already has trained units, the system auto-copies relevant KB articles (shared building info: gym, parking, trash, etc.). **Same region:** For new listings in a city with existing customers, the system creates training suggestions based on common regional question patterns (local transport, popular restaurants, etc.). ### Procedure Pattern Detection When the AI handles a situation the same way 5+ times in 30 days (same sequence of tool calls), it detects the pattern and suggests saving it as an AI Skill: "I notice I handle early check-in requests the same way every time — want to save this as a procedure?" ### Memory Service (Host Brain) Three-layer memory that learns how you work: - **Host preferences** — stable facts about your style and decisions - **Conversation summaries** — compressed digests of each dashboard conversation - **Behavioral patterns** — aggregated patterns from your actions (updated nightly) The AI uses this to adapt its tone, decision-making, and recommendations to match how you operate. --- ## Training Dashboard Go to **Settings > AI > Training** for the global view: - **Stats** — Total learning events, KB articles learned, validated responses, supervisor corrections (7d / 30d / 90d) - **Training Suggestions** — Questions the AI needs help with. Type an answer and click "Teach" to create a KB article instantly. - **Learning Events Timeline** — Chronological feed of everything the AI learned: shadow learning, ratings, supervisor corrections, auto-created articles, accuracy changes - **Knowledge Base Growth** — Visual breakdown of article sources: manually created, AI-generated, from chat history, imported - **Accuracy Trend Chart** — Line chart showing accuracy score (0-3) over time per listing - **Per-Listing Scorecards** — Accuracy and coverage scores per listing, with question counts ## Training Score Every listing has a training score based on questionnaire coverage: (covered applicable questions / total applicable questions) × 100. View scores on the **Settings > AI** page to see which listings need more training. ## How the AI Finds Information When guests ask questions, the AI searches through the right knowledge sources to give accurate answers: - **Platform capabilities** ("Can Vanio automate guest communications?", "What can your system do?") → Searches general platform documentation - **Property-specific questions** ("What's the WiFi password?", "How do I check in?") → Searches your property's knowledge base This improved routing ensures the AI gives you accurate guidance about Vanio's features without mixing up your property information with platform capabilities. ## Testing Your AI Two ways to test: 1. **Guest Demo** (training modal right sidebar) — Chat with the AI as a guest would, for the specific listing you're training 2. **Test AI Lab** (/test-ai) — Select any listing + reservation, then chat with the AI to test responses against your KB ## Improved Listing Recognition When searching for your listings, the AI can now see both your internal listing names and the guest-facing names you've set for each property. This means the AI won't confuse which name to show to potential guests and will provide more accurate responses when discussing specific properties. ## Tips - Start with **Mine from Conversations** if you have history — it's the fastest path to a well-trained AI - Upload a **walkthrough video** — 5 minutes of narration generates dozens of articles - Use the **questionnaire** to fill remaining gaps — the coverage score tells you what's missing - **Paste content directly** for quick training — no need to create files for notes, policies, or instructions you already have written - Check **Training Suggestions** weekly — answering 5 questions takes 2 minutes and significantly improves accuracy - Watch the **accuracy trend** — a rising line means your training is working - The AI learns passively from your normal operations — shadow learning, implicit validation, and supervisor learning all happen without any effort from you - During training conversations, the AI will now properly create knowledge base entries instead of tasks, making the training process more effective - Ask about Vanio's capabilities directly — the AI now correctly searches platform documentation for questions about what Vanio can do for your rental business - Pay attention to mining feedback — the tool tells you exactly what happened so you know whether to try again or move to other training methods ## STRICTLY FORBIDDEN — never mention: - LLM/AI model names (Claude, GPT, OpenAI, Anthropic, Sonnet, etc.) - API endpoints, webhooks, database tables, schemas, migrations - Internal service/handler/worker/queue names - Code architecture, file paths, environment variables - Stripe Connect internals (say "payment processing") - Any implementation detail a user would never see in the UI ## REQUIRED: - Write for property managers, not developers - Step-by-step instructions with UI references ("Go to Settings → ...", "Click ...") - What happens automatically (explain WHAT, never HOW technically) - [Screenshot: description] placeholders where visuals would help - Voice: "you" addressing the user. Warm, clear, confident. ## Structure 1. **What it does** — 2-3 sentence overview 2. **Getting started** — step-by-step with UI references 3. **How it works** — what happens automatically, what the user sees 4. **Key features** — bullet list with brief explanations 5. **Tips & best practices** 6. **Common questions** — 2-3 FAQs -------------------------------------------------------------------------------- # Allow Airbnb Change (SAC Override) URL: https://www.vanio.ai/docs/allow-airbnb-change-sac-override Tags: calendar, airbnb, relocation, moves, availability Allow Airbnb Change (SAC override) lets you give Airbnb a one-time availability signal so a host-initiated guest relocation goes through — find the control below the calendar on any listing's Calendar page. -------------------------------------------------------------------------------- When you need to move a guest off one Airbnb listing onto another, Airbnb runs an availability check before it completes the change. If your calendar still shows the original reservation, that check fails and Airbnb refuses the move — even though moving the guest is exactly what you intend. **Allow Airbnb Change (SAC override)** lets you give Airbnb the green light on demand, so a host-initiated change goes through. ## When to use it Use it when you are deliberately relocating a guest — for example, a maintenance issue makes the original unit unusable and you are rebooking the remaining nights on a sister listing. Without the override, Airbnb keeps rejecting the change because it still sees the first reservation. ## How to turn it on 1. Open the listing you are moving the guest **to** and go to its **Calendar**. 2. Scroll below the calendar and find **Allow Airbnb change (SAC override)**. 3. Optionally pick the **From** and **To** dates of the move (leave them empty to cover any dates). 4. Select **Turn on** and confirm. Once it is on, Vanio AI confirms this listing is available whenever Airbnb checks, and Airbnb completes the change. [Screenshot: The SAC override panel below the calendar, showing the From/To date pickers and the Turn on button] ## Turning it off The override **turns itself off automatically after 24 hours**, so a one-time move never lingers. You can also turn it off manually from the same place the moment the change has gone through. ## Avoiding a double-booking The override intentionally tells Airbnb the listing is available even while a reservation still shows on it — that is what makes the move possible. To avoid a real double-booking, **cancel the original reservation** after the change completes. That step is yours to make: the override is a tool for the move you have decided to make, not an automatic decision. ## Managing active and past overrides Vanio keeps a record of every override you have created for a listing — not just the ones currently active, but the full history of past overrides as well. **To review your overrides:** 1. Open the listing's **Calendar**. 2. Scroll below the calendar and find the **Allow Airbnb change (SAC override)** panel. 3. Select **View override history** to see all past and active overrides for that listing. Each entry shows the listing it applied to, the date range (if one was set), the reason (if you added one), when it was created, and when it expired or was turned off. [Screenshot: The override history panel showing a list of past overrides with their dates, status, and reasons] This history is scoped to your properties — you only ever see overrides for listings in your account. ## A clear trail Every time the override is used, Vanio records it — which listing, which dates, when it was created, and when it ended — so you always have a complete record of every change you allowed. Active overrides and past overrides are stored separately so day-to-day use stays clean, and the full audit trail is always available when you need it. ## Key features - **Per-listing control** — each override is tied to a specific listing, so turning one on for a sister property never affects your other listings. - **24-hour auto-expiry** — overrides switch off on their own after 24 hours by default, so a one-time move never accidentally lingers. - **Custom date range** — narrow the override to only the nights the guest is moving to reduce any exposure window. - **Manual off switch** — cancel the override immediately from the panel below the calendar once the change has gone through. - **Full audit trail** — the complete history of every override — active or past — is available for any listing in your account, so you always know what was allowed and when. ## Tips & best practices - **Set a date range whenever you can.** Limiting the override to the specific nights of the relocation is the safest approach — it minimises the window during which Airbnb would see the listing as available. - **Turn it off as soon as the move completes.** Even though it expires automatically after 24 hours, switching it off manually the moment Airbnb confirms the change removes any remaining exposure. - **Cancel the original reservation promptly.** The override handles the availability signal; keeping your calendar accurate afterward is a separate step that prevents a real double-booking. - **Add a reason when creating the override.** A short note (e.g. "Maintenance — burst pipe, unit 4B") makes your audit trail much easier to review later, especially if you manage multiple properties. - **Check the history before creating a new override.** If you are not sure whether a previous override is still active, review the override history for that listing before turning on a new one. ## Common questions **What happens if I forget to turn the override off?** It switches itself off automatically after 24 hours. You do not need to do anything — but turning it off manually the moment the move is done is still the cleanest approach. **Can I see overrides that have already expired?** Yes. The override history for each listing includes both active and past overrides, so you have a complete record even after an override has expired or been turned off manually. **Does the override affect all my listings at once?** No. Each override is tied to the specific listing you created it for. Turning one on for a sister property has no effect on any of your other listings. ## Related - [Relocations](/docs/relocations) - [Calendar](/docs/calendar) -------------------------------------------------------------------------------- # API Key Management URL: https://www.vanio.ai/docs/api-key-management Tags: integrations, security, settings Create, manage, and revoke API keys for third-party integrations directly in your settings. -------------------------------------------------------------------------------- # API Key Management Manage your integration keys directly in Vanio's settings to connect third-party applications and services to your vacation rental data. You can create new keys, view existing ones, and revoke access whenever you need to update your connections—all without contacting support. [Screenshot: API Keys settings page showing list of active keys with create button] ## Getting Started ### Creating Your First API Key 1. **Navigate to API Keys** - Go to Settings from your dashboard - Select "API Keys" from the settings menu - You'll see your existing keys (if any) and a "Create New Key" button 2. **Create a New Key** - Click "Create New Key" - Enter a clear description (e.g., "Property Management App", "Booking Widget") - Choose your environment: - **Test**: For development and testing (starts with `sk_test_`) - **Live**: For production use (starts with `sk_live_`) - Click "Create Key" 3. **Save Your Key Immediately** - Your new API key will be displayed once—this is the only time you'll see it - Copy the key and store it securely in your application or password manager - Once you close this window, the key cannot be retrieved again [Screenshot: Key creation dialog showing description field and environment options] ### Using Your API Keys Once created, provide your API key to the third-party service or developer who needs access to your Vanio data. They'll use this key to authenticate requests and pull information about your properties, bookings, and availability. ## How It Works ### Automatic Security Features Vanio automatically protects your account with several security measures: - **One-time display**: API keys are shown in full only once during creation - **Secure storage**: Only encrypted portions of keys are stored after creation - **Usage tracking**: Monitor when each key was last used to identify inactive keys - **Instant revocation**: Disable compromised keys immediately ### Key Information Display For each API key, you can see: - **Masked key**: Only the first few characters for identification - **Description**: The name you gave it during creation - **Environment**: Whether it's for testing or live use - **Status**: Active or revoked - **Created date**: When the key was first generated - **Last used**: When it was most recently accessed (or "Never used") [Screenshot: API key list showing masked keys with status badges and usage information] ## Key Features - **Self-service management**: Create and revoke keys instantly without waiting for support - **Environment separation**: Separate keys for testing and production to keep data secure - **Usage monitoring**: Track which keys are actively being used - **Detailed descriptions**: Label keys clearly to remember their purpose - **Instant revocation**: Immediately disable access when needed - **Legacy key support**: Existing integrations continue working with older key formats ## Managing Your Keys ### Viewing and Filtering Keys Use the filter tabs to organize your view: - **All**: Shows every key you've created - **Active**: Only currently working keys - **Revoked**: Previously disabled keys Each filter shows a count so you can quickly see how many keys you have in each state. ### Revoking Access To disable an API key: 1. Find the key in your list 2. Click "Revoke" next to the active key 3. Confirm the action in the dialog that appears 4. The key immediately stops working—any service using it will lose access **Important**: Revoking a key cannot be undone. You'll need to create a new key if you want to restore access. [Screenshot: Revocation confirmation dialog with warning message] ## Tips & Best Practices ### Keep Your Keys Secure - Never share API keys in emails, chat messages, or public forums - Store keys in secure password managers or environment variables - Use test keys during development, then switch to live keys for production - Regularly review your key list and revoke unused keys ### Choose Descriptive Names - Include the app name: "Airbnb Sync Tool", "Custom Booking Widget" - Add the purpose: "Mobile App - Production", "Analytics Dashboard" - Mention the team: "Marketing Team - Campaign Tool" ### Monitor Usage - Check "Last used" dates to identify stale integrations - Revoke keys for discontinued services or former team members - Create separate keys for different integrations rather than sharing one key ### Environment Strategy - Start with test keys when setting up new integrations - Only switch to live keys after thorough testing - Keep test and live keys separate—never mix environments ## Common Questions **What happens to existing integrations when I revoke a key?** They'll immediately stop working and receive authentication errors. Make sure to update the integration with a new key before revoking the old one if you want to maintain service. **Can I see the full key again after creating it?** No, for security reasons, the complete key is only shown once during creation. If you lose it, you'll need to create a new key and update your integrations. **What's the difference between test and live keys?** Test keys access sandbox data for development and testing, while live keys work with your real property and booking information. Always use test keys during development to avoid affecting your actual business data. -------------------------------------------------------------------------------- # Automated Delisting Detection URL: https://www.vanio.ai/docs/atlas-delisting-detection Tags: automation, listings, data-quality, monitoring Automatically detects when your Airbnb listings are removed, keeping your property catalog accurate and pricing models current. -------------------------------------------------------------------------------- # Automated Delisting Detection ## What it does Vanio automatically monitors your Airbnb listings and detects when they've been removed or taken offline, keeping your property catalog accurate and up-to-date. This feature prevents outdated listings from affecting your pricing strategy and ensures you're always working with current data about your active properties. ## Getting started Automated delisting detection works automatically in the background—no setup required. However, you can monitor its activity and review detected changes: 1. **Go to Properties → Listings** in your Vanio dashboard 2. **Look for the status column** where you'll see "Active" or "Delisted" for each property 3. **Click on any delisted property** to view details about when it was detected as offline 4. **Check the Activity Log** (Properties → Activity) to see a timeline of automatic status changes [Screenshot: Properties listings page showing status column with Active/Delisted indicators] ## How it works Vanio runs automatic checks every Monday morning to verify the status of your listings. Here's what happens behind the scenes: **Weekly health checks**: The system reviews all your active listings, prioritizing those that haven't been updated recently (typically 30+ days). Properties are automatically verified to ensure they're still live on Airbnb. **Smart detection**: When a listing is no longer available—whether removed by you, suspended by Airbnb, or taken offline for any reason—Vanio automatically marks it as "Delisted" in your dashboard. **Immediate updates**: Once detected, delisted properties are removed from active pricing calculations and revenue projections, ensuring your analytics reflect only current inventory. **Notification**: You'll see status changes reflected in your dashboard immediately, and delisted properties will be clearly marked with the date they were detected as offline. [Screenshot: Property detail view showing delisted status with timestamp] ## Key features • **Automatic monitoring**: Weekly scans of all your listings with no manual intervention required • **Intelligent prioritization**: Focuses on properties that haven't been updated recently, catching stale listings efficiently • **Clean data**: Removes inactive properties from pricing models and revenue forecasts automatically • **Clear status tracking**: Visual indicators in your dashboard show exactly which properties are active vs. delisted • **Historical records**: Maintains a complete log of when listings went offline for your records • **No false positives**: Uses multiple verification methods to ensure listings are genuinely unavailable before marking them as delisted ## Tips & best practices **Review delisted properties monthly**: Check your delisted properties to identify patterns—are certain property types or locations being removed more frequently? This insight can inform your investment strategy. **Update your records**: When Vanio detects a delisting, verify whether you intentionally removed the property or if there's an issue that needs attention (like a policy violation or technical problem). **Monitor pricing accuracy**: With stale listings automatically removed from calculations, your market analysis and pricing recommendations will be more accurate. Take advantage of this cleaner data for better decision-making. **Use the activity log**: The automatic detection creates an audit trail that's helpful for tracking property performance over time and understanding market trends. [Screenshot: Activity log showing delisting detection events with timestamps] ## Common questions **What happens if a listing is temporarily unavailable?** Vanio waits at least 30 days before flagging a property as potentially delisted, so temporary unavailability (like seasonal closures or brief suspensions) won't trigger false alarms. Only persistently unavailable listings are marked as delisted. **Can I manually mark a property as delisted?** Yes! If you remove a listing yourself or know it's permanently offline, you can manually update its status in Properties → Listings. This helps keep your records current between automatic scans and ensures immediate removal from pricing calculations. **Will this affect my existing analytics and reports?** Delisted properties are excluded from forward-looking analytics and pricing recommendations, but historical data remains intact. This means your past performance reports stay accurate while future projections only include active inventory, giving you cleaner insights for planning. -------------------------------------------------------------------------------- # Automated Error Detection & Fixing URL: https://www.vanio.ai/docs/self-healing-automation Tags: automation, system, monitoring, fixes Vanio's automated system monitors your properties 24/7 and fixes issues like booking sync problems and calendar conflicts before they impact guests, now with enhanced calendar synchronization and reduced notification noise. -------------------------------------------------------------------------------- # Automated Error Detection & Fixing Vanio's automated error detection system continuously monitors your property operations and fixes common issues before they impact your guests. When problems like missing checkout instructions or booking synchronization errors occur, our system identifies the root cause, implements a solution, and resolves the issue—often before you even know there was a problem. ## Getting Started The automated error detection system is enabled by default for all Vanio accounts. No setup is required on your part. 1. **Monitor your Dashboard** — Go to **Dashboard → System Health** to view the status of automated fixes 2. **Review notifications** — Check **Notifications → System Updates** for summaries of issues that were automatically resolved 3. **Access fix history** — Navigate to **Settings → System → Fix History** to see detailed logs of all automated corrections [Screenshot: Dashboard showing System Health panel with green status indicators and recent automated fixes] ## How It Works ### Continuous Monitoring Vanio monitors your property management operations 24/7, tracking everything from guest portal functionality to booking synchronization across platforms. The system checks for new issues every hour to ensure rapid response times. ### Automatic Issue Detection The system identifies problems through multiple channels: - **Guest behavior analysis** — Unusual patterns like abandoned checkout processes or repeated page refreshes - **System performance tracking** — Slow response times or failed operations - **Integration monitoring** — Communication issues with booking platforms or payment processors - **Guest feedback analysis** — Reports submitted through your guest portal - **User-reported issues** — Problems you report are automatically processed and prioritized for fixes ### Intelligent Problem Resolution Once an issue is identified, Vanio's system: 1. **Analyzes the root cause** — Determines exactly what's causing the problem 2. **Develops a targeted fix** — Creates a solution specific to your property setup 3. **Tests the solution** — Verifies the fix works without affecting other operations 4. **Implements automatically** — Applies the fix to resolve the issue 5. **Monitors results** — Ensures the problem is fully resolved 6. **Iterates when needed** — If you provide feedback on a proposed solution, the system automatically refines the fix without sending additional notifications ### Enhanced System Reliability Our error detection system features improved internal monitoring that prevents self-referential issues and ensures cleaner data logging: - **Robust error handling** — The system now handles temporary service disruptions more gracefully, preventing cascading issues - **Complete activity records** — Enhanced logging reliability ensures your Dashboard displays comprehensive booking and activity records - **Stable monitoring loops** — Improved system architecture prevents monitoring processes from interfering with each other - **Better data integrity** — More reliable error classification means accurate issue tracking and resolution status ### Smart Duplicate Prevention Our error detection system now includes advanced duplicate prevention to ensure you receive accurate, streamlined reporting: - **One report per issue** — Each unique problem generates only one notification, even if it affects multiple properties or occurs multiple times - **Intelligent grouping** — Related errors are automatically grouped together instead of creating separate reports - **Clean investigation tracking** — The system prevents duplicate investigations of the same issue, ensuring efficient resource use and faster resolution times - **Reduced notification noise** — Our system's internal operations no longer generate unnecessary alerts, so you only see notifications that require your attention ### Automatic Calendar Synchronization Vanio now automatically synchronizes all your booking restrictions—including minimum stay rules—to your listing platforms: - **Complete rule sync** — Minimum stay requirements, maximum stay limits, closed arrival/departure dates, and booking restrictions automatically sync to Airbnb and other platforms - **Self-healing calendar conflicts** — When platforms test invalid booking scenarios (like 1-night stays on properties with 7-night minimums), the system automatically pushes your correct rules to stop these conflicts - **Proactive conflict prevention** — By keeping all platforms updated with your complete rule set, the system prevents booking conflicts before they generate alerts [Screenshot: Fix History page showing a resolved issue with timeline and impact details] ## Key Features • **Guest Experience Protection** — Automatically fixes issues that could disrupt your guests' stay, like missing checkout instructions for short stays or broken portal features • **Booking Platform Sync** — Resolves synchronization problems between Vanio and your listing platforms to prevent double-bookings or rate discrepancies • **Complete Rule Synchronization** — Automatically syncs all booking restrictions (including minimum stays) to listing platforms, preventing invalid booking attempts that generate unnecessary alerts • **Payment Processing Fixes** — Addresses payment collection issues and processing errors before they affect revenue • **Communication Repairs** — Fixes problems with automated messages, ensuring guests receive check-in instructions and other critical communications • **Performance Optimization** — Resolves slow-loading pages and system timeouts that could frustrate guests • **Proactive Maintenance** — Identifies and fixes potential issues before they become guest-facing problems • **Smart Feedback Processing** — When you provide feedback on a fix, the system automatically incorporates your input and refines the solution without cluttering your notifications • **Accurate Error Reporting** — Enhanced duplicate prevention ensures each problem is reported just once, giving you a cleaner, more accurate view of your system's health • **Improved System Reliability** — Better error classification and investigation tracking means faster, more efficient problem resolution • **Complete Data Visibility** — Reliable logging ensures you can view complete booking histories and activity records in your Dashboard without missing information • **Silent Internal Operations** — The system's background processes (like checking availability for guest inquiries) no longer trigger user notifications, reducing alert noise ## What You'll See ### Dashboard Notifications When issues are automatically resolved, you'll see notifications like: - "Checkout instructions restored for 1-night bookings (3 properties affected)" - "Booking sync issue resolved with Airbnb (Property: Downtown Loft)" - "Payment processing delay fixed (2 pending transactions completed)" - "System logging restored - complete activity records now available" - "Minimum stay rules synchronized to Airbnb - invalid booking alerts resolved" ### Fix Reports Detailed reports show: - **Issue description** — What problem was detected - **Impact assessment** — How many guests or bookings were affected - **Resolution summary** — What fix was applied - **Prevention measures** — Steps taken to prevent recurrence - **Iteration history** — If you provided feedback, you'll see how the fix was refined based on your input ### Clean Communication The system is designed to minimize notification noise: - **No duplicate alerts** — You'll receive just one notification per unique issue, even if it occurs multiple times - **Automatic feedback integration** — When you comment on a proposed fix, Vanio automatically detects your feedback and adjusts the solution without sending unnecessary bot messages - **Streamlined status updates** — The system tracks investigation progress internally, showing you only the final resolution instead of every intermediate step - **Stable notification delivery** — Improved system reliability ensures you receive consistent, accurate notifications without system-generated noise - **Silent background operations** — Internal system processes (like availability checks for guest requests) work quietly without generating alerts [Screenshot: Detailed fix report showing issue timeline, affected properties, and resolution steps] ## Tips & Best Practices **Review Weekly Summaries** — Check your automated fix reports weekly to understand patterns and potential areas for improvement in your operations. **Enable All Notifications** — Keep system update notifications enabled so you're aware of fixes, even though no action is required from you. **Monitor Guest Feedback** — While most issues are caught automatically, guest reports can help identify edge cases the system hasn't encountered yet. **Provide Fix Feedback** — When you receive a notification about a proposed solution, feel free to comment with additional context or concerns. The system will automatically incorporate your feedback without overwhelming you with follow-up messages. **Update Contact Information** — Ensure your contact details are current so you receive notifications about any fixes that might require your attention. **Regular Health Checks** — Visit your System Health dashboard monthly to review overall performance and fix frequency. **Trust the Duplicate Prevention** — If you notice similar issues in your properties, the system will group them into a single report rather than sending multiple notifications, giving you a cleaner overview of what needs attention. **Check Complete Records** — With improved logging reliability, your Dashboard now shows comprehensive booking and activity histories, so you can rely on this data for accurate property management insights. **Trust Automatic Rule Sync** — Your minimum stay and other booking restrictions automatically sync to all platforms, so you don't need to manually update rules across multiple sites when the system resolves calendar conflicts. ## Common Questions **Q: Will guests notice when fixes are being applied?** A: No. Fixes are applied seamlessly without disrupting the guest experience. Most corrections happen within minutes and are completely transparent to your guests. **Q: What happens if the system can't fix an issue automatically?** A: If an automatic fix isn't possible, the system will alert you immediately with specific steps to resolve the issue manually. You'll receive detailed information about what's wrong and exactly what needs to be done. **Q: What happens when I provide feedback on a proposed fix?** A: The system automatically detects your feedback and refines the solution accordingly. You won't receive bot responses or status updates—the system works quietly in the background to incorporate your input and improve the fix. **Q: Why am I seeing fewer error notifications than before?** A: We've improved our duplicate prevention system to ensure you receive just one notification per unique problem instead of multiple reports for the same issue. Additionally, the system's internal operations (like checking availability for guest inquiries) no longer generate user notifications, significantly reducing alert noise while maintaining complete monitoring coverage. **Q: How does automatic calendar synchronization work?** A: When the system detects calendar conflicts (like platforms testing invalid dates against your minimum stay rules), it automatically pushes your complete booking restrictions to the platform. This prevents future invalid booking attempts and stops the alerts at their source, rather than just notifying you about each conflict. **Q: Why do I now see more complete booking and activity data in my Dashboard?** A: We've enhanced our system's logging reliability to ensure all booking and activity records are properly captured and displayed. This means you'll have access to more comprehensive historical data for better property management decisions. **Q: Can I disable automatic fixes for certain types of issues?** A: Yes. Go to **Settings → System → Automation Preferences** to customize which types of issues should be fixed automatically versus flagged for your manual review. However, we recommend keeping all safety-critical fixes enabled to protect your guest experience. ## STRICTLY FORBIDDEN — never mention: - LLM/AI model names (Claude, GPT, OpenAI, Anthropic, Sonnet, etc.) - API endpoints, webhooks, database tables, schemas, migrations - Internal service/handler/worker/queue names - Code architecture, file paths, environment variables - Stripe Connect internals (say "payment processing") - Any implementation detail a user would never see in the UI ## REQUIRED: - Write for property managers, not developers - Step-by-step instructions with UI references ("Go to Settings → ...", "Click ...") - What happens automatically (explain WHAT, never HOW technically) - [Screenshot: description] placeholders where visuals would help - Voice: "you" addressing the user. Warm, clear, confident. -------------------------------------------------------------------------------- # Automated Lead Discovery URL: https://www.vanio.ai/docs/prospect-discovery Tags: lead-generation, automation, prospects, marketing Continuously discovers new property management companies and matches them with potential co-hosts, with traffic monitoring across Vanio AI, Atlas, Repull, and FantasticStay platforms -------------------------------------------------------------------------------- # Automated Lead Discovery ## What it does Automated Lead Discovery continuously finds new property management companies that could benefit from your services and adds them directly to your prospect pipeline. The system searches across vacation rental platforms, business directories, and other sources to identify companies managing short-term rentals, then instantly matches them with potential co-hosts and hosts so your outreach team can start building relationships immediately without waiting for manual processing. ## Getting started ### Step 1: Enable discovery sources 1. Go to **Settings → Lead Generation** 2. In the "Discovery Sources" section, toggle on the sources you want to use: - **Google Places** — Finds PMCs listed in Google's business directory - **Vacation Rental Sites** — Discovers companies advertising on major platforms - **Business Directories** — Scans industry-specific listings 3. Set monthly spending limits for paid sources (optional but recommended) 4. Click **Save Settings** [Screenshot: Settings page showing discovery source toggles with spending limit fields] ### Step 2: Review your prospect pipeline 1. Navigate to **Prospects → All Prospects** 2. Use the filter dropdown to view "Recently Discovered" prospects 3. Review the automatically-generated prospect profiles with their matched hosts and co-hosts 4. Approve high-quality prospects to move them into your active nurture sequences [Screenshot: Prospects list filtered to show discovered prospects with quality scores and matched connections] ### Step 3: Set up automated workflows (optional) 1. Go to **Marketing → Automation** 2. Create email sequences for discovered prospects 3. Set quality score thresholds for automatic enrollment 4. Customize messaging based on company size or market focus ## How it works Once enabled, the discovery system runs automatically in the background: **Daily scanning**: The system searches your selected sources for new property management companies, focusing on businesses that show signs of managing vacation rentals or short-term properties. **Instant matching**: As soon as a new prospect is discovered, the system automatically identifies and matches them with potential co-hosts and hosts in your network, eliminating any delay in your outreach pipeline. **Smart enrichment**: Each discovered company gets automatically researched — we gather their website details, social media profiles, estimated company size, and technology stack to build a complete prospect profile. **Quality scoring**: Every prospect receives a quality score (0-100) based on factors like website quality, property portfolio size, current technology usage, and market alignment with your ideal customer profile. **Automatic filtering**: Only prospects meeting minimum quality thresholds appear in your pipeline, so you focus on the most promising opportunities. **Duplicate prevention**: The system automatically identifies and removes companies you're already working with or have contacted before. You'll see new prospects appearing in your dashboard with their matched connections within 24-48 hours of enabling discovery sources. High-scoring prospects (70+ points) are highlighted for immediate attention. ## Key features • **Multi-source discovery** — Searches vacation rental platforms, Google Places, and industry directories to find prospects wherever they advertise • **Instant connection matching** — Automatically matches new prospects with potential co-hosts and hosts as soon as they're discovered, so your outreach team can act immediately • **Intelligent enrichment** — Automatically gathers company details, contact information, technology usage, and social media profiles • **Quality scoring** — Ranks prospects 0-100 based on fit with your ideal customer profile and likelihood to convert • **Budget controls** — Set monthly spending limits on paid discovery sources to control costs • **Geographic targeting** — Focus discovery efforts on specific markets or regions where you want to grow • **Technology detection** — Identifies what property management software prospects currently use • **Portfolio estimation** — Estimates property count and revenue potential based on website analysis • **Contact validation** — Verifies email addresses and finds decision-maker contacts when possible • **Seamless integration** — Discovered prospects flow directly into your existing nurture campaigns and CRM workflows [Screenshot: Individual prospect profile showing enriched data fields and matched host connections] ## Traffic monitoring From the superadmin dashboard, you can monitor visitor activity and lead generation across all four Vanio AI products: 1. Navigate to **Superadmin → Traffic Monitoring** 2. Use the product filter dropdown to view activity for specific products: - **Vanio AI** — Core vacation rental management platform traffic - **Atlas** — Property analytics and market insights visitors - **Repull** — Listing optimization tool activity - **FantasticStay** — Guest experience platform traffic 3. View visitor counts, conversion rates, and lead quality by product 4. Filter by country, date range, and traffic source for detailed analysis [Screenshot: Traffic monitoring dashboard showing product filter dropdown with all four platforms and visitor activity charts] This unified view helps you understand which products are driving the most qualified prospects and optimize your marketing efforts accordingly. ## Tips & best practices **Start small**: Begin with free discovery sources (Google Places) to test the system before enabling paid sources. This lets you evaluate prospect quality and refine your preferences. **Set realistic budgets**: Paid sources typically cost $0.10-0.50 per prospect discovered. Start with $50-100 monthly budgets and adjust based on results. **Review quality scores**: Focus your outreach efforts on prospects scoring 60+ points. Lower-scoring prospects may still be valuable but require more qualification. **Act on fresh matches**: Since prospects are now matched with hosts immediately upon discovery, prioritize reaching out to newly discovered prospects while the connection data is most current. **Customize your ideal customer profile**: The better you define your target market in Settings, the more accurate the quality scoring becomes. **Monitor discovery performance**: Check your Discovery Dashboard weekly to see which sources are generating the highest-quality prospects for your business. **Track cross-product performance**: Use the traffic monitoring dashboard to identify which Vanio AI products (Vanio AI, Atlas, Repull, or FantasticStay) are generating the highest-quality prospects for your specific market. **Combine with manual research**: Use automated discovery to find prospects, then do additional manual research on high-scoring companies before reaching out. **Set up approval workflows**: For team environments, require manager approval before discovered prospects enter active nurture sequences. ## Common questions **How many new prospects can I expect?** Typically 50-200 new qualified prospects per month, depending on your target markets and enabled discovery sources. Larger markets and broader targeting generate more prospects. **Are the contact details accurate?** We validate all email addresses before adding them to your pipeline and continuously update contact information. Email deliverability rates typically exceed 95% for discovered prospects. **How quickly are prospects matched with potential connections?** Prospects are matched with potential co-hosts and hosts instantly as they're discovered. You'll see these connections immediately when viewing the prospect profile, so your outreach team can start building relationships right away. **Can I pause discovery for specific regions?** Yes — go to Settings → Lead Generation → Geographic Filters to exclude specific cities, states, or regions from discovery efforts. This is useful if you're at capacity in certain markets or want to focus expansion efforts strategically. **What's the difference between traffic from different Vanio AI products?** Each product attracts different types of prospects: Vanio AI visitors are typically looking for full property management solutions, Atlas users want market analytics, Repull users focus on listing optimization, and FantasticStay visitors prioritize guest experience tools. Use the traffic monitoring filters to identify which product visitors convert best for your specific services. -------------------------------------------------------------------------------- # Automated Property Setup URL: https://www.vanio.ai/docs/customer-onboarding-automation Tags: onboarding, automation, setup, integration Automated property setup now handles all steps more gracefully, continuing setup even when competitor analysis needs to be completed later -------------------------------------------------------------------------------- # Automated Property Setup ## What it does When you connect your property to Vanio AI, we automatically set up your complete rental strategy in the background. Our system analyzes your location, calculates optimal pricing based on local market data, researches comparable properties in your area, and prepares your account with personalized recommendations—all without requiring any manual configuration from you. ## Getting started The automated setup happens seamlessly when you connect your property through any method: ### Connecting via Airbnb 1. Go to **Settings** → **Integrations** 2. Click **Connect Airbnb** 3. Log in with your Airbnb host credentials 4. Grant permission for Vanio to access your listing data 5. You'll be redirected back to Vanio with a confirmation message ### Connecting via other platforms 1. Navigate to **Settings** → **Integrations** 2. Select your platform (Booking.com, Vrbo, etc.) 3. Follow the connection prompts 4. Complete the authorization process ### During initial signup If you're setting up Vanio for the first time, the automated setup begins immediately after you complete account creation and connect your first property. [Screenshot: Integration settings page showing available platform connections] ## How it works Once you connect your property, Vanio's automated setup runs behind the scenes. You'll see a progress indicator showing the current step and estimated time remaining. ### What you'll see The setup process appears as a status panel that updates in real-time: - **Setting up your market intelligence** header with progress bar - **Current step** indicator (e.g., "Analyzing location data") - **Estimated time remaining** countdown - **Step-by-step progress** showing completed and pending tasks [Screenshot: Onboarding progress panel showing steps and completion status] ### The automated steps Vanio completes these tasks automatically: 1. **Location Analysis** (5 seconds) - Identifies your property's precise location - Maps nearby amenities and attractions - Categorizes your neighborhood type 2. **Market Research** (30 seconds) - Analyzes local rental market data - Calculates baseline pricing for your area using the most current market rates - Identifies seasonal trends and patterns 3. **Competitor Analysis** (45 seconds) - Finds similar properties within your market - Compares amenities, pricing, and performance using real-time nightly rates - Builds your competitive landscape - **Note:** If you already have competitor data from a previous setup, this step completes instantly. If competitor analysis can't be completed immediately due to data availability, it will be flagged for completion later while your setup continues without delay. 4. **Strategy Creation** (5 seconds) - Generates your personalized pricing strategy - Sets up dynamic pricing rules - Configures revenue optimization settings 5. **Account Preparation** (1 second) - Finalizes your dashboard setup - Enables all Vanio features - Marks your account as ready to use ### When setup completes You'll receive a confirmation that your property is ready, and you can immediately: - View your pricing recommendations - Access market insights - See competitor analysis (or a note if it's being completed separately) - Start optimizing your revenue ## Key features • **Zero manual configuration** — Everything sets up automatically when you connect • **Real-time progress tracking** — Watch each step complete with time estimates • **Comprehensive market analysis** — Location, pricing, and competitor data in one setup • **Immediate activation** — Start using all Vanio features as soon as setup finishes • **Background processing** — Continue using other parts of Vanio while setup runs • **Smart step handling** — Steps skip gracefully when data is already available or temporarily unavailable • **Multi-property support** — Each new property gets its own automated setup • **Accurate pricing calculations** — Our enhanced baseline pricing system now uses the most current nightly rates from comparable properties, ensuring your price suggestions reflect real market conditions • **Flexible completion** — Setup continues even if some steps need to be completed later, so you can start using Vanio right away ## Tips & best practices ### For fastest setup - Ensure your property listings have complete address information - Connect during off-peak hours for optimal processing speed - Keep your browser tab open during the initial setup to see real-time progress ### Multiple properties - Connect properties one at a time for the clearest progress tracking - Each property gets its own tailored analysis based on its specific location and features - Setup time may vary slightly based on local market data availability ### After setup - Review your generated pricing strategy in the **Pricing** section - Check competitor insights in the **Market Intelligence** dashboard - Adjust any settings in **Strategy** → **Pricing Rules** if needed - If competitor analysis was deferred during setup, it will be completed automatically in the background and you'll be notified when it's ready [Screenshot: Completed setup showing access to pricing dashboard and market insights] ## Common questions **How long does automated setup take?** Typically 1-2 minutes total. Location analysis happens quickly, while competitor research takes the longest as we analyze multiple comparable properties in your market. Some steps may complete instantly if data is already available. **Can I use Vanio while setup is running?** Yes! The automated setup runs in the background. You can explore other sections of Vanio, but pricing recommendations and market insights won't be available until setup completes. **What if setup gets stuck or competitor analysis isn't ready?** Our improved setup process now handles these situations gracefully. If competitor analysis can't be completed immediately, your setup will continue and mark this step for completion later. You'll still get access to all other Vanio features right away. The system will automatically complete any deferred steps in the background and notify you when they're ready. **Do I need to do anything after automated setup?** No action required! Your account is immediately ready with personalized pricing strategies and market insights. You can start using all Vanio features right away, though you're welcome to review and adjust any settings to match your specific preferences. Any steps that were deferred will be completed automatically without requiring your attention. -------------------------------------------------------------------------------- # Automated SMS Scheduling for Field Staff URL: https://www.vanio.ai/docs/sms-scheduling Tags: operations, field-staff, scheduling, sms, automation Send personalized schedule links to cleaners via SMS with automatic job offers and mobile-friendly task management—no app required. -------------------------------------------------------------------------------- # Automated SMS Scheduling for Field Staff ## What it does Send personalized schedule links directly to your cleaners' phones via text message. Your field staff can view their assigned tasks and claim available jobs without needing to log into the platform. When urgent openings arise, the system automatically offers jobs to available cleaners in sequence until someone accepts. ## Getting started ### Enable SMS scheduling 1. Go to **Settings → Operations** 2. Scroll to the **Field Staff Management** section 3. Toggle on **SMS Scheduling** 4. Configure your **Offer Cascade** settings: - Choose **Sequential** (offers one cleaner at a time) or **Broadcast** (offers all at once) - Set timeout duration (default: 10 minutes per offer) 5. Click **Save Settings** ### Add staff phone numbers 1. Navigate to **Team → Field Staff** 2. For each cleaner, click **Edit Profile** 3. Add their mobile phone number in the **Contact Information** section 4. Select their preferred messaging channel (**SMS** or **WhatsApp**) 5. Choose their language preference for messages 6. Click **Save** ### Send schedule links You can send schedules manually or set up automatic daily delivery: **Manual sending:** 1. Go to **Operations → Schedule Management** 2. Click **Send Schedule Links** 3. Review the preview showing how many staff will receive messages 4. Click **Send Now** **Automatic daily delivery:** 1. In **Settings → Operations**, scroll to **Daily Schedule Delivery** 2. Toggle on **Auto-send daily schedules** 3. Messages will automatically go out at 7 AM in each cleaner's local timezone ## How it works ### Daily schedule messages Each morning, your cleaners receive a personalized text message showing: - How many tasks they're assigned for the day - How many jobs are available to claim - A secure link to view their mobile schedule The message adapts to their language preference and sounds natural, like it's coming from you directly. ### Mobile schedule pages When cleaners tap the link, they see a mobile-optimized page with: - **My Tasks**: Jobs assigned specifically to them with property details, timing, and special instructions - **Available Jobs**: Open tasks they can claim with one tap - **Quick Actions**: Mark tasks complete, report issues, or request help No login required—the link contains a secure token that identifies them automatically. ### Automatic job offers When you need to fill a last-minute cancellation or urgent cleaning: 1. Mark a task as **Needs Coverage** in your task management 2. The system immediately begins offering it to available cleaners 3. In **Sequential mode**: Offers go to one cleaner at a time based on their skills and location 4. In **Broadcast mode**: All suitable cleaners receive the offer simultaneously 5. When someone accepts, others are notified the job is filled 6. If no one responds within your timeout period, you're alerted to find manual coverage ### Real-time notifications You'll see instant updates when: - A cleaner claims an available job - Someone marks a task as complete - A job offer times out without acceptance - A cleaner reports an issue or requests help ## Key features • **No app downloads required** — Works through standard text messages and web browsers • **Multilingual support** — Messages automatically adapt to each cleaner's language preference • **Smart targeting** — Job offers only go to cleaners with the right skills and availability • **WhatsApp integration** — Send via WhatsApp for international staff or teams that prefer it • **Timezone awareness** — Daily schedules arrive at 7 AM local time, regardless of your location • **Secure access** — Each link is unique and expires automatically for security • **Two-way communication** — Cleaners can report completion, issues, or questions directly from their phone • **Automatic fallbacks** — If the smart message generation fails, sends a simple, clear backup message ## Tips & best practices **Start with a pilot group** — Enable SMS scheduling for 3-5 reliable cleaners first to test the workflow before rolling out company-wide. **Use sequential offers for premium properties** — This ensures your most experienced cleaners get first opportunity at high-value jobs. **Set realistic timeouts** — 10-15 minutes works well for regular cleanings; reduce to 5 minutes for same-day urgencies. **Keep phone numbers updated** — Regularly verify contact information, especially for seasonal staff who may change numbers. **Monitor the activity feed** — Check the real-time notifications daily to spot patterns in job acceptance rates and response times. **Combine with existing workflows** — SMS scheduling works alongside your current task assignment process—use it to supplement, not replace, direct communication for complex jobs. ## Common questions **What if a cleaner doesn't have a smartphone?** The schedule links work on any phone with basic web browsing capability. For flip phones or very basic devices, you can still send the links—they'll see a simplified text version of their schedule. **How do I handle cleaners who prefer not to receive text messages?** SMS scheduling is optional per staff member. In their profile, simply leave the phone number blank or disable messaging, and they'll continue receiving schedules through your normal channels. **What happens if someone claims a job but doesn't show up?** You'll see their acceptance in your activity feed, but if they don't mark the task complete within the expected timeframe, you can re-release the job to trigger new offers to other available cleaners. -------------------------------------------------------------------------------- # Auto Pricing Sync URL: https://www.vanio.ai/docs/pricelabs-price-mirroring Tags: pricing, automation, sync, revenue Automatically sync pricing from a source property to multiple target listings with custom multipliers, with accurate bedroom counts and local currencies (including CAD and EUR) reliably reflected in PriceLabs. -------------------------------------------------------------------------------- # Auto Pricing Sync ## What it does Auto Pricing Sync automatically copies pricing updates from one of your properties to other properties you manage, with the option to apply different markups to each target property. When your pricing tool pushes new rates to your main property, Vanio instantly updates your other listings with the same rates—or applies a custom multiplier like 20% higher pricing—so all your properties stay perfectly synchronized without any manual work. ## Getting started ### Setting up pricing sync 1. **Navigate to pricing settings** - Go to **Properties** in your main navigation - Select the property you want to use as your pricing source - Click **Settings** → **Pricing** → **Auto Sync** 2. **Choose your source property** - Your source property should be the one connected to your primary pricing tool (like PriceLabs, Beyond Pricing, etc.) - This is typically your main listing or the property with the most optimized pricing strategy [Screenshot: Property selection dropdown showing available properties with pricing tools connected] 3. **Add target properties** - Click **+ Add Property** to select which properties should receive the synced pricing - Choose from your available properties in the dropdown - You can add multiple target properties to sync from the same source 4. **Configure pricing multipliers** - For each target property, set a **Price Multiplier**: - **1.00** = Exact same price as source - **1.20** = 20% higher than source - **0.85** = 15% lower than source - Enter any value that makes sense for your pricing strategy [Screenshot: Target property configuration showing multiplier input fields and example calculations] 5. **Set minimum stay preferences** - Toggle **Sync Minimum Stay** on or off for each target property - When enabled: minimum stay requirements copy over with the pricing - When disabled: only pricing syncs, minimum stays remain as originally set 6. **Save your configuration** - Click **Save Changes** to activate the sync - You'll see a confirmation that auto sync is now active ### Testing your setup 1. **Make a test pricing update** - Update pricing for a future date in your pricing tool - Wait 2-3 minutes for the sync to process - Check your target properties to verify the multiplied rates appeared 2. **Monitor sync activity** - Go to **Settings** → **Activity Log** to see sync events - Each successful sync shows the source property, target properties, and multipliers applied ## How it works ### Automatic synchronization Once configured, pricing sync works completely automatically: - **When pricing updates arrive**: Your pricing tool sends new rates to your source property - **Instant calculation**: Vanio immediately calculates the multiplied rates for each target property - **Automatic distribution**: Updated pricing appears across all your synced properties within minutes - **Seamless operation**: Guests see consistent, up-to-date pricing across all your listings ### What gets synced **Always synced:** - Base nightly rates with your chosen multiplier applied - Date ranges (pricing updates apply to the same dates across all properties) **Optionally synced:** - Minimum stay requirements (when enabled for each target property) - Booking restrictions (if your pricing tool manages these) **Never synced:** - Property-specific settings like cleaning fees or extra guest charges - Calendar availability (only pricing changes) - Custom rate overrides you've manually set [Screenshot: Calendar view showing synchronized pricing across multiple properties with different multipliers] ## Key features • **Flexible multipliers** — Set different pricing strategies for each property (premium locations get higher multipliers, budget properties get lower ones) • **Selective minimum stays** — Choose whether to sync minimum stay requirements or keep them property-specific • **Instant updates** — Changes appear across all synced properties within 2-3 minutes • **Multiple targets** — Sync one source property to as many target properties as you manage • **Override protection** — Manual price changes on target properties won't be overwritten until the next sync from your source • **Activity tracking** — Full audit trail of all sync events in your activity log • **Error handling** — If one property fails to sync, others continue working normally • **Accurate listing details for PriceLabs** — Bedroom counts and local currencies (such as CAD, EUR, and others) now display correctly in PriceLabs for all your connected listings, including properties you connect after your initial setup. Vanio uses the currency you've configured directly on each listing in Vanio as the authoritative source, so your PriceLabs pricing strategy always reflects the right currency—even if your Airbnb channel settings are incomplete or not yet filled in ## Tips & best practices ### Choosing your source property - Use your highest-performing or most strategically important property as the source - Ensure your source property has reliable pricing tool integration - Consider using a property in your primary market as the baseline ### Setting effective multipliers - **Premium locations**: Use 1.10-1.30 (10-30% higher) - **Budget properties**: Use 0.80-0.95 (5-20% lower) - **Similar properties**: Use 0.95-1.05 for small adjustments - **Test and adjust**: Monitor performance and tweak multipliers based on booking patterns ### Managing minimum stays - Enable minimum stay sync for properties with similar guest profiles - Disable for properties where you want different stay requirements - Consider local events and seasonality when setting this preference ### Keeping your listing currency up to date - If you operate in a non-USD market (for example, Canada or Europe), make sure each listing's currency is set correctly in Vanio under **Properties** → **Settings** → **Pricing** - Vanio uses this setting as the definitive currency when sharing your listing details with PriceLabs, so an accurate configuration there ensures your dynamic pricing tool always works in the right currency - If you ever change a listing's currency in Vanio, PriceLabs will reflect the updated currency the next time it pulls your listing details ### Monitoring performance - Check your activity log weekly to ensure syncs are working smoothly - Compare booking performance across synced properties to optimize multipliers - Update multipliers seasonally or based on market changes ## Common questions **What happens if I manually change prices on a target property?** Your manual changes will stay in place until the next pricing update comes from your source property. The sync doesn't run continuously—it only triggers when your pricing tool pushes new rates to the source. **Can I use different pricing tools for different properties?** Yes, but only the source property needs a pricing tool connection. Target properties will receive their pricing from the source, so they don't need their own pricing tool integration. **How quickly do price changes appear across all properties?** Typically within 2-3 minutes of your pricing tool updating the source property. During high-traffic periods, it may take up to 5 minutes. You'll see confirmation in your activity log once sync completes. **Why was PriceLabs showing the wrong bedroom count or currency for some of my listings?** Two separate issues were affecting some listings. First, properties connected after your initial setup could show missing bedroom counts in PriceLabs. Second, listings configured in a non-USD currency (such as CAD) could incorrectly appear as USD in PriceLabs when the corresponding Airbnb channel currency was not filled in. Both issues are now resolved. Vanio now uses the currency you've configured on each listing in Vanio as the primary source, falling back to your Airbnb channel currency only if no listing currency is set, and only defaulting to USD as a last resort when neither is available. PriceLabs will correctly reflect your listing's currency and bedroom count regardless of when the property was connected or whether your Airbnb channel settings are complete. **I manage properties in CAD (or another non-USD currency). Do I need to do anything after this update?** No action is required. Vanio now automatically sends the currency you've configured on each listing directly to PriceLabs. As long as your listing currency is set correctly in Vanio under **Properties** → **Settings** → **Pricing**, PriceLabs will show the right currency. If you're unsure what currency is set for a listing, navigate there to confirm. -------------------------------------------------------------------------------- # Bulk Pricing Actions & History URL: https://www.vanio.ai/docs/pricing-history-audit Tags: pricing, automation, bulk-actions, history Accept or decline up to 500 pricing recommendations at once, view your complete property pricing history, and access a full per-reservation audit trail of every pricing change — from the original booking through date changes, repricing, and add-ons. -------------------------------------------------------------------------------- # Bulk Pricing Actions & History Manage your pricing recommendations faster and track your complete pricing history with our enhanced pricing tools. You can now accept or decline up to 500 pricing recommendations at once, review exactly what was recommended versus what you actually charged for any property, and access a full audit trail of every pricing change made to a reservation — from the original booking through every modification. ## Getting Started ### Accessing Bulk Pricing Actions 1. Go to **Listings** in your main navigation 2. Select the property you want to manage 3. Click on the **Pricing** tab 4. Look for the **Bulk Actions** section above your calendar [Screenshot: Pricing tab showing bulk actions toolbar with checkboxes and action buttons] ### Using Bulk Actions 1. **Select dates**: Check the boxes next to the dates you want to update (up to 500 at once) 2. **Choose your action**: - Click **Accept Selected** to apply all recommended prices - Click **Decline Selected** to reject the recommendations 3. **Confirm**: Review the summary and click **Apply Changes** The system will process your changes automatically and update your calendar within a few seconds. ### Viewing Pricing History 1. From the same **Pricing** tab, click **View History** in the top-right corner 2. Select your date range using the calendar picker 3. Click **Load History** to see the complete timeline [Screenshot: Pricing history view showing columns for dates, recommended prices, applied prices, and sources] ### Viewing a Reservation's Full Pricing Audit Trail Every reservation now has a complete record of all pricing changes, from the moment it was created through every modification. To review it: 1. Go to **Reservations** in your main navigation 2. Click on the reservation you want to review 3. In the reservation details panel, look for the **Pricing History** section 4. The full timeline appears in order, oldest to newest, showing what the pricing looked like before and after each change [Screenshot: Reservation details panel showing the Pricing History section with a chronological list of pricing changes] ## How It Works ### Automatic Tracking Vanio automatically captures every pricing change made to your properties, whether from: - Dynamic pricing recommendations - Manual adjustments you make - External pricing tool updates - Bulk actions you perform This creates a complete audit trail without any extra work on your part. Your pricing data syncs reliably in real-time, ensuring you always see an accurate record of all price adjustments across your properties. ### Reservation Pricing Audit Trail In addition to property-level pricing history, Vanio now maintains a detailed audit trail for every individual reservation. Every time a reservation's pricing changes, a snapshot of the before and after is automatically saved. The types of changes captured include: - **Reservation created** — the original pricing at the time of booking - **Date changes** — when check-in or check-out dates are modified - **Repricing** — any manual or system-driven price adjustment - **Add-on purchases** — when a guest purchases an add-on (such as a pet fee or early check-in) - **Add-on reversals** — when an add-on is declined or refunded and the financials are corrected All of this happens automatically. You never need to take any action to capture these records — they are saved the moment each change occurs. ### Smart Recommendations When you see pricing recommendations, the system shows: - **Current price**: What guests see today - **Recommended price**: AI-suggested optimal rate - **Price difference**: Clear indication of increase/decrease - **Confidence level**: How certain the system is about the recommendation ### Bulk Processing When you use bulk actions, Vanio processes all selected dates simultaneously. You'll see a progress indicator, and any individual dates that couldn't be updated (due to existing bookings, for example) will be flagged with an explanation. ## Key Features • **Fast bulk updates**: Change up to 500 dates with just a few clicks instead of updating one by one • **Complete price history**: See what was recommended, what you charged, and when changes happened • **Full reservation pricing audit trail**: Every pricing event on a reservation — creation, date changes, repricing, add-ons, and reversals — is recorded automatically with a before-and-after snapshot • **Reliable data tracking**: Your pricing history syncs automatically and displays the complete record of all adjustments • **Source tracking**: Know whether prices came from AI recommendations, manual changes, or external tools • **Smart filtering**: Filter history by date ranges, price sources, or specific price ranges • **Export capability**: Download your pricing history for analysis or record-keeping • **Undo protection**: Clear warnings before applying bulk changes, with ability to reverse recent actions ## Tips & Best Practices ### Making Bulk Decisions - Review a few individual recommendations first to understand the pricing logic before bulk accepting - Use bulk actions for similar date ranges (like weekends or peak season) rather than random dates - Check for any existing bookings in your selected range—those dates will be automatically skipped ### Using History Effectively - Review your pricing history monthly to identify patterns in your decision-making - Compare periods where you accepted vs. declined recommendations to measure performance - Export history data before major pricing strategy changes to track the impact - Trust the complete pricing record—all adjustments are now tracked reliably without gaps - Use the reservation pricing audit trail to verify the exact financial state of a reservation at any point in time, especially after date changes or add-on purchases ### Maximizing Revenue - Accept recommendations during high-demand periods when the system shows high confidence - Use bulk declines sparingly—the AI learns from market data you might not see manually - Pay attention to the source column to understand which pricing changes performed best ## Common Questions **Can I undo bulk pricing changes?** Yes, for the first 24 hours after making bulk changes, you'll see an "Undo Recent Changes" option in your pricing history. After that, you can still manually adjust individual dates as needed. **Why do some dates get skipped during bulk actions?** Dates with existing bookings, blocked availability, or special event pricing locks will be automatically skipped to protect your reservations. You'll see a detailed list of skipped dates and reasons after each bulk action. **How far back does pricing history go?** Your complete pricing history is available from the day this feature was activated on your account. For most users, this includes several months of historical data that was automatically backfilled when the feature launched. Recent improvements ensure all future pricing changes are tracked without any gaps in the record. **What types of changes appear in a reservation's pricing audit trail?** The audit trail captures every meaningful pricing event: the original price when the reservation was created, any date changes, manual or automatic repricing, add-on purchases (such as pet fees or late check-out), and any reversals when add-ons are refunded or declined. Each entry shows both the pricing before and after the change, so you always have a complete picture. **What if my pricing history seems incomplete?** We've recently improved our price tracking system to ensure reliable data collection. If you notice any gaps in your historical data, these should resolve automatically as the enhanced tracking captures all future changes completely. For reservation-level history specifically, the full audit trail is now active and recording every change going forward. -------------------------------------------------------------------------------- # Bulk Pricing Management URL: https://www.vanio.ai/docs/bulk-pricing-management Tags: pricing, bulk-actions, efficiency Accept or decline up to 500 pricing recommendations at once, with global defaults and per-listing overrides for complete pricing control. -------------------------------------------------------------------------------- # Bulk Pricing Management ## What it does Bulk Pricing Management lets you accept or decline up to 500 pricing recommendations at once, instead of reviewing them one by one. You can also view your complete pricing history for any listing to see what was recommended, what you actually charged, and when changes were applied. ## Understanding pricing hierarchy Vanio uses a three-level system to determine your final pricing: 1. **Per-listing overrides** — Custom pricing strategies set for individual listings (highest priority) 2. **Listing-group overrides** — Pricing rules that apply to multiple listings in a group 3. **Global pricing defaults** — Account-wide fallback settings for all pricing rules You can set global defaults in **Settings → Pricing**, then override them for specific listings or groups as needed. This hierarchy ensures your pricing intentions are clear while maintaining flexibility. ## Getting started ### Accessing bulk pricing actions 1. Go to **Pricing** in your main navigation 2. Select the listing you want to manage 3. Choose your date range using the calendar selector 4. Look for pricing recommendations marked with suggested price badges [Screenshot: Pricing calendar view showing multiple days with recommendation badges] ### Making bulk changes 1. **Select multiple dates**: Click and drag across the calendar to select a date range, or use Ctrl+click (Cmd+click on Mac) to select individual dates 2. **Choose your action**: Once you've selected dates, you'll see options to: - **Accept All Recommendations**: Apply suggested prices to all selected dates - **Decline All Recommendations**: Keep your current prices and dismiss suggestions 3. **Review your selection**: A summary will show how many dates you've selected and the total impact 4. **Confirm**: Click **Apply Changes** to process your bulk action [Screenshot: Bulk selection interface showing selected dates and action buttons] ### Setting global pricing defaults 1. Go to **Settings → Pricing** to access your global defaults 2. Configure account-wide rules for: - **Dynamic minimum nights** — Let Vanio AI adjust stay requirements based on demand - **Orphan and gap pricing** — Handle single stranded nights and short gaps - **Last-minute aggressiveness** — Control how much prices drop for upcoming dates - **Event boost settings** — Automatic premiums for local events - **Channel markup defaults** — Platform-specific pricing adjustments 3. Click **Save Changes** to apply these defaults to all listings 4. Override individual listings by setting custom pricing strategies on specific properties [Screenshot: Global pricing defaults page showing different rule categories] ## How it works ### Automatic processing When you make bulk changes, Vanio automatically: - Updates pricing for all selected dates simultaneously - Records your decisions in your pricing history - Syncs the new prices to your booking channels - Sends confirmation that changes were applied successfully ### Pricing rule resolution When determining final prices, Vanio checks: 1. **Listing-specific overrides first** — If you've set custom rules for this property, they take priority 2. **Group-level rules next** — Settings that apply to multiple listings in a portfolio 3. **Global defaults as fallback** — Your account-wide settings fill in any gaps This means you can set broad defaults once, then customize only the listings that need special treatment. ### What you'll see - **Progress indicator**: Shows how many dates are being processed - **Success confirmation**: Lists exactly which dates were updated - **Error handling**: If any dates couldn't be updated, you'll see which ones and why - **Pricing history updates**: Your decisions are immediately reflected in your pricing timeline - **Override indicators**: Clear marking of which listings use custom rules vs. global defaults [Screenshot: Confirmation dialog showing successful bulk update] ### Viewing pricing history 1. Select any listing from your **Pricing** dashboard 2. Click **View History** next to the listing name 3. Use the date range picker to focus on specific time periods 4. Review the timeline showing: - **Recommended prices** and when they were generated - **Your actual prices** and when you set them - **Source of changes** (manual updates, accepted recommendations, automatic rules, or global defaults) [Screenshot: Pricing history timeline with different types of changes marked] ## Key features • **Large-scale efficiency**: Handle up to 500 dates in a single action instead of clicking through each day • **Flexible selection**: Choose date ranges, individual dates, or custom combinations that match your pricing strategy • **Global defaults management**: Set account-wide pricing rules once and apply them across your entire portfolio • **Granular override control**: Customize pricing strategies for individual listings or groups while keeping global fallbacks • **Complete audit trail**: Every pricing decision is tracked with timestamps and sources for full transparency • **Smart conflict handling**: If recommendations have changed since you started your selection, you'll be notified before applying changes • **Undo protection**: Clear confirmation dialogs prevent accidental bulk changes to your pricing • **Real-time sync**: Approved prices immediately flow to your booking channels without additional steps ## Tips & best practices ### Strategic bulk updates - **Review recommendations weekly** rather than daily to make more efficient bulk decisions - **Group similar dates** (weekends, holidays, slow periods) for consistent pricing approaches - **Use pricing history** to identify patterns in your acceptance/decline decisions ### Managing pricing hierarchy effectively - **Start with global defaults** that work for most of your properties before adding overrides - **Use listing overrides sparingly** — only for properties that truly need different treatment - **Review your global settings quarterly** to ensure they still match your overall strategy - **Document your override reasons** so you remember why certain listings have custom rules ### Avoiding mistakes - **Double-check date ranges** before applying bulk changes, especially around holidays or special events - **Start with smaller selections** when you're new to bulk management - **Review the impact summary** to ensure price changes align with your revenue goals - **Test global defaults on a few listings** before applying account-wide ### Maximizing efficiency - **Set aside specific times** for pricing reviews rather than making ad-hoc changes - **Use calendar filters** to focus on dates that need attention - **Combine with rate rules** to handle routine pricing automatically - **Set up global defaults first** to reduce the need for repetitive manual adjustments ## Common questions **Can I undo a bulk pricing change?** While there's no single "undo" button, you can quickly revert by selecting the same dates and manually adjusting prices back. Your pricing history shows exactly what prices were before any change, making it easy to restore previous settings. **What's the difference between global defaults and listing overrides?** Global defaults are account-wide settings that apply to every listing unless you specifically override them. Listing overrides are custom rules for individual properties that take priority over your global settings. This lets you set broad policies once while still customizing properties that need special treatment. **What happens if some dates in my bulk selection can't be updated?** Vanio will apply changes to all dates that can be updated and show you a detailed report of any dates that couldn't be changed (usually due to existing bookings or channel restrictions). You can then handle those dates individually. **How do I know if my bulk changes worked on all booking channels?** After applying bulk changes, check your **Channel Sync Status** in the pricing dashboard. Most updates sync within a few minutes, but some channels may take longer. You'll see any sync issues flagged for your attention. **If I change my global defaults, will it affect existing listing overrides?** No — existing listing overrides always take priority over global defaults. Changing your global settings only affects listings that don't have custom overrides in place. -------------------------------------------------------------------------------- # Car, Bike & Equipment Rentals URL: https://www.vanio.ai/docs/multi-vertical-marketplace Tags: rentals, cars, equipment, marketplace, booking Rent cars, bikes, and equipment alongside your vacation properties with automated confirmations, notifications, and pickup reminders throughout the entire rental process. -------------------------------------------------------------------------------- # Car, Bike & Equipment Rentals ## What it does Vanio now lets you rent cars, bikes, and equipment alongside your vacation properties, creating a complete travel marketplace for your guests. You can manage inventory, set daily rates, and handle the entire booking flow—from driver's license verification to rental agreements and vehicle condition documentation. The system now automatically handles confirmations, notifications, and reminders throughout the entire rental process. ## Getting started ### Add your first rental item 1. **Navigate to Rentals**: Go to **Dashboard → Rentals** and click **Add New Rental** 2. **Choose your category**: Select from Cars, Bikes, or Equipment 3. **Upload photos**: Add high-quality images showing your item from multiple angles 4. **Set basic details**: Enter the make, model, year, and description 5. **Configure pickup location**: Add your pickup address with specific instructions for guests (apartment number, parking details, etc.) 6. **Set availability scope**: Choose where to offer your rental—at specific properties, neighborhood-wide, city-wide, or globally 7. **Configure pricing**: Set your daily rate, weekend premiums, and any additional fees 8. **Publish**: Click **Save & Publish** to make your item bookable [Screenshot: Rental creation form showing photo upload, details, pickup location, availability scope, and pricing sections] ### Configure availability and pickup 1. **Set your availability scope**: Choose how broadly to offer your rental: - **Specific properties**: Only guests staying at selected listings can book - **Neighborhood**: Available to all guests in your neighborhood - **City-wide**: Bookable by anyone visiting your city - **Global**: Available to travelers worldwide 2. **Add pickup details**: Enter your exact pickup address, parking instructions, and any special notes. This location stays the same regardless of how broadly you offer the rental 3. **Coordinate with properties**: The system automatically shows your rental to the right guests based on your availability settings [Screenshot: Availability scope selector and pickup location form] ### Set up your calendar 1. **Open calendar management**: Click on your rental item, then go to **Calendar** 2. **Block unavailable dates**: Mark dates when your item isn't available for rent 3. **Adjust pricing**: Set higher rates for peak periods or special events 4. **Save changes**: Your availability updates automatically across all booking channels [Screenshot: Calendar interface showing availability blocks and pricing adjustments] ## How it works ### Smart availability matching When you set your rental's availability scope, Vanio automatically shows it to the right guests. A bike available "city-wide" appears for anyone booking in your city, while one set to "specific properties" only shows up for guests at those listings. Your pickup location remains consistent—guests know exactly where to collect the item regardless of where they're staying. ### Automated notifications and confirmations Once a rental is booked, Vanio automatically handles all communication throughout the rental period: - **Guests receive**: SMS confirmation with pickup details immediately after booking - **You receive**: Email notification about the new rental booking - **Automatic reminders**: The system sends time-based reminders before pickup and return dates - **No duplicates**: Smart scheduling prevents repeat notifications from sending multiple times All notifications happen automatically—you don't need to manually send confirmations or remember to remind guests about pickup times. ### For you as the host When you list a rental item, Vanio automatically handles the complex logistics. Your calendar syncs with your property bookings, and the system matches your rentals with appropriate guests based on your availability settings. Payment processing happens seamlessly through your existing setup, and you receive payouts on your normal schedule. ### For your guests Guests see relevant rentals during their booking process based on where they're staying and your availability settings. They can add rentals during property booking or later through their trip dashboard. For vehicle rentals, they'll upload their driver's license for automatic verification. Before pickup, they'll sign digital rental agreements and document the item's condition with photos. ### At pickup and return The system generates check-in instructions with your specified pickup location and any custom instructions you've provided. Guests photograph the item's condition using guided prompts, creating a record that protects both parties. At return, they repeat the process to document any changes. [Screenshot: Guest mobile interface showing condition photo capture] ## Managing reservations ### Viewing rental bookings in your dashboard Your **Dashboard → Reservations** list now shows both property and rental bookings together, making it easy to manage your entire business from one place: • **Colored badges**: Each rental booking displays a colored badge (blue for vehicles, green for bikes, orange for equipment, purple for watercraft) so you can instantly distinguish them from property reservations • **Rental photos**: Bookings show the actual rental item's photo instead of your property thumbnail, making it easy to see which bike or car is booked • **All booking details**: View check-in/out dates, guest information, and payment status just like property reservations • **Unified calendar**: Rental bookings appear on your main calendar alongside property stays • **Automatic updates**: Status changes and notifications happen automatically without manual intervention [Screenshot: Reservations list showing mixed property and rental bookings with colored badges and rental item photos] This integration means you don't need to switch between different sections to see what's happening with your business on any given day. Whether it's a guest checking into your beach house or picking up a rental bike, everything appears in your familiar reservation workflow. ## Key features • **Multi-category support**: Cars, bikes, scooters, surfboards, camping gear, and more • **Flexible availability scopes**: Offer rentals at specific properties, neighborhood-wide, city-wide, or globally • **Detailed pickup locations**: Set exact addresses with custom instructions for seamless guest experience • **Smart guest matching**: Automatically shows relevant rentals based on where guests are staying • **Automated communication**: Instant SMS confirmations, email notifications, and time-based reminders—no manual messaging required • **Smart calendar sync**: Automatically coordinates with your property bookings • **Integrated reservation view**: Rental bookings appear alongside property reservations with distinctive badges and photos • **Driver verification**: Instant license validation for vehicle rentals • **Digital agreements**: Customizable rental contracts signed electronically • **Condition documentation**: Photo-based check-in/out process • **Flexible pricing**: Daily rates, weekend premiums, weekly discounts • **Damage protection**: Built-in security deposit handling • **Mobile-optimized**: Guests manage everything from their phones • **Duplicate prevention**: Smart systems ensure guests never receive multiple copies of the same notification ## Tips & best practices ### Photography that converts Take photos in good lighting that showcase your item's best features. For cars, include interior shots, exterior angles, and any special amenities. For bikes and equipment, show the item clean and properly maintained. ### Choosing the right availability scope Start with "specific properties" if you want tight control over who can book your rental. Expand to "neighborhood" or "city-wide" to increase bookings if you're comfortable with the broader pickup logistics. Global availability works well for unique, high-value items that justify longer travel to your pickup location. ### Pickup location best practices Be as specific as possible with your pickup address and instructions. Include details like "Park in visitor spot #3" or "Ring apartment 2B, item stored in garage." Clear instructions reduce confusion and create smoother experiences that lead to better reviews. Since confirmation SMS messages include these details automatically, precise instructions help guests find you without additional communication. ### Pricing strategy Research local rental rates and price competitively. Consider offering bundle discounts when guests book multiple items or add rentals to longer property stays. Weekend rates typically command 20-30% premiums in tourist areas. ### Location logistics Many hosts use their property as the pickup point for property-specific rentals, creating convenient experiences for guests. For city-wide offerings, choose central, easily accessible locations with good parking. Always test your pickup instructions by having someone unfamiliar follow them. ### Maintenance scheduling Block calendar dates proactively for regular maintenance, cleaning, and repairs. Well-maintained items receive better reviews and command higher rates. Consider seasonal storage for items like bikes in harsh winter climates. ### Trust the automated system Since confirmations and reminders are now fully automated, you can focus on preparing your rental items rather than managing guest communication. The system ensures guests receive timely information about pickup details and reminders without any action needed from you. ### Managing multiple booking types With rental bookings now appearing in your main reservations list, use the colored badges to quickly scan for upcoming pickups and returns. The visual distinction helps you prepare the right items and avoid confusion during busy periods. ## Common questions **Can I rent items without owning properties on Vanio?** Currently, the rental marketplace is designed to complement property stays, though standalone rental businesses may be supported in the future. Contact support to discuss your specific situation. **What's the difference between availability scope and pickup location?** Availability scope determines who can see and book your rental (property guests, neighborhood visitors, city-wide, etc.), while pickup location is the physical address where guests collect the item. You might offer a bike city-wide but always have guests pick it up at your home address. **Can I change my availability scope after publishing?** Yes, you can adjust your availability scope anytime through **Dashboard → Rentals → [Item] → Edit**. Changes take effect immediately, though existing bookings aren't affected. **Do I need to manually send confirmation messages to guests?** No—the system automatically sends SMS confirmations with pickup details immediately after booking, plus email notifications to you as the host. Time-based reminders for pickup and return dates are also sent automatically. You can focus on preparing your rental items rather than managing communications. **What happens if a guest damages my rental item?** Security deposits are automatically collected and held during the rental period. The condition photos create a clear record for any damage claims. Vanio's resolution center helps mediate disputes and process damage charges when necessary. **How do insurance and liability work for rentals?** You're responsible for maintaining appropriate insurance coverage for your rental items. Many standard policies don't cover commercial rental activity, so check with your insurance provider about commercial or rideshare coverage for vehicles, and business liability coverage for other equipment. **Will rental bookings clutter my reservation list?** No—the colored badges and rental photos make it easy to distinguish rental bookings at a glance. Most hosts appreciate seeing their entire business in one unified view rather than switching between different sections. -------------------------------------------------------------------------------- # Choosing a Task Assignee URL: https://www.vanio.ai/docs/choosing-a-task-assignee Tags: tasks, assignment, team, operations, auto-assign Assign tasks to staff, admins, or service providers at creation — property owners are excluded from the task assignee picker entirely, keeping the list focused on the people who perform the work. -------------------------------------------------------------------------------- When you create a task, you can decide right away who's going to do it. The task creation form includes an **Assignee** field, so a job lands with the right person from the moment it exists — no second step needed. For some properties, Vanio automatically routes tasks to a dedicated team member the moment a task is created — before any other assignment logic runs. When that's set up for your property, assignment happens instantly and the person is notified in the app. ## How it works Create a task from the command palette as usual. The **Assignee** field defaults to **you** — the person creating the task — which fits the most common case: jotting down something you're going to handle yourself. You can change it to any of the following: - **A team member** — pick anyone on your team. The task is assigned to them directly when it's created. - **Auto-assign** — let Vanio AI pick the right person based on your property assignments. This is the same smart routing that handles automatically created tasks, and it was the previous default behavior for tasks created from the form. - **Unassigned** — create the task with no owner yet, and assign it later from the task board. ## When to use each option - **Yourself (the default)** — quick personal to-dos and jobs you'll handle on your next visit. - **A specific team member** — when you already know who should do it: your maintenance tech for a repair, a specific cleaner for a particular property. - **Auto-assign** — when you want the job done but don't want to think about routing. Vanio AI looks at who's assigned to the property and picks accordingly. - **Unassigned** — when the work is known but the staffing isn't, e.g. planning next week's jobs before the schedule is set. ## The assignee picker When you open the assignee dropdown, the list is organized to help you find the right person as quickly as possible. **Staff, service providers, and admins appear at the top**, grouped by role — these are the people you assign tasks to most often, so they're always the first thing you see. **Property owners do not appear in the task assignee picker.** Because property owners manage units rather than perform tasks, they are not available for task assignment — they won't appear in the default list, and searching for their name will not surface them either. The picker is scoped to the people who actually carry out work: staff, service providers, and admins. - If a person holds both an owner role and an admin role, they **will** appear in the picker and can be assigned tasks as normal — the restriction applies only to accounts whose sole role is property owner. - Staff, admins, and service providers are unaffected and always visible. > **Note:** Other places in Vanio where you pick a user — such as @-mentions or non-task assignment dropdowns — still allow you to search for and select property owners. The full exclusion described above applies only to the task assignee picker. [Screenshot: Assignment dropdown showing staff and service providers grouped at the top, with no owners visible] ## Property-level routing Some properties are configured to send all tasks — or tasks of a specific type, such as maintenance or cleaning — directly to a dedicated internal team member, like a concierge. When this is set up for a property: - **Assignment is automatic and immediate.** As soon as a task is created for that property, it goes straight to the designated person — no scoring, no selection, no waiting. - **They're notified in the app.** The assigned team member sees the task appear in their in-app inbox right away. There's no text message or external notification involved. - **This takes priority over everything else.** Property-level routing runs before Auto-assign and before any other assignment method. If a routing rule is in place for your property, it will always be used first. - **Your guests are still kept in the loop.** Vanio handles guest communication separately, so the experience on their end is unaffected. You don't need to do anything to trigger this — it works automatically whenever a matching task is created. If you're not sure whether a property has dedicated routing set up, contact your Vanio account team. [Screenshot: Task detail view showing an automatically assigned task with the assignee's name and an "Assigned" status badge] ## Frequently asked questions **What was the behavior before this field existed?** Tasks created from the form were auto-assigned — Vanio AI picked a person based on property assignments. That behavior is still available as the **Auto-assign** option; the default is now the person creating the task. **Can I change the assignee after the task is created?** Yes. Assignment at creation is just a head start — you can reassign any task afterwards like you always could. See [Task Management](/docs/task-management). **Why don't I see property owners in the task assignee picker?** Property owners manage units — they don't perform tasks — so they are not available as task assignees. They won't appear in the list or in search results within the task assignee picker. If you need to involve an owner in task work, consider assigning the task to an admin or staff member who coordinates with them. Note that if someone holds both an owner role and an admin role on your account, they will appear in the picker and can be assigned tasks normally. **I can find an owner by searching in other parts of Vanio but not when assigning a task — is that a bug?** No, that's intentional. Some other user pickers in Vanio — such as @-mentions — let you search for and find property owners. The task assignee picker is the exception: it fully excludes owner-only accounts because they are not the intended recipients of task work. If you're assigning a task, the picker will only show people who can action it. **Does this work for recurring tasks?** Yes — each occurrence of a recurring task is a normal task, so it follows your usual assignment setup. This includes property-level routing: if a property routes tasks to a dedicated team member, every recurring task for that property will be assigned to them automatically. See [Recurring Tasks](/docs/recurring-tasks). **If a property has dedicated routing, will the assignee receive a text message?** No. When a task is routed to an internal team member this way, they're notified through their Vanio inbox only — no SMS is sent. This keeps communication in one place and speeds up response times. ## Related - [Task Management](/docs/task-management) — the full picture of how tasks work - [Recurring Tasks](/docs/recurring-tasks) — set a task to repeat on a schedule -------------------------------------------------------------------------------- # Cleaner Capacity & Daily Limits URL: https://www.vanio.ai/docs/cleaner-capacity-factor Tags: operations, cleaning, auto-assign, staff, capacity, economics Set a base daily workload for auto-assigned cleaning, then fine-tune it per cleaner with a capacity factor so faster cleaners get offered more work before they're full. -------------------------------------------------------------------------------- # Cleaner Capacity & Daily Limits When Vanio AI auto-assigns cleaning, it needs to know how much work each cleaner can reasonably take in a day — so it can spread jobs fairly and stop offering work to someone who's already booked solid. Two settings control this: a **base daily limit** that applies to everyone, and a **per-cleaner capacity factor** that adjusts it for individuals. ## The two settings Both live under **Operations → Staff**, in the **Economics** view. ### Daily auto-assign cap (the base) This is the standard amount of committed work, in minutes, that any one cleaner can be auto-assigned in a single day. The default is **300 minutes (5 hours)**. Set it to whatever a normal full day looks like for your team. ### Capacity (per cleaner) Each cleaner has a **Capacity** multiplier on that base — shown in the cleaner list in the Economics view. The default is **1.0**, meaning that cleaner uses exactly the base limit. - A fast, reliable cleaner you'd happily give more to: set **1.25** (about 25% more work). - A cleaner with limited hours, or one you want to ease in: set something below 1.0, e.g. **0.75**. ## How the effective limit is calculated ``` Effective daily limit = base daily cap × cleaner's capacity factor ``` For example, a 300-minute base with a 1.25 capacity factor gives that cleaner an effective limit of **375 minutes** of auto-assigned work per day. Vanio AI keeps offering a cleaner new jobs until their committed minutes for the day reach their effective limit, then it routes additional work to someone else. So a higher capacity factor means that cleaner is offered more jobs before being considered full — and a lower one protects cleaners you don't want to overbook. ## When to adjust it - Reward and lean on your most efficient cleaners by raising their capacity, without raising the base for everyone. - Avoid burning out or overbooking part-timers and newer cleaners by lowering theirs. ## Related - [Choosing a Task Assignee](/docs/choosing-a-task-assignee) — assigning tasks manually vs. letting Vanio AI route them. - [Staff Performance & Economics](/docs/staff-performance) — the rest of the Economics view. -------------------------------------------------------------------------------- # Command Palette Settings URL: https://www.vanio.ai/docs/command-palette-customization Tags: settings, command palette, admin, workspace, customization Workspace admins can now choose exactly which command palette options appear for their entire team — hiding irrelevant actions in seconds. -------------------------------------------------------------------------------- ## Command Palette Settings As a workspace admin, you can now decide exactly which options appear in the command palette for everyone on your team. If your property management workflow doesn't use certain actions, you can tuck them away so your team sees only what's relevant — keeping the palette fast, focused, and distraction-free. --- ## What It Does The command palette is the quick-access menu your team opens with **⌘K** (Mac) or **Ctrl+K** (Windows) to jump to common actions — things like sending a message, creating a task, or updating a reservation. With Command Palette Settings, workspace admins can hide any options that don't fit their workflow. Hidden options disappear from the palette for every user in your account instantly, and you can restore them at any time without losing any data. --- ## Who Can Use This This settings page is available to **workspace owners and admins only**. Because changes apply to every user in your account, only admins have access to make updates. If you're not an admin, you'll see a notice explaining that an owner or admin on your team manages these settings. > **Note:** If you need a command shown or hidden and you're not an admin, reach out to a workspace owner or admin on your team. --- ## Getting Started Setting up your command palette takes just a few clicks: 1. **Go to Settings** — From the main navigation, click **Settings** in the left sidebar. 2. **Open Command Palette settings** — Under Settings, select **Command Palette** from the menu. [Screenshot: Settings sidebar with "Command Palette" highlighted in the menu] 3. **Review your options** — You'll see all available command palette actions listed, organized into groups (for example, Reservations, Messaging, Tasks). [Screenshot: Command Palette settings page showing grouped commands with toggle switches] 4. **Toggle options on or off** — Each command has a toggle switch next to it. Flip the toggle **off** to hide that option from your team's command palette. Flip it **on** to make it visible again. 5. **Save your changes** — When you're happy with your selections, click **Save**. Your changes take effect immediately across your entire workspace — no refresh needed for your team members. [Screenshot: Save button with "Saved" confirmation flash] That's it! Your team will see the updated palette the next time they open it. --- ## How It Works Once you save your settings, the changes apply **instantly and automatically** for every user in your workspace. There's nothing your team needs to do — the next time anyone opens the command palette with ⌘K or Ctrl+K, they'll only see the options you've left enabled. A few things worth knowing: - **Nothing is deleted.** Hiding a command simply removes it from the palette view. All the underlying features still work exactly as before — you're just choosing not to surface them through the quick-access menu. - **Changes are account-wide.** Every user in your workspace — regardless of their role — sees the same palette based on your settings. - **You can reverse any change.** Toggle any hidden option back on at any time, and it reappears in the palette for your whole team right away. - **Hidden count at a glance.** At the top of the settings page, you'll see a summary like "3 options hidden" so you always know the current state of your palette without scrolling through every toggle. --- ## Key Features - **Group-by-group organization** — Commands are sorted into logical groups, making it easy to scan and manage related actions together (e.g., all messaging actions in one section, all reservation actions in another). - **Instant, workspace-wide effect** — Save once and every team member's palette updates automatically. No per-user configuration needed. - **Non-destructive hiding** — Turning off a command never removes the feature itself — it only removes it from the quick-access menu. Your data and workflows stay intact. - **Clear visibility summary** — A counter on the page always tells you how many options are currently hidden, so you have a quick overview without auditing each toggle individually. - **Admin-only access** — The settings page is gated to workspace owners and admins, so team members can use the palette without accidentally changing it for everyone else. - **Fully reversible** — Every change can be undone at any time. There's no risk of permanently losing access to any action. --- ## Tips & Best Practices **Start with a team audit.** Before hiding options, spend a few minutes thinking about which actions your team uses regularly versus which ones they rarely (or never) touch. A focused palette helps newer team members learn faster by reducing noise. **Less is often more.** A shorter, curated palette is quicker to scan and leads to faster action. If your team doesn't handle direct booking modifications, for example, hiding that command can reduce confusion. **Don't hide commands you're unsure about.** Since restoring a hidden command is instant, you can always err on the side of showing it — but hiding commands your team actively relies on could cause frustration. When in doubt, leave it visible. **Revisit settings as your workflow evolves.** If your team's responsibilities expand — say you start managing a new property type or roll out a new process — return to Command Palette Settings to re-enable any commands that are now relevant. **Communicate changes to your team.** If you're hiding commands that your team is used to seeing, give them a quick heads-up. A short message like "We've trimmed the command palette — let me know if you're missing anything" goes a long way. --- ## Common Questions **Will hiding a command affect anything other than the command palette?** No. Hiding a command only removes it from the quick-access palette (⌘K / Ctrl+K). All features remain fully functional through their normal locations in the app. For example, hiding the "Send Message" command from the palette doesn't prevent anyone from sending a message through the regular messaging interface. **Can individual team members customize their own palette view?** Not at this time. Command palette settings are managed at the account level by admins, and the same configuration applies to all users in your workspace. This ensures a consistent experience across your team. **I saved my changes, but a team member says they still see a hidden command — what should I do?** Changes take effect immediately, but ask your team member to close and reopen the command palette (⌘K or Ctrl+K) if they have it open. If the issue persists after reopening, try saving your settings again from the Command Palette settings page. If you continue to experience problems, contact Vanio AI support. -------------------------------------------------------------------------------- # Connected Portal Credentials & Automated Login URL: https://www.vanio.ai/docs/web-operator-credential-vault Tags: integrations, credentials, portals, maintenance, automation, security Securely store your third-party portal credentials so Vanio can automatically log in and retrieve maintenance tickets and other property data on your behalf. -------------------------------------------------------------------------------- ## Connected Portal Credentials & Automated Login Vanio can now securely store your login credentials for third-party property management portals — like RealPage — that don't offer a direct integration. Once configured, Vanio logs into those portals on your behalf, retrieves the information you need (such as maintenance tickets and work orders), and brings it directly into your dashboard. No more manual copy-paste, no more tab-switching, no more re-entering passwords. --- ## What It Does Some portals your properties rely on don't offer a way for platforms like Vanio to connect directly. With Connected Portal Credentials, you store your login details securely inside Vanio once, and the platform handles the rest — automatically signing in, pulling relevant data, and surfacing it alongside your other property information. Your credentials are encrypted with bank-grade security and are never exposed outside of Vanio's secure servers. --- ## Getting Started Follow these steps to connect a third-party portal to your Vanio account. **Step 1: Open your Integrations settings** From your Vanio dashboard, go to **Settings → Integrations → Connected Portals**. [Screenshot: Settings sidebar with Integrations highlighted, Connected Portals submenu visible] **Step 2: Add a new portal** Click **+ Add Portal**. A panel will slide open on the right side of the screen. [Screenshot: Add Portal panel with a dropdown for portal name and fields for username and password] **Step 3: Select the portal** Use the **Portal** dropdown to choose the third-party site you want to connect (for example, RealPage). If your portal isn't listed, select **Other** and enter the login URL manually. **Step 4: Enter your credentials** Type in the **Username** (usually your email address) and **Password** you use to log in to that portal. If the portal uses two-factor authentication (2FA), you'll see an additional field to link your authenticator app — follow the on-screen prompt to scan the QR code or enter the setup key. [Screenshot: Credential entry form with username, password, and optional 2FA setup fields] **Step 5: Save and verify** Click **Save & Connect**. Vanio will attempt a test login in the background to confirm your credentials work. You'll see a green **Connected** badge appear next to the portal name within about 30 seconds. [Screenshot: Connected Portals list showing a RealPage entry with a green Connected badge] If the connection fails, a yellow warning banner will appear with a suggested fix (most often, the password needs to be updated — see Tips below). --- ## How It Works Once your portal is connected, Vanio takes care of everything automatically: - **Scheduled data pulls** — Vanio logs into the portal on a regular schedule and retrieves updates such as new maintenance tickets, work order statuses, and unit activity. - **On-demand retrieval** — When you (or Vanio's automated workflows) need fresh information from the portal, a secure login session is initiated immediately without requiring any action from you. - **Data surfaced in context** — Information pulled from the portal appears in the relevant parts of your Vanio dashboard. For example, a maintenance ticket created in RealPage will show up on the associated property's timeline, complete with the work order number. - **Session management** — Vanio maintains a secure, persistent login session where the portal allows it, reducing the number of individual logins needed and keeping things fast. You don't need to be logged in to Vanio for any of this to happen — it runs in the background on your behalf. --- ## Key Features - **Bank-grade encryption** — Your credentials are encrypted using AES-256-GCM, the same standard used by financial institutions. Decryption happens only on Vanio's secure servers; your password is never stored or transmitted in plain text. - **Tenant isolation** — Your credentials are completely isolated from other Vanio customers. No one else can access your stored login information. - **Two-factor authentication (2FA) support** — If your portal requires a one-time code from an authenticator app, Vanio can handle that automatically after a one-time setup, so 2FA doesn't block automated logins. - **Persistent sessions** — Where portals permit it, Vanio reuses a secure session rather than logging in from scratch each time, keeping data refreshes fast and reducing the chance of triggering account lockouts. - **Automatic ticket and work order sync** — Maintenance tickets created or updated in connected portals flow back into Vanio, so your team always has an up-to-date picture without manual data entry. - **Connection health status** — The Connected Portals page shows a live status badge for each portal so you always know whether a connection is active, needs attention, or has an expired password. --- ## Tips & Best Practices **Keep your portal password current.** If you change your password on a connected portal, update it in Vanio right away under **Settings → Integrations → Connected Portals → Edit**. A stale password will cause the connection to pause until it's refreshed. **Use a dedicated service account when possible.** Some property management companies allow you to create a separate login specifically for integrations. Using one means a password change by a team member won't accidentally break your Vanio connection. **Don't share login credentials across portals.** Add each portal separately, even if the same username and password happen to work for more than one. This makes it easier to update or remove a single connection without affecting others. **Check the status badge regularly.** Make it a habit to glance at **Settings → Integrations → Connected Portals** once a week. A yellow or red badge is your signal that a portal needs attention before data gaps appear in your dashboard. **Enable 2FA setup during onboarding.** If you set up two-factor authentication on the portal side later, come back to Vanio and update the credential entry to include your 2FA details. Adding it proactively prevents an interruption when the portal starts requiring it. --- ## Common Questions **Is it safe to store my portal passwords in Vanio?** Yes. Your credentials are encrypted with AES-256-GCM encryption before they're ever saved, and decryption only happens inside Vanio's secure servers at the moment a login is needed. Your password is never visible in plain text to anyone — including Vanio staff. Each customer's credentials are fully isolated from one another. **What happens if my password expires or changes on the portal?** Vanio will detect that the login failed and flag the portal with a warning status on your Connected Portals page. You'll also receive an in-app notification prompting you to update the password. Data syncing from that portal will pause until the credential is refreshed, but no data already in Vanio will be lost. **Which portals are supported?** Currently, RealPage is the primary supported portal, with more being added based on customer demand. If you need a specific portal connected that isn't listed yet, use the **Other** option to enter the URL manually, or contact Vanio support to request it be added to the official list. -------------------------------------------------------------------------------- # Control when guests can request early check-in and late checkout URL: https://www.vanio.ai/docs/early-check-in-late-checkout-availability Tags: guest-portal, upsells, early-check-in, late-checkout Control when and how much guests can request early check-in and late checkout — including new max-hours settings that now fully define the upsell window and fix cases where late checkout was hidden unexpectedly. -------------------------------------------------------------------------------- Guests see early check-in and late checkout upsells in their portal. Set lead time and cutoff rules for each upsell to control exactly when these options become visible and when they stop being available. Guests now see live countdown timers showing exactly when a booking window opens or closes, so they always know where they stand. When guests purchase these accommodations, your dashboard pricing updates automatically and reliably so it always reflects what guests have actually booked. ## Getting started 1. Go to **Websites** and select your website 2. Click the **Portal** tab 3. Expand either the **Early Check-in** or **Late Check-out** section 4. Under **Availability Gates**, configure your timing rules: - **Lead Time (days)**: How many days before check-in/check-out the option appears - **Cutoff (hours)**: How many hours before check-in/check-out to stop accepting requests - **Max hours early** / **Max hours late**: How far before check-in or after check-out guests can shift — this now fully defines the upsell window (see below) 5. Click **Save** to apply your changes [Screenshot: Portal settings showing the availability gates and max hours fields for both early check-in and late checkout] ## How it works Both early check-in and late checkout use the same flexible availability system. The platform automatically shows or hides upsell options based on your timing rules: - **Before lead time opens**: Guests see "Available starting [date/time]" so they know exactly when to return, along with a countdown showing how long until the window opens - **Within the booking window**: Full time and pricing options appear as configured, with a countdown showing how long guests have left to book before the window closes - **After cutoff passes**: The upsell disappears entirely to prevent last-minute requests The system calculates availability in real-time using each guest's specific check-in and check-out dates and your property's local time zone, so timing is always precise — including on the morning of arrival for properties in any time zone around the world. Cutoff timing is anchored to each guest's **actual booked check-in or check-out time**, not your property's standard check-in hour. So if a guest is booked for a 1:00 PM check-in and your cutoff is 1 hour, the request window closes at 12:00 PM — exactly when it should, regardless of what your standard check-in time is set to. [Screenshot: Guest portal showing an early check-in upsell with a "Book within X hours" countdown timer] When a guest completes a purchase — such as early check-in — your dashboard pricing refreshes immediately to reflect the updated booking value. You'll always see accurate totals without needing to manually refresh or reconcile. When guests confirm their early check-in or late checkout requests, notifications are sent immediately to keep you informed. You'll receive these alerts consistently, ensuring you can respond promptly to accommodate your guests' needs. ## Max hours early and max hours late **Max hours early** and **Max hours late** — set on the Portal settings page — are now the authoritative controls for how wide the upsell window is. When you set one of these values, it fully defines the time slots offered to guests: - **Max hours late set**: guests are offered slots from your standard check-out time up to that many hours after it — regardless of any other behind-the-scenes configuration. For example, with a 10:00 AM standard checkout and **Max hours late** set to 3, guests see 11:00 AM, 12:00 PM, and 1:00 PM. - **Max hours early set**: guests are offered slots from that many hours before your standard check-in time up to check-in. For example, with a 4:00 PM standard check-in and **Max hours early** set to 4, guests see 12:00 PM, 1:00 PM, 2:00 PM, and 3:00 PM. - **Neither set**: the window falls back to the range defined by your booking page's earliest check-in and latest checkout times. Previously, these fields could only narrow a window that already existed — they couldn't extend it, and a collapsed window would hide the upsell entirely. Now, setting **Max hours late** or **Max hours early** is all you need to control what guests are offered. If late checkout was not appearing for your guests even though you had a cutoff configured, setting **Max hours late** on the Portal settings page will fix it. [Screenshot: Portal settings page showing the Max hours early and Max hours late fields under the Early Check-in and Late Check-out sections] ## Key features - **Symmetric controls** — Early check-in and late checkout use identical lead time and cutoff settings - **Max hours defines the window** — Setting max hours early or max hours late on the portal settings page now fully controls how many slots guests are offered, overriding any conflicting behind-the-scenes values and fixing cases where late checkout or early check-in was hidden unexpectedly - **Guest countdown timers** — Guests see exactly how long until a booking window opens and how long they have left to book before it closes, removing any guesswork - **Real-time updates** — Availability changes automatically as dates approach - **Accurate cutoff anchoring** — Cutoff hours are measured from each guest's actual booked check-in or check-out time, not your property's standard time. A guest booked for 1:00 PM check-in with a 1-hour cutoff will see the window close at 12:00 PM — not at some unrelated hour - **Time zone accuracy** — The property's true local time zone is resolved from the listing's location, so cutoff deadlines are always correct — even for reservations imported from other platforms that may carry incorrect time zone data - **Reliable dashboard sync** — When guests purchase early check-in or other add-ons, your dashboard pricing updates immediately and stays in sync with actual bookings - **Reliable notifications** — Get notified every time guests request early check-in or late checkout - **Per-listing overrides** — Set different rules for specific properties when needed - **Flexible timing** — Combine lead time, cutoff, and max hours for complete control over when and how much guests can shift their arrival or departure ## Lead time Lead time is the earliest a guest may request the upsell, expressed in **days before** their check-in or check-out date. Set lead time to 14 to keep the upsell hidden until two weeks before their arrival or departure. Leave lead time empty to make the upsell available immediately when the reservation is booked. When a lead time is set and a cutoff is also configured, guests who visit before the window opens will see both countdowns at once: how long until they can book, and how long they'll have to make their decision once the window does open. ## Cutoff Cutoff is the latest a guest may request the upsell, expressed in **hours before** their check-in or check-out time. Set cutoff to 2 hours for early check-in to stop accepting requests when it's too late to coordinate with your team. The cutoff counts down from the guest's **actual booked check-in or check-out time**. If a guest's reservation shows a 1:00 PM check-in, a 2-hour cutoff closes the window at 11:00 AM — not at some other hour based on your standard check-in time. When no specific check-in time is recorded for a reservation, the window falls back to your configured standard check-in time. Leave cutoff empty to accept requests right up to the check-in or check-out time. When no cutoff is set, no closing countdown is shown to the guest. Cutoff timing is always calculated in your property's local time zone. If your property is in a western time zone, for example, a 2-hour cutoff before a 3:00 PM check-in will correctly stop accepting requests at 1:00 PM local time — not several hours earlier as it may have appeared before. ## Tips & best practices - **Match your operations**: Set cutoffs based on how much notice your team needs to prepare - **Use lead time strategically**: Longer lead times can increase booking urgency and advance planning - **Let countdowns do the selling**: The closing countdown creates natural urgency — guests can see the window shrinking in real time, which encourages earlier decisions - **Use max hours to control the menu**: Set **Max hours late** and **Max hours early** on the portal settings page to define exactly how many time slots guests can choose from. This is the most direct way to control the upsell window, and it takes precedence over everything else - **Test guest experience**: Book a test reservation to see exactly what guests will see, including how the countdown timers appear - **Coordinate with housekeeping**: Ensure your cutoff times align with cleaning schedules - **Set up workflows**: Configure automated messages and team notifications for incoming requests - **Trust your dashboard totals**: Pricing shown on your dashboard now reliably reflects any add-ons guests have purchased through the portal, including early check-in ## Common questions **What happens to my existing booking window settings?** Your previous booking window hours for early check-in automatically convert to cutoff hours with the same timing. **Late checkout wasn't showing for my guests even though my cutoff was set correctly. What was happening, and is it fixed?** Yes, this is fixed. Previously, the time slots offered to guests were driven by a behind-the-scenes "latest checkout" value that your portal settings page doesn't expose. If that value happened to match your standard checkout time, the upsell window collapsed to zero and late checkout was hidden entirely — even if your cutoff and max hours were configured correctly. Now, setting **Max hours late** on the portal settings page is all you need: it defines the offered window directly, and those slots will appear as expected. **Max hours late is set to 4, but guests were only seeing 2 late checkout options. Is that fixed?** Yes. Previously, **Max hours late** and **Max hours early** could only shrink the offered window — they couldn't extend it beyond what a behind-the-scenes value allowed. So if that value capped the window at 2 hours, guests would only ever see 2 options no matter what you set. Now, **Max hours late** and **Max hours early** define the window outright. Set **Max hours late** to 4 and guests will see exactly 4 late checkout slots. **What do guests actually see with the countdown timers?** Depending on where a guest is in the booking window, they'll see one of three things: a timer counting down to when the upsell becomes available (if lead time hasn't passed yet), a timer counting down to when the booking window closes (if they're inside the open window and a cutoff is set), or no upsell at all (if the cutoff has already passed). If no cutoff is configured, no closing timer is shown. **Can I set different rules for different properties?** Yes, use per-listing overrides in your property settings to customize availability gates for specific listings. Each property's countdowns are calculated using that property's own local time zone, so guests always see accurate times regardless of where the property is located. **Do max hours limits still apply?** Yes — and they now do more than before. **Max hours early** and **Max hours late** set on the portal settings page fully define the upsell window. They both extend a window that's too narrow and cap one that's too wide, so guests see exactly the number of slots you intend. Availability gates (lead time and cutoff) still control *when* guests can request, while max hours control *how much* they can request. **Will I always be notified when guests make requests?** Yes, notifications for early check-in and late checkout requests send reliably every time, so you won't miss any guest accommodation requests. **Will my dashboard pricing stay accurate after a guest buys early check-in?** Yes. When a guest purchases early check-in or any other add-on through the portal, your dashboard pricing refreshes automatically. You no longer need to manually check or reconcile — what you see on the dashboard always matches what the guest has paid. **My property is in a western time zone and early check-in used to disappear too early on arrival morning. Is that fixed?** Yes. Previously, cutoff and lead time windows were calculated incorrectly for properties in western time zones, causing early check-in options to disappear several hours before they should have. This is now fixed — availability is calculated in your property's local time zone, so guests will see early check-in options correctly on arrival morning. **A guest had a custom check-in time but the cutoff window seemed to close at the wrong hour. Is that fixed?** Yes. The cutoff window is now anchored to each guest's actual booked check-in time, not your property's standard check-in hour. If a guest is booked for a 1:00 PM check-in with a 1-hour cutoff, the window closes at 12:00 PM — not at an hour based on your standard 4:00 PM check-in time. **I import reservations from other platforms. Will time zone handling be correct for those too?** Yes. Some platforms send reservations with inaccurate time zone data. Vanio AI determines your property's correct local time zone from the listing's location directly, so cutoff windows are always calculated accurately — even when imported reservation data carries a generic or incorrect time zone. -------------------------------------------------------------------------------- # Customer KYC Review URL: https://www.vanio.ai/docs/kyc-review Tags: admin, compliance, customer-management, verification Review and approve customer verification submissions with personalized feedback and flexible approval workflows. -------------------------------------------------------------------------------- # Customer KYC Review ## What it does The KYC (Know Your Customer) review feature allows platform administrators to review and approve customer verification submissions directly from customer profiles. When customers submit their business information for compliance verification, administrators can approve, reject, or request changes with personalized feedback notes. ## Getting started ### Accessing KYC submissions 1. Navigate to **Superadmin** → **Customers** in your main menu 2. Search for or select the customer whose KYC submission you want to review 3. Click on the customer name to open their detailed profile 4. Scroll down to the **KYC Submission** card [Screenshot: Customer profile page showing the KYC submission card] ### Reviewing a submission 1. In the KYC submission card, you'll see the customer's submitted information: - **Use case**: How they plan to use the platform - **Additional details**: Any supplementary information they provided - **Website**: Their business website (if provided) - **Submission details**: Who submitted it and when 2. Review all provided information carefully 3. Add your review notes in the text field at the bottom of the card 4. Choose one of three actions: - **Approve**: Accept the submission and grant full platform access - **Reject**: Deny the submission with explanation - **Reopen**: Send back for revision if information is incomplete [Screenshot: KYC review interface showing approve/reject buttons and notes field] ### Adding review notes Always include clear, helpful notes explaining your decision: **For approvals:** - "Application approved. Business use case aligns with platform guidelines." - "Verified business information. Welcome to Vanio!" **For rejections:** - "Business model not compatible with platform terms. Please review our acceptable use policy." - "Insufficient business information provided. Please include more details about your property management operations." **For reopening:** - "Please provide more details about your property portfolio size and management approach." - "Website link appears broken. Please verify and resubmit with a working URL." ## How it works When customers first access certain platform features, they're prompted to complete KYC verification. Their submissions appear in customer profiles with a "Pending Review" status. Once you take action: - **Approved submissions** unlock full platform access for the customer - **Rejected submissions** restrict access and notify the customer via email - **Reopened submissions** allow customers to edit and resubmit their information The system automatically tracks who reviewed each submission and when, creating a complete audit trail. Customers receive email notifications about status changes and can view your feedback notes in their account. [Screenshot: KYC status indicators showing pending, approved, and rejected states] ## Key features • **Centralized review process**: All KYC submissions appear directly in customer profiles for easy access • **Flexible approval workflow**: Approve, reject, or request revisions based on submission quality • **Detailed audit trail**: Track submission dates, reviewer identity, and decision timestamps • **Personalized feedback**: Add custom notes to guide customers through any required changes • **Status tracking**: Visual indicators show submission status at a glance • **Resubmission capability**: Customers can update and resubmit information when changes are requested • **Automated notifications**: Customers receive email updates when their submission status changes ## Tips & best practices ### Reviewing efficiently - **Check external links**: Always verify website URLs to ensure they're legitimate business sites - **Look for completeness**: Ensure use case descriptions provide sufficient detail about business operations - **Consider compliance**: Verify that proposed use cases align with platform terms and regulations - **Be specific in feedback**: Detailed notes help customers understand exactly what needs improvement ### Maintaining consistency - **Establish review criteria**: Create internal guidelines for what constitutes an acceptable submission - **Document decisions**: Use review notes to explain your reasoning for future reference - **Regular follow-up**: Check for resubmissions from customers whose applications you've reopened - **Team coordination**: If multiple administrators review KYC submissions, ensure consistent standards ### Customer communication - **Use professional tone**: Review notes are visible to customers, so maintain a helpful, professional voice - **Provide clear next steps**: When rejecting or reopening, explain exactly what the customer should do - **Be timely**: Aim to review submissions within 1-2 business days to avoid customer service issues ## Common questions **What happens if a customer doesn't complete KYC verification?** Customers can still access basic platform features, but certain advanced capabilities remain locked until they complete and receive approval for their KYC submission. **Can I change my decision after approving or rejecting a submission?** Yes, you can reopen any submission to request additional information or changes, even after initial approval or rejection. **How do customers know their submission status has changed?** The platform automatically sends email notifications when you approve, reject, or reopen a KYC submission, including any notes you've added to explain your decision. -------------------------------------------------------------------------------- # Customize Your Navigation Menu URL: https://www.vanio.ai/docs/customize-navigation-menu Tags: navigation, customization, menu, personalization, interface Hide nav items you don't use and reorder the rest to match your workflow — preferences save automatically and sync across desktop and mobile. -------------------------------------------------------------------------------- ## Customize Your Navigation Menu Your main navigation menu now works the way you do. You can hide items you rarely use to reduce clutter, rearrange the ones you keep to match your daily workflow, and restore everything back to the original layout with a single click. Your preferences save automatically and stay consistent whether you're working on a desktop browser or the mobile app. --- ## Getting Started Opening the customization dialog takes just a moment from wherever you are in Vanio AI. 1. **Look at the top navigation bar.** You'll see your main menu items — things like Dashboard, Properties, Calendar, and so on — running along the top of the screen. 2. **Find the sliders icon.** At the right end of those menu items, there's a small circular button with a sliders icon (⧉). Click it. [Screenshot: Top navigation bar with the sliders icon highlighted at the right end of the menu items] 3. **The Customize Menu dialog opens.** You'll see a list of all the navigation items available to you, in their current order. [Screenshot: Customize Menu dialog showing a list of nav items with up/down arrows and eye icons] 4. **Make your changes** — hide items, reorder them, or both (see below). 5. **Click Save.** Your preferences are applied immediately across desktop and mobile. > **On mobile:** Open the navigation drawer, then scroll to the bottom of the menu list. You'll find the same sliders icon there. Tap it to open the Customize Menu dialog. --- ## How It Works Inside the Customize Menu dialog, every navigation item available to your account is listed from top to bottom. Items you've hidden appear slightly faded so you can still see them and bring them back whenever you want. ### Hiding an Item - Each item has an **eye icon** on its right side. When the eye is green, the item is visible in your menu. When it's grey, the item is hidden. - Click the eye icon to toggle an item's visibility. - You can hide as many items as you like — there's no minimum. [Screenshot: An item with a grey eye icon showing it is hidden, compared to one with a green eye icon showing it is visible] > **Important:** Hiding an item only removes it from your navigation menu. You can still reach any hidden page through **Settings → Navigation** at any time. Nothing is deleted or locked away. ### Reordering Items - Each item has a pair of **arrow buttons** (▲ ▼) on its left side. - Click the up arrow to move an item higher in the list (it will appear further to the left on desktop, or higher up on mobile). - Click the down arrow to move it lower. - The top of the list in the dialog corresponds to the leftmost position in your desktop nav bar. [Screenshot: Close-up of the arrow buttons on the left side of a nav item row] ### Saving Your Changes - When you're happy with your layout, click the **Save** button in the bottom-right corner of the dialog. The number next to it (e.g. "5 shown") gives you a quick count of how many items will appear in your menu. - Your menu updates instantly — no page reload needed. --- ## What Happens Automatically **Your preferences sync across devices.** Once you save, your customized menu appears on every device you use — desktop, tablet, and mobile — the next time the page loads. **New menu items are always shown.** If Vanio AI adds a new section to the navigation in a future update, it will automatically appear at the end of your menu so you never miss something new. It won't be hidden just because you've customized your menu in the past. **Role and access limits are always respected.** The Customize Menu dialog only ever shows items your account already has access to. You can't accidentally add a page you don't have permission to view, and rearranging your menu has no effect on what your team members see. --- ## Key Features - **Hide unused items** — Remove sections you don't use from view without losing access to them. Great for keeping your menu focused if you manage a small portfolio or only use certain features. - **Reorder to match your workflow** — Put the pages you visit most at the front. If you live in the Calendar, move it first. If Inbox is your home base, put it front and center. - **New items always appear** — Future navigation additions show up automatically at the end of your menu, so you're never cut off from new features. - **Reset to default in one click** — The **Reset to default** button (bottom-left of the dialog) instantly removes all your customizations and restores the original menu layout. - **Syncs across desktop and mobile** — One set of preferences, consistent everywhere. - **Hidden items stay accessible** — Any hidden page is always reachable from Settings, so nothing is ever truly out of reach. --- ## Tips & Best Practices - **Start by hiding, then reorder.** Hide the items you know you don't need first — once the list is shorter, it's easier to arrange what's left in the right order. - **Keep at least 2–3 items visible.** While you can hide most of the menu, keeping your most-used pages in the nav saves you from hunting through Settings during a busy day. - **Use Reset freely.** If you experiment with a layout and don't love it, Reset to default brings everything back instantly. Think of it as an undo for your entire menu. - **Check your mobile layout too.** After saving on desktop, open the mobile app or mobile browser to confirm the layout feels right on a smaller screen — the same order applies, but vertical menus can feel different from horizontal ones. - **Property managers with multiple roles:** Your menu only shows items your current account role has access to. If your access level changes, the menu updates to match automatically. --- ## Common Questions **If I hide a page, can I still get to it?** Yes, always. Hidden items are just removed from the navigation bar — they're not locked or deleted. You can reach any hidden page by going to **Settings → Navigation**, or by bringing the item back in the Customize Menu dialog at any time. **Will my customizations affect what my team sees?** No. Navigation preferences are personal to your account. Each user on your team can set up their own menu independently, and no one's choices affect anyone else's view. **What happens if Vanio AI adds a new page to the menu?** New navigation items appear automatically at the end of your menu the next time you log in — even if you've already customized your layout. They're always visible by default, so you won't miss them. If you decide you don't need them, you can hide them from the Customize Menu dialog just like any other item. -------------------------------------------------------------------------------- # Custom Price Overrides URL: https://www.vanio.ai/docs/custom-pricing-pins Tags: pricing, calendar, overrides, automation Set exact prices, minimum floors, or maximum ceilings for specific date ranges while keeping automatic pricing for the rest of your calendar. -------------------------------------------------------------------------------- # Custom Price Overrides ## What it does Custom price overrides let you set specific prices for any date range on your listings, giving you complete control over your pricing strategy. When you pin a price, Vanio respects your override for those exact dates while continuing to automatically price the rest of your calendar. You can set prices as exact amounts, minimum floors, or maximum ceilings depending on your needs. ## Getting started ### Setting a price override 1. **Navigate to your listing's pricing calendar** - Go to **Listings** in your dashboard - Select the property you want to manage - Click on the **Pricing** tab 2. **Select your date range** - Click and drag across the dates you want to override - Or click a single date for a one-night override - The selected dates will be highlighted in blue 3. **Open the pricing popover** - Click **Set Custom Price** in the selection toolbar - The pricing details panel will appear on the right [Screenshot: Calendar view with date selection and pricing popover open] 4. **Configure your override** - **Price**: Enter your desired amount - **Mode**: Choose how this price should apply: - **Exact**: Lock the price to this specific amount - **Floor**: Set a minimum price (Vanio can price higher) - **Ceiling**: Set a maximum price (Vanio can price lower) - **Label** (optional): Add a note like "Holiday Weekend" or "Local Event" - **Minimum nights** (optional): Require guests to book multiple nights 5. **Save your override** - Click **Apply Override** - Your pinned dates will show a small pin icon on the calendar - Prices update automatically within a few minutes ### Managing existing overrides 1. **View active overrides** - Pinned dates display a 📌 icon on your pricing calendar - Hover over pinned dates to see override details - Go to **Settings → Pricing → Price Overrides** for a full list 2. **Edit an override** - Click on any pinned date - Select **Edit Override** in the popover - Make your changes and click **Update** 3. **Remove an override** - Click on the pinned date - Select **Remove Override** - Confirm deletion - Vanio will resume automatic pricing for those dates [Screenshot: Pricing calendar showing pinned dates with icons and override popover] ## How it works When you create a price override, Vanio automatically applies it to your booking channels within the next pricing update cycle. Here's what happens behind the scenes: **For exact overrides**: Your specified price becomes the final price for those dates, regardless of market conditions or your pricing strategy settings. This gives you complete control when you need it most. **For floor overrides**: Vanio's automatic pricing runs normally, but if the recommended price falls below your floor, it gets bumped up to your minimum. This protects your revenue during slower periods. **For ceiling overrides**: Automatic pricing continues, but prices are capped at your maximum. This helps you stay competitive during peak demand while preventing prices from going too high. Your overrides work alongside all other Vanio features — orphan gap pricing, lead time adjustments, and channel-specific markups still apply on top of your pinned base prices. ## Key features • **Three override modes**: Choose exact pricing, minimum floors, or maximum ceilings based on your strategy • **Flexible date ranges**: Override single nights, weekends, or extended periods like holiday seasons • **Automatic expiration**: Set expiration dates for temporary overrides that clean themselves up • **Channel synchronization**: Overrides automatically push to all your connected booking platforms • **Visual calendar indicators**: Pinned dates are clearly marked so you always know what's been customized • **Override history**: Track when overrides were created and by which team member • **Bulk management**: View and edit all your active overrides from one central location ## Tips & best practices **Use exact overrides sparingly**: While exact pricing gives you complete control, it prevents Vanio from optimizing based on demand signals. Reserve exact overrides for special circumstances like events or holiday premiums. **Set floor prices for slow seasons**: During traditionally slower periods, use floor overrides to maintain minimum revenue levels while still allowing automatic pricing to capture upside when demand increases. **Ceiling prices for competitive markets**: In highly competitive areas, ceiling overrides help you stay within market range while protecting against pricing too aggressively. **Label your overrides**: Adding labels like "Music Festival" or "Winter Season" makes it easy to understand why overrides were set when you review them later. **Review regularly**: Check your active overrides monthly to remove any that are no longer needed. Unnecessary overrides can prevent optimal pricing. **Coordinate with your team**: If multiple people manage pricing, use the override list to see what customizations are active and avoid conflicts. ## Common questions **Q: Do overrides work with my existing pricing strategy?** A: Yes! Your pricing strategy settings for lead time adjustments, orphan gap pricing, and channel markups still apply. Overrides simply change the base price that these other features build upon. **Q: What happens if I have overlapping overrides?** A: If multiple overrides cover the same date, the most recently created override takes precedence. Vanio will show a warning if you try to create conflicting overrides. **Q: Can I set overrides for dates that are already booked?** A: You can create overrides for any future dates, including those with existing bookings. However, overrides won't affect confirmed reservations — they only influence pricing for new bookings on those dates. -------------------------------------------------------------------------------- # Custom Pricing & Limits Management URL: https://www.vanio.ai/docs/customer-override-management Tags: superadmin, pricing, limits, customer-management Set personalized pricing and usage limits for individual customers without changing their subscription tier. -------------------------------------------------------------------------------- ## What it does The Custom Pricing & Limits Management feature allows Vanio superadmins to set personalized pricing and usage limits for individual customers without changing their subscription tier. You can override monthly pricing, API request allowances, listing limits, and other tier-specific restrictions on a per-customer basis, with all changes automatically tracked for audit purposes. ## Getting started ### Accessing customer overrides 1. **Navigate to the customer profile** - Go to **Superadmin Dashboard** → **Customers** - Search for and click on the customer you want to modify - Scroll down to find the **Pricing & Limits Overrides** card 2. **View current settings** - The card displays the customer's effective limits in a comparison table - **Tier Default** column shows what their current subscription tier provides - **Override** column shows any custom values you've set - **Effective** column shows what the customer actually experiences [Screenshot: Customer profile page showing the Pricing & Limits Overrides card with comparison table] ### Setting up custom overrides 1. **Click "Edit Overrides"** in the top-right corner of the card 2. **Configure tier assignment (optional)** - Use the **Tier Override** dropdown to assign a different tier - Choose from Free, Starter, or Custom - Leave blank to keep their current subscription tier 3. **Set usage limits** - **Monthly API Calls**: Total API requests per month - **Daily AI Calls**: AI-powered requests per day - **Listings**: Number of properties they can manage - **Market Subscriptions**: Market data subscriptions allowed - **Dynamic Pricing Listings**: Properties eligible for dynamic pricing 4. **Configure custom pricing** - **Custom Monthly Price**: Enter amount in cents (e.g., 4900 for $49.00) - **Currency**: Select from available currencies (defaults to USD) 5. **Add notes (optional)** - Document the reason for the override - Include any special agreement details - Notes are visible to other superadmins 6. **Save your changes** - Click **"Save Overrides"** - Changes take effect immediately [Screenshot: Edit overrides modal showing all form fields] ## How it works When you set custom overrides, Vanio automatically applies them to the customer's account without requiring any action from them. Here's what happens: **Immediate application**: All limit changes take effect as soon as you save, updating their available usage quotas in real-time. **Billing integration**: Custom pricing overrides automatically sync with the payment processing system, ensuring accurate invoicing on their next billing cycle. **Usage tracking**: The system continues monitoring their API calls, listings, and other usage against your custom limits, sending notifications when they approach or exceed thresholds. **Audit trail**: Every change you make is logged with your admin account, timestamp, and the specific values modified, creating a complete history for compliance purposes. **Customer visibility**: Customers see their effective limits in their dashboard without knowing whether they're from tier defaults or custom overrides, maintaining a seamless experience. ## Key features • **Flexible limit overrides**: Modify any usage limit independently without changing the customer's subscription tier • **Custom pricing**: Set personalized monthly rates in multiple currencies for enterprise deals or special agreements • **Tier reassignment**: Move customers between tiers (Free, Starter, Custom) without affecting their billing relationship • **Granular controls**: Adjust specific limits like AI requests or dynamic pricing listings while keeping others at tier defaults • **Clear comparison view**: Side-by-side display of tier defaults, your overrides, and effective values makes it easy to understand what customers actually get • **Audit documentation**: Built-in notes field and automatic change tracking for compliance and internal documentation • **Instant application**: All changes take effect immediately without requiring customer action or system restarts • **Easy removal**: Delete all overrides at once to return customers to their standard tier settings [Screenshot: Comparison table showing tier defaults vs. overrides vs. effective values] ## Tips & best practices **Document your decisions**: Always add detailed notes explaining why you're setting custom overrides. This helps other team members understand special arrangements and makes audits easier. **Start with tier changes**: Before setting individual limit overrides, consider whether simply changing their tier override (Free → Starter → Custom) meets their needs more cleanly. **Monitor usage patterns**: Check the customer's historical usage in their profile before setting limits. Setting limits too low can cause service disruptions. **Use consistent pricing**: When setting custom monthly prices, follow your organization's pricing guidelines and consider currency implications for international customers. **Review regularly**: Set calendar reminders to review custom overrides quarterly, especially for temporary arrangements or trial periods. **Test with small changes**: For major customers, consider making incremental adjustments rather than large jumps in limits to ensure their systems handle the changes smoothly. ## Common questions **Q: Will customers be notified when I change their limits?** A: No, customers don't receive automatic notifications about override changes. They'll see updated limits in their dashboard on their next login. You may want to proactively communicate significant changes. **Q: What happens if I delete all overrides for a customer?** A: The customer immediately returns to their standard subscription tier limits and pricing. Any custom pricing stops at the end of their current billing cycle, and usage limits revert to tier defaults instantly. **Q: Can I set limits to zero to disable features?** A: Yes, setting any limit to zero effectively disables that feature for the customer. Leave fields blank (not zero) if you want them to use the tier default instead. **Q: How do currency overrides work with international customers?** A: Custom currency settings only affect display and invoicing format. The actual billing relationship and payment processing continue through their existing subscription method. -------------------------------------------------------------------------------- # Dashboard Widgets — Customize Your Overview URL: https://www.vanio.ai/docs/dashboard-widgets Tags: dashboard, widgets, customization Interactive dashboard cards that show real-time summaries of your vacation rental operation, with mobile-optimized controls for managing properties on the go -------------------------------------------------------------------------------- # Dashboard Widgets ## What they are Widgets are cards on your dashboard that show real-time summaries of different parts of your operation. You can add, remove, resize, and rearrange them to create your ideal overview. ## Available Widgets ### Setup Progress - **Setup Widget** — guides you through initial platform configuration with a progress indicator and helpful nudges (Note: This widget is automatically hidden for platform administrators to reduce dashboard clutter) ### Reservations - **Current Reservations** — guests currently checked in across your properties - **Upcoming Reservations** — arrivals in the next 30 days with a calendar view ### Revenue - **Monthly Gross Revenue** — revenue chart for the current month - **Watchlist Revenue** — revenue for your watched/priority properties - **Portfolio Health** — key performance indicators (occupancy, ADR, RevPAR) ### Vanio AI - **Vanio AI Performance** — response times, automation rate, and cost savings at a glance - **Vanio AI Activity** — pending decisions and recent AI actions with guest names and properties. Click any item to open the conversation. ### Operations - **Operations Today** — daily checklist of check-ins, check-outs, and tasks ### Guest Portal - **Portal Revenue** — upsell purchases, damage protection, and guest spending ### Service Providers - **Tasks Today** — today's assigned tasks for service provider teams - **Team Workload** — workload distribution across your cleaning and maintenance teams ### Other - **World Clocks** — time zones for your properties in different locations ## How to add a widget 1. Click the **+** button on your dashboard 2. Browse the widget catalog by category 3. Click a widget to add it 4. Drag to rearrange, or resize using the handle in the bottom-right corner ## Widget sizes Most widgets are available in small and medium sizes. Some (like revenue charts) also support large. Choose the size that gives you the right level of detail without taking too much space. ## Managing property listings on mobile When browsing your property listings on your phone or tablet, you'll find the action buttons at the top of each property card are now optimized for touch navigation. The **Done** checkmark and **Snooze** reminder buttons are sized and spaced for easy tapping, while the priority flag control is positioned separately to avoid accidental touches. To manage properties on mobile: 1. Tap the **checkmark button** to mark tasks as complete or restore them 2. Tap the **clock button** to set reminders or snooze items 3. Tap the **flag button** (positioned to the left) to adjust priority levels 4. All dropdown menus and options maintain proper touch-friendly sizing ## Viewing detailed timelines When you click on items from widgets like Vanio AI Activity, you'll see a detailed timeline modal that shows all messages, events, issues, and automation activities for that property or reservation. The timeline loads your most recent entries first, and you can scroll back through older entries to see the complete history. For properties with extensive activity histories (hundreds of timeline entries), the system loads older entries on-demand as you scroll back through the timeline. This keeps the modal opening quickly while still giving you access to the complete history when you need it. To explore timeline history: 1. Click any item from a dashboard widget to open its timeline modal 2. Review the most recent messages, events, and activities at the top 3. Scroll down to automatically load older entries as needed 4. Use the timeline type tabs (Messages, Events, Issues, Automations) to focus on specific activity types ## Managing tasks on your dashboard When you complete tasks from your Operations Today or Tasks Today widgets, the updates happen instantly and reliably. This is especially important when managing multiple properties with extensive activity histories—the dashboard stays responsive no matter how much data is associated with your properties. To mark tasks complete: 1. Click the task item in your Operations Today or Tasks Today widget 2. Check the completion box or click **Mark Complete** 3. The task updates immediately without slowing down your dashboard You can also complete multiple tasks at once by selecting several items and using the bulk actions menu. This works smoothly even when you're managing hundreds of tasks across your portfolio. ## Performance & reliability Dashboard widgets now load instantly, even when you have hundreds of properties in your portfolio. Recent performance improvements ensure your dashboard stays responsive whether you're managing 10 listings or 1,000+ properties. Multiple team members can browse and manage listings simultaneously without experiencing delays or timeouts. Marking tasks complete on your dashboard is now faster and more reliable, especially for properties with detailed activity histories. The dashboard automatically handles these updates efficiently so you can manage multiple properties at once without interruption. The dashboard automatically loads only the essential information needed for the overview, while detailed property data is retrieved on-demand when you open specific items. This means faster browsing and better reliability during peak usage times. When you open timeline modals from dashboard widgets, the system intelligently loads entries in batches to keep performance smooth. Properties with hundreds of timeline entries will load their recent activity immediately, while older entries load seamlessly as you scroll back through the history. ## User role differences Some widgets automatically adjust based on your account permissions: - **Setup Progress Widget** — Only appears for property managers and team members who need to complete setup steps. Platform administrators won't see this widget since setup guidance isn't relevant to their oversight role. -------------------------------------------------------------------------------- # Early Check-In & Late Checkout Requests URL: https://www.vanio.ai/docs/early-check-in-late-checkout-requests Tags: upsells, early-check-in, late-checkout, guest-portal, notifications, inbox Learn how early check-in and late checkout requests from guests appear in your dashboard — including immediate visibility for requests paid with alternative payment methods like Klarna. -------------------------------------------------------------------------------- When a guest asks for an early check-in or a late checkout from their portal, that request lands in your inbox and sends you a notification — so a revenue opportunity, or a scheduling conflict with your cleaning team, never slips by unseen. ## What happens when a guest asks Guests see early check-in and late checkout options in their guest portal (you control when those options appear — see [Early Check-In & Late Checkout Availability](/docs/early-check-in-late-checkout-availability)). When a guest submits one of these requests: - It **surfaces in your inbox** alongside your other guest activity, so it's part of the same flow you already watch — not buried in a separate screen. - You get a **notification** the moment it comes in, so you can approve, decline, or coordinate the turnover before the guest is left waiting. - A **"Late Checkout Requested — Awaiting payment confirmation"** entry appears on the reservation's dashboard item **immediately when the guest submits the request** — even if the guest is paying with an alternative payment method like Klarna that takes a moment to settle. Because the request is visible and timed, you can decide with the full picture: is the unit free early, and does your cleaner have time to turn it before the guest arrives? ## How requests appear when guests pay with Klarna or other alternative payment methods Some guests pay for upsell requests using alternative payment methods — such as Klarna — that don't confirm instantly. Previously, if a guest used one of these methods, the late checkout request wouldn't appear on your dashboard item until payment was fully settled. In some cases, if the payment didn't complete, the request would never appear at all, leaving you unaware a guest had asked. **This has been fixed.** Now, as soon as a guest submits a late checkout request — regardless of how they're paying — you'll see a timeline entry on the dashboard item that reads something like: > *Late Checkout Requested — Awaiting payment confirmation* This entry appears right away, so you're never left in the dark while payment is processing. Once payment is confirmed, the full approval details and any associated financials post automatically as usual. > **Note:** This improvement applies to late checkout requests. If you previously noticed a guest had submitted a request that didn't appear on your dashboard, those historical gaps won't be backfilled — but all new requests will show up immediately going forward. [Screenshot: Dashboard item timeline showing a "Late Checkout Requested — Awaiting payment confirmation" entry] ## How availability windows are calculated The window during which a guest can request an early check-in or late checkout is anchored to **that guest's actual booked check-in or checkout time** — not your property's standard times. This matters most for reservations imported from other platforms (such as Booking.com or Airbnb), which often carry a specific agreed check-in time that differs from your default. Previously, those guests could see the request window close at the wrong time. Now, a guest whose booked check-in is 1:00 PM, for example, will see the early check-in option available until exactly your configured cutoff before 1:00 PM — not before your standard check-in hour. If a reservation doesn't have a specific booked time, the window falls back to your property's standard check-in or checkout time as usual. > **Note for imported reservations:** Vanio AI automatically resolves your property's correct local time using the listing's location, so guests at properties in any timezone see accurate availability — even if the original reservation was imported without timezone detail. ## How many time slots guests see The number of early check-in and late checkout slots offered to a guest is controlled by the **"Max hours early"** and **"Max hours late"** values in your portal settings — not by any other time setting on your booking page. - If you set **Max hours late** to 3, guests will see exactly three late checkout slots (for example, 11:00 AM, 12:00 PM, and 1:00 PM if standard checkout is 10:00 AM). - If you set **Max hours early** to 4, guests will see exactly four early check-in slots. - If you haven't set a max-hours value, the available window falls back to the earliest or latest times configured on your booking page. > **Previously**, late checkout options could be hidden entirely — or fewer slots shown than expected — in certain configurations, particularly when your standard checkout time and latest checkout time were set to the same value. This has been corrected. If guests were previously unable to see late checkout options despite your settings indicating they should be available, they will now appear correctly. [Screenshot: Portal settings panel showing "Max hours early" and "Max hours late" fields] ## Turning the notification on or off This notification is controlled by a toggle in [Notification Settings](/docs/notification-settings). It's **on by default** for team members in property-managing roles, because these requests usually need an operator's decision. If you'd rather not be notified for every one — for example, if another workflow already handles them — you can switch it off there at any time. ## Automate the response You don't have to handle every request by hand. When an early check-in or late checkout request is approved or declined, Vanio AI can trigger a workflow — to notify a channel, message the guest, or schedule the turnover accordingly. See [Early/Late Request Triggers & Task-Type Conditions](/docs/workflow-triggers-conditions) to build those rules. ## Tips & best practices - **Set "Max hours early" and "Max hours late" in your portal settings** to control exactly how many slots guests see. These are the authoritative controls — if you want guests to see three late checkout options, set Max hours late to 3, regardless of what your booking page times say. - **Review your cutoff hours** in [Early Check-In & Late Checkout Availability](/docs/early-check-in-late-checkout-availability) to make sure they reflect how much lead time you actually need. Now that windows are tied to each guest's real check-in time, your cutoff settings work more precisely than before. - **For properties that regularly receive bookings from other platforms**, check a few upcoming imported reservations in your inbox to confirm guests are seeing the request option at the right time. - **If you accept alternative payment methods like Klarna**, keep an eye on the "Awaiting payment confirmation" entries in your dashboard item timeline. These mean a guest has submitted a request and payment is in progress — you'll see the full approval details once it settles. - **Use workflows** to automate approvals or guest messaging for common scenarios, so you're only manually reviewing edge cases. ## Common questions **My property is in a non-UTC timezone. Will guests still see the right window?** Yes. Vanio AI uses your listing's location to determine the correct local time, so the availability window is always calculated in your property's actual timezone — regardless of how the reservation was originally created or imported. **A guest says they can't see the early check-in or late checkout option, but I expected them to. What should I check?** First, confirm the guest's booked check-in or checkout time in their reservation details — the request window opens and closes based on your configured cutoff hours relative to that specific time. Next, go to your portal settings and confirm that **"Max hours early"** or **"Max hours late"** is set to at least 1. If those fields are blank, the slot window falls back to your booking page times, which may be narrower than intended. Also verify that the early check-in or late checkout option is enabled in [Early Check-In & Late Checkout Availability](/docs/early-check-in-late-checkout-availability). **I set Max hours late to 4, but guests were only seeing 2 slots (or none at all). Why?** This was a known issue that has now been fixed. Previously, the number of slots shown could be limited — or collapsed to zero — by booking page time settings that aren't directly visible in your portal settings. After this update, the **"Max hours late"** and **"Max hours early"** values in your portal settings are the definitive controls. If you had this problem before, guests will now see the correct number of slots without any changes needed on your end. **I can see a "Late Checkout Requested — Awaiting payment confirmation" entry on my dashboard item, but I haven't received the full approval details yet. Is something wrong?** Not necessarily. This entry means your guest submitted a late checkout request and their payment is still being processed — this is normal when guests pay with methods like Klarna that take a moment to settle. Once payment is confirmed, the full request details and financials will appear automatically. If the entry stays in a pending state for an unusually long time, check with your guest to make sure they completed the payment steps on their end. **What if a reservation has no specific check-in time set?** Vanio AI falls back to your property's standard check-in or checkout time to calculate the window. Nothing changes for those reservations — the guest experience is the same as before. ## Related - [Early Check-In & Late Checkout Availability](/docs/early-check-in-late-checkout-availability) — control when guests can request - [Upsells — Earn More Per Booking](/docs/upsells) — turn requests into revenue - [Notification Settings](/docs/notification-settings) — choose what you're notified about -------------------------------------------------------------------------------- # Early/Late Request Triggers & Task-Type Conditions URL: https://www.vanio.ai/docs/workflow-triggers-conditions Tags: workflows, automation, triggers, conditions, tasks, early-check-in, late-checkout Trigger workflows on early/late request decisions, filter by task type, and include a clickable Task Link variable in your Slack and email notifications for task-triggered rules. -------------------------------------------------------------------------------- # Early/Late Request Triggers & Task-Type Conditions Workflows let you automate the parts of your operation that happen the same way every time. Two additions give you finer control: you can now start a workflow when an early check-in or late checkout request is decided, and you can filter task-based workflows down to specific task types. You can also include a direct link to any task right inside your automated messages. ## Trigger on an early check-in or late checkout decision You can build a workflow that fires the moment an early check-in or late checkout request is **approved** or **declined**. That gives you a clean hook for everything that should happen next, for example: - Message the guest to confirm their new arrival or departure time. - Notify your cleaning team so they can adjust the turnover. - Post to a Slack channel so the front desk knows the unit's schedule changed. Instead of watching for these requests and reacting by hand, you set the rule once and let it run every time. Pair it with the inbox notification described in [Early Check-In & Late Checkout Requests](/docs/early-check-in-late-checkout-requests). ## Filter by task type When a workflow is triggered by task activity — a new task, a completed task — you can now add a **Task type** condition to include or exclude specific kinds of tasks. The condition works both ways: run the workflow only for certain task types, or run it for everything *except* the ones you name. A common example: send a Slack message whenever a new task is created, but **exclude laundry** so routine turnover chores don't flood the channel — you only hear about the tasks that need a human's attention. The same pattern works for any split you care about: notify on maintenance but not restocks, escalate inspections but not standard cleans. ## Send a direct link to the task in your messages When a workflow is triggered by a task event, you can include a **Task Link** variable in any message action — Slack notifications, emails, or any other message template. When the message sends, that variable resolves to a clickable URL that opens the specific task in Vanio. This is especially useful for Slack alerts: instead of team members having to search for the task, they click the link and land right on it. ### Which triggers support Task Link The **Task Link** variable is available whenever your workflow's trigger is one of the following task events: - **Task created** — a new task has been added - **Task completed** — a task has been marked done - **Task assigned** — a task has been assigned to a team member - **Task updated** — details on a task have changed - **Task blocked** — a task has been flagged as blocked If your workflow is triggered by any other kind of event (a reservation, a guest message, a payment, and so on), the Task Link variable will appear blank in the sent message. Use it only in rules built on one of the five task triggers above. ### How to add a Task Link to a message 1. Open **Workflows** and select the rule you want to edit, or create a new one. 2. Make sure the trigger is set to a task event (Task created, Task completed, Task assigned, Task updated, or Task blocked). 3. Scroll to the message action — for example, a **Send Slack message** or **Send email** action. 4. Click inside the message field where you'd like the link to appear. 5. Open the **Insert variable** picker next to the field. 6. Under the **Task** section at the top of the list, select **Task Link**. The placeholder `{{data.taskUrl}}` is inserted at your cursor. 7. Save the action. [Screenshot: Variable picker open with the Task section expanded, showing Task Link, Task Title, Task ID, Task Category, and Task Priority] When the rule fires, `{{data.taskUrl}}` is replaced with the full URL for that task — your team members just click it to open the task directly in Vanio. ### Other task variables Alongside **Task Link**, the variable picker also surfaces these task-specific fields when your trigger is a task event: | Variable | What it inserts | |---|---| | **Task Link** | A clickable URL that opens the task in Vanio | | **Task Title** | The name of the task | | **Task ID** | The unique ID number of the task | | **Task Category** | The category assigned to the task | | **Task Priority** | The priority level set on the task | These variables only appear in the picker when your workflow is using a task trigger — for all other trigger types they are hidden, since they would render empty. ## Tips & best practices - **Lead with the link.** In Slack messages, put the Task Link near the start of the message so team members can tap through immediately without reading the whole notification. - **Combine variables for context.** Pair Task Link with Task Title and Task Priority so the message tells people what the task is and how urgent it is before they even click. For example: *"New {{data.priority}} task: {{data.title}} — {{data.taskUrl}}"* - **Stick to task triggers.** Only add Task Link to rules that fire on task events. If you copy a rule and change its trigger to a reservation event, remove the Task Link variable from the message — it will otherwise send as a blank space. - **Filter noisy triggers with task-type conditions.** Use the **Task type** condition alongside task triggers to control which task categories actually fire the rule, so your team only gets notified for the tasks that matter to them. - **Test before publishing.** Save the rule, then manually trigger a test task event and check that the link in the message resolves correctly and opens the right task. ## Common questions **The Task Link variable isn't showing up in my variable picker. Why?** The Task Link variable (and all other Task variables) only appear in the picker when your workflow's trigger is a task event — Task created, Task completed, Task assigned, Task updated, or Task blocked. If your trigger is set to anything else, switch it to one of those task events and the Task section will appear at the top of the variable list. **What happens if the task link is empty in my message?** This usually means the rule fired from a non-task trigger, or you're testing with a synthetic event that doesn't carry a real task. Confirm the trigger type is a task event and run a real task through the workflow to see the link resolve correctly. **Can I use Task Link in an email subject line?** Yes — the variable picker is available in email subject lines, message bodies, Slack messages, and all other text fields inside a message action. The same rule applies: the link only resolves when the trigger is a task event. ## Related - [Building Custom Workflows](/docs/workflows-builder) — triggers, conditions, and actions - [Early Check-In & Late Checkout Requests](/docs/early-check-in-late-checkout-requests) — where these requests come from -------------------------------------------------------------------------------- # Email Deliverability & Domain Management URL: https://www.vanio.ai/docs/email-deliverability Tags: marketing, email, deliverability, automation Automatically manage your marketing email reputation with smart domain rotation and delivery monitoring -------------------------------------------------------------------------------- # Email Deliverability & Domain Management ## What it does Vanio automatically manages your marketing email reputation to ensure your messages reach property owners' inboxes instead of spam folders. The system rotates between fresh sending domains and monitors email performance, automatically pausing domains that show poor delivery rates to protect your overall reputation. ## Getting started ### Accessing email deliverability settings 1. Navigate to **Settings → Marketing** in your Vanio dashboard 2. Click on **Email Deliverability** in the left sidebar 3. You'll see your current sending domains and their health status [Screenshot: Email deliverability dashboard showing domain rotation status and performance metrics] ### Understanding your domain status Each sending domain shows: - **Status**: Active, Warming, or Paused - **Daily sends**: Current usage vs. daily limit - **Performance**: Bounce and complaint rates over the last 7 days - **Warm-up day**: How long the domain has been building reputation [Screenshot: Domain status cards with performance indicators] ## How it works ### Automatic domain rotation When you send marketing campaigns, Vanio automatically: - Selects the best-performing domain from your warm-up pool - Distributes sends across multiple domains to avoid overloading any single one - Tracks delivery performance for each domain in real-time - Queues emails when daily sending limits are reached, resuming the next day You don't need to manually choose domains – the system handles everything behind the scenes. ### Reputation protection Vanio continuously monitors: - **Bounce rates**: When emails can't be delivered - **Complaint rates**: When recipients mark emails as spam - **Engagement signals**: How recipients interact with your emails If a domain's bounce rate exceeds 5% or complaint rate reaches 0.3% over 7 days, the system automatically pauses that domain to prevent further reputation damage. ### Campaign queuing When all domains reach their daily sending limits: - New campaigns are automatically queued instead of being canceled - Queued emails send the next morning when limits reset - You'll see "Queued for capacity" status in your campaign reports - No emails are ever sent from compromised domains [Screenshot: Campaign status showing queued emails waiting for domain capacity] ## Key features • **Smart domain selection**: Automatically chooses the healthiest domain for each send • **Daily warm-up limits**: Gradually increases sending volume as domains build reputation • **Real-time monitoring**: Tracks bounces and complaints as they happen • **Automatic pausing**: Stops using problematic domains before they damage your reputation • **Queue management**: Holds emails when capacity is full rather than forcing sends • **Performance dashboard**: View detailed metrics for each sending domain • **Manual controls**: Pause or resume individual domains when needed ## Managing domains manually ### Pausing a domain If you notice issues with a specific domain: 1. Go to **Settings → Marketing → Email Deliverability** 2. Find the domain you want to pause 3. Click the **Actions** menu (three dots) 4. Select **Pause Domain** 5. Confirm the action Paused domains won't be used for new sends but can be resumed once issues are resolved. ### Resuming a paused domain 1. Locate the paused domain in your deliverability dashboard 2. Click **Actions → Resume Domain** 3. The domain will re-enter the rotation pool Only resume domains after addressing the underlying deliverability issues. [Screenshot: Domain actions menu showing pause/resume options] ## Tips & best practices ### Maintain good sending practices - Only email prospects who might genuinely be interested in your services - Keep your prospect lists clean and up-to-date - Write compelling subject lines that aren't misleading - Include clear unsubscribe options in every email ### Monitor your metrics - Check your deliverability dashboard weekly - Pay attention to bounce and complaint rates - Investigate sudden spikes in poor performance - Consider adjusting your messaging if complaint rates climb ### Let the system work - Don't manually pause well-performing domains - Trust the automatic rotation system - Be patient with queued emails – they'll send when capacity resets - Focus on email content quality rather than sending volume ### Building long-term reputation - Consistent sending patterns perform better than irregular bursts - Engagement (opens, clicks) helps improve domain reputation - Clean prospect data reduces bounces and improves deliverability ## Common questions **Why are my emails queued instead of sending immediately?** This happens when all your sending domains have reached their daily warm-up limits. Queued emails automatically send the next morning when limits reset. This protects your reputation by preventing over-sending from warming domains. **Can I add my own sending domain?** Currently, Vanio manages the sending domain pool automatically. This ensures proper warm-up procedures and reputation management. Contact support if you have specific domain requirements for your property management business. **What should I do if a domain gets paused automatically?** Review recent campaign performance to identify potential issues like high bounce rates or spam complaints. The domain will remain paused until you manually resume it, giving you time to address any underlying problems with your prospect lists or messaging. **How long does domain warm-up take?** Domains typically take 2-4 weeks to reach full sending capacity. During warm-up, daily limits gradually increase as the domain builds a positive reputation with email providers. This process happens automatically – you don't need to manage it manually. -------------------------------------------------------------------------------- # Enhanced Performance & Reliability URL: https://www.vanio.ai/docs/database-performance-optimization Tags: performance, reliability, system-updates, optimization Vanio now handles 3x more simultaneous users with faster performance and zero service interruptions during peak booking periods. -------------------------------------------------------------------------------- # Enhanced Performance & Reliability ## What it does Vanio now handles three times more simultaneous users without performance slowdowns, making your vacation rental operations run smoother even during peak booking periods. We've permanently eliminated the occasional service interruptions that could occur when many guests were browsing and booking properties at the same time. ## Getting started The performance improvements are automatically active for all users – no setup required. However, you can monitor and understand the benefits through your dashboard: 1. **Check your dashboard performance** - Go to **Settings → Account Overview** - Look for the "System Status" indicator in the top right - You'll now see consistently green status even during busy periods - [Screenshot: Dashboard showing green system status indicator] 2. **Monitor booking activity** - Navigate to **Analytics → Real-time Activity** - Watch how smoothly the system handles multiple simultaneous bookings - Notice faster page loads and response times across all features - [Screenshot: Real-time activity dashboard showing multiple concurrent users] 3. **Experience improved responsiveness** - Open your property listings, calendar, and booking management - Notice faster loading times, especially when switching between properties - Multi-tasking within Vanio is now seamless ## How it works The system automatically manages resources more efficiently behind the scenes. When multiple guests browse your properties or make bookings simultaneously, Vanio now handles these requests without creating bottlenecks. You'll notice: - **Faster page loads** across all sections of your dashboard - **Smoother navigation** when managing multiple properties - **Uninterrupted service** during peak booking times (holidays, weekends, promotional periods) - **Consistent performance** regardless of how many other property managers are using the platform simultaneously The improvements work automatically in the background – there's nothing you need to configure or maintain. ## Key features • **3x capacity increase** – Platform now supports three times more simultaneous users without performance degradation • **Eliminated service interruptions** – No more occasional slowdowns during peak booking periods • **Faster response times** – All dashboard actions, from calendar updates to guest messaging, respond more quickly • **Improved multi-property management** – Seamlessly switch between properties without delays • **Enhanced booking reliability** – Guest bookings process smoothly even during high-traffic periods • **Automatic optimization** – System continuously maintains optimal performance without user intervention • **Real-time stability** – Instant updates and notifications remain consistent under heavy load ## Tips & best practices **Maximize the performance benefits:** - Take advantage of the improved capacity by running promotional campaigns without worrying about system slowdowns - Use the enhanced multi-property management to efficiently handle larger portfolios - Schedule bulk operations (like rate updates across multiple properties) with confidence **Monitor your improved metrics:** - Check your booking conversion rates – faster page loads typically increase guest booking completion - Notice improved guest satisfaction as they experience smoother browsing and booking processes - Track your response times to guest inquiries, which benefit from the enhanced messaging system performance **Leverage peak-period reliability:** - Run special promotions during traditionally busy times (holidays, local events) without performance concerns - Handle last-minute booking rushes more effectively - Manage check-in/check-out day operations smoothly even with full occupancy ## Common questions **Q: Will I notice the performance improvements immediately?** A: Yes, you'll experience faster loading times and smoother navigation right away. The improvements are most noticeable during busy periods when you're managing multiple tasks simultaneously or when many guests are actively browsing your properties. **Q: Do I need to change how I use Vanio?** A: No changes needed. The performance enhancements work automatically in the background. You can continue using all features exactly as before – they'll simply work faster and more reliably. **Q: What happens during extremely high-traffic periods like holiday weekends?** A: The system now maintains consistent performance even during peak periods. Where you might have experienced occasional slowdowns before, Vanio now handles the increased activity smoothly, ensuring your guests can browse and book without interruption and you can manage your properties without delays. [Screenshot: Performance comparison chart showing before and after response times during peak periods] -------------------------------------------------------------------------------- # Expense Management & Approval Workflows URL: https://www.vanio.ai/docs/task-expense-management Tags: expenses, approval, accounting, tasks, management Manage task-related expenses with a full approval workflow — including one-click approve and un-approve directly from the expense dashboard board and list views. -------------------------------------------------------------------------------- Manage task-related expenses with a comprehensive approval system that tracks costs from submission through billing. Submit expenses for approval, review and approve or reject submissions, then automatically bill approved costs to your listing's accounting ledger. ## Getting Started ### Submitting an Expense 1. **Navigate to your task** — Go to Tasks and open any active task 2. **Find the Expenses section** — Look for the "Expenses" tab or section within the task details 3. **Click "Add Expense"** — This opens the expense submission form 4. **Fill in the details:** - **Title**: Brief description (e.g., "Plumbing supplies for bathroom repair") - **Amount**: Enter the cost and select currency - **Category**: Choose from maintenance, supplies, services, cleaning, or other - **Description**: Add detailed notes about the expense - **Receipt**: Upload a photo or scan of your receipt 5. **Submit for approval** — Click "Submit" to send the expense to your manager [Screenshot: Expense submission form showing all required fields] ### Submitting an Expense on a Subtask If you're adding an expense directly to a subtask, the property field is filled in automatically — you don't need to select or enter it yourself. Vanio AI inherits the property from the parent task, so your expense is linked to the correct rental from the moment you create it. [Screenshot: Expense form on a subtask with the property field pre-populated] ### Approving Expenses (Managers) You can approve expenses in two ways: directly from the dashboard without opening each expense, or by opening the expense for a full review. **Quick approval from the dashboard (new):** 1. **Go to Expenses Dashboard** — Navigate to Tasks → Expenses or use the main Expenses section 2. **Find a submitted expense** — In either Board or List view, locate any expense showing "Submitted" status 3. **Click "Approve"** — A small **Approve** button appears directly on the card or row. Click it to approve the expense instantly — no need to open it 4. **The expense updates immediately** — It moves to "Approved" status right away [Screenshot: Expense board card showing the inline Approve button on a submitted expense] [Screenshot: Expense list row showing the inline Approve button beside the status label] **Full review before approving:** 1. **Go to Expenses Dashboard** — Navigate to Tasks → Expenses or use the main Expenses section 2. **Switch to Board View** — On desktop, use the visual Kanban board to see expenses by status 3. **Review submitted expenses:** - Click on any expense card to see full details - Review the amount, description, and uploaded receipt - Check that the expense relates to the associated task 4. **Make your decision:** - **Approve**: Click "Approve" to move the expense forward - **Reject**: Click "Reject" and add a reason for the team member [Screenshot: Kanban board showing expenses in different status columns] ### Moving an Approved Expense Back to Submitted (Managers) If you approved an expense by mistake, or need to revisit it before it's billed, you can undo the approval and return the expense to submitted status — directly from the dashboard or from within the expense itself. **Quick un-approve from the dashboard (new):** 1. **Go to Expenses Dashboard** — Locate the approved expense in either Board or List view 2. **Click "Un-approve"** — An **Un-approve** button appears directly on the card or row for any approved expense. Click it to immediately move the expense back to "Submitted" status 3. **The expense updates immediately** — The approval is cleared and the expense is ready for fresh review 4. **Re-approve when ready** — Once any necessary corrections are made, you can approve the expense again using the inline Approve button or from within the expense detail [Screenshot: Expense board card showing the inline Un-approve button on an approved expense] **From within the expense:** 1. **Find the approved expense** — Locate the expense in the Approved column or filter by "Approved" status 2. **Click the undo icon** — On the expense row, click the undo (↩) icon. This button is only visible on approved expenses and only to managers 3. **Confirm the change** — The expense immediately moves back to "Submitted" status, clearing the approval so it can be reviewed again 4. **Re-approve when ready** — Once any necessary corrections are made, you can approve the expense again as normal > **Note:** You can only move an expense back to submitted while it's in "Approved" status. Once an expense has been billed, it cannot be undone. [Screenshot: Approved expense row with the undo icon highlighted] ## How It Works The expense system follows a clear four-stage workflow that you can track visually: **Submitted** → **Approved** → **Billed** → **Complete** Managers can also move an approved expense back a step — from **Approved** → **Submitted** — if a correction is needed before billing. ### What Happens Automatically - **Expense tracking**: Every expense gets a unique ID and timestamp - **Status updates**: Team members see real-time status changes on their submissions - **Ledger integration**: Approved expenses automatically post to your listing's accounting records - **Audit trail**: The system tracks who approved, rejected, or billed each expense with timestamps - **Approval clearing**: When an approved expense is moved back to submitted, the previous approval is automatically cleared so the expense can go through a fresh review - **Receipt storage**: Uploaded receipts are securely stored and linked to the expense record - **Property association on subtasks**: When you add an expense to a subtask, the correct property is automatically applied based on the parent task — no manual selection needed ### Visual Organization **Desktop**: Use the Kanban board view to drag expenses between status columns and get a quick overview of your expense pipeline. **Mobile**: Switch to the streamlined card list view that's optimized for smaller screens while maintaining all functionality. [Screenshot: Mobile card list view showing expense summaries] ## Key Features - **Four-bucket status tracking** — See expenses organized by Submitted, Approved, Rejected, and Billed - **Manager-level permissions** — Only owners, admins, and managers can approve, reject, or undo approvals on expenses - **One-click approve from the dashboard** — Approve a submitted expense instantly from the board card or list row, without opening it - **One-click un-approve from the dashboard** — Move an approved expense back to submitted with a single click directly from the board or list view - **Undo approval** — Move an approved expense back to submitted status if you need to make changes before billing - **Automatic ledger billing** — Approved expenses post directly to your listing's accounting records - **Receipt management** — Upload and store receipts with each expense for complete documentation - **Bulk operations** — Approve or bill multiple expenses at once to save time - **Advanced filtering** — Filter by status, listing, date range, category, or specific tasks - **CSV export** — Export filtered expense data for external accounting or reporting - **Expense categories** — Organize costs by maintenance, supplies, services, cleaning, and more - **Rejection workflow** — Rejected expenses can be edited and resubmitted with updates - **Real-time updates** — See status changes immediately across all devices - **Automatic property inheritance for subtasks** — Expenses added to subtasks are automatically linked to the parent task's property, keeping your records organized without any extra steps ## Tips & Best Practices **For Team Members:** - Always upload clear photos of receipts before submitting - Write descriptive titles that explain what the expense covers - Submit expenses promptly while details are fresh in your mind - Include the listing address or unit number in descriptions for multi-property managers - When adding expenses to subtasks, confirm the pre-filled property is correct before submitting — it should match the property shown on the parent task **For Managers:** - Set up regular review times to prevent expense backlogs - Use the inline **Approve** button on board cards and list rows to process straightforward expenses quickly — save the full-detail view for expenses that need a closer look - Use bulk approval for routine, pre-approved expense types - Add clear rejection reasons to help team members improve future submissions - Check that expenses align with the associated task scope and budget - Use the inline **Un-approve** button — or the undo icon inside the expense — to move an approved expense back to submitted if you catch an error before billing - Use filters to focus on specific properties or time periods during review **Organization:** - Establish expense limits that require pre-approval for larger purchases - Create standard categories that match your accounting system - Use the date range filters for monthly expense reviews and reporting - Export data regularly for backup and integration with external accounting tools ## Common Questions **Can I edit an expense after submitting it?** Once submitted, expenses can only be edited by managers or if they're rejected and returned to you. If you need to make changes, contact your manager or wait for the approval process. **What happens to rejected expenses?** Rejected expenses return to "Submitted" status and can be edited and resubmitted. You'll see the manager's rejection reason to help you make necessary corrections. **Can a manager approve or un-approve an expense without opening it?** Yes. In both Board and List views, a small **Approve** button appears directly on any submitted expense card or row, and an **Un-approve** button appears on any approved expense. Clicking either button updates the expense instantly — no need to open the full detail view. These buttons are only visible to managers, owners, and admins. **Can a manager undo an approval after approving an expense?** Yes. Managers can use the inline **Un-approve** button on the dashboard, or click the undo (↩) icon inside the expense detail, to move any approved expense back to "Submitted" status. This clears the approval so the expense can be reviewed and re-approved — useful if an expense was approved in error or needs a second look before billing. This is only available before the expense has been billed; billed expenses cannot be reversed from within the expense workflow. **How quickly do approved expenses appear in my listing's accounting?** Once a manager clicks "Bill" on an approved expense, it immediately posts to your listing's ledger. You can see this reflected in your financial reports right away. **Why is a property already selected when I add an expense to a subtask?** Vanio AI automatically links the expense to the same property as the parent task. This keeps your expense records organized and saves you from having to look up and enter the property yourself. If the pre-filled property doesn't look right, check the parent task's property assignment or contact your manager. -------------------------------------------------------------------------------- # Giving an Owner Access to Reports URL: https://www.vanio.ai/docs/owner-reports-access Tags: owners, reports, owner-statement, portfolio, access, permissions Let a property owner see their own Portfolio Performance and Owner Statement reports — scoped to only the listings you manage for them. -------------------------------------------------------------------------------- # Giving an Owner Access to Reports You can let an individual property owner view reporting for the listings you manage on their behalf — without giving them access to anything else in your workspace. It is a single per-owner toggle, and it is off by default, so owners only ever see reports when you deliberately turn this on for them. ## What the owner gets When you enable reports access for an owner, two reports become available to them: - **Portfolio Performance** — performance, occupancy, and revenue trends across their properties. - **Owner Statement** — the earnings statement showing revenue, fees, and payouts. Both reports are strictly scoped to **that owner's listings only**. An owner can never see another owner's numbers, and they never see workspace-wide or operator-only reporting. Everything they open is filtered to the properties you've assigned to them. ## How to turn it on 1. Go to **Settings → Owners**. 2. Open the owner you want to grant access to. 3. Turn on the **Reports access** toggle. With it on, a **Reports** section appears in that owner's navigation the next time they sign in. With it off (the default), the Reports section is hidden from them entirely. ## When to use it - Owners who want self-serve visibility into how their properties are doing, without emailing you for numbers. - Owners you send a monthly statement to — let them pull it themselves any time. Keep it off for owners who don't need the detail, or where you prefer to share a curated update yourself. ## Related - [Owner Reporting](/docs/owner-reporting) — how owner statements and reports are built. - [Owner CRM & Pipeline](/docs/owner-management) — managing your owner relationships. -------------------------------------------------------------------------------- # Health Tab Action Center URL: https://www.vanio.ai/docs/health-tab-actions Tags: health, actions, pricing, occupancy, optimization Transform health insights into one-click revenue actions—fix pricing, fill empty dates, and optimize listings without leaving the Health tab. -------------------------------------------------------------------------------- # Health Tab Action Center The Health tab now goes beyond showing you what's wrong—it gives you one-click fixes for every issue it detects. Turn occupancy insights into instant pricing updates, fix calendar problems, or complete your listing without leaving the page where you see what needs attention. ## Getting Started ### Access Your Health Actions 1. Go to **Listings** in your main navigation 2. Select any listing from your portfolio 3. Click the **Health** tab 4. Look for the "Recommended Actions" section below your health score [Screenshot: Health tab showing health score at top, followed by recommended actions cards below] The actions appear automatically when the Health tab detects issues with your listing. No setup required—if there's a problem, you'll see a fix. ### Take Action in One Click 1. **Review the recommendation**: Each action card shows what's wrong and why it matters 2. **See the impact**: Revenue estimates show potential monthly gains 3. **Click the action button**: Blue buttons execute immediately, gray buttons guide you to the right page 4. **Confirm when prompted**: One-click actions show exactly what will change before applying [Screenshot: Action card showing "Lower price to lift occupancy" with estimated revenue impact and blue "Apply Pricing Strategy" button] ## How It Works The Health tab continuously monitors your listing performance and automatically generates specific, actionable recommendations when issues arise. ### Automatic Problem Detection Your listing health is analyzed daily, checking: - **Occupancy gaps**: Empty dates in the next 30 days - **Pricing position**: How your rates compare to similar properties - **Listing completeness**: Missing photos, descriptions, or amenities - **Review trends**: Rating changes and guest feedback patterns - **Booking patterns**: Lead times and cancellation impacts ### Smart Action Generation When problems are detected, the system creates targeted solutions: - **One-click fixes**: Pricing adjustments, calendar changes, and strategy updates happen instantly - **Guided improvements**: Content updates and channel management link directly to the right editing pages - **Revenue estimates**: See potential monthly impact before making changes ### Prioritized by Impact Actions appear in order of potential revenue impact, with the most valuable opportunities at the top. Critical issues (like major occupancy gaps) get priority over minor optimizations. ## Key Features • **Instant pricing fixes**: Discount empty dates or adjust your overall pricing strategy with one click • **Calendar optimization**: Shorten minimum stays on vacant nights to capture last-minute bookings • **Content completion**: Direct links to add missing amenities, photos, or descriptions • **Revenue estimates**: See potential monthly gains before applying changes • **Smart timing**: Actions appear when problems develop, not on a schedule • **Undo protection**: Confirmation dialogs show exactly what changes before applying • **Cross-surface consistency**: Same action logic used in Market Reports for familiar, reliable recommendations [Screenshot: Multiple action cards showing different types - pricing, content, and calendar actions] ## Tips & Best Practices ### Act on High-Impact Items First Focus on actions marked "High" severity or showing significant revenue estimates. These typically involve: - Pricing adjustments for properties with low occupancy - Filling gaps from recent cancellations - Completing content for new or underperforming listings ### Review Before Clicking One-click actions show confirmation dialogs with specific changes. For example: "Set $95/night on 5 empty nights (Mar 15 → Mar 20)." Read these carefully—they're designed to be conservative, but you know your market best. ### Combine Multiple Levers The system often suggests both pricing and calendar changes for the same problem. Consider applying both: - Lower prices on empty dates to attract bookings - Reduce minimum stay requirements to capture shorter trips ### Monitor Results After taking action, check back in 3-7 days to see how occupancy and bookings respond. The Health tab will update with new recommendations as conditions change. ### Use Advisory Actions Gray "advisory" buttons guide you to pages where manual updates are needed. These often have the highest long-term impact: - Adding professional photos - Enabling Instant Book - Writing detailed property descriptions ## Common Questions **Q: Will one-click actions override my existing pricing strategy?** A: No, one-click pricing actions are conservative and targeted. Calendar-specific discounts only affect the dates shown, while strategy adjustments make small shifts (typically 5% below market median) that you can modify later in your pricing settings. **Q: What if I disagree with a recommendation?** A: All actions are suggestions based on performance data. You can ignore any recommendation or use the manual editing links to make different changes. The Health tab will continue monitoring and may suggest different approaches as conditions change. **Q: How often do new actions appear?** A: Actions generate automatically when the daily health analysis detects issues. Most active listings see new recommendations weekly, while consistently performing properties may go longer between suggestions. Major changes (like cancellations or market shifts) can trigger immediate new actions. -------------------------------------------------------------------------------- # High-Resolution Photo Uploads URL: https://www.vanio.ai/docs/photo-upload-system Tags: photos, uploads, properties, mobile Upload high-resolution photos of any size to your properties, and securely generate staff upload links from maintenance tasks — now requiring operator login to keep your account protected. -------------------------------------------------------------------------------- # High-Resolution Photo Uploads Vanio AI now supports unlimited file sizes for property photos, allowing you to upload high-resolution images directly from your phone or camera without compression or quality loss. This enhancement eliminates the frustrating upload failures that previously occurred with large iPhone photos and professional camera images, with improved reliability that ensures your photos upload successfully every time. ## Getting Started ### Uploading Photos to Your Property 1. **Navigate to your property** — Go to Properties and select the rental you want to add photos to 2. **Open the Photos section** — Click on the "Photos" tab in your property management dashboard 3. **Upload your images** — Click "Add Photos" or drag and drop your image files directly onto the upload area 4. **Select multiple files** — Choose as many high-resolution photos as you need from your device 5. **Wait for upload completion** — You'll see a progress indicator showing "Uploading 1 of X" as each photo processes [Screenshot: Property photos upload interface showing drag-and-drop area and progress indicators] ### Sending a Photo Upload Link to Staff If you need a team member or contractor to upload photos for a maintenance task — for example, sending them a link via text message — you can generate a secure upload link directly from the task. **You must be logged in to your Vanio AI account to generate this link.** 1. **Open the task** — Go to the relevant maintenance task in your dashboard 2. **Generate the upload link** — Click "Generate Upload Link" (or the equivalent option shown in the task detail view) 3. **Copy and share the link** — Send the link to your staff member via SMS, email, or any other channel you prefer 4. **Staff uploads without logging in** — The recipient can tap the link and upload photos directly — no Vanio AI account required on their end > **Note:** Only operators who are logged in and have access to the relevant customer account can generate upload links. This ensures upload links are always issued by an authorized person. The link itself remains easy for staff to use — they simply open it and upload. [Screenshot: Task detail view showing the "Generate Upload Link" option and the copyable link] ### Supported File Types You can now upload these image formats without size restrictions: - iPhone photos (including Live Photos saved as images) - Professional DSLR/mirrorless camera files - JPEG, PNG, HEIC, and other standard image formats - Images larger than 9MB that previously failed to upload ## How It Works When you upload photos, Vanio AI automatically handles the technical process behind the scenes: **Seamless Upload Process** — Your photos upload directly to secure cloud storage without going through size-limiting intermediary systems. This means even your largest, highest-quality images will upload successfully every time. **Enhanced Reliability** — The upload system now includes built-in safeguards that prevent timeouts and connection issues, ensuring your photos process consistently even during peak usage times. **Automatic Organization** — Once uploaded, your photos are automatically organized within your property listing and given a sort order that you can adjust later. **Instant Availability** — Your photos become immediately available for viewing and editing in your property dashboard, and can be used across all your marketing channels. **Secure Upload Links for Staff** — When you generate an upload link for a maintenance task, Vanio AI verifies your identity and confirms you have access to that specific task before issuing the link. This means upload links can only be created by authorized team members, protecting your account from unauthorized access. Once issued, a link is valid for 24 hours and is tied to the specific task it was created for. [Screenshot: Successfully uploaded high-resolution photos in the property gallery view] ## Key Features • **No file size limits** — Upload photos of any size, including 10MB+ files from modern smartphones and professional cameras • **Reliable uploads every time** — Enhanced system prevents hanging and timeout issues that could cause uploads to fail • **Batch uploads** — Select and upload multiple high-resolution photos at once to save time • **Original quality preservation** — Your photos maintain their full resolution and quality without automatic compression • **Mobile-optimized** — Works perfectly when uploading directly from your iPhone or Android device • **Progress tracking** — Clear indicators show upload progress for each photo in your batch • **Instant preview** — See your uploaded photos immediately in the property gallery • **Consistent processing** — Photos process reliably even when external services are running slowly • **Secure staff upload links** — Upload links for maintenance tasks can only be generated by logged-in operators with access to the relevant account, keeping your workspace secure ## Tips & Best Practices ### Getting the Best Results **Take advantage of high resolution** — Don't resize or compress your photos before uploading. Vanio AI can now handle your camera's full resolution, giving you maximum flexibility for different marketing uses. **Upload in batches** — Group related photos together (exterior shots, kitchen photos, bedroom images) and upload them as a set for easier organization. **Use descriptive filenames** — Name your photos descriptively before uploading (like "kitchen-island-view.jpg") to make them easier to identify and organize later. **Upload with confidence** — The improved reliability means you can start large uploads and trust they'll complete successfully, even if you navigate away from the page. ### Sending Upload Links to Staff **Make sure you're logged in first** — You'll need to be signed in to your Vanio AI account before generating an upload link for a task. If you're not logged in, you'll be prompted to sign in before the link can be created. **Generate links from the right account** — If you manage multiple properties under different customer accounts, make sure you're working within the correct account when generating a link. The link will be tied to that specific task and account. **Share links promptly** — Upload links expire after 24 hours, so send them to your staff member soon after generating them. **One link per task** — Each link is specific to its task, so staff can only upload photos to the task it was created for. ### Mobile Photography Tips **Shoot in the highest quality** — Enable "High Quality" mode in your iPhone camera settings. With no size limits, you can capture and upload the best possible images. **Upload over WiFi when possible** — While the system works on cellular connections, WiFi provides faster upload speeds for large photo files. **Keep your originals** — Since there's no compression, you're uploading true originals that can be used for everything from social media to print marketing. ## Common Questions **Q: Will my photos upload faster now?** A: Large photos may take slightly longer to upload due to their size, but they'll upload reliably without the failures you experienced before. The system shows clear progress indicators and includes timeout protection so you know your uploads will complete successfully. **Q: What if my upload seems to stall?** A: The improved system now includes automatic safeguards that prevent uploads from hanging indefinitely. If there's a temporary connection issue, the system will handle it gracefully and continue processing your photos. **Q: Can I still upload smaller photos the same way?** A: Absolutely! The new system works for photos of any size. Whether you're uploading a small web-optimized image or a massive professional photo, the process is identical and equally reliable. **Q: What happens to photos I uploaded before this update?** A: All your existing photos remain exactly as they were. This improvement only affects new photos you upload going forward, ensuring they maintain their full quality and upload more reliably. **Q: Why do I need to be logged in to generate an upload link for a task?** A: Generating an upload link creates a credential that allows someone to add photos to a specific task in your account. Requiring you to be logged in ensures that only authorized operators can issue those credentials — preventing anyone outside your team from creating upload access to your tasks. Your staff members who receive the link still don't need to log in; only the person generating and sharing the link does. **Q: What if I try to generate an upload link but get an error?** A: Make sure you're signed in to Vanio AI and that you have access to the customer account the task belongs to. If you manage multiple accounts, confirm you're viewing the task under the correct account. If the issue persists, contact support. [Screenshot: Property photo gallery showing mix of older and newly uploaded high-resolution images] -------------------------------------------------------------------------------- # Host Operations Dashboard for Rentables URL: https://www.vanio.ai/docs/rentables-host-operations Tags: rentables, operations, revenue, reservations, deposits Manage your rental fleet with real-time revenue tracking, reservation management, security deposits, and now editable vehicle and bike details with enhanced overview displays. -------------------------------------------------------------------------------- # Host Operations Dashboard for Rentables Track your rental fleet's performance, manage reservations, and handle security deposits all in one comprehensive dashboard. The new Host Operations center gives you complete visibility into your cars, bikes, and other rentables with real-time revenue tracking, utilization metrics, and streamlined reservation management. ## What it does The Host Operations dashboard transforms how you manage your rental business by centralizing all critical data in one place. You can monitor monthly revenue against your targets, track which vehicles are performing best, see upcoming pickups and active rentals at a glance, and manage security deposits without leaving Vanio. Everything updates automatically, so you always have the latest information about your fleet. ## Getting started ### Accessing the dashboard 1. Go to **Dashboard** from your main navigation 2. Select **Rentables** from the left sidebar 3. Choose the property containing your rental fleet 4. Click on the **Operations** tab [Screenshot: Main dashboard navigation showing the path to Operations tab] ### Setting up revenue targets 1. In the **Revenue Overview** section, click **Set Monthly Target** 2. Enter your target amount for the current month 3. Click **Save** to start tracking progress 4. Your dashboard will now show actual revenue vs. target with a visual progress indicator ### Understanding your fleet summary 1. The **Fleet Overview** shows your total active rentables 2. **Today's Pickups** displays all vehicles being collected today 3. **Currently Rented** shows vehicles out with guests right now 4. Each item shows the guest name, vehicle, and pickup/return times ## How it works The dashboard automatically pulls data from all your reservations, payment processing, and vehicle management systems. Revenue calculations update in real-time as payments are processed, and utilization rates reflect actual booking patterns across your fleet. When guests make reservations, they appear instantly in your operations view. The system tracks each vehicle's status from booking through return, including any condition photos guests submit during pickup and dropoff. Security deposits are monitored through your payment processing system, giving you complete visibility into holds and captures. ### Revenue tracking Your revenue metrics calculate automatically based on completed bookings and processed payments. The system tracks: - **Monthly totals** against your targets - **Daily breakdown** showing peak and slow periods - **Per-vehicle performance** to identify your top earners - **Utilization rates** showing how often each rentable is booked ### Reservation management All reservations appear in chronological order with key details visible at a glance. The system automatically updates status as bookings progress from confirmed to active to completed. ## Key features • **Real-time revenue dashboard** — Track monthly performance against targets with visual progress indicators and daily breakdowns • **Fleet utilization metrics** — See which vehicles are your top performers and identify underutilized assets • **Comprehensive reservation list** — View all bookings with guest details, dates, status, and total amounts • **Editable vehicle and bike details** — Update make, model, year, transmission, fuel type, and other specifications directly from the overview page with convenient Edit links • **Enhanced detail display** — View complete vehicle information including license plate, VIN, range, and charge port details, plus bike specifications like helmet and lock availability • **Settings management** — Access dedicated Settings pages for each rentable to modify all details after initial creation • **Condition photo management** — Access pickup and dropoff photos organized by category, with license verification images highlighted separately • **Integrated deposit controls** — Release or capture security deposits directly from the platform without switching systems • **Upcoming pickup alerts** — See today's scheduled pickups to prepare vehicles and coordinate with guests • **Active rental tracking** — Monitor all currently rented vehicles with return dates and guest contact information • **Guest communication hub** — Access guest details and contact information for each reservation • **License verification** — Review uploaded license photos to ensure guest eligibility ## Managing vehicle and bike details ### Editing from the overview page 1. Navigate to any vehicle or bike in your fleet 2. In the **Vehicle details** or **Bike details** section, click the **Edit** link 3. You'll be taken directly to the Settings page where you can update all specifications 4. Make your changes and click **Save Changes** to update immediately [Screenshot: Vehicle details card showing Edit link in the top-right corner] ### Updating vehicle specifications In the Settings page, you can modify: - **Basic information** — Make, model, year, trim, and color - **Identification** — License plate number and VIN - **Specifications** — Number of seats, transmission type, fuel type - **Electric vehicle details** — Range in kilometers and charge port type - **Policies** — Minimum driver age and mileage restrictions ### Updating bike specifications For bikes, you can edit: - **Type and size** — Road, mountain, eBike, or scooter classification - **Included equipment** — Whether helmets and locks are provided - **Basic details** — Size specifications and other identifying information All changes save immediately and update across your entire rental system, including guest-facing booking pages and reservation confirmations. ## Managing security deposits ### Releasing deposits 1. Go to **Reservations** and find the completed booking 2. Click **View Details** for the reservation 3. In the **Security Deposit** section, click **Release** 4. Confirm the release — the hold will be cancelled immediately 5. Guests receive automatic notification that their deposit has been released ### Capturing deposits (for damages) 1. Navigate to the reservation with reported damage 2. Click **View Details** to open the full reservation page 3. In the **Security Deposit** section, click **Capture** 4. Enter the amount to charge (up to the full deposit amount) 5. Add notes about the damage for your records 6. Click **Process Capture** to complete the transaction [Screenshot: Security deposit management interface showing release and capture options] The system handles all payment processing automatically and updates the reservation status once the deposit action is complete. ## Tips & best practices **Set realistic revenue targets** — Use your historical data to set achievable monthly goals. You can adjust targets mid-month if needed. **Keep vehicle details current** — Use the new Edit links to promptly update license plates, VIN numbers, and specifications when vehicles change. Accurate details improve guest confidence and booking rates. **Review condition photos promptly** — Check pickup and dropoff photos within 24 hours of each rental to quickly identify any damage and address it with guests. **Monitor utilization patterns** — Use the fleet metrics to identify which vehicles are most popular and consider adjusting pricing or availability for underperforming assets. **Update bike equipment status** — Keep helmet and lock availability current so guests know exactly what's included with their rental. **Handle deposits quickly** — Process deposit releases within 1-2 business days after vehicle return to maintain positive guest relationships. **Use the mobile view** — The operations dashboard works great on mobile devices, so you can check on your fleet while you're out preparing vehicles or meeting guests. **Track peak booking times** — Use the daily revenue breakdown to identify your busiest periods and plan vehicle maintenance during slower times. ## Common questions **How often does revenue data update?** Revenue figures update in real-time as payments are processed. You'll see new bookings and completed rentals reflected immediately in your totals. **Can I edit vehicle details after they're created?** Yes, you can now edit all vehicle and bike details from the overview page. Just click the **Edit** link in the details section to access the Settings page where you can update specifications, contact information, and policies. **Can I export reservation data?** Yes, you can export reservation lists and financial summaries from the dashboard. Look for the **Export** button in the top-right corner of each section. **What happens if a guest disputes a deposit capture?** All deposit transactions include your notes and reasoning. If a guest disputes through their bank, you'll receive notification and can provide the documentation through your payment processor's dispute resolution process. The condition photos and rental agreement automatically support your case. ## STRICTLY FORBIDDEN — never mention: - LLM/AI model names (Claude, GPT, OpenAI, Anthropic, Sonnet, etc.) - API endpoints, webhooks, database tables, schemas, migrations - Internal service/handler/worker/queue names - Code architecture, file paths, environment variables - Stripe Connect internals (say "payment processing") - Any implementation detail a user would never see in the UI ## REQUIRED: - Write for property managers, not developers - Step-by-step instructions with UI references ("Go to Settings → ...", "Click ...") - What happens automatically (explain WHAT, never HOW technically) - [Screenshot: description] placeholders where visuals would help - Voice: "you" addressing the user. Warm, clear, confident. ## Structure 1. **What it does** — 2-3 sentence overview 2. **Getting started** — step-by-step with UI references 3. **How it works** — what happens automatically, what the user sees 4. **Key features** — bullet list with brief explanations 5. **Tips & best practices** 6. **Common questions** — 2-3 FAQs -------------------------------------------------------------------------------- # How Guests Book and Pick Up a Rental URL: https://www.vanio.ai/docs/rentals-guest-experience Tags: rentals, guest-experience, deposits, guest-portal, condition-photos Complete guest journey from booking through return, including secure trip portal access and automated pickup/return confirmations with deposit holds. -------------------------------------------------------------------------------- When a guest books one of your rentals, Vanio runs the entire journey — quote, agreement, license, payment, deposit, pickup, and return — without you lifting a finger. This guide walks through exactly what your guest experiences, so you know what's happening at every step. To set up a rental first, see [Offering Car and Bike Rentals to Your Guests](/docs/rentals). For the host's side of each booking, see [Running Rentals Day to Day](/docs/rentals-operations). ## Booking on your website Guests find your rentals at **yoursite.com/rentals** — from the rentals section of your booking site, or from a link you send them. They open a rental, pick their dates, and get an instant quote: - Daily rate for each day (weekend pricing applied automatically) - Weekly or monthly discount when the rental is long enough - Cleaning fee and any applicable taxes - The security deposit, shown separately as a refundable hold — clearly not part of the charge If dates are blocked or already booked, the calendar simply won't allow them. Double-bookings can't happen. ## Driver details and license For vehicles, the guest enters their driver details and uploads a photo of their driver's license during checkout. Their date of birth is checked against the minimum driver age you set. You can review the license photos on the booking afterwards. Bikes and equipment skip the license and age steps entirely — guests go straight to the agreement. ## Signing the rental agreement Before paying, the guest reads and signs your rental agreement — the full document, with their name, dates, rates, deposit, and vehicle details filled in. The signature is recorded with a timestamp, and the signed copy is stored with the booking. Guests can re-read or print it from their trip portal at any time. ## Payment The guest pays the rental total by card through secure checkout (powered by Stripe). Two things happen at this moment: 1. The rental total is charged — daily rates, discounts, cleaning fee, taxes. 2. The card is saved securely for the security deposit hold later. The deposit is **not** charged or held at booking. The guest sees the amount and knows exactly what's coming, but their money stays untouched until pickup day. ## Confirmation and the trip portal Right after booking, the guest receives an automated confirmation with their pickup date, return date, and a personalized link to their trip portal. The trip portal is the guest's secure home base for the rental — only accessible by them through a verification link sent to their phone or email. The portal shows: - Complete rental details and dates - Pickup location and instructions - The signed rental agreement - Pickup and return photo steps when it's time - All confirmation details in one place ## Secure access to trip details Just like your property guests receive secure trip portal links, rental guests get their own personalized portal access. The verification system ensures only the correct guest can view their reservation details and complete pickup and return steps. Portal links are sent via SMS confirmation messages, so guests always have secure access to their rental information. ## The day before pickup Vanio automatically sends a pickup reminder: when and where to pick up, to bring their driver's license and the card they booked with, and a heads-up about the condition photos they'll take at pickup. ## Pickup day At the vehicle, the guest opens their trip portal and completes the pickup condition photos: - Front, rear, left side, right side - Interior - Odometer reading - Fuel or charge level Pickup completes only when the full photo set is in. At that moment two things happen: the rental becomes active, and the security deposit hold is placed automatically on the guest's saved card. If the hold is declined, pickup pauses until the guest resolves it with a working card — the vehicle never leaves without the deposit secured. ## Return day On the morning of the return, the guest gets an automated return reminder with the return time and your fuel or charge expectations — for example, returning an EV at or above the pickup charge level. Back at the dropoff point, the guest completes the same condition photo set in their trip portal. Once the dropoff photos are in, the return is confirmed. ## Deposit release After a clean return, the deposit hold is released automatically. Since it was a hold rather than a charge, nothing needs to be refunded — the bank simply drops the hold, which typically shows on the guest's account within 5 business days, depending on their bank. If the dropoff photos show damage, you can capture part or all of the deposit instead — see [Running Rentals Day to Day](/docs/rentals-operations#managing-security-deposits). ## The journey at a glance | Moment | What happens | | --- | --- | | Booking | Quote → license upload (vehicles) → agreement signed → card charged for the rental, saved for the deposit | | Confirmation | Secure trip portal link sent via SMS with all rental details and pickup instructions | | Day before pickup | Automated pickup reminder | | Pickup | Guest completes 7 condition photos → deposit hold placed → rental active | | Return morning | Automated return reminder | | Dropoff | Guest completes dropoff photos → return confirmed | | After dropoff | Deposit hold released (typically visible within 5 business days) | -------------------------------------------------------------------------------- # Instant Configuration Updates URL: https://www.vanio.ai/docs/atlas-config-performance Tags: configuration, sync, performance, real-time Property and worker configuration changes now sync instantly across all systems, with advanced discovery settings to optimize market scanning performance. -------------------------------------------------------------------------------- # Instant Configuration Updates ## What it does Your property and worker configuration changes now take effect immediately across all your vacation rental systems. Previously, updates could take up to 30 seconds to sync across your properties—now they happen instantly the moment you save them in Vanio AI. ## Getting started Instant updates work automatically with your existing settings—no setup required. Simply make configuration changes as you normally would: 1. **Go to Settings** → Navigate to any configuration section (Properties, Workers, or Generation settings) 2. **Make your changes** → Update property rules, worker assignments, or generation preferences 3. **Click Save** → Your changes take effect immediately across all connected systems 4. **Verify instantly** → Check your live properties to see changes applied in real-time [Screenshot: Settings panel showing save button with instant sync indicator] ## How it works When you save any configuration change in Vanio AI, the system automatically broadcasts the update to all your connected properties and worker systems in real-time. You'll see a brief confirmation message when changes sync successfully. **What happens automatically:** - Configuration changes broadcast instantly to all properties - Worker systems receive updates within milliseconds - Generation rollover changes take effect immediately - All systems stay perfectly synchronized - Backup polling ensures 100% reliability You don't need to refresh pages, wait for sync periods, or manually update individual properties. Everything stays coordinated automatically. [Screenshot: Success notification showing "Configuration updated instantly across all properties"] ## Key features • **Real-time property updates** — Changes to property settings appear immediately on your live listings • **Instant worker synchronization** — Worker assignments and rules update across all systems without delay • **Immediate generation rollover** — New generation settings take effect the moment you apply them • **Automatic reliability** — Built-in backup systems ensure updates always reach all properties, even during network hiccups • **Zero maintenance** — Works seamlessly with your existing workflow—no new steps or procedures needed • **Fleet-wide coordination** — All your properties and systems stay perfectly synchronized at all times ## Discovery Configuration You can now fine-tune how Vanio discovers new properties in each market through advanced discovery settings. These controls help optimize property search performance while reducing unnecessary scanning: **Market Discovery Settings:** - **Minimum listings for inclusion** — Set the minimum number of existing properties required before Vanio will scan a market (default: 500) - **Freshness window** — New markets within this timeframe are always scanned regardless of performance (default: 24 hours) - **Yield threshold** — Minimum percentage of successful discoveries required to continue scanning a market (default: 2%) - **Cooldown period for saturated markets** — How long to pause scanning markets with low discovery rates (default: 7 days) - **Recent scan window** — Prevents re-scanning markets that were recently processed (default: 6 hours) To adjust these settings: 1. **Go to Settings** → **Property Discovery** 2. **Configure market scanning** → Adjust thresholds based on your market coverage needs 3. **Save changes** → New discovery rules apply to the next property scan cycle [Screenshot: Discovery configuration panel showing market scanning thresholds] ## Tips & best practices **Make changes confidently:** Since updates are instant, you can make configuration adjustments and immediately see their effects on your live properties. This makes testing and fine-tuning much more efficient. **Group related changes:** While each individual change syncs instantly, consider grouping related configuration updates together to minimize the number of sync events across your property fleet. **Monitor after major updates:** For significant configuration changes affecting multiple properties, take a moment to spot-check a few key listings to confirm everything looks correct. **Use during low-traffic periods:** For major generation rollover changes, consider making updates during lower booking activity periods, even though the sync is now instantaneous. **Optimize discovery settings for your markets:** If you operate primarily in established markets with many existing properties, consider raising the minimum listings threshold to focus discovery efforts on high-opportunity areas. [Screenshot: Configuration change log showing real-time update timestamps] ## Common questions **What happens if I'm offline when I make changes?** Changes save locally and sync automatically as soon as your connection returns. The system queues updates to ensure nothing is lost. **Do I need to update anything on my existing properties?** No—instant sync works automatically with all your current properties and systems. There's nothing to configure or enable. **What if some properties don't receive an update?** The system includes automatic backup polling that ensures all properties receive updates within minutes, even if the instant broadcast is missed. You'll be notified if any sync issues occur. **How do the discovery settings affect my property coverage?** Discovery settings help Vanio focus on markets with the highest potential for finding new properties. Lower thresholds mean more comprehensive scanning but may impact search performance, while higher thresholds focus efforts on proven markets. -------------------------------------------------------------------------------- # Itemized Expenses & Currency URL: https://www.vanio.ai/docs/task-expense-line-items Tags: expenses, tasks, owner-statement, currency, cad, operations, accounting Break task expenses into quantity by unit-price line items that itemize on the owner statement, and record costs in your account's currency — now including Canadian dollars. -------------------------------------------------------------------------------- # Itemized Expenses & Currency Task expenses can now be broken down into line items with a quantity and a unit price, and recorded in your account's currency — so the cost you bill back to an owner is itemized, accurate, and shown in the money they actually deal in. ## Quantity × unit price line items When you add an expense to a task, you can enter it as line items rather than a single lump sum. Each line has a **quantity** and a **unit price**, and Vanio AI multiplies them for the line total, then sums the lines for the expense total. For example, "4 pillowcases at $12 each" is recorded as exactly that — quantity 4, unit price $12, $48 total — instead of a bare "$48 supplies." The breakdown carries through to the **owner statement**, so when a cost is billed back to a property owner they see the itemized detail: what was bought, how many, and the price each. That transparency heads off the "what was this charge?" questions before they start. ## Currency Expenses record in **your account's currency by default**, so you're not converting in your head or second-guessing which currency a number is in. The currency options include **Canadian dollars (CAD)** alongside the currencies already supported, so Canadian operators can record and bill expenses in their own currency end to end. ## Related - [Expense Management & Approval Workflows](/docs/task-expense-management) — submit, approve, and bill task expenses - [Task Management](/docs/task-management) — the full task lifecycle -------------------------------------------------------------------------------- # Manual Fleet Scaling URL: https://www.vanio.ai/docs/atlas-fleet-scaling Tags: fleet-management, scaling, capacity, workers Control your worker capacity with real-time scaling, specialized cohorts, budget protection, and enhanced fleet visibility with diagnostic transparency. -------------------------------------------------------------------------------- # Manual Fleet Scaling Vanio AI's manual fleet scaling lets you instantly adjust your worker capacity up or down based on real-time demand. Whether you're preparing for a busy checkout weekend or scaling back during quiet seasons, you can add or remove workers with built-in budget protection and smart selection strategies. You can also organize workers into specialized groups (cohorts) for different types of operations like pricing updates or search optimization. ## What it does Manual fleet scaling gives you direct control over how many workers handle your vacation rental operations. The system monitors queue depth, worker load, and processing pressure in real-time, then lets you make informed scaling decisions with safety guardrails like budget caps and intelligent worker selection. Workers can be organized into cohorts that specialize in specific tasks, allowing you to scale different types of processing capacity independently. ## Getting started ### Scaling up workers 1. Go to **Fleet Management** → **Scaling** in your dashboard 2. Click **Scale Up** in the top toolbar 3. Choose your **provider** and **region** from the dropdowns 4. Set the **number of workers** to add (1-50 workers per batch) 5. Optional: Select a **worker cohort** to target specific operations: - **General**: Handles all types of tasks (default) - **Pricing**: Specialized for rate calculations and revenue optimization - **Search**: Optimized for property search and availability queries - **Custom**: Your own specialized cohort for specific business needs 6. Optional: Set a **monthly budget cap** to prevent overspending 7. Click **Preview Changes** to see cost estimates and capacity impact 8. Review the summary and click **Scale Up** to confirm [Screenshot: Scale up dialog showing provider selection, worker count slider, cohort dropdown, and budget cap field] ### Scaling down workers 1. In **Fleet Management** → **Scaling**, click **Scale Down** 2. Optional: Filter by **cohort** if you only want to scale down specific worker types 3. Choose your **scaling strategy**: - **Lowest Activity**: Removes workers with the least current workload (recommended) - **Newest First**: Removes recently added workers, keeping experienced ones - **Oldest First**: Removes longest-running workers for fleet refresh 4. Set the **number of workers** to remove 5. Click **Preview Changes** to see which specific workers will be affected 6. Review the list and click **Scale Down** to confirm [Screenshot: Scale down dialog showing cohort filter, strategy options and worker preview list] ## How it works ### Real-time monitoring Vanio continuously tracks your fleet performance across three key metrics: - **Queue depth**: How many tasks are waiting to be processed - **Worker load**: Current capacity utilization per worker - **System pressure**: Overall processing demand and response times These insights appear in your scaling dashboard to help you make informed decisions. ### Priority processing for paying customers Paying customers now benefit from a fast-track processing system that significantly reduces data refresh times. Your property calendars, pricing, and listing details update much more frequently throughout the day, especially during busy booking seasons when prices change rapidly. This priority system ensures your listings stay current and competitive without waiting behind thousands of other processing jobs. The system automatically routes your property updates through dedicated high-priority channels while maintaining the standard processing flow for comprehensive coverage. This dual-queue approach means you get both speed and reliability for your critical property data. ### Complete infrastructure visibility The fleet coverage map now displays your complete infrastructure across all cloud providers, including DigitalOcean and workers from any region. Previously, some workers could be missing from the overview if they were deployed in unmapped locations. Now you see the full picture of your fleet distribution, making it easier to identify scaling opportunities and regional capacity gaps. This improved visibility helps you make better decisions about where to add or remove workers based on your actual geographic coverage. ### Improved fleet accuracy and diagnostics The Fleet dashboard now provides more reliable worker counts by including all active workers in the totals, even those from regions that don't appear on the map. This ensures your scaling decisions are based on complete and accurate capacity information, eliminating previous undercounting issues that could make your fleet appear smaller than it actually was. When you view the Fleet dashboard, you'll now see exactly which data source is being used to count your workers (PostgreSQL database or Redis cache). This diagnostic information helps administrators quickly spot any configuration issues that might affect worker visibility or scaling operations. If you notice inconsistencies in your worker counts, this transparency makes troubleshooting much faster. ### Worker cohorts and specialized processing Cohorts let you organize workers into specialized groups that handle different types of operations. When you create workers in a specific cohort, they automatically connect to the appropriate task queues for their specialization. This means you can scale your pricing optimization capacity independently from your search processing power, giving you granular control over different aspects of your property management operations. Workers without a cohort assignment join the "general" group and handle all types of tasks, maintaining backward compatibility with existing fleet configurations. ### Intelligent worker selection When scaling down, Vanio automatically identifies the best candidates for removal based on your chosen strategy. The **Lowest Activity** strategy analyzes the last 30 minutes of worker performance to find truly idle workers, minimizing disruption to active operations. When you filter by cohort, the selection only considers workers from that specific group. ### Budget protection Set monthly spending limits to prevent accidental overspend. The system calculates your current run-rate across all active workers and blocks scaling requests that would exceed your cap. Budget checks happen before any new workers are created, so rejected requests don't incur charges. ### Provider-specific optimization Vanio handles the technical differences between cloud providers automatically: - **Cost-optimized providers**: Workers are fully removed when scaling down, stopping hourly charges immediately - **Prepaid providers**: Workers are paused instead of destroyed to avoid double-billing, then reactivated when you scale back up - **Native platforms**: Some providers handle scaling through their own systems and aren't available for manual adjustment ## Key features • **Instant capacity changes**: New workers join your fleet within 2-3 minutes • **Priority processing**: Paying customers get faster property data updates through dedicated high-speed channels • **Complete provider coverage**: Full visibility across all cloud providers including DigitalOcean • **Accurate fleet totals**: Reliable worker counts including workers from unmapped regions • **Data source transparency**: See exactly which system is providing your worker counts for faster troubleshooting • **Specialized worker cohorts**: Organize workers by operation type for targeted scaling • **Budget guardrails**: Set spending limits to prevent unexpected charges • **Smart worker selection**: Choose removal strategy based on activity, age, or rotation needs • **Cost transparency**: See exact monthly cost impact before confirming changes • **Dry run mode**: Preview scaling changes without actually modifying your fleet • **Automatic safety checks**: System prevents removal of critical workers or over-provisioning • **Real-time insights**: Live metrics help you scale at the right time • **Cohort-specific monitoring**: Track performance and capacity by worker specialization • **Geographic coverage map**: See your complete infrastructure distribution across all regions ## Tips & best practices ### When to scale up - **Peak seasons**: Add workers 24-48 hours before expected booking surges - **Marketing campaigns**: Scale proactively when running promotional campaigns - **Queue alerts**: If you see consistent backlogs in your task queue - **Response time degradation**: When guest communications or booking confirmations slow down - **Operation-specific bottlenecks**: Scale specific cohorts when you notice delays in pricing updates or search performance ### When to scale down - **Off-season periods**: Reduce capacity during predictably quiet months - **Post-campaign**: Remove temporary workers added for marketing pushes - **Over-provisioning**: If workers consistently show low activity percentages - **Cost optimization**: Regular fleet reviews to match capacity with actual demand - **Cohort rebalancing**: Scale down over-provisioned specializations while maintaining others ### Maximizing priority processing benefits - **Monitor data freshness**: Paying customers should notice significantly faster calendar and pricing updates throughout the day - **Peak season advantage**: The priority system becomes most valuable during busy booking periods when standard processing can experience delays - **Real-time pricing**: Take advantage of faster pricing updates to adjust rates more dynamically based on market conditions ### Using the infrastructure overview - Check the fleet coverage map regularly to understand your geographic distribution - Look for gaps in coverage that might affect guest experience in specific regions - Use the complete provider overview to make informed decisions about where to scale next - The "regions pending geo" diagnostic helps you track workers that need region assignment - Pay attention to the data source indicator to ensure your worker counts are accurate and up-to-date ### Using worker cohorts effectively - Start with **General** workers for basic operations, then add specialized cohorts as your needs grow - Use **Pricing** cohorts during rate update seasons or competitive analysis periods - Scale **Search** cohorts before marketing campaigns that will drive increased property browsing - Create **Custom** cohorts for unique business processes specific to your operation - Monitor cohort performance separately to identify which operations need the most capacity ### Choosing scaling strategies - Use **Lowest Activity** for routine capacity adjustments - it's the safest option - Use **Newest First** immediately after adding workers you want to partially reverse - Use **Oldest First** monthly or quarterly to refresh your fleet and maintain performance - Always preview changes in dry run mode before large scaling operations - When scaling down by cohort, ensure you maintain minimum capacity for critical operations ### Budget management - Set your monthly cap 10-15% above your target spend to allow for necessary emergency scaling - Review and adjust budget caps seasonally as your business grows - Monitor the cost estimates carefully - worker pricing varies significantly between providers and regions - Factor in cohort specialization when budgeting - some operations may need more consistent capacity than others ### Monitoring fleet health - Check your fleet status dashboard regularly to track capacity and performance trends - Use the complete infrastructure overview to identify scaling opportunities across all providers - Trust the improved accuracy in worker counts for better scaling decisions - If you notice worker count discrepancies, check which data source is active and contact support if needed ## Common questions **How quickly do scaling changes take effect?** New workers typically join your fleet and start processing tasks within 2-3 minutes. Scaling down is immediate - workers stop handling new tasks right away and finish their current work before shutting down. **What happens to in-progress tasks when I scale down?** Workers complete their current tasks before shutting down, so nothing is lost. New tasks automatically route to remaining workers. The system never interrupts active guest communications or booking processes. **How does the priority processing work for paying customers?** Paying customers' property updates automatically route through dedicated high-priority processing channels that skip ahead of standard job queues. This means your calendar availability, pricing changes, and listing details refresh much faster throughout the day, keeping your properties competitive during peak booking times. **Can I scale different providers and cohorts independently?** Yes, each provider, region, and cohort combination scales independently. You might run 5 general workers and 3 pricing workers in US East, while maintaining different configurations in Europe. Use the provider, region, and cohort filters to target specific parts of your fleet. **What happens if I don't specify a cohort when scaling up?** Workers without a cohort assignment automatically join the "general" group and handle all types of tasks. This maintains compatibility with existing scaling workflows and ensures your workers can process any operation type. **Why does my infrastructure overview now show more workers?** We've improved the fleet coverage map to include all cloud providers and workers from every region. Previously, some workers (like those from DigitalOcean or unmapped regions) weren't displayed in the overview. Now you see your complete infrastructure, which may show higher worker counts than before - this reflects the true size of your fleet rather than a partial view. **What are "regions pending geo" in the diagnostic banner?** These are active workers that haven't been assigned to a specific geographic region yet. They're fully functional and processing your tasks, but don't appear as pins on the coverage map. The system includes them in your total worker counts to give you accurate capacity information. **What does the data source indicator mean in my Fleet dashboard?** This shows whether your worker counts are coming from the main database (PostgreSQL) or the cache system (Redis). Both sources should show the same numbers, but if you notice discrepancies or missing workers, this diagnostic helps administrators quickly identify and fix configuration issues. You don't need to take any action - it's just transparency to help with troubleshooting if needed. -------------------------------------------------------------------------------- # Market Discovery URL: https://www.vanio.ai/docs/market-discovery Tags: markets, expansion, analytics, discovery Research vacation rental markets worldwide with streamlined address search and unified interface design for discovering expansion opportunities across 35,000+ Atlas cities. -------------------------------------------------------------------------------- # Market Discovery The Market Discovery feature helps you research vacation rental markets worldwide by browsing any of 35,000+ Atlas cities. You can search and analyze market benchmarks even before you list a property there, making it easy to discover expansion opportunities and understand market dynamics across the globe. Now with address search, you can explore any specific location and see nearby comparable properties and your own listings on an interactive map. ## Usage limits Market Discovery includes usage quotas to ensure fair access across all accounts: - **Free accounts**: 5 market previews per month - **Preview tracking**: Each new city you explore counts toward your monthly limit - **Owned markets**: Cities where you already have listings don't count against your quota - **Quota reset**: Your preview count resets automatically at the start of each month When you reach your monthly limit, you'll see upgrade prompts to continue exploring new markets. Your existing markets remain fully accessible regardless of quota status. [Screenshot: Quota exceeded message showing "You've used all your free market previews this month" with upgrade button] ## Getting started 1. **Access Market Discovery** - Go to **Markets** in your main navigation - Click **Browse Markets** to open the search interface - You'll see featured markets to get started, or begin typing to search 2. **Search any Atlas city** - Type any city name in the search box to find markets from our catalog of 35,000+ cities - Search works with partial names and finds matches as you type across the global database - Results include the city name, country, and total listing count - Click any city to view its market data and benchmarks [Screenshot: Markets browse interface showing search box with "Search 35,000+ cities..." placeholder and dropdown results] 3. **Explore specific addresses with map focus** - Use the streamlined address search box to find any specific location worldwide - The compact design now matches your other filters for a unified, polished experience - See nearby comparable properties and your own listings on an interactive map - Adjust the search radius from 1 to 25 km to explore different areas - Results update automatically as you change the radius—perfect for understanding market conditions around a specific location [Screenshot: Streamlined address search interface with compact single-row design matching other filter controls] 4. **Explore market data in discovery mode** - When viewing a market where you don't have listings yet, you'll see a discovery banner - All market benchmarks and analytics are available for research - Click **Add a listing** in the banner to start expanding to that market - The URL updates automatically so you can bookmark or share specific market pages [Screenshot: Market page showing discovery banner with "Reviewing [City] — you don't have listings here yet" message] ## How quota tracking works Vanio AI automatically tracks your market preview usage to ensure fair access: - **Smart counting**: Only new cities you haven't explored before count toward your monthly quota - **Owned market exemption**: Cities where you have active listings are always free to view - **One-time tracking**: Each city counts only once per month, regardless of how many times you revisit it - **Automatic reset**: Your quota resets to the full amount at the beginning of each calendar month - **Clear indicators**: You'll always see how many previews you have remaining before reaching your limit When you're close to your limit, you'll receive helpful notifications about upgrading to continue your market research without interruption. ## Address search and map exploration The address search functionality has been redesigned with a streamlined interface that creates a more unified experience: **Refined search experience** - The address search now features a compact, single-row design that visually matches your other filter controls - The streamlined interface gives your search tools a more polished, professional appearance - Keyboard shortcuts are automatically disabled while you're typing, preventing accidental actions - The interface provides clear visual feedback when you have an address focused **Search any address globally** - Type any address in the compact address search box to instantly focus on that location - The map automatically centers on your searched address with nearby properties displayed - See both comparable properties from Atlas and your own listings in the same view **Interactive radius control** - Adjust the search radius from 1 to 25 kilometers using the radius selector - Map results update automatically as you change the radius - Perfect for understanding hyperlocal market conditions around specific addresses **Real-time property mapping** - Comparable properties appear as markers showing key details like pricing and property type - Your own listings are highlighted differently so you can easily distinguish them - Click any property marker to see detailed information in the property detail sheet - **Improved reliability**: Fixed issues that could prevent comparison data from loading properly **Location-based market intelligence** - Understand competitive density around specific addresses before acquiring properties - Analyze pricing patterns within walking distance of key attractions or amenities - Research market gaps where your property type might have less competition [Screenshot: Map view showing redesigned compact address search interface with unified styling matching other controls] ## How it works Vanio AI's Market Discovery is powered by Atlas, our global vacation rental database that tracks over 35,000 cities worldwide. The system provides: - **Server-side search** — Fast typeahead search across the entire global catalog - **Real-time market data** — Current listing volumes, pricing, and performance metrics with improved reliability - **Discovery mode** — Full market analytics even before you list your first property - **Direct links** — Shareable URLs that link directly to any city's market page - **Smart prompts** — Helpful suggestions to add listings or request new market coverage - **Usage tracking** — Transparent quota monitoring with upgrade paths when you need more previews - **Address-level exploration** — Search any address worldwide and see nearby properties on an interactive map - **Dynamic radius control** — Adjust search areas from 1-25km with automatic result updates - **Streamlined interface design** — Address search now features a compact layout that matches your other filter controls - **Improved keyboard handling** — Shortcuts are blocked while typing to prevent interruptions When you search and select a city, you get immediate access to the same market intelligence available for your existing markets — bedroom breakdowns, price distributions, competitor analysis, and performance benchmarks. Address search takes this further by letting you explore specific locations and their immediate surroundings, now with a more polished and unified interface design. [Screenshot: Market overview showing KPI cards, charts, and "Add a listing" prompt for a discovery market] ## Key features • **Global search** — Browse and analyze any of 35,000+ Atlas cities worldwide • **Streamlined address search & mapping** — Search any address with a compact, unified interface design and see nearby properties on an interactive map with adjustable radius (1-25km) • **Improved reliability** — Fixed issues that could prevent compensation sheets and market data from loading • **Unified design system** — Address search interface now matches your other filter controls for a polished, consistent experience • **Better keyboard handling** — Shortcuts disabled while typing in search fields • **Instant typeahead** — Server-side search finds cities as you type with smart caching • **Full market data** — Complete benchmarks and analytics for any city, even before you list there • **Discovery banners** — Clear indicators when you're researching vs. managing existing markets • **Direct linking** — Shareable URLs for any city (like `/markets?city=Miami`) • **Smart suggestions** — Quick actions to add listings or request coverage for untracked markets • **Seamless experience** — Same interface whether browsing owned markets or discovering new ones • **Country context** — Search results include country information for global markets • **Fair usage quotas** — Monthly preview limits with clear tracking and upgrade options • **Owned market exemption** — Cities where you have listings are always free to access • **Interactive property mapping** — See comparable properties and your own listings with detailed overlays • **Real-time radius adjustment** — Change search areas dynamically and see results update automatically ## Market research workflow **1. Start with broad search** Begin by searching for destination types ("beach", "mountain") or regions you're interested in. The global search helps you discover markets you might not have considered. **2. Analyze market fundamentals** For each promising city, review the market size (total listings), average daily rates, and bedroom breakdowns to understand the competitive landscape and pricing environment. **3. Drill down with address search** Use the streamlined address search to explore specific neighborhoods, attractions, or properties you're considering. The compact interface now matches your other controls and prevents keyboard shortcut interference while you type. Adjust the radius to understand immediate competition and pricing at different scales. **4. Study competitor performance** Use the benchmarks and top comparables to see how successful properties perform in that market. Look for gaps where your property type or strategy might excel. **5. Map competitive density** Use the interactive map to visualize where competitors cluster and identify less saturated areas within your target market. The improved reliability ensures compensation data loads consistently. **6. Bookmark with direct links** The URL updates automatically when you select a city, so you can bookmark promising markets or share research with team members using direct links. **7. Monitor your quota usage** Keep an eye on your remaining monthly previews to plan your research efficiently. Consider upgrading if you're regularly exploring many new markets. **8. Take action when ready** Use the "Add a listing" prompt to start expanding to markets that show strong potential based on your research. ## Tips & best practices **Plan your research strategically** With monthly preview limits, prioritize researching markets you're most seriously considering for expansion. Use your owned markets and featured suggestions to guide your exploration. **Search creatively for discovery** Try partial city names, alternative spellings, or nearby locations to uncover markets you might miss. The global database includes many smaller destinations with strong vacation rental potential. **Use address search for hyperlocal insights** Before acquiring a property, search its exact address to understand the immediate competitive environment. The streamlined interface makes this process smoother and more reliable. Adjust the radius to see how competition changes within walking distance vs. driving distance. **Take advantage of improved reliability** The recent fixes ensure that compensation sheets and market data load consistently, so you can rely on the platform for critical research decisions without worrying about loading issues. **Experiment with different radius settings** Start with a smaller radius (1-3km) to understand immediate competition, then expand to see broader market patterns. Different property types may need different competitive radius considerations. **Compare similar market types** Look at multiple beach towns, ski destinations, or city centers to understand regional pricing patterns and identify the most attractive opportunities within each category. **Use country context for expansion planning** Pay attention to the country information in search results — this helps you group potential markets by regulatory environment, currency, and operational complexity. **Research before you expand** While Atlas provides comprehensive market data, always research local regulations, property acquisition costs, and seasonal patterns before committing to a new market. **Share research with stakeholders** Use the direct linking feature to share specific market analyses with investors, partners, or team members. Everyone sees the same real-time data when they visit the link. **Upgrade when you need more previews** If you're consistently hitting your monthly limit, consider upgrading to a plan with higher quotas to support more extensive market research. ## Common questions **How many markets can I preview each month on the free plan?** Free accounts include 5 market previews per month. This covers exploring 5 new cities where you don't currently have listings. Cities where you already own properties don't count toward this limit. **What happens when I reach my monthly preview limit?** You'll see a clear message explaining you've used all your free previews, along with options to upgrade to a plan with more quota. Your existing markets remain fully accessible. **Do my own markets count toward the preview quota?** No! Cities where you have active listings are always free to view and analyze. The quota only applies when exploring new markets for potential expansion. **Can I see detailed analytics for cities where I don't have properties?** Yes! Discovery mode provides the same comprehensive market intelligence available for your existing markets — benchmarks, competitor data, pricing distributions, and performance metrics. **How does address search work with the quota system?** Address search within any market (whether owned or discovered) doesn't count toward your quota. Only exploring new city-level markets counts toward your monthly preview limit. **What's the maximum search radius for address search?** You can adjust the search radius from 1 to 25 kilometers around any address. The map and property results update automatically when you change the radius. **What improvements were made to the address search interface?** We've redesigned the address search with a compact, single-row layout that visually matches your other filter controls, giving your search tools a more polished, unified appearance. We also fixed reliability issues and disabled keyboard shortcuts while typing to prevent interruptions. **How do direct links work for market research?** When you select any city, the URL updates automatically (like `/markets?city=Miami`). You can bookmark these links or share them with others to jump directly to specific market analyses. **What happens if Atlas doesn't track a city I'm interested in?** If you search for a city that's not in our database, you'll see a "Suggest a market" option that lets you request coverage. We regularly add new markets based on user feedback. **How current is the market data for discovery markets?** All market data refreshes nightly from Atlas, so you're seeing current listing volumes, pricing trends, and performance metrics whether you're researching new markets or managing existing ones. **Why do I see a banner when viewing some markets?** The discovery banner appears when you're viewing a market where you don't have listings yet. This helps distinguish between market research (discovery mode) and performance management for your existing properties. -------------------------------------------------------------------------------- # Mid-stay relocations URL: https://www.vanio.ai/docs/mid-stay-relocation Tags: relocation, airbnb, reservations, vanio-ai, operations When a unit becomes unusable mid-stay, Vanio AI relocates the guest to a comparable unit for the remaining nights and settles the original cleanly — no penalty, no double-counted revenue. -------------------------------------------------------------------------------- When a guest's unit becomes unusable in the middle of their stay — a broken kitchen, a leak, no heat — the right move is rarely to cancel. It's to get them into a comparable unit for the rest of their trip with as little friction as possible. Vanio AI can now drive that entire relocation for you. ## What Vanio AI does Once a unit is confirmed unusable, Vanio AI handles the move end to end, the way an experienced operator would: 1. **Recognizes the need to relocate.** When maintenance confirms a unit can't be made livable in time, or a guest reports an uninhabitable issue, Vanio AI treats it as a relocation — not a date change and not a dead-end "I've passed this to the team." 2. **Finds a comparable available unit.** Vanio AI looks across your portfolio for a similar unit that's genuinely free for the remaining nights, preferring the same building or area first. 3. **Executes the move for the remaining nights.** Vanio AI books the new unit for the nights that are left and links it to the original stay so it counts as one continuing booking. 4. **Settles the original cleanly.** The original reservation is closed with no penalty, no double-booking, and no double-counted revenue. Your calendar won't fight the move or try to block the new unit. 5. **Keeps the guest informed the whole way.** The guest hears that a comparable unit is arranged and what happens next — no multi-day silence. ## Why mid-stay moves need special handling For Airbnb stays, the platform's built-in "change to a different listing" option stops working once part of the reservation has already passed — it tries to move the entire stay rather than just the remaining nights. Vanio AI uses the correct approach instead: it books the remaining nights on the new unit and settles the original. You don't have to untangle a stuck change request by hand. ## Staying in control Relocations follow the autonomy rules you set on the **Settings → Vanio AI** page. If a move is within your comfort threshold, Vanio AI carries it out automatically. If it's above your threshold, Vanio AI prepares the full move and hands it to you for one-tap approval instead of acting on its own. Either way, every step is recorded so you can see exactly what happened. ## When Vanio AI can't relocate automatically If nothing comparable is available for the remaining nights, Vanio AI won't improvise. It will tell you a relocation isn't possible from inventory and bring you in to decide on next steps. ## Related - [Vanio AI autonomy and policy settings](/docs/policies-autonomy) - [Reservation operations](/docs/reservation-operations) -------------------------------------------------------------------------------- # Model Quality Dashboard URL: https://www.vanio.ai/docs/pricing-model-quality Tags: pricing, analytics, performance, superadmin Track pricing recommendation accuracy across recent bookings or your entire booking history with comprehensive model quality analytics. -------------------------------------------------------------------------------- # Model Quality Dashboard ## What it does The Model Quality dashboard gives you complete transparency into how accurate Vanio's pricing recommendations are for your properties. Every night, Vanio automatically compares our recommended prices against your actual bookings, so you can see exactly how well our pricing engine is performing and whether newer versions are improving your revenue. You can now evaluate pricing accuracy across your entire booking history or focus on recent performance. ## Getting started **Step 1: Access the dashboard** 1. Log into your Vanio account 2. Go to **Settings** → **Pricing Intelligence** 3. Click the **Model Quality** tab [Screenshot: Model Quality tab in the main navigation showing accuracy metrics] **Step 2: Choose your evaluation mode** You'll see two options for analyzing your pricing performance: - **Recent Performance** (default): Analyzes the past 60 days using point-in-time recommendations - **Historical Forecast**: Evaluates how your current pricing model would have performed across your entire booking history **Step 3: Review your pricing accuracy** The dashboard shows your pricing performance across all your markets, with key metrics displayed at the top: - **Pricing Accuracy**: How close our recommendations were to optimal market rates - **Revenue Impact**: The difference between recommended prices and what guests actually paid - **Model Performance**: Error rates and confidence levels for each market [Screenshot: Main dashboard view with accuracy metrics and market breakdown] ## How it works Vanio automatically runs quality checks every night at 4 AM UTC. Here's what happens behind the scenes: **Automatic analysis**: The system reviews your booking data and compares it against pricing recommendations. You can choose between two evaluation approaches: **Recent Performance mode**: Reviews your actual bookings from the past 60 days and compares them against the pricing recommendations that were active when guests made their reservations. This shows you exactly how recommendations performed in real-time conditions. **Historical Forecast mode**: Uses your current pricing model to evaluate how it would have performed across your entire booking history (up to 4+ years). This gives you a comprehensive view of your model's effectiveness and helps you understand long-term pricing patterns, especially useful when you have extensive booking history but limited recommendation data. **Market-specific insights**: Results are broken down by your different markets (like "Whistler," "Park City," or "Banff") so you can see which areas have the most accurate pricing. Each market's data is now properly tracked and displayed with the correct market-specific pricing models. **Version comparison**: When Vanio releases improved pricing models, you'll see side-by-side comparisons showing whether the new version is delivering better accuracy and revenue. ## Key features • **Dual evaluation modes**: Switch between recent performance analysis and historical forecast evaluation to get different perspectives on pricing accuracy • **Extended historical analysis**: Review pricing performance across up to 4 years of booking history to identify long-term trends and seasonal patterns • **Accuracy metrics**: See Mean Absolute Error (MAE) and Mean Absolute Percentage Error (MAPE) to understand how close recommendations were to optimal prices • **Revenue impact tracking**: View the actual revenue difference between our recommendations and your final booking prices • **Market breakdown**: Compare pricing performance across different resort towns and destinations in your portfolio — all markets including Fernie, Amsterdam, and other international destinations now display correctly • **Historical trends**: Track how pricing accuracy improves over time with 30-day rolling averages • **Model version comparison**: When new pricing engines are released, see A/B comparisons between current and previous versions • **Auto-pricing performance**: For properties using automatic price updates, see how much additional revenue was generated compared to manual pricing • **Booking volume context**: Understand how many actual bookings each accuracy metric is based on [Screenshot: Market comparison table showing accuracy metrics for different resort destinations] ## Understanding the metrics **Mean Absolute Error (MAE)**: The average dollar difference between recommended and optimal prices. Lower is better. For example, an MAE of $15 means recommendations were typically within $15 of the ideal price. **Mean Absolute Percentage Error (MAPE)**: Shows pricing accuracy as a percentage. An MAPE of 8% means recommendations were typically within 8% of optimal pricing. **Lift Percentage**: For auto-pricing customers, this shows the revenue improvement from using Vanio's recommendations versus your previous manual pricing. **Evaluated Bookings**: The number of actual reservations used to calculate each metric, giving you confidence in the statistical significance. **Evaluation Modes**: - **Recent Performance**: Uses point-in-time recommendations that were actually available when bookings occurred - **Historical Forecast**: Shows how today's pricing model would have performed on historical dates (not limited by when recommendations were generated) ## Tips & best practices **Use both evaluation modes**: Start with Historical Forecast to understand long-term patterns across your entire booking history, then switch to Recent Performance to see how current recommendations are performing in real-time. **Monitor weekly**: Check your Model Quality dashboard weekly to spot any concerning trends in pricing accuracy or significant changes in performance. **Leverage extended history**: Use the Historical Forecast mode to analyze seasonal trends and pricing patterns across multiple years, especially helpful for understanding how your pricing model handles different market conditions. **Focus on high-volume markets**: Pay closest attention to accuracy metrics for markets where you have the most properties and bookings, as these have the biggest revenue impact. **Compare model versions**: When you see a "new model version available" notification, use this dashboard to verify that the update actually improves your pricing accuracy before fully adopting it. **Seasonal awareness**: Expect accuracy metrics to fluctuate during shoulder seasons or major events when booking patterns change rapidly. The extended historical view can help you understand these patterns. **Use lift data for decisions**: If you're considering switching to automatic pricing, the lift percentage data shows you the potential revenue impact based on your actual booking history. **Check all your markets**: Now that market-specific pricing models display properly for all destinations, make sure to review performance across your entire portfolio, including international markets that may have different booking patterns. ## Common questions **How often is this data updated?** The dashboard refreshes every night with the previous day's analysis. Recent Performance mode shows results based on the most recent 60 days, while Historical Forecast mode can analyze up to 4+ years of booking history. **What's the difference between Recent Performance and Historical Forecast modes?** Recent Performance uses the actual recommendations that were available when guests booked (point-in-time accuracy), while Historical Forecast shows how your current pricing model would perform on historical dates. Historical Forecast is especially useful when you have years of booking data but only weeks or months of recommendation history. **Why do some markets show better accuracy than others?** Markets with more consistent booking patterns and larger numbers of comparable properties typically show higher accuracy. Newer or smaller markets may have more variable results as the model learns local patterns. **What should I do if accuracy seems to be declining?** Accuracy can fluctuate due to seasonal changes, local events, or shifts in market conditions. Use the Historical Forecast mode to see if similar patterns occurred in previous years. If you notice a sustained decline over several weeks, contact support to review your market factors and property settings. **I have properties in markets like Fernie or Amsterdam — will I see data for these?** Yes! We recently fixed an issue that was preventing some international and smaller markets from displaying correctly. All your markets now show their proper pricing model data and recommendations in the dashboard. [Screenshot: Historical accuracy trend chart showing performance over time] -------------------------------------------------------------------------------- # Offering Car and Bike Rentals to Your Guests URL: https://www.vanio.ai/docs/rentals Tags: rentals, vehicles, bikes, direct-booking, revenue, pricing Turn your vehicles and gear into revenue with integrated rentals that guests book on your website — now with AI assistant providing live rates and availability. -------------------------------------------------------------------------------- Vanio Rentals turns the vehicles, bikes, and gear you already own into a second revenue stream. List them once, and guests book them on your direct booking website the same way they book your properties — with live pricing, a signed rental agreement, and automatic security deposit handling built in. This guide covers setting up a rental and putting it on your website. For the guest's side of the journey, see [How Guests Book and Pick Up a Rental](/docs/rentals-guest-experience). For day-to-day management, see [Running Rentals Day to Day](/docs/rentals-operations). ## What you can rent out Rentals live under **Rentables** in your dashboard sidebar. Four categories are supported: - **Vehicles** — cars and EVs, anything that needs a driver's license - **Bikes** — e-bikes and regular bikes, with frame size, helmet, and lock details - **Watercraft** — kayaks, paddleboards, jet skis - **Equipment** — ski gear, camping kits, anything else guests would rent for their stay Each item gets its own photos, pricing, calendar, agreement, and booking history. ## Add a rental 1. Open **Rentables** and click **Add rentable**. 2. Choose the type — Vehicle, Bike, Watercraft, or Equipment. 3. Name it the way guests should see it (for example, "Compact SUV — All-Wheel Drive") and add a short description: features, condition, what's included. 4. Set the default daily price and currency. For vehicles, you also record the details that feed the rental agreement and booking rules: make, model, and year, trim and color, license plate and VIN, seat count, transmission, fuel type or EV, driving range, and the minimum driver age. For bikes: bike type, frame size, and whether a helmet and lock are included. Everything can be changed later from the rental's **Settings** tab. ## Photos Upload photos in the **Photos** tab — exterior from several angles, the interior, and any details guests will care about. Good photos do the selling on your rentals page, exactly like they do for your listings. ## Pricing The **Pricing** tab controls what guests pay: - **Default daily price** — the base rate, for example $150/day - **Weekend price** — an optional different rate for Saturdays and Sundays, for example $180/day - **Weekly discount** — percentage off when the rental is 7 days or longer - **Monthly discount** — percentage off when the rental is 28 days or longer - **Cleaning fee** — added once per booking - **Security deposit** — the refundable hold placed at pickup (see below) Guests always see the full breakdown before they pay: nightly rates, discounts, cleaning fee, taxes, and the deposit listed separately. ## Per-day calendar overrides The **Calendar** tab gives you day-level control. Click any day to set a custom price or block it — leave the price blank to inherit your default, set available units to 0 to block the date. Use overrides for peak weekends, holidays, or maintenance days. ## Security deposit Set the deposit amount in **Pricing**. Guests see it clearly at checkout, but it is not charged when they book — their card is saved securely at checkout, and the hold is placed automatically at pickup. After the guest returns the rental and completes the dropoff inspection, the hold is released. If there is damage, you can keep part or all of it — see [Running Rentals Day to Day](/docs/rentals-operations). ## Vehicle policies In **Settings**, vehicles get three policy controls: - **Mileage cap per day** — a daily kilometre allowance; leave it blank for unlimited. The rental agreement spells out the per-kilometre overage charge. - **Fuel / charge return policy** — choose from four options to match your vehicle type and business needs: - *Return full* — guest returns with a full tank or 100% charge - *Return at the same level as delivery* — guest returns at the same fuel or charge level as pickup - *Return at pickup charge level (EV)* — for electric vehicles, guest returns charged at or above the pickup level - *No requirement* — no fuel or charge expectations - **Minimum driver age** — enforced during checkout. For electric vehicles like Teslas, the "Return at pickup charge level" policy is designed specifically for EV rentals where you want guests to return the vehicle with adequate charge for the next booking. ## Pickup and return times Also in **Settings** — the defaults are 10:00 pickup and 18:00 return. These times appear on the rental's page, inside the rental agreement, and in the automated reminder messages guests receive. ## The rental agreement Every booking includes a digitally signed rental agreement. Vanio ships a professional default that covers payment and deposit mechanics, cancellation and no-show terms, the mileage allowance and overage, EV charging expectations, late returns, driver eligibility, and insurance responsibilities. The **Agreement** tab shows the active template with sample values filled in, so you see exactly what guests will read. Click **Customize** to adapt it to your business — your version replaces the default for all future bookings, and you can reset to the default at any time. Guests sign at checkout, and the signed copy is stored with the booking for both sides. The default template is a starting point, not legal advice — have a lawyer review the terms for your jurisdiction. ## Put rentals on your website Rentals appear on your direct booking website at **yoursite.com/rentals**. You control what shows in **Websites → your site → Marketplace**: - Enable or disable each category (Cars, Bikes, Watercraft, Equipment) - Write custom hero copy for each section - Set the display order Guests staying at your properties see rentals offered in their city or attached to their specific property — and you can promote rentals automatically inside your guest messages too ([see how](/docs/rentals-operations#upsell-rentals-in-your-guest-messages)). ## Visibility controls Two switches in **Settings** decide who can book: - **Active** — turn it off to take the rental off your website without deleting anything - **Friends only** — keeps the rental off the public listings so only invited friends and family can book; ideal for a soft launch before opening it to all guests ## Set a monthly revenue target Give each rental a monthly revenue target in **Settings**. The rental's **Overview** tab tracks progress against it, and the Rentables home page rolls every target into a fleet-wide goal — so you always know whether each asset is paying for itself. ## Your AI assistant provides live rental information When guests message you asking about rental rates, availability, or terms, Vanio's AI assistant automatically provides current, accurate information pulled directly from your rental system. Whether they ask "Is there a car I can rent?" or "How much is the Tesla for June 26-28?", the assistant checks live pricing and availability using the same data engine that powers your booking website. This means guests always get up-to-date quotes that match what they'll see at checkout — no more outdated pricing or availability confusion. The assistant can provide: - Current daily and weekend rates for your entire fleet - Live availability checks for specific dates - Full price quotes including discounts, cleaning fees, and deposits - Pickup locations and rental terms - Direct links to book on your website ## Next steps - [How Guests Book and Pick Up a Rental](/docs/rentals-guest-experience) — the full guest journey, from quote to deposit release - [Running Rentals Day to Day](/docs/rentals-operations) — bookings, condition photos, deposits, and upselling -------------------------------------------------------------------------------- # Open Source Analytics Dashboard URL: https://www.vanio.ai/docs/open-source-metrics-dashboard Tags: admin, analytics, open-source, metrics Track GitHub stars, package downloads, and code usage across your open source developer tools -------------------------------------------------------------------------------- # Open Source Analytics Dashboard ## What it does The Open Source Analytics Dashboard gives you comprehensive insights into how Vanio AI's developer tools are being used across the software development community. You can track GitHub repository engagement, package downloads, and real-world code usage patterns to understand which tools are gaining traction and helping developers build better vacation rental solutions. ## Getting started ### Accessing the dashboard 1. Navigate to **Settings** from your main navigation 2. Go to **Admin Settings** (only visible to super administrators) 3. Click on the **Repull** tab in the admin panel 4. Select **Open Source** to view the analytics dashboard [Screenshot: Admin settings navigation showing the path to open source analytics] ### First-time setup If this is your first time viewing the dashboard and no data appears: 1. Click the **Refresh Data** button in the top-right corner 2. Wait 2-3 minutes for the initial data collection to complete 3. Refresh your browser to see the populated dashboard After the initial setup, data automatically updates daily at 6:00 AM UTC, so you'll always have fresh insights without any manual work. ## How it works The system automatically monitors multiple data sources every day to give you a complete picture of your open source ecosystem: **GitHub Repository Tracking**: Stars, forks, watchers, open issues, pull requests, recent commits, releases, and contributor counts are collected daily for each tracked repository. **Package Download Analytics**: Download statistics from npm, PyPI, and other package registries are gathered to show how often developers are installing and using your tools. **Code Search Insights**: Real-world usage patterns are tracked by monitoring how frequently your libraries appear in actual code searches across GitHub. **Trend Analysis**: All metrics include 7-day change indicators and 30-day trend sparklines, so you can quickly spot growing momentum or identify areas needing attention. [Screenshot: Main dashboard showing headline metrics with trend indicators] ### What you'll see The dashboard is organized into three main sections: **Headline Metrics** at the top show your total weekly downloads, code search appearances, GitHub stars, and most recently active repository. **Repository Details** display a comprehensive table with each repository's GitHub metrics, including visual trend lines showing star growth over the past 30 days. **Package Analytics** break down download numbers by individual packages across different registries, with week-over-week change tracking. ## Key features • **Real-time trend indicators** — Green/red arrows and numbers show exactly how your metrics changed over the past week • **Visual sparklines** — Quick 30-day trend graphs let you spot growth patterns at a glance without diving into detailed analytics • **Multi-registry tracking** — Automatically monitors npm, PyPI, and other package managers to capture downloads across all platforms • **Code usage insights** — See how often your tools appear in real developer searches, indicating actual usage beyond just downloads • **Activity monitoring** — Track which repositories are most actively maintained based on recent commits and community engagement • **Automated daily updates** — Fresh data appears automatically every morning without any manual intervention required • **Historical context** — All metrics include comparison points so you understand whether changes are significant or part of normal fluctuation [Screenshot: Repository table showing sparklines and trend indicators] ## Understanding the metrics **Stars vs. Downloads**: GitHub stars indicate developer interest and awareness, while package downloads show actual usage in projects. High downloads with lower stars might indicate utility libraries, while high stars with lower downloads could suggest aspirational or reference projects. **Code Search Hits**: This metric reveals how often developers are finding and referencing your code in real projects. Growing search hits often precede download increases as developers discover and then adopt your tools. **Weekly Deltas**: Focus on the week-over-week changes rather than absolute numbers. Consistent positive trends, even if small, often matter more than large but volatile swings. **Activity Indicators**: The "most active repo" highlight and last commit timestamps help you understand which projects are currently receiving the most development attention. ## Tips & best practices **Monitor weekly, not daily**: While data updates daily, weekly trend reviews give you better signal-to-noise ratio for making strategic decisions about which projects need attention. **Cross-reference metrics**: Use the combination of stars, downloads, and code search hits to get a complete picture. A repository with growing searches but flat downloads might need better documentation or examples. **Track the delta arrows**: The green and red trend indicators are often more important than the absolute numbers. Consistent small growth usually beats volatile large swings. **Use sparklines for context**: The 30-day trend graphs help you understand whether recent changes are part of a larger pattern or represent new developments worth investigating. ## Common questions **How often does the data refresh?** Data automatically updates every morning at 6:00 AM UTC. You can also manually trigger a refresh using the "Refresh Data" button, though this should rarely be necessary. **What happens if some data is missing?** Occasionally, individual repositories or packages may show "—" for certain metrics due to temporary issues accessing external services. This doesn't affect other data, and missing information typically resolves with the next daily update. **Can I export this data for reports?** Currently, the dashboard is view-only within the admin interface. The visual trends and headline metrics are designed to give you quick insights for internal planning and prioritization decisions. -------------------------------------------------------------------------------- # Operations availability calendar URL: https://www.vanio.ai/docs/operations-availability-calendar Tags: operations, calendar, availability, scheduling, tasks See which units are booked, turning over, or free so your team can plan cleaning, maintenance, and inspections around real availability. -------------------------------------------------------------------------------- The availability calendar shows you, at a glance, which units are occupied, which are turning over, and which are free, so you can plan cleaning, maintenance, and inspections around real bookings instead of guessing. ## Where to find it In an operations workspace, **Calendar** sits in the main menu next to **Tasks** on both desktop and mobile. Open it to see every unit your team is responsible for in one grid. ## What you can see - **A multi-unit view** of all the properties shared with your workspace, with reservation bars showing check-in and check-out days. - **A single-unit view** for any one property, so you can focus on one unit's schedule when planning a specific job. - **Booking dates and occupancy only.** The availability calendar is built for planning work, so it shows when units are booked or free, never nightly rates or revenue. ## Planning tasks around availability When you open a task that's tied to a unit, the task's own mini calendar shows that unit's upcoming bookings. Use it to schedule a turnover clean for the morning after checkout, line up an inspection during a vacant gap, or avoid sending someone to a unit while a guest is still in it. Select **View full calendar** to jump to the unit's full schedule. ## Who sees it Everyone on an operations team, including roamers and inspectors, gets the same Tasks and Calendar menu so the whole crew plans from the same picture. Vanio AI keeps the calendar scoped to the units shared with your workspace. -------------------------------------------------------------------------------- # Performance Diagnostics URL: https://www.vanio.ai/docs/performance-debugging Tags: support, performance, troubleshooting, diagnostics Automatically diagnoses and helps resolve platform slowdowns, with recent improvements eliminating common startup delays for faster, more reliable performance. -------------------------------------------------------------------------------- # Performance Diagnostics ## What it does Vanio's Performance Diagnostics helps our support team quickly identify and resolve slowdowns in your vacation rental management platform. When you experience delays or connection issues, this feature allows our team to pinpoint exactly where the problem is occurring and get your system running smoothly again. ## Getting started Performance Diagnostics runs automatically in the background – there's nothing you need to set up or configure. However, if you're experiencing slowdowns, here's how to get help: 1. **Report the issue**: Contact our support team through the Help Center - Go to **Settings → Help & Support** - Click **Contact Support** - Describe the slowdown you're experiencing (booking delays, sync issues, etc.) 2. **Provide context**: Include details about when the slowdown occurred - Time and date of the issue - Which features were affected (calendar sync, guest messaging, etc.) - Whether the issue is ongoing or resolved 3. **Our team investigates**: Support will run diagnostics to identify the root cause - No action required from you during this process - Diagnostics run safely without affecting your data or bookings [Screenshot: Support contact form with performance issue selected] ## How it works When you report a performance issue, our support team can instantly analyze your system's connection health: **Automatic Detection**: The system continuously monitors connection quality and identifies potential bottlenecks before they impact your experience. **Instant Analysis**: Support can see exactly which part of the system is causing delays – whether it's data retrieval, platform connections, or external integrations. **Real-time Results**: Diagnostics complete in seconds, showing connection speeds and identifying any problematic areas. **Optimized Connection Performance**: Recent improvements have eliminated a common 10-second delay that occurred when the system restarted or refreshed connections. Your dashboard and rental management tools now respond consistently quickly when you need them most. **Enhanced Database Connection Testing**: Our improved diagnostic tools now perform specialized connection tests that follow proper protocols for all database types, ensuring more accurate results when troubleshooting sync issues. **Transparent Process**: You'll receive updates on what was found and what steps are being taken to resolve the issue. The diagnostics run completely in the background without interrupting your workflow or affecting guest bookings. ## Key features • **Precise Problem Identification**: Pinpoints exactly where slowdowns occur in the system • **Fast Resolution**: Reduces troubleshooting time from hours to minutes • **Eliminated Cold-Start Delays**: Fixed a 10-second hang that previously occurred during system restarts or connection refreshes • **Improved Connection Reliability**: Enhanced database connection testing eliminates false negatives and provides more accurate diagnostic results • **Non-Intrusive**: Runs without affecting your bookings, guest data, or daily operations • **Real-Time Monitoring**: Continuously tracks system performance to catch issues early • **Detailed Reporting**: Provides our support team with comprehensive data to resolve issues quickly • **Secure Analysis**: All diagnostics maintain your data privacy and security standards ## Tips & best practices **Report issues promptly**: The sooner you let us know about slowdowns, the faster we can resolve them. Even minor delays can indicate larger issues that are easier to fix when caught early. **Be specific in your reports**: Include details like: - Which features were slow (calendar updates, guest messaging, payment processing) - Time of day the issue occurred - Whether it affected all properties or specific listings - If the issue resolved itself or persisted **Note if delays occur during peak times**: While we've resolved the most common startup delay, if you notice consistent slowdowns during high-traffic periods, this information helps our team optimize performance further. **Focus on database sync issues**: If you notice problems with calendar updates, booking synchronization, or pricing changes not reflecting across platforms, these could indicate database connection issues that our improved diagnostics can now identify more accurately. **Keep your browser updated**: While our diagnostics can identify platform issues, outdated browsers can also cause performance problems. Use the latest version of Chrome, Firefox, or Safari for the best experience. **Check your internet connection**: If you're experiencing widespread slowness, test your internet speed first. Our diagnostics focus on platform-specific issues rather than general connectivity problems. **Don't restart or refresh repeatedly**: If something is loading slowly, give it time to complete. Multiple refreshes can actually make performance issues worse. ## Common questions **Q: Will running diagnostics slow down my system even more?** A: No, diagnostics are designed to run efficiently without impacting your system's performance. They use minimal resources and complete within seconds. **Q: I used to experience 10-second delays when first accessing Vanio after a break. Is this fixed?** A: Yes, we've resolved a specific connection issue that caused these startup delays. Your dashboard and management tools should now load consistently quickly, even when the system has been idle or after maintenance periods. **Q: I was having database sync issues that seemed to resolve themselves. Should I still report them?** A: Yes, please report intermittent sync issues. Our enhanced diagnostic tools can now identify connection problems that might appear resolved but could recur. Early detection helps prevent future disruptions to your booking data. **Q: Can I see the diagnostic results myself?** A: Diagnostic results are technical in nature and are reviewed by our support team who can translate the findings into actionable solutions. You'll receive a summary of what was found and the steps being taken to resolve any issues. **Q: How often should I expect performance issues?** A: Performance issues are rare, and with our recent improvements, the most common startup delays have been eliminated. Most users never experience significant slowdowns, and minor delays are often resolved automatically before you notice them. **Q: What if diagnostics don't find any issues but I'm still experiencing slowdowns?** A: Our support team will work with you to identify other potential causes, such as browser settings, internet connectivity, or integration issues with external platforms. We'll continue troubleshooting until the issue is resolved. -------------------------------------------------------------------------------- # Platform Reliability & Monitoring URL: https://www.vanio.ai/docs/system-health-monitoring Tags: platform, monitoring, reliability, maintenance Enhanced platform monitoring with trustworthy alerts, continuous data quality checking, and improved system reliability—eliminating false alarms while ensuring real issues are caught immediately. -------------------------------------------------------------------------------- # Platform Reliability & Monitoring ## What it does Vanio AI continuously monitors your vacation rental management platform behind the scenes to ensure reliable performance and prevent service disruptions. Our automated monitoring systems track platform health, manage system resources, and proactively address potential issues before they can affect your property management operations. Your booking data, guest communications, and property information remain completely secure while we maintain optimal platform performance. ## Getting started Platform monitoring works automatically—there's nothing you need to set up or configure. However, you can stay informed about platform status through these features: ### Viewing Platform Status 1. **Check the status indicator** in your dashboard header—a green dot means all systems are running smoothly 2. **Go to Settings → Account → Platform Status** to view detailed system health information 3. **Subscribe to status updates** by clicking "Get Notifications" to receive alerts about any planned maintenance or service updates [Screenshot: Dashboard header showing green status indicator and Settings menu navigation] ### Understanding Status Notifications 1. **In-app notifications** appear in your notification center for any platform updates that might affect your workflow 2. **Email alerts** are sent for scheduled maintenance windows or important platform improvements 3. **Status page access** through Settings provides real-time information about all platform components [Screenshot: Platform status page showing green indicators for all services] ## How it works Our monitoring systems work continuously in the background to maintain platform reliability: **Automated Resource Management**: The platform automatically manages storage space, processing capacity, and system logs to prevent performance slowdowns. Internal monitoring data is automatically cleaned up and archived to maintain optimal speed. **Instant Connection Response**: Your dashboard and property management tools now load instantly when you access them, even when the system has been idle or during connection refreshes. We've eliminated a 10-second delay that previously occurred when systems restarted or connections were refreshed, ensuring your Vanio platform responds immediately whenever you need it. **Optimized Multi-User Performance**: We've significantly improved how the platform handles multiple team members accessing your account simultaneously. The system now intelligently manages user connections to prevent slowdowns during peak usage times. Instead of overwhelming our servers when many users are active at once, the platform now allocates connections more efficiently, ensuring smooth performance for everyone even when your entire team is using Vanio at the same time. **Smart Traffic Distribution**: Our systems now handle traffic spikes much more effectively by distributing user connections across available resources. When many property managers access their dashboards simultaneously or during busy booking periods, the platform automatically balances the load to prevent connection timeouts and maintain responsive performance for all users. **Intelligent Alert Management**: Our monitoring system has been significantly upgraded to eliminate false alarms and provide more accurate alerts when something actually breaks. Instead of sending notifications for temporary system hiccups or non-issues, the system now uses advanced detection to confirm real problems before alerting you. This means you'll receive far fewer unnecessary emails and can trust that when you do get an alert, it's about something that genuinely needs attention. **Enhanced Data Quality Monitoring**: Your property data is now continuously checked for quality issues like missing photos, descriptions, or amenities information. If our data collection systems experience problems that could affect your listings, our monitoring team will catch and address them immediately instead of having to manually check everything. **Improved System Health Detection**: Our monitoring now checks every component of the platform individually rather than testing just one piece at a time. This means if any part of our infrastructure experiences issues, we'll detect and resolve it right away instead of potentially missing problems that could affect your experience. **Reliable Background Processing**: The system now intelligently manages background tasks like pricing updates and market data collection. Instead of alerting on normal operations like large data updates, our monitoring distinguishes between intentional system work and actual problems, ensuring alerts only fire for real issues that impact your account. **Proactive Issue Detection**: Advanced monitoring detects potential problems before they can impact your experience, automatically triggering corrective actions when needed. Stuck connections are automatically cleaned up instead of accumulating and slowing down the platform. **Real-time Performance Tracking**: System performance metrics are constantly monitored to ensure fast loading times for your dashboard, quick booking processing, and responsive guest communication features. Recent improvements have eliminated timeout issues and intermittent page loading failures that some users experienced during peak usage periods. **Market Data Freshness Monitoring**: We continuously track the freshness of property and market data across all locations to ensure your competitive insights and pricing recommendations remain current and accurate. **Reliable Payment Processing**: We've enhanced the reliability of payment notifications and payout processing to handle various booking scenarios, including cancellations and partial payments. The system now properly processes all payment data regardless of which fields are provided by booking platforms. **Redundant Safety Measures**: Multiple backup systems and safeguards protect against any single point of failure, ensuring your property data remains accessible even during system maintenance. **Automatic Recovery**: If any system component experiences issues, automated recovery processes restore normal operation without requiring any action from you. ## Key features • **24/7 Automated Monitoring**: Continuous surveillance of all platform components ensures problems are detected and resolved quickly • **Instant Platform Access**: No more waiting when you open your dashboard or management tools—the platform responds immediately every time, eliminating previous 10-second delays that occurred during system restarts or connection refreshes • **Enhanced Team Collaboration Performance**: The platform now seamlessly supports multiple team members working simultaneously without performance degradation. Whether your entire team is updating listings, responding to guests, or managing bookings at the same time, everyone enjoys consistent, fast performance • **Intelligent Connection Management**: Advanced connection pooling ensures optimal performance even during peak usage periods. The system automatically prevents connection bottlenecks that could slow down platform access when many users are active • **Resolved Dashboard Reliability Issues**: We've fixed a critical performance issue that was causing dashboard freezes and slow loading. Your Vanio account now responds consistently and reliably when managing listings and bookings • **Improved Peak Performance**: Recent enhancements allow the platform to handle traffic spikes much more gracefully, ensuring your dashboard and booking pages remain responsive even when many users are active simultaneously • **Predictive Maintenance**: Advanced algorithms predict and prevent potential system issues before they can affect your operations • **Resource Optimization**: Automatic management of system resources ensures consistent performance even during peak usage periods • **Trustworthy Alert System**: Our completely overhauled monitoring eliminates false positives and ensures accurate alerts only when something genuinely breaks. No more notifications about non-existent problems with listings or data issues that aren't really happening—you'll only hear from us when there's an actual issue requiring attention • **Continuous Data Quality Checking**: Your property information is automatically monitored for completeness and accuracy, with immediate detection and resolution of any data collection problems that could affect your listings • **Comprehensive System Health Monitoring**: Every component of our platform infrastructure is individually monitored to ensure any real problems are caught and addressed immediately, rather than potentially going undetected • **Robust Payment Processing**: Enhanced handling of payment notifications ensures accurate processing of payouts, cancellations, and installment payments across different booking platforms • **Data Protection Safeguards**: Multiple layers of protection ensure your property and booking data remains secure and accessible at all times • **Transparent Status Reporting**: Real-time status updates keep you informed about platform health without overwhelming you with technical details • **Zero-Downtime Updates**: Platform improvements and security updates are deployed seamlessly without interrupting your workflow • **Performance Optimization**: Continuous optimization ensures fast response times for all features, from booking management to guest communications ## Tips & best practices **Stay Informed Without Worry**: Check the platform status indicator occasionally, but remember that our monitoring systems handle issues automatically—you don't need to actively monitor anything yourself. **Experience Improved Reliability**: You should notice significantly better performance and reliability when accessing your dashboard and property pages. The intermittent freezing and slow loading issues that affected some users have been resolved, and your platform now loads instantly every time. **Enjoy Better Team Collaboration**: Your team can now work more efficiently together without worrying about platform slowdowns. Multiple team members can simultaneously access listings, update property information, and manage bookings without affecting each other's performance or experiencing connection issues. **Expect Better Performance During Busy Periods**: Thanks to recent infrastructure improvements, you should notice that your dashboard loads faster and remains responsive even during peak booking seasons or when many team members are using the platform simultaneously. **Trust the Enhanced Alert System**: You'll now receive significantly fewer unnecessary notifications thanks to our completely redesigned monitoring that accurately identifies real problems versus temporary hiccups or false alarms. When you do receive an alert, you can be confident it's about an actual issue that needs attention, not a system glitch or non-existent problem. **Rely on Continuous Data Quality Monitoring**: Your property data is automatically checked for issues, so you don't need to worry about missing photos, descriptions, or other listing information going unnoticed. Our monitoring team will catch and resolve data collection problems before they can impact your property visibility. **Plan Around Maintenance Windows**: When we do announce scheduled maintenance (which is rare), use the advance notice to plan any time-sensitive tasks accordingly. Most updates happen transparently without any downtime. **Report Unusual Behavior**: If you notice anything unusual in your dashboard performance or functionality, use the "Report Issue" button in Settings. While our automated systems catch most issues, your feedback helps us improve. **Keep Notifications Enabled**: Platform status notifications are now designed to be minimal and highly relevant—they'll only alert you to information that actually impacts your daily operations. Recent improvements ensure you won't receive duplicate or false alerts. **Trust the Automation**: Our monitoring systems are designed to handle infrastructure management automatically. Focus on managing your properties while we handle the technical foundation that powers your operations. ## Common questions **What happens to my data during system maintenance?** Your property information, bookings, and guest data are always protected and accessible. Our redundant systems ensure that even during maintenance, your critical business operations continue uninterrupted. Any planned maintenance that might briefly limit functionality is scheduled during low-usage periods and announced in advance. **Why am I getting so many fewer alert emails now?** We've completely overhauled our monitoring system to eliminate false positives and only send notifications about actual problems. The previous system was generating alerts for non-issues like temporary timeouts or normal system operations that would resolve themselves. Now our monitoring accurately distinguishes between real problems and temporary hiccups, so you'll only receive emails about genuine issues that might impact your operations. This means far fewer notifications, but much higher confidence that when you do get an alert, it's about something important. **How does the new monitoring catch data quality problems?** Your property information is now continuously monitored for completeness and quality. The system automatically checks for issues like missing photos, descriptions, or amenity information that could affect your listing visibility. If our data collection systems experience problems, our monitoring team will detect and resolve them immediately rather than having to manually discover issues. This ensures your property data stays complete and accurate without you having to worry about it. **How will I know if there's a platform issue affecting my account?** Our enhanced monitoring systems now accurately distinguish between individual account issues and platform-wide problems. You'll receive targeted notifications only for issues that actually impact your specific operations. The improvements to our alert system ensure you won't receive spam notifications or duplicate alerts—only relevant updates about real issues that require attention. **Why does the platform perform so much better with multiple team members now?** We've implemented intelligent connection management that optimizes how the platform handles multiple simultaneous users. Instead of each team member competing for the same resources, the system now efficiently distributes connections and prevents the bottlenecks that previously caused slowdowns when many people were using Vanio at the same time. This means your team can collaborate more effectively without performance concerns. **What was causing the recent dashboard performance issues?** We identified and resolved a critical connection pooling issue that was causing dashboards and property pages to freeze or load slowly over a 24-hour cycle. This has been completely fixed—your Vanio account should now respond quickly and reliably at all times. **Why does my dashboard seem much faster lately?** We've recently eliminated a 10-second delay that was occurring whenever the platform restarted or connections refreshed, plus upgraded our platform's ability to handle multiple users and traffic spikes. These improvements mean your dashboard, booking pages, and other platform features will load instantly and remain consistently responsive even during busy periods when many property managers are using the system simultaneously. **Can I access historical performance data for my account?** While detailed infrastructure metrics remain internal for security and performance reasons, you can view your account's usage patterns and performance trends through Settings → Account → Usage Analytics. This shows you relevant information like response times for your property listings and booking processing speeds without exposing technical system details. -------------------------------------------------------------------------------- # Policies & Autonomy URL: https://www.vanio.ai/docs/policies-autonomy Tags: ai, autonomy, policies, refunds, escalation, settings Set Vanio AI's rules once — refund policy, money threshold, and how to handle each common situation — so it acts autonomously instead of escalating. -------------------------------------------------------------------------------- # Policies & Autonomy Vanio AI can do more than answer questions — it can act. The Policies & Autonomy section is where you set the rules once, so Vanio AI handles common situations on its own instead of waiting for you. Every action it takes is grounded in the policy you set here and fully logged, so you always know what happened and why. You'll find it on the **Settings → Vanio AI** page, below the master switch. ## Why this exists Without a policy, Vanio AI plays it safe: when a situation needs a judgment call — a refund, a relocation, a date change that costs you money — it hands it to your team. That's the right default, but it means you're still in the loop for things you'd happily have automated. Capture your policy once here, and Vanio AI stops escalating that class of situation and acts the way you would. ## Refund policy Decide whether Vanio AI can grant refunds on its own: - **Let Vanio AI grant refunds autonomously** — when on, Vanio AI can issue refunds within your money threshold (below), applying the policy basis you set. When off, every refund is prepared for your approval instead. - **Policy basis** — the rule Vanio AI should apply and cite, for example "Airbnb cancellation policy" or "our 48-hour goodwill policy". Vanio AI references this in the record of every refund it makes. - **Notes** — any extra constraints on when or how much Vanio AI can refund, per platform or situation. ## Money threshold Set a single number that governs every money action — refunds, resolution requests, claims, and goodwill credits: - **Auto-approve up to** — Vanio AI handles money actions on its own up to this amount. Above it, Vanio AI prepares the action and routes it to you for one-tap approval. - Set it to **0** to have Vanio AI draft every money action for your approval. This keeps small, routine amounts moving automatically while you stay in control of the larger ones. ## Per-situation handling rules For each common situation, tell Vanio AI how to handle it: - **Auto** — Vanio AI handles it on its own (money actions still respect your threshold). - **Draft** — Vanio AI prepares the action and routes it to you for one-tap approval. - **Escalate** — Vanio AI hands it to your team. You can also add a short policy note to each one — the judgment Vanio AI should apply, which it cites in the audit trail. Vanio AI starts you off with rules for the situations we see most often: - **Date changes & extensions** — auto-handle extensions and any change while the guest can still cancel for free; the one to set your own rule on is a change that reduces your revenue past the free-cancellation window. - **Relocations** — when a unit can't be used and the guest needs to move, set the terms (for example, no extra cost for moves that are your fault) and whether Vanio AI carries out the move. - **Refund requests** — grant or draft, governed by your refund policy and money threshold above. - **Maintenance** — Vanio AI always dispatches the repair; the only thing to decide is whether any compensation needs your sign-off. The list is yours to extend. Add a rule for any situation we haven't covered — noise complaints, late check-outs, anything — and Vanio AI will handle it your way from then on. Any situation without a rule simply escalates to your team, just as it does today. ## How it works together The three sections reinforce each other. The money threshold is the ceiling on every financial action. The refund policy decides whether refunds are in play at all and on what basis. The per-situation rules decide which situations Vanio AI acts on. Set them once, and Vanio AI runs the routine work while bringing you only the decisions that genuinely need you. Related: [The Guest Escalation Message](/docs/escalation-message) controls what the guest sees when Vanio AI does hand a conversation to your team. -------------------------------------------------------------------------------- # Pricing Digest Emails URL: https://www.vanio.ai/docs/pricing-digest-notifications Tags: pricing, notifications, automation, revenue Get consolidated daily or weekly emails with all your pricing recommendations, competitor moves, and local events in one actionable summary. -------------------------------------------------------------------------------- ## What it does Pricing digest emails consolidate all your pricing recommendations into a single, actionable summary delivered daily or weekly to your inbox. Instead of receiving separate notifications for each listing, you'll get one comprehensive email showing your top repricing opportunities, estimated revenue lift, and local events that could affect demand across your entire portfolio. ## Getting started ### Setting your digest frequency 1. Go to **Listings** in your dashboard 2. Click on any listing to open its details 3. Navigate to the **Pricing** tab 4. Click **Strategy Settings** 5. Find the **Digest Cadence** dropdown and choose: - **Daily** — receive summaries every morning - **Weekly** — receive summaries every Monday morning - **Off** — stop receiving digest emails entirely 6. Click **Save Strategy** [Screenshot: Pricing strategy settings page showing digest cadence dropdown] ### What happens next Your digest preference applies to your entire account. If you have multiple listings with different cadence settings, the most frequent option wins (daily takes priority over weekly). You'll start receiving digests according to your schedule, delivered to the primary admin email on your account. ## How it works ### Delivery timing - **Daily digests** arrive at 8:00 AM UTC every day - **Weekly digests** arrive at 8:00 AM UTC every Monday - Emails are only sent when there's meaningful pricing activity to report ### What's included in each digest Every digest email contains: **Pricing Recommendations Summary** - Total number of new pricing suggestions - How many were automatically applied vs. pending your review - Estimated revenue lift from implementing all recommendations - Top 5-10 biggest pricing opportunities ranked by potential impact **Market Activity Alerts** - Competitor price changes of 20% or more near your listings - Which of your properties might be affected - Percentage changes and new rate levels **Local Events Impact** - Upcoming events in your markets that could drive demand - Event categories (conferences, festivals, sports, etc.) - Dates and potential pricing implications [Screenshot: Sample digest email showing all three sections] ## Key features • **Smart consolidation** — One email per day or week instead of per-listing notifications • **Priority ranking** — Biggest opportunities listed first based on revenue potential • **Auto-apply integration** — Clear distinction between recommendations that were applied automatically vs. those awaiting your decision • **Competitive intelligence** — Alerts when nearby properties make significant price moves • **Event awareness** — Local demand drivers that might affect your pricing strategy • **Revenue forecasting** — Estimated lift calculations to help prioritize which recommendations to implement • **Mobile-friendly** — Optimized for quick review on any device ## Tips & best practices ### Choosing your cadence - **Choose daily** if you actively manage pricing and want to respond quickly to market changes - **Choose weekly** if you prefer a broader view and make pricing decisions less frequently - **Turn off digests** temporarily during busy periods when you can't act on recommendations ### Acting on recommendations - Review the estimated revenue lift column to prioritize which listings to update first - Pay attention to competitor moves—if nearby properties are raising rates significantly, you might have room to increase yours - Use event alerts to manually adjust pricing for high-demand periods the system might not fully capture yet ### Managing multiple properties - Digest frequency applies account-wide, but recommendations are sorted by impact across your entire portfolio - Use the listing names in each recommendation to quickly identify which properties need attention - Consider enabling auto-apply for stable listings while keeping manual approval for your highest-value properties ## Common questions **Q: Can I set different digest frequencies for different listings?** A: The system uses the strongest preference across all your pricing strategies. If any listing is set to daily, you'll receive daily digests. To get weekly digests, all your listings need to be set to weekly or off. **Q: What happens if I don't have any pricing recommendations in a given period?** A: You won't receive a digest email—they're only sent when there's actionable pricing information to share. This prevents inbox clutter during stable periods. **Q: How do I know if auto-apply is working vs. recommendations that need manual approval?** A: The digest clearly separates "automatically applied" recommendations from "pending your review." Auto-applied changes show the old and new prices, while pending recommendations include direct links to approve or reject each suggestion. **Q: Can I change my digest settings for just one listing?** A: Digest preferences work at the account level for simplicity, but you can adjust individual listing strategies to be more or less aggressive, which affects what appears in your digests. **Q: Why am I seeing competitor price changes in my digest?** A: Market intelligence helps you make informed pricing decisions. When nearby properties make significant rate changes (20%+ increases or decreases), it might signal an opportunity to adjust your own pricing to stay competitive or capture increased demand. -------------------------------------------------------------------------------- # Pricing Strategy Comparison URL: https://www.vanio.ai/docs/pricing-comparison-api Tags: pricing, atlas, pricelabs, strategy, comparison View Atlas and PriceLabs pricing recommendations side-by-side in your calendar, with complete visibility into price updates and minimum stay requirements plus real-time competitor intelligence. -------------------------------------------------------------------------------- # Pricing Strategy Comparison ## What it does The Pricing Strategy Comparison tool shows your current prices side-by-side with Atlas and PriceLabs recommendations directly in your calendar view. You'll instantly see which pricing service is performing best, how much their recommendations differ from each other, and which service most recently influenced your actual rates. Blue PriceLabs badges appear on calendar dates where PriceLabs made price updates, making it easy to spot where the two systems agree or disagree. Additionally, you can now access detailed competitor pricing data and market intelligence that shows how your property compares to similar rentals in your area. ## Getting started ### Viewing comparison data in your calendar 1. Go to **Listings** in your main navigation 2. Select the property you want to analyze 3. Open your **Calendar** view 4. Look for blue **PL** badges on dates where PriceLabs has made pricing updates 5. **Single-click on any calendar date** to open the pricing comparison popover instantly 6. **Double-click on any date** to open availability and pricing settings instead [Screenshot: Calendar view showing blue PL badges on various dates] ### Understanding the pricing popover 1. Single-click on any calendar date to open pricing comparison data 2. The pricing popover opens showing your current rate and Atlas recommendations 3. Scroll down to see the **Source** section with side-by-side comparisons 4. View divergence percentages to see how much the services differ 5. Scroll to see **Market Intelligence** showing competitor pricing and market segments 6. Click away from the popover or press Escape to close it [Screenshot: Pricing popover with Source section showing Atlas vs PriceLabs comparison] ## How it works Once you open your calendar, Vanio automatically gathers pricing data from multiple sources and displays them with visual indicators: ### What you'll see on calendar dates - **Atlas badges** — green pills showing pending Atlas recommendations - **PL badges** — blue badges indicating dates where PriceLabs pushed price or minimum stay updates - **Your current price** — displayed on each available date - **Availability indicators** — green dots for available dates, red for blocked ### Inside the pricing popover - **Current calendar price** — the live rate guests see when booking, with a badge showing the source (Atlas, PL, or Manual) - **Atlas recommended** — AI-powered pricing based on market analysis - **PriceLabs last push** — their most recent rate suggestion with timestamp - **PriceLabs minimum stay** — the most recent minimum stay requirement PriceLabs set (if any) - **Divergence indicator** — color-coded percentage showing how far apart the recommendations are - **Market Intelligence** — real-time competitor pricing and market segment data for your area ### Visual indicators - **Green divergence** — recommendations are closely aligned (under 5% difference) - **Amber divergence** — moderate difference between services (5-15% difference) - **Red divergence** — significant divergence (over 15% difference) - **Timestamps** — shows when PriceLabs last updated ("2h ago", "1d ago", etc.) [Screenshot: Source section showing green, amber, and red divergence examples] ### Automatic calculations Vanio calculates several helpful metrics without any work from you: - **Percentage divergence** — how different Atlas and PriceLabs recommendations are for each date - **Source attribution** — intelligent detection of which service last updated each price - **Relative timestamps** — when PriceLabs last pushed updates - **Competitor analysis** — distance-ranked comparable properties with their current nightly rates - **Market positioning** — where your listing fits within your local market segment ## Key features • **One-click access** — Single-click any calendar date to instantly view pricing comparison data—no need to hunt for Atlas pills or badges • **Calendar integration** — See PriceLabs activity badges directly on your calendar without opening separate reports • **Side-by-side comparison** — View current price, Atlas recommendation, and PriceLabs push in one popover • **Complete PriceLabs data** — See both price recommendations and minimum stay requirements, even when PriceLabs only updated minimum stays without changing prices • **Real-time divergence analysis** — Color-coded percentages instantly show you when services disagree significantly • **Source tracking** — Clear badges show whether your current price came from Atlas, PriceLabs, or manual entry • **Market intelligence** — View competitor pricing data and market segments for properties similar to yours • **Competitor insights** — See nightly rates for the closest comparable properties in your area, ranked by distance • **Market positioning** — Understand where your property fits within different market segments by style and bedroom count • **Quick decision making** — Apply Atlas recommendations directly from the popover while seeing PriceLabs and competitor context • **Seamless workflow** — All comparison data appears in your existing calendar view without extra navigation • **Preserved settings access** — Double-click any date to open availability and pricing settings as before [Screenshot: Calendar cell showing both Atlas and PL badges on the same date] ## Tips & best practices ### When to investigate divergences - **High divergence (red indicators)** — When Atlas and PriceLabs disagree by more than 15%, research local events or market conditions - **Frequent PL badges** — If you see many blue PL badges, PriceLabs is actively adjusting your prices or minimum stays - **Missing badges** — Dates without Atlas or PL indicators suggest manual pricing or system gaps ### Using the calendar badges effectively **Focus on badge clusters** — Multiple PL badges in a row suggest PriceLabs sees a pricing opportunity you should investigate. **Compare badge timing** — Recent PL badges ("2h ago") are more relevant than older ones ("5d ago") when making decisions. **Mixed badge dates** — Dates with both Atlas and PL badges show where both systems are active—prime candidates for comparison. **Check minimum stay updates** — PL badges now appear even when PriceLabs only adjusted minimum stay requirements, giving you complete visibility into their recommendations. ### Using market intelligence for pricing decisions **Review competitor rates** — Check how your pricing compares to the closest properties in your area before making changes. **Consider market segments** — Understand which property types (by style and bedroom count) are performing best in your neighborhood. **Factor in distance** — Properties within 1-2km are more directly comparable than those further away. **Monitor rate trends** — Regular review of competitor pricing helps you spot market opportunities. ### Making pricing decisions from the popover 1. **Check the source badge** — See which service currently controls your price 2. **Review divergence color** — Red divergences warrant investigation before applying changes 3. **Consider timing** — Recent PriceLabs pushes suggest they have fresh market data 4. **Review minimum stay settings** — Check if PriceLabs has set minimum stay requirements that affect booking eligibility 5. **Review competitor context** — See how your rate compares to similar properties nearby 6. **Apply Atlas changes thoughtfully** — The popover updates all comparison data after you apply Atlas recommendations ### Daily workflow integration - Scan your calendar each morning for new PL badges - Single-click on high-divergence dates (red indicators) first for quick comparison - Review market intelligence to understand competitor positioning - Use the popover's apply function when Atlas recommendations make sense - Check badge patterns weekly to understand which service is more active - Double-click dates when you need to adjust availability or minimum night settings ## Common questions **Why do some dates have PL badges but others don't?** PriceLabs only pushes updates when their algorithm detects a pricing opportunity or needs to adjust minimum stay requirements. Dates without PL badges mean PriceLabs agrees with your current settings or doesn't have a recommendation for that date. **What does the divergence percentage actually mean?** This shows how much Atlas and PriceLabs recommendations differ as a percentage. For example, if Atlas recommends $100 and PriceLabs pushed $120, you'll see a +20% divergence indicator. **Why do I see PL badges on dates where PriceLabs didn't change the price?** PriceLabs sometimes sends minimum stay updates without changing prices. You'll now see complete PriceLabs activity including these minimum stay adjustments, so you have full visibility into their recommendations even when they only modified booking requirements. **Can I see comparison data for properties not using PriceLabs?** The Source section and PL badges only appear for properties actively connected to PriceLabs. Properties using only Atlas will see the standard pricing popover without comparison data—this is intentional to avoid confusion. However, market intelligence and competitor data is available for all properties with location coordinates. **How often does the comparison data update?** Comparison data refreshes automatically when you apply Atlas recommendations or when PriceLabs pushes new rates or minimum stay requirements. The calendar badges and popover source section always show the most current information available. **What's the difference between single-click and double-click on calendar dates?** Single-click opens the pricing comparison popover to view Atlas and PriceLabs data side-by-side. Double-click opens the date settings where you can adjust availability, minimum nights, and add notes. This keeps both functions easily accessible without interfering with each other. **How does the market intelligence data work?** Vanio automatically pulls real-time competitor pricing for properties similar to yours in your area. You'll see the closest comparable properties ranked by distance, their current nightly rates, and market segment performance data. This helps you understand pricing opportunities and see where your listing fits within your local market. ## STRICTLY FORBIDDEN — never mention: - LLM/AI model names (Claude, GPT, OpenAI, Anthropic, Sonnet, etc.) - API endpoints, webhooks, database tables, schemas, migrations - Internal service/handler/worker/queue names - Code architecture, file paths, environment variables - Stripe Connect internals (say "payment processing") - Any implementation detail a user would never see in the UI ## REQUIRED: - Write for property managers, not developers - Step-by-step instructions with UI references ("Go to Settings → ...", "Click ...") - What happens automatically (explain WHAT, never HOW technically) - [Screenshot: description] placeholders where visuals would help - Voice: "you" addressing the user. Warm, clear, confident. ## Structure 1. **What it does** — 2-3 sentence overview 2. **Getting started** — step-by-step with UI references 3. **How it works** — what happens automatically, what the user sees 4. **Key features** — bullet list with brief explanations 5. **Tips & best practices** 6. **Common questions** — 2-3 FAQs -------------------------------------------------------------------------------- # Recurring Tasks URL: https://www.vanio.ai/docs/recurring-tasks Tags: tasks, recurring, operations, scheduling, maintenance Set any task to repeat daily, weekly, monthly, or on a custom interval. Vanio creates each occurrence automatically on its scheduled date — perfect for inspections, deep cleans, and compliance checks. -------------------------------------------------------------------------------- # Recurring Tasks Some jobs never stop coming back — a monthly bylaw compliance check, a quarterly deep clean, a weekly pool inspection. Recurring tasks let you set the schedule once and let Vanio create each occurrence automatically, so routine work never depends on someone remembering to add it. ## What it does Any task can repeat every X days, weeks, or months. On each scheduled date, Vanio creates a fresh copy of the task as a normal task — same property, same checklist, same priority — and it flows through your operation like any other job: it shows up on the board, can be assigned, and can be completed from the field. Tasks that repeat are easy to spot: every occurrence shows a **repeat badge** on its task card. ## Setting a repeat when creating a task 1. Create a task the way you normally do from the command palette. 2. Fill in the details — property, task type, checklist, priority, due date. 3. In the **Repeat** field, choose how often it should come back: - **Doesn't repeat** — a normal one-off task (the default) - **Daily** - **Weekly** - **Monthly** - **Custom** — every N days, weeks, or months (e.g. every 2 weeks, every 3 months) 4. Optionally set an **end date**. Once the end date passes, no more occurrences are created. 5. Save the task. The first occurrence is the task you just created; future ones appear automatically on schedule. ## Making an existing task recurring Already have a task that should repeat? Open it, and in the task sidebar choose **Make recurring**. Pick the frequency and optional end date — from then on it behaves exactly like a task that was created with a repeat rule. ## Managing a repeat rule Open any recurring task and the sidebar shows the rule at a glance — for example: *Repeats monthly · Next: Jul 10, 2026 · 1 occurrence created*. From there you can: - **Pause** — temporarily stop new occurrences. Nothing is deleted; existing tasks stay where they are. - **Resume** — pick the schedule back up. - **Edit** — change the frequency, interval, or end date. - **Stop repeating** — end the rule for good. Existing occurrences are untouched; no new ones are created. ## How occurrences behave - Each occurrence is created automatically on its scheduled date. - It's a normal task in every way — same property, checklist, and priority as the original, and you can assign it, edit it, or reschedule it like any other task. - A new occurrence is created **regardless of whether the previous one was completed**. An unfinished occurrence never blocks the schedule. ## Frequently asked questions **What happens if I don't complete an occurrence?** The next one is still created on schedule. The incomplete task stays open until your team handles it — recurring tasks never wait on the previous occurrence. **What if occurrences were missed — say I paused the rule and resumed it late?** Only **one** catch-up task is created. Vanio never floods your board with a backlog of missed occurrences; you get a single task to catch up, then the normal schedule continues. **How do I stop a recurring task?** Two ways: set an **end date** on the rule (future occurrences stop automatically once it passes), or open the task sidebar and choose **Stop repeating** at any time. **Can I change who each occurrence goes to?** Each occurrence is a normal task, so your usual assignment options apply — see [Choosing a Task Assignee](/docs/choosing-a-task-assignee). **Does pausing delete anything?** No. Pausing only stops new occurrences from being created. Every existing task stays exactly as it is, and you can resume whenever you're ready. ## Related - [Task Management](/docs/task-management) — how tasks are created, assigned, and completed - [Choosing a Task Assignee](/docs/choosing-a-task-assignee) — pick who gets a task when you create it -------------------------------------------------------------------------------- # Running Rentals Day to Day URL: https://www.vanio.ai/docs/rentals-operations Tags: rentals, operations, deposits, revenue, upsells, automations Monitor your rental fleet, handle bookings, manage deposits, and set fuel policies including the new EV charge-return option for Tesla and electric vehicle rentals. -------------------------------------------------------------------------------- Once your rentals are live, Vanio handles the routine — confirmations, reminders, deposit holds and releases — and gives you one place to watch revenue, review bookings, and act when something needs a decision. This guide covers the operational side: what to check, when, and how to handle damage. New to rentals? Start with [Offering Car and Bike Rentals to Your Guests](/docs/rentals). For what guests experience, see [How Guests Book and Pick Up a Rental](/docs/rentals-guest-experience). ## Your fleet at a glance The **Rentables** home page opens with a fleet summary: revenue this month, upcoming pickups, rentals currently out, and your combined monthly target. Below it, the next pickup and return events are listed soonest-first — your morning glance for "who's coming today." ## Per-rental performance Each rental's **Overview** tab tracks the numbers that matter: - Bookings, booked days, and revenue — this month, last month, and all time - Utilization — how many days of the month the rental was out - Progress against the monthly revenue target you set If a rental keeps missing its target, that's your signal to adjust pricing, add weekend rates, or promote it harder in guest messages (see below). ## The reservations view The **Reservations** tab lists every booking with its status, payment status, dates and times, guest contact details, and the current state of the security deposit. Open any booking for the full operational picture: - **Pickup photos and dropoff photos**, grouped side by side for comparison - **Driver's license photos** uploaded at checkout - **Deposit state and controls** — release or capture ## Setting fuel and charge policies Each rental can be set with different fuel or charge return policies to match how your guests prefer to return vehicles. Go to your rental's **Settings** page and choose from these fuel policy options: - **Return full** — Guest returns with a full tank or 100% charge - **Return at the same level as delivery** — Guest returns at whatever level you delivered it - **Return at pickup charge level (EV)** — Guest returns the electric vehicle charged at or above the level it had when they picked it up - **No requirement** — No fuel or charge level expectation For electric vehicles like Tesla rentals, the "Return at pickup charge level" policy works well when you want flexibility in your delivery charge level while ensuring guests don't return with a nearly empty battery. [Screenshot: Fuel policy dropdown in rental settings showing all four options] ## Reviewing condition photos Every vehicle booking carries two photo sets the guest completes in their trip portal: one at pickup, one at dropoff — front, rear, both sides, interior, odometer, and fuel or charge level. Compare them after each return: - Same condition? Nothing to do — the deposit released automatically. - New scratch, dent, or a much lower charge level? The photo pair is your evidence, timestamped and attached to the booking. Guests can also add extra damage photos at either stage, which appear in the same view. ## Managing security deposits The deposit lifecycle runs itself: the hold is placed automatically at pickup and released automatically after the guest completes dropoff. Each booking shows where the deposit stands — pending, held, released, or captured. When something goes wrong, you take over from the booking's detail view: - **Capture for damage** — take the full deposit, or a partial amount (for example, $180 of a $500 hold for a curb-scraped wheel). When you capture partially, the rest is returned to the guest automatically. - **Release manually** — let the hold go at any time, for example after inspecting in person before the guest completes dropoff photos. A released hold typically shows back on the guest's account within 5 business days, depending on their bank. Captured amounts are paid out to you like any other payment. ## Automated guest messaging Three messages run out of the box for every rental booking, and you'll find them alongside your property messaging in **Automations**: 1. **Booking confirmation** — sent immediately, with dates and the trip portal link. You get a notification email at the same time. 2. **Pickup reminder** — the day before pickup: time, place, license and card reminder, and a heads-up about the condition photos. 3. **Return reminder** — the morning of the return day: return time and your fuel or charge expectations, plus the dropoff photo link. Rental messages are fully editable — same template editor, same variables as your property messaging, plus rental-specific details like the rental's name and pickup time. ## Upsell rentals in your guest messages Your best rental customers are already booked: guests staying at your properties. The `{{rentals.upsellBlock}}` template variable promotes your rentals inside any guest message — check-in instructions, welcome messages, pre-arrival notes. Drop the variable into a message template and it renders a short, self-contained paragraph: > 🚗 Need wheels during your stay? Our rentals are parked nearby in Aspen — Compact SUV from $150/day, City e-bike from $35/day. Book at yoursite.com/rentals What makes it safe to put everywhere: - **It only renders for matching guests.** The block appears when rentals are available where the guest is staying — same city, or attached to their specific property. For everyone else it renders as empty text, and the message reads naturally without it. - **It's always current.** Names and prices come from your live rental inventory — cheapest first, vehicles first, up to four items. - **It's SMS-friendly.** The block keeps itself short enough for a text message. ## Day-to-day tips - **Price the peaks.** Use [calendar overrides](/docs/rentals) for event weekends and holidays instead of raising your default rate. - **Soft-launch with Friends only.** Test your pickup flow and agreement with people you trust before opening a rental to all guests. - **Watch utilization, not just revenue.** A rental that's out 25 days at $120 usually beats one that's out 10 days at $180. - **Review photos the same day.** Capturing a deposit is easiest while the dropoff photos are fresh and the hold is still in place. - **Choose EV policies that work for your schedule.** The pickup charge level policy gives you flexibility to deliver electric vehicles at 60%, 80%, or 100% depending on your availability. -------------------------------------------------------------------------------- # Search Ranking Analytics URL: https://www.vanio.ai/docs/search-ranking-analytics Tags: analytics, search, ranking, performance, airbnb Track exactly where your properties appear in Airbnb search results with automatic daily updates, host information, star ratings, and direct links to view actual search results. -------------------------------------------------------------------------------- # Search Ranking Analytics ## What it does Search Ranking Analytics shows you exactly where your properties appear in Airbnb search results, using both real availability-based searches and baseline comparisons. You can also analyze competitor listings to see how they rank in your market. Your ranking data automatically updates every night with precise timestamps showing exactly when each ranking was measured, and new scans start automatically when you open a property's report, showing results as they stream in for faster insights. ## Getting started ### Viewing your ranking data 1. **Navigate to Analytics** → **Search Ranking** from your main dashboard 2. **Select a property** from your portfolio using the property dropdown menu 3. **Watch rankings load automatically** — when you open a property's report for the first time, a scan starts automatically and you'll see results appear as they arrive 4. **Switch between views** using the "Available Dates" and "Baseline" tabs to compare different ranking scenarios 5. **Filter by search criteria** using the dropdown filters (location, guest count, price range, etc.) 6. **View detailed listing information** — see host names, avatars, Superhost status, star ratings, and review counts for each property in the results 7. **Check exact search dates and results** — see the specific dates used for each search and click "View search" links to see the actual Airbnb search results [Screenshot: Search ranking dashboard showing host avatars, ratings, and "View search" links alongside rankings] ### Checking competitor rankings 1. **Enter a competitor's listing URL** in the "Analyze Competitor" section 2. **Provide your email address** to receive the ranking report when it's ready 3. **Click "Request Report"** — the system will analyze the competitor's search rankings 4. **Wait for email delivery** — reports typically arrive within 15-20 minutes 5. **Review competitor performance** against the same search criteria as your properties, including their host information and review data [Screenshot: Competitor analysis form with URL input and email field] ### Requesting fresh data (optional) 1. **Click "Refresh Rankings"** if you want to trigger an immediate update 2. **Watch results stream in** — you'll see rankings appear progressively as each search completes, rather than waiting for everything to finish 3. **Check the scan status** in the "Recent Scans" section — you'll see a progress indicator [Screenshot: Refresh button with streaming results appearing in real-time] ## How it works Vanio automatically maintains fresh ranking data for all your active properties with precise timestamp tracking. Every night at 3:00 AM UTC, the system updates rankings for properties that haven't been scanned in the last 20 hours, ensuring your competitive data stays current without any action from you. Each ranking measurement is timestamped to show exactly when it was captured. When you open a property's ranking report for the first time, the system automatically starts a fresh scan and shows you results as they arrive. This means you get insights faster and don't have to wait for all searches to complete before seeing any data. The system automatically searches for your property's own building or landmark names first, giving you the most targeted visibility into how guests find your specific property. It extracts building names from your property groups (like "The Signature at MGM Grand") or listing names (like "Signature 02804" → "Signature") to create the most relevant search queries guests would actually use. For larger property portfolios, the system now has extended processing time to ensure all your listings get updated reliably during the nightly scan. The ranking system is designed to handle growing inventories and new market expansions without coverage gaps. The system automatically retries rankings that encounter temporary access issues, providing more accurate search visibility data. When occasional platform restrictions prevent complete searches, the system will attempt these rankings again to give you reliable results. The system runs two types of ranking searches to give you complete visibility: **Available Date Rankings**: Searches are performed using your property's actual available dates from your calendar. This shows where you rank when guests search for dates you can actually accommodate — giving you the most realistic view of your booking potential. **Baseline Rankings**: Searches are run without specific dates to show your property's general market position regardless of availability. This helps you understand your listing's fundamental appeal and SEO strength. **Competitor Analysis**: You can request ranking reports for any listing on major vacation rental platforms. Simply provide the listing URL and your email address — the system will analyze how that property ranks across the same search scenarios as your own listings and email you the complete report. The system automatically: - Starts scans when you open ranking reports that haven't been run yet - Shows results progressively as searches complete, so you see data faster - Searches for your property's specific building or landmark names for the most relevant guest queries - Displays host information (name, avatar, Superhost status) and listing details (star ratings, review counts) for quick competitive analysis - Shows exact search dates and provides direct links to view the actual Airbnb search results - Updates rankings nightly for all active properties, with enhanced reliability for larger portfolios - Records the exact time each ranking measurement was taken - Retries rankings that encounter temporary access restrictions for more complete data - Clearly distinguishes between listings that genuinely aren't ranking versus those temporarily inaccessible - Checks your calendar to find available booking windows - Runs searches across multiple guest scenarios (different group sizes, price ranges, etc.) - Tracks your position across multiple result pages - Maintains your ranking history for trend analysis - Compares your performance against local market conditions - Processes competitor analysis requests and delivers reports via email - Completes scans properly even during periods of high platform activity [Screenshot: Dashboard showing host avatars, ratings, search dates, and "View search" links with "Last updated" timestamps] ## Key features • **Auto-starting scans** — Rankings begin loading automatically when you open a property's report, no button clicking required • **Progressive results** — See rankings appear as searches complete instead of waiting for everything to finish • **Host and listing details** — View host names, avatars, Superhost status, star ratings, and review counts for each competing property • **Exact search transparency** — See the specific dates used for each search and click direct links to view the actual Airbnb search results • **Building-specific searches** — Automatic searches for your property's specific building or landmark names for the most relevant guest queries • **Improved data accuracy** — System automatically retries rankings that encounter temporary access issues, providing more reliable search visibility reports • **Clear status indicators** — Easily distinguish between properties that aren't ranking versus those that couldn't be checked due to temporary restrictions • **Automatic daily updates** — Rankings refresh every night so your competitive data is always current • **Improved reliability** — Enhanced scanning process ensures consistent updates even for large property portfolios • **Fixed scan completion** — Ranking scans now properly complete and won't get stuck showing "Scanning..." indefinitely • **Precise timestamp tracking** — See exactly when each ranking was measured for accurate trend analysis • **Competitor ranking analysis** — Request detailed ranking reports for any vacation rental listing • **Email report delivery** — Receive competitor analysis results directly in your inbox • **Real availability tracking** — Rankings based on dates you're actually available, not arbitrary date ranges • **Baseline position monitoring** — See your listing's core market appeal independent of calendar blocking • **Multiple search scenarios** — Track rankings across different guest counts, price ranges, and booking preferences • **Historical trending** — Monitor how your search visibility changes over weeks and months with continuously updated data • **Market position insights** — Understand where you rank relative to comparable properties • **Automatic calendar integration** — No manual date entry required — scans use your real availability • **Comprehensive coverage** — Tracks positions across multiple result pages, not just the first few listings • **On-demand refresh** — Trigger immediate updates when needed while maintaining automatic daily updates • **Instant forced refresh** — Force an immediate complete ranking update for all properties by setting the refresh interval to zero, bypassing the normal 20-hour update cycle • **Scalable processing** — Handles portfolio growth and new market expansion reliably ## Tips & best practices **Let auto-scans work for you** — The first time you view a property's ranking report, it will automatically start gathering fresh data. You'll see results stream in as they're found, so you get insights faster than waiting for a complete scan. **Use host information for competitive analysis** — Review the host names, avatars, and Superhost status of top-ranking competitors to understand what guests see when comparing properties. This can inform your own host profile optimization. **Check actual search results** — Click the "View search" links to see exactly what guests see when they search. This helps you understand the competitive context and identify optimization opportunities. **Leverage building-specific insights** — Pay special attention to how you rank for searches that include your building or landmark name, as these represent guests specifically looking for your type of property. **Check trends regularly** — With rankings updating automatically every night, you can monitor weekly and monthly trends more reliably. Look for consistent patterns rather than day-to-day fluctuations. **Use competitor analysis strategically** — Request ranking reports for your top 3-5 competitors monthly to understand how your market position changes over time. Focus on properties with similar size, amenities, and target guests. **Compare both ranking types** — If your available-date rankings are consistently lower than baseline rankings, consider adjusting your pricing strategy or minimum stay requirements to improve competitiveness during high-demand periods. **Monitor timestamp patterns** — Pay attention to when rankings are measured throughout the day. Rankings can vary based on booking patterns and platform algorithm updates. **Monitor after changes** — Use the "Refresh Rankings" button 2-3 days after updating your listing title, photos, or pricing to immediately measure the impact on search visibility. Results will stream in as they're ready. **Force immediate updates when needed** — If you need to see the very latest rankings across all properties right away (like after major listing changes or during peak booking seasons), you can request an immediate full refresh that bypasses the normal 20-hour update window. This scans every property regardless of when it was last updated. **Focus on consistent availability** — Properties with frequent availability gaps may see lower rankings in date-specific searches. Consider strategic calendar management during peak seasons. **Track competitor activity** — Since rankings update automatically, you'll quickly notice when new properties enter your market or existing competitors improve their listings. **Use insights for optimization** — If you're ranking well in baseline but poorly in available-date searches, your pricing might be too high for your target booking windows. **Trust the automation** — Your rankings stay fresh automatically with improved reliability, so you can focus on optimization rather than manual data collection. **Be patient with large portfolios** — If you manage many properties across multiple markets, the nightly scan takes extra time to ensure comprehensive coverage, but results will always complete successfully. **Understand access restrictions** — Occasionally, rankings may show as "temporarily inaccessible" rather than "not ranked" when platform restrictions prevent complete searches. The system will automatically retry these to provide complete data. ## Common questions **How fresh is my ranking data?** Your rankings automatically update every night, so the data you see is never more than 24 hours old. Plus, when you open a property's report for the first time, a fresh scan starts automatically and shows results as they arrive. Each measurement includes a precise timestamp showing exactly when it was captured. You can also trigger an immediate refresh if you need the very latest data after making changes to your listing. **Can I see the actual Airbnb search results?** Yes, each ranking query includes a "View search" link that takes you directly to the Airbnb search results page with the exact same criteria we used for ranking. You can see exactly what guests see, including the specific dates that were searched. This helps you understand the competitive context and verify the ranking data. **What host information can I see for competing properties?** For each competing property, you'll see the host's name, profile photo (when available), Superhost status, the property's star rating, and total review count. This gives you a complete picture of what guests see when comparing your property to others in the search results. **How does the system know to search for my building name?** The system automatically identifies your property's building or landmark name from your property groups (like "The Signature at MGM Grand") or extracts it from your listing name (like "Signature 02804" → "Signature"). It then creates targeted search queries that match what guests would actually type when looking for properties in your specific building or area. **Can I force an immediate update of all my properties?** Yes, you can request an immediate full refresh that scans all your properties right away, regardless of when they were last updated. This bypasses the normal 20-hour update cycle and is useful when you need the very latest ranking data across your entire portfolio, such as after making major changes to multiple listings or during critical booking periods. **Why do I see some results before others?** Ranking reports now show results progressively as each search completes, rather than waiting for everything to finish. This means you'll see data faster and won't get stuck waiting if one particular search takes longer than others. The most important searches (like your building-specific queries) typically complete first. **What does "temporarily inaccessible" mean in my rankings?** Sometimes platform restrictions prevent the system from completing certain ranking searches. When this happens, you'll see "temporarily inaccessible" instead of "not ranked" to clarify that we couldn't determine the ranking rather than confirming your property isn't visible. The system automatically retries these searches to provide you with complete data as quickly as possible. **What if my scan appears to be stuck on "Scanning..."?** The ranking system has been improved to prevent scans from getting stuck indefinitely. Scans now properly complete even during periods of high platform activity, and the interface will show accurate completion status. If you have a large portfolio, scans may take longer to process all your properties thoroughly, but they will always finish successfully. **Can I analyze competitors I don't directly compete with?** Yes, you can request ranking reports for any vacation rental listing by entering its URL and your email address. This is useful for studying successful properties in other markets you're considering, or analyzing different property types to inform your investment decisions. Reports are delivered via email within 15-20 minutes. **Why do my available-date rankings differ from baseline rankings?** Available-date rankings reflect real guest searches with specific dates, where factors like pricing, minimum stays, and local competition for those exact dates matter more. Baseline rankings show your listing's general appeal without date-specific constraints. Differences help you understand whether your pricing strategy matches market demand. **What should I do if my rankings suddenly drop?** Since rankings update automatically with precise timestamps, you'll see trends quickly. First, check if you've made recent changes to your listing or calendar. Then compare your baseline vs. available-date performance — if baseline stays strong but available-date rankings drop, consider adjusting pricing or availability. If both drop, review your listing content and photos, or investigate new competition in your market using the competitor analysis feature. -------------------------------------------------------------------------------- # Secure Booking with Identity Verification URL: https://www.vanio.ai/docs/guest-identity-verification Tags: security, identity-verification, cancellations, rentals, guest-management Protect your rental properties with automated identity verification and transparent cancellation policies that balance guest convenience with host security. -------------------------------------------------------------------------------- # Secure Booking with Identity Verification Vanio AI now offers enhanced security for your rental properties through automated identity verification and flexible cancellation policies. This feature requires guests to verify their identity before accessing pickup instructions, while giving you control over cancellation terms and refunds. ## What it does Secure Booking protects your property by requiring guests to verify their identity using government-issued ID and selfie verification before they can access lockbox codes or pickup instructions. The system also implements a transparent cancellation policy that balances guest flexibility with your business protection, offering full refunds for early cancellations and prorated refunds as pickup dates approach. ## Getting started ### Step 1: Enable Secure Booking 1. Go to **Properties** in your dashboard 2. Select the rental property you want to secure 3. Click **Settings** → **Booking Security** 4. Toggle on **Require Identity Verification** 5. Choose your **Cancellation Policy** (Conservative is recommended for new users) 6. Click **Save Changes** [Screenshot: Property settings page showing security options] ### Step 2: Update your listing description Add a note to your property description letting guests know about the verification requirement: *"For your security and ours, guests will need to verify their identity before receiving pickup instructions. This quick process takes just a few minutes and helps ensure a safe experience for everyone."* ### Step 3: Monitor verification status 1. Go to **Reservations** in your dashboard 2. Look for the **Identity Status** column showing: - **Pending**: Guest hasn't started verification yet - **In Progress**: Guest is completing verification - **Verified**: Automatically approved by the system - **Needs Review**: Requires your manual approval [Screenshot: Reservations dashboard with identity status column] ## How it works ### For your guests When a guest books your property, they receive a confirmation email with a link to complete identity verification. The process involves: 1. **Document Upload**: Guest uploads a government-issued photo ID 2. **Selfie Verification**: Guest takes a selfie to match against their ID 3. **Automatic Review**: The system processes verification within minutes 4. **Access Granted**: Once verified, pickup instructions and lockbox codes are revealed ### What you see You'll receive notifications when: - A guest completes verification successfully - Verification needs your manual review - A guest requests cancellation with refund details All verification activity appears in your reservation timeline, so you always know the status without having to check multiple places. ### Manual approval option If automatic verification fails (common with corporate bookings or name mismatches), you can manually approve guests: 1. Go to the specific reservation 2. Click **Review Identity** in the reservation details 3. Review the uploaded documents 4. Click **Approve** or **Request New Documents** [Screenshot: Manual identity review interface] ## Key features • **Automatic verification** — Most guests are approved within 5 minutes without your involvement • **Manual override** — You can approve guests when automatic verification encounters issues • **Flexible cancellation tiers** — Guests see exactly what they'll receive as refunds before canceling • **Grace period protection** — Full refunds within the first hour of booking, regardless of pickup date • **Transparent refund calculation** — Guests can preview their refund amount before confirming cancellation • **Pickup instruction security** — Lockbox codes and access details only appear after identity verification • **Automated notifications** — Stay informed about verification status and cancellations without manual checking ## Cancellation policy tiers The Conservative policy offers three tiers based on timing: **Full Refund (100%)** - Within 1 hour of booking - 48+ hours before pickup **Partial Refund (Late Cancellation)** - Less than 48 hours before pickup - Refunds trip cost minus average daily rate - Cleaning fees always refunded **Minimal Refund (No Show)** - 2+ hours after scheduled pickup with no contact - Refunds trip cost minus two daily averages - Deposit holds always released ## Tips & best practices **Set expectations early**: Include verification requirements in your listing description and house rules to avoid surprises. **Respond to review requests quickly**: When guests need manual approval, aim to review within 2-4 hours to avoid pickup delays. **Use the grace period**: The 1-hour full refund window helps legitimate guests who accidentally double-booked while deterring last-minute cancellations. **Monitor patterns**: If you're getting many verification failures, check that your listing attracts the right guest demographic for your property type. **Communicate proactively**: Send guests a reminder about verification 24-48 hours before pickup if they haven't completed it yet. ## Common questions **What if a guest can't complete verification?** You can manually approve any guest after reviewing their documents. This is common for corporate bookings where the guest's name differs from the company credit card. The manual review shows you the same documents the automatic system evaluated. **Do cancellation refunds happen automatically?** Yes, when a guest cancels through their trip portal, the refund processes automatically based on your policy settings. You'll receive a notification showing the refund amount and reasoning. The system handles all payment processing and updates your calendar availability. **Can I customize the cancellation policy?** Currently, the Conservative policy provides the best balance of flexibility and protection for most hosts. We're developing additional policy options based on user feedback. You can always handle special circumstances manually through your reservation management tools. -------------------------------------------------------------------------------- # Service Provider Workspaces URL: https://www.vanio.ai/docs/service-provider-workspace Tags: service-providers, workspaces, automation, team-management Service Provider Workspaces let cleaning and maintenance teams manage tasks across all connected host properties from one dashboard, with task and listing visibility automatically scoped to the properties each host has explicitly shared with you. -------------------------------------------------------------------------------- # 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** — Team → Invite Members. 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** — Connections → Host Network. 2. **Share it with hosts** so they can send you tasks. 3. **Accept invitations** from your Connections 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] ### 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. ### What you can and can't see from a connected host Your view of a host's workspace is scoped to the specific properties they've shared with you through your connection. This applies to both listing details and tasks — if a host manages ten properties but has only shared three with you, you'll see tasks for those three properties only. Tasks on their other properties won't appear in your dashboard. This is by design: your access reflects your actual working relationship with that host, nothing more. ### 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 - **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 ## 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. ## 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. **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 Connections 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. -------------------------------------------------------------------------------- # Smart Dynamic Pricing URL: https://www.vanio.ai/docs/dynamic-pricing-ml Tags: pricing, automation, revenue-optimization, market-analysis AI-powered pricing recommendations that automatically optimize your nightly rates using market data, local events, and booking patterns, now with improved event detection accuracy for more precise revenue forecasts. -------------------------------------------------------------------------------- # Smart Dynamic Pricing ## What it does Smart Dynamic Pricing automatically analyzes your property data, local market conditions, and booking patterns to suggest optimal nightly rates. The system uses advanced machine learning to generate personalized 90-day price recommendations for your listings with active subscriptions, learning from your successful bookings and competitor pricing to recommend rates that maximize your revenue while maintaining healthy occupancy levels. ## Getting started ### Step 1: Subscribe to Smart Pricing for your listings 1. Go to **Properties** in your dashboard 2. Select the property you want to optimize 3. Navigate to **Pricing → Smart Pricing** 4. Click **"Enable Smart Pricing"** to start your $10/month subscription for this listing 5. Set your **minimum** and **maximum** price boundaries to stay within your comfort zone 6. Adjust the **last-minute discount aggressiveness** slider (0-100) to control how quickly prices drop as dates approach without bookings 7. Click **"Save Settings" [Screenshot: Smart pricing subscription toggle with pricing information and last-minute settings] ### Step 2: Configure last-minute discount settings 1. In your **Smart Pricing Settings**, locate the **Last-Minute Discounts** section 2. Use the **aggressiveness slider** to control automatic price reductions: - **0**: No last-minute discounting (maintain set prices) - **30 (Default)**: Gentle price reductions in final weeks - **100**: Maximum discounting to fill empty nights 3. Your **minimum price** acts as a safety floor—prices never drop below this amount 4. Preview how the setting affects pricing at different lead times [Screenshot: Last-minute discount aggressiveness slider with preview chart] ### Step 3: Review your baseline data 1. Navigate to **Properties → [Property Name] → Pricing** 2. Check that your property details are complete (bedrooms, bathrooms, amenities) 3. Verify your cleaning fees and other costs are accurate 4. Confirm your property location and market classification [Screenshot: Property details form with required pricing fields] ### Step 4: Set your preferences 1. In **Pricing Settings**, choose your **pricing strategy**: - **Balanced**: Optimizes for both occupancy and revenue - **Revenue-focused**: Prioritizes higher rates over occupancy - **Occupancy-focused**: Prioritizes bookings over maximum rates 2. Set **seasonal adjustments** if you want different strategies for peak/off-season 3. Configure **minimum stay requirements** for different periods ### Step 5: Manage multiple properties You can enable Smart Pricing individually for each of your properties. This gives you complete control over which listings use automated pricing recommendations—perfect for testing the system on select properties or managing different pricing strategies across your portfolio. ## How it works ### Per-listing subscription model Smart Pricing operates on a simple per-listing subscription basis at $10 per property per month. This means you only pay for the properties where you want AI-powered pricing recommendations, giving you complete flexibility to: - Test automated pricing on select properties while keeping others on manual pricing - Enable premium features only for your highest-performing listings - Scale your usage up or down as your portfolio grows or changes Only properties with active Smart Pricing subscriptions receive AI-generated recommendations, ensuring you're never charged for features you're not using. ### Advanced machine learning prioritization Our system now automatically uses the most accurate pricing model available for each recommendation. When multiple pricing systems generate suggestions for the same date, you'll always see results from our most advanced machine learning technology first, ensuring you get the highest-quality pricing insights available. ### Enhanced pricing accuracy and reliability We've significantly improved how our pricing model validates its recommendations. Instead of using random data sampling that could lead to overly optimistic accuracy estimates, the system now uses time-based validation that mirrors how pricing actually works in the real world. This means: - **More accurate confidence levels**: The pricing recommendations you see have been tested against real-world booking patterns, not artificial scenarios - **Better real-world performance**: Your pricing suggestions are based on how the model actually performs when forecasting future dates - **Increased reliability**: The gap between expected and actual pricing performance has been dramatically reduced This improvement ensures that the confidence levels you see for each pricing recommendation genuinely reflect how well those suggestions will perform for your property. ### Enhanced pricing safety features We've added several important safety measures to protect your pricing strategy: - **Automatic price clamping**: All auto-applied pricing recommendations are automatically kept within your minimum and maximum price boundaries, preventing unexpected price spikes or drops - **Duplicate prevention**: The system eliminates conflicting recommendations for the same date, ensuring only one clear price suggestion per day - **Reliable price application**: Enhanced tracking ensures that only the prices actually sent to you get applied to your calendar, preventing unexpected overrides These safeguards work automatically in the background, giving you peace of mind that auto-applied pricing will always respect your boundaries and preferences. ### Last-minute discount automation The system now automatically reduces prices as dates approach without bookings, helping you fill empty nights while protecting your revenue floor. This works by: - **Smart timing**: Price reductions begin weeks before the date and increase as availability remains - **Controlled discounting**: Your aggressiveness setting (0-100) determines how quickly prices fall - **Floor protection**: Prices never drop below your minimum rate, no matter how aggressive the setting - **Automatic application**: Runs every week alongside regular pricing updates—no manual intervention needed For example, with the default aggressiveness of 30, a $200 base rate might drop to $192 at 14 days out, $178 at 7 days, and $140 on the day itself—always stopping at your minimum price. ### Improved event detection accuracy We've enhanced our local event tracking to provide more accurate pricing recommendations by eliminating irrelevant events that were previously skewing your revenue forecasts. The system now only considers events that are actually happening near your property, not worldwide events that have no impact on your local market demand. ### 90-day intelligent forecasting Once subscribed, the system automatically generates personalized price recommendations for the next 90 days for your enabled properties. These recommendations appear directly in your dashboard and analyze: - **Your booking history**: Successful rates and booking patterns from your property - **Local market data**: More accurate competitor pricing and availability in your area - **Demand signals**: Seasonal trends, local events, and booking velocity - **Property characteristics**: Your amenities, guest capacity, and unique features - **Occupancy patterns**: Advanced analysis of booking lead times and seasonal demand cycles - **Last-minute opportunities**: Automatic price adjustments for approaching dates without bookings ### Automatic price recommendations The machine learning system continuously processes market data to suggest price adjustments for your subscribed properties. Your recommendations respect any custom prices you've manually set, so you stay in control while benefiting from data-driven insights. ### Enhanced competitor data accuracy We've significantly upgraded our pricing intelligence to use more accurate competitor data, which improves the reliability of our price recommendations. This means your pricing suggestions are based on better market insights, leading to more competitive and profitable rate recommendations. ### Improved reliability for all market sizes We've enhanced the pricing engine to process recommendations more consistently across all markets, including smaller destinations. Your pricing data now updates smoothly every week without technical delays, regardless of your property's location or market size. ### Weekly intelligence updates Every Sunday morning, the system automatically updates its pricing intelligence with the latest market insights and booking data. This means your pricing recommendations continuously improve and stay competitive without any effort on your part. ### Daily dashboard updates Every day, you'll see updated pricing recommendations in your dashboard for properties with active subscriptions: 1. Go to **Calendar → Pricing View** to see your 90-day forecast 2. Recommended changes appear as **green highlights** on dates where adjustments are suggested 3. Click any highlighted date to see the detailed pricing breakdown, including last-minute adjustments 4. Accept individual suggestions or use **"Apply All"** to update multiple dates [Screenshot: Calendar view showing 90-day price recommendations with highlighted dates] ### Understanding pricing factor explanations When you view pricing recommendations, you'll see a detailed breakdown of exactly how each factor impacts your nightly rate. This new explanation shows: - **Step-by-step breakdown**: See how the system builds your recommended price from a baseline up to the final rate - **Dollar contribution per factor**: Each influence (like day of the week, seasonality, or local demand) shows its specific dollar impact - **Visual waterfall view**: A clear progression from the starting price through each adjustment to your final recommended rate - **Factor direction indicators**: Green arrows (↑) show factors increasing your rate, red arrows (↓) show factors decreasing it This transparency helps you understand and trust the pricing suggestions, making it easier to decide which recommendations to accept. [Screenshot: Pricing explanation popover showing waterfall breakdown with dollar amounts] ### Smart notifications You'll receive notifications when: - Significant market changes suggest price adjustments - Your rates are notably higher or lower than similar properties - Local events or seasonal patterns indicate pricing opportunities - Last-minute discounting is actively reducing prices to fill gaps ## Key features • **Enhanced pricing accuracy**: Improved validation methods ensure pricing recommendations better reflect real-world performance, giving you more reliable confidence levels and better actual results • **Enhanced pricing safety**: Automatic price clamping within your boundaries, duplicate prevention, and reliable application tracking protect your pricing strategy • **Improved event detection**: More accurate local event tracking eliminates irrelevant worldwide events that were inflating revenue forecasts, leading to more precise pricing recommendations • **Flexible per-listing subscriptions**: Enable Smart Pricing only for the properties where you want automated recommendations at $10/listing/month • **Intelligent last-minute discounting**: Automatically reduces prices as dates approach without bookings, with full control over aggressiveness and floor protection • **90-day intelligent forecasting**: Advanced machine learning generates personalized recommendations for the next three months across your subscribed listings • **Enhanced competitor intelligence**: More accurate competitor data significantly improves the reliability and competitiveness of price recommendations • **Advanced model prioritization**: Automatically prioritizes the most accurate machine learning technology available, ensuring you always get the best pricing insights • **Transparent pricing explanations**: See exactly how each factor impacts your rate with dollar amounts and a step-by-step breakdown from baseline to final price • **Market-aware pricing**: Automatically factors in local competitor rates and availability • **Self-improving intelligence**: Updates every Sunday with fresh market insights and booking patterns • **Reliable processing for all markets**: Consistent pricing updates for properties in markets of all sizes, from major cities to smaller destinations • **Seasonal intelligence**: Learns your market's peak and off-season patterns • **Event detection**: Adjusts for local festivals, conferences, and high-demand periods • **Booking pattern analysis**: Uses your successful bookings to refine future recommendations • **Manual price protection**: Respects any custom prices you've set while providing data-driven insights for other dates • **Safety boundaries**: Never suggests prices outside your set minimum/maximum ranges • **Multiple pricing strategies**: Choose the approach that fits your goals • **Historical performance tracking**: See how recommended vs. manual pricing performed ## Tips & best practices ### Managing your Smart Pricing subscriptions - Start by enabling Smart Pricing on your 1-2 highest-performing properties to test the system - Compare performance between properties with Smart Pricing enabled vs. those with manual pricing - Gradually expand to additional properties as you see positive results - Use the per-listing flexibility to maintain manual control over unique or seasonal properties ### Understanding pricing accuracy improvements - Trust the confidence levels shown with each recommendation—they now reflect real-world performance more accurately - Pay attention to how consistently the pricing performs against your actual booking results - The improved validation means you can rely on pricing suggestions with greater confidence - Use the enhanced accuracy to make more informed decisions about accepting or overriding recommendations ### Optimizing last-minute discount settings - **Start conservative**: Begin with aggressiveness at 30 (default) and adjust based on your booking results - **High-demand periods**: Lower aggressiveness during peak season when bookings come naturally - **Slower periods**: Increase aggressiveness during off-season to fill more empty nights - **Premium properties**: Use lower aggressiveness (10-20) to protect your luxury positioning - **High-volume properties**: Try higher aggressiveness (40-60) to maximize occupancy - **Monitor results**: Track whether last-minute bookings increase without cannibalizing regular bookings ### Setting effective price boundaries - Set your **minimum price** at least 20% above your break-even cost per night - Set your **maximum price** based on your market's luxury ceiling (typically 2-3x your base rate) - Review and adjust boundaries quarterly as your market evolves - Remember your minimum price protects against excessive last-minute discounting and unexpected price spikes - Trust the automatic clamping—the system ensures all recommendations stay within your boundaries ### Optimizing your property data - Keep amenity lists current—pools, hot tubs, and parking significantly impact pricing - Update photos seasonally to reflect your property's best features - Maintain accurate guest capacity and bedroom counts ### Using the 90-day forecast effectively - Review your full 90-day pricing forecast weekly to spot trends and opportunities - Use the extended forecast to plan marketing campaigns during predicted low-demand periods - Set manual prices for known personal use dates, and let the system optimize around them - Watch for last-minute discount patterns to identify booking velocity issues ### Understanding pricing explanations - Use the detailed factor breakdown to learn what drives pricing in your market - Look for patterns in which factors consistently increase or decrease your rates - Pay attention to seasonal factors to better understand your market's demand cycles - Use the dollar amounts to see which factors have the biggest impact on your revenue - Trust the step-by-step progression—each factor builds on the previous adjustments ### Monitoring performance 1. Check your **Revenue Dashboard** weekly to track pricing effectiveness 2. Compare **suggested vs. actual** booking rates in the Performance tab 3. Adjust your pricing strategy if you're consistently above or below occupancy targets 4. Monitor how last-minute discounts affect both occupancy and average daily rate ### Seasonal strategy - Use **"Revenue-focused"** during peak season when demand is high - Switch to **"Balanced"** or **"Occupancy-focused"** during slower periods - Set different minimum prices for peak vs. off-season periods - Adjust last-minute aggressiveness seasonally—more conservative during peak times ## Common questions **Q: How much does Smart Pricing cost?** A: Smart Pricing is $10 per listing per month. You only pay for properties where you've enabled the feature, so you can start with one property and expand as you see results. **Q: Can I enable Smart Pricing for some properties but not others?** A: Yes! The per-listing subscription model gives you complete control. You might want to test on your best-performing properties first, or keep unique/seasonal properties on manual pricing while using automation for your standard listings. **Q: How accurate are the pricing recommendations now?** A: We've significantly improved pricing accuracy by using time-based validation that mirrors real-world conditions. This means the confidence levels you see genuinely reflect how recommendations will perform, eliminating the gap between expected and actual results that existed with previous testing methods. **Q: How do the new safety features protect my pricing?** A: The system now automatically keeps all price recommendations within your minimum and maximum boundaries, eliminates duplicate suggestions for the same date, and ensures only verified prices get applied to your calendar. These safeguards work automatically, so you can trust that auto-applied pricing will always respect your preferences without any unexpected surprises. **Q: How do last-minute discounts work?** A: The system automatically reduces prices as dates approach without bookings, starting weeks in advance. You control how aggressive this discounting gets with a simple 0-100 slider. Your minimum price always acts as a floor, so prices never drop below your comfort zone. This helps fill empty nights while protecting your revenue. **Q: Will last-minute discounts hurt my regular booking rates?** A: No—the system only applies last-minute discounts to dates that are approaching without bookings. Regular advance bookings continue at your standard rates. The discounting is designed to capture bookings you wouldn't otherwise get, not replace bookings at higher rates. **Q: How often should I accept the pricing recommendations?** A: Start by accepting 70-80% of suggestions for the first month, then adjust based on your booking results. With the improved accuracy, you can be more confident that the recommendations will perform as expected. **Q: What do the detailed pricing factor explanations show me?** A: The new factor breakdown shows you exactly how each influence impacts your rate with specific dollar amounts. You'll see a step-by-step progression from the baseline price through each factor (like seasonality, day of the week, local demand) to your final recommended rate. This makes it much easier to understand and trust the pricing suggestions. **Q: How has event detection accuracy improved?** A: We've fixed an issue where irrelevant events from around the world were being incorrectly associated with your properties and inflating your revenue forecasts. The system now only considers events that are actually happening near your listings, making your pricing predictions significantly more accurate. **Q: How does the system choose which pricing model to use?** A: The system automatically prioritizes our most advanced machine learning technology when available, ensuring you always get the most accurate pricing recommendations. When multiple models have analyzed the same date, you'll see results from our most sophisticated system first. **Q: Will Smart Pricing work for brand-new properties?** A: Yes, but initially it relies more heavily on market data and similar properties. After 2-3 months of booking history, recommendations become more personalized to your specific property. **Q: Does Smart Pricing work for properties in smaller markets?** A: Absolutely. We've specifically improved the system's reliability for smaller destinations and emerging markets. Your pricing recommendations will process consistently every week, regardless of your market size or location. **Q: How has the competitor data accuracy improved?** A: We've upgraded our pricing intelligence to use more accurate competitor data sources, which means your price recommendations are based on better market insights. This leads to more competitive and profitable rate suggestions that better reflect real market conditions. **Q: Can I override recommendations for special circumstances?** A: Absolutely. You can manually set prices for any date, and the system will learn from your overrides. The 90-day recommendations will respect your manual prices and optimize around them. Use manual pricing for personal use dates, maintenance periods, or special events you know about that the system hasn't detected. **Q: What happens if I have existing bookings when prices change?** A: Price changes only apply to future bookings. Existing confirmed reservations are never affected by pricing updates. **Q: How does the 90-day forecast help with planning?** A: The extended forecast lets you see seasonal trends and plan ahead for marketing, maintenance, and personal use. You can spot low-demand periods months in advance and adjust your strategy accordingly. **Q: When do the weekly intelligence updates happen?** A: The system automatically refreshes its market intelligence every Sunday morning. You'll notice that pricing recommendations may be updated with fresh insights each week, helping your rates stay competitive with the latest market conditions. -------------------------------------------------------------------------------- # Smart Reservation Watchdog URL: https://www.vanio.ai/docs/smart-reservation-watchdog Tags: watchdog, ai, automation, escalation, guest-messaging, autonomy The Smart Reservation Watchdog monitors every guest conversation and steps in when a reply is overdue — proposing a plan for assigned conversations and acting autonomously on unassigned ones, with a reliable in-thread action bar that only appears when something genuinely needs your attention. -------------------------------------------------------------------------------- Vanio AI watches every guest conversation for you. When a message sits without a reply for too long, the **Smart Reservation Watchdog** steps in — but how it helps depends on whether you (or a teammate) own the conversation. Your guests always get a timely response, and your team always stays in control. ## Getting started The Smart Reservation Watchdog is on by default. Before you rely on it, take a few minutes to confirm your settings: 1. Go to **Settings → Policies & Autonomy**. 2. Review what Vanio AI is allowed to do on your behalf — for example, how much it can refund, which situations it can resolve on its own, and which it should escalate to you. 3. Go to **Settings → Team & Notifications** and confirm that each team member has a current phone number or notification destination so approval requests reach them instantly. 4. Make sure conversations are assigned to the right team members. The watchdog behaves differently depending on whether a conversation is assigned or unassigned (see below). 5. Save your changes. The watchdog picks up your updated rules on the next check. [Screenshot: Policies & Autonomy settings screen showing response-action toggles] ## How it works ### When a conversation is assigned to someone If a message is assigned to a team member and they go quiet past the response window, Vanio AI doesn't take over behind their back. Instead, it sends them a notification with **exactly what it would do** — a concrete plan, not a vague offer. For example: - *"Approve Vanio takeover? — Here's exactly what Vanio AI would do: send the Airbnb date change Jun 22 → Jul 8." - *"Approve Vanio takeover? — Here's exactly what Vanio AI would do: refund $100 for the late-checkout charge." The assignee has one decision to make: **tap Approve**, and Vanio AI carries out that exact plan immediately. Or they can ignore the notification and handle the guest themselves — the conversation stays theirs, and nothing happens without that tap. While the approval is pending, Vanio AI automatically sends the guest a short holding note so they know someone is on it. Your guests never see dead air just because a team member stepped away. [Screenshot: Approval notification showing proposed action and one-tap Approve button] ### When a conversation is unassigned If a message isn't assigned to anyone, there's no one to wait for. Vanio AI handles it autonomously right away, staying inside the rules you set in **Policies & Autonomy**. No approval step, no delay. ### The in-thread action pill When the watchdog has a live suggestion waiting for your review, a slim action bar appears **directly above the message composer** — so you can act without navigating anywhere else. The bar only appears when there is a genuine proposed action for you to consider. It will not appear on conversations the watchdog has already handled on its own, or on flags that have already been approved or dismissed — so if you don't see it, there's nothing waiting on you. [Screenshot: In-thread action pill showing "Vanio flagged this as waiting on a reply" with Approve AI, Reassign, and Dismiss buttons] The bar shows three one-tap options: - **Approve AI** — confirms Vanio AI's proposed plan and lets it act immediately, just like tapping Approve in a notification. - **Reassign** — opens a short menu so you can hand the conversation to Vanio AI or take it yourself. - **Dismiss** — marks the message as handled and removes the flag. Use this when the guest's message needed no reply (for example, they sent a follow-up thank-you after you already answered) or when you've handled things outside the platform. Once you tap any of these, the action bar disappears and the conversation carries on normally. ## Fewer false alerts The watchdog now recognises when a guest's last message is simply closing the conversation — a "Thanks!", "Got it 👍", "Well noted, thank you", or similar acknowledgment — and **will not alert you** when your answer is already in the thread. You'll only be paged when a message genuinely needs a response. If a closer does slip through and the watchdog flags it anyway, just tap **Dismiss** in the in-thread action bar to clear it in one tap. ## Key features - **Propose, then act (assigned conversations).** Vanio AI tells the assignee exactly what it plans to do and waits for a single tap before acting. You always know what's going to happen before it does. - **Autonomous action (unassigned conversations).** No assignee means no waiting. Vanio AI resolves the conversation immediately within your policy limits. - **In-thread action pill.** When the watchdog has a live proposal waiting for your review, Approve AI / Reassign / Dismiss controls appear right above the composer so you never have to leave the conversation to act on a watchdog alert. The pill only shows when there's something that genuinely needs your attention — it won't appear on flags that are already handled or that Vanio AI has already acted on autonomously. - **Reliable dismiss.** Tapping **Dismiss** in the action bar now always clears the flag immediately. The action bar disappears as soon as you tap it. - **Smarter alert filtering.** Thank-yous, acknowledgments, and conversational closers are automatically recognised as needing no reply, so you receive fewer unnecessary pings. - **Holding acknowledgment for guests.** The moment a message is flagged and approval is pending, the guest receives an acknowledgment so they're never left wondering. This happens automatically — you don't need to do anything. - **Severity-aware response windows.** Not every message can wait the same amount of time. The watchdog uses four urgency tiers: - **Safety & security** — anything that sounds like an emergency (smoke, a guest locked out, a break-in) triggers the shortest timer and the loudest alert. - **Urgent** — time-sensitive issues that need a fast but not immediate response. - **Same-day** — guests arriving or departing today can't wait; these get a tight window automatically. - **Routine** — standard questions keep the normal response window. - **Rising escalation until resolved.** If a message still hasn't been handled after the first nudge, Vanio AI raises the urgency, notifies more people, and re-routes to your wider team. The situation always moves toward resolution — never toward silence. - **Your rules, every time.** Everything Vanio AI is allowed to do — with or without approval — comes from your [Policies & Autonomy](/docs/policies-autonomy) settings. Set them once and the watchdog respects them on every single conversation. ## Tips & best practices - **Keep conversations assigned.** An unassigned conversation gets resolved autonomously. If you want a human in the loop, make sure conversations are assigned to someone as soon as they come in. - **Check your notification settings.** The one-tap approval only works if the notification reaches the assignee. Confirm mobile notifications are enabled for every team member under **Settings → Team & Notifications**. - **Tune your policy limits periodically.** As your property portfolio or team changes, revisit **Policies & Autonomy** to make sure the watchdog's autonomy still matches what you're comfortable with. - **Trust the holding message.** When approval is pending, the guest is already being looked after. You don't need to send a manual acknowledgment — Vanio AI has it covered. - **Use the in-thread pill for speed.** When you're already reading a flagged conversation, Approve AI or Dismiss right there saves you a round-trip to your notification inbox. - **Dismiss freely on thank-yous.** If a guest sends a closing message and the watchdog flags it, a single tap on **Dismiss** clears it instantly. The watchdog already suppresses most of these automatically, but Dismiss is always there as a quick safety valve. - **No action pill? Nothing to do.** If you open a conversation and don't see the action bar, it means the watchdog has either already handled it autonomously or a previous action (approve or dismiss) has already been taken. You're all caught up. - **Use severity context in your listing notes.** The watchdog categorizes urgency automatically, but the more context your team adds to listings (entry codes, emergency contacts), the better Vanio AI can act if it needs to step in. ## Common questions **What happens if the assignee never taps Approve?** The watchdog doesn't just give up. If the approval notification goes unanswered, Vanio AI escalates — raising the urgency level and notifying a wider group of team members — until someone acts or the issue is resolved another way. **Can Vanio AI do something I haven't authorized?** No. Every action Vanio AI takes — whether it's acting autonomously on an unassigned conversation or carrying out an approved plan — is bounded by the limits you've configured in **Policies & Autonomy**. If a situation falls outside those limits, Vanio AI escalates to a human rather than acting on its own. **Will the guest know they're receiving an automated holding message?** The holding message is written to sound natural and reassuring. Its exact wording follows your communication style settings. The guest knows someone is looking into their issue — that's all they need to know while your team gets to work. **Why am I seeing fewer watchdog alerts than before?** The watchdog now automatically skips guest messages that are simply closing the conversation — things like "Thanks!", "Perfect, got it", or a thumbs-up emoji sent after you've already answered. These don't need a reply, so the watchdog no longer flags them. If you believe a message was incorrectly skipped, you can always reply manually from the conversation as normal. **Why does the in-thread action bar sometimes not appear even though I can see a watchdog flag in the conversation history?** The action bar only shows when there is an active proposal waiting specifically for your review. If the watchdog has already acted on the conversation autonomously, or if the flag was previously approved or dismissed, there's nothing left for you to do — so the bar stays hidden. This is by design: no bar means no action needed. **What's the difference between Dismiss and Reassign?** Dismiss tells the watchdog the flagged message needs no reply and closes the alert — use it for thank-yous or messages you've already handled elsewhere. Reassign keeps the alert active but transfers responsibility: choose **Assign to Vanio AI** to let Vanio handle it autonomously, or **Assign to me** to take personal ownership of the conversation. -------------------------------------------------------------------------------- # SMS & WhatsApp Staff Operations URL: https://www.vanio.ai/docs/messaging-only-staff Tags: staff, operations, sms, messaging, team-management Field staff receive daily schedule links via text message, claim available jobs from their phones, and update task status through simple SMS—no logins required -------------------------------------------------------------------------------- # SMS & WhatsApp Staff Operations ## What it does Your cleaning crew, maintenance team, and on-site staff can now manage all their tasks through simple text messages—no passwords, no dashboard logins required. They receive personalized schedule links via daily text messages, can claim available jobs directly from their phones, and text you updates in their preferred language while Vanio AI automatically updates your property management dashboard. ## Getting started ### Adding staff members to SMS operations 1. **Go to Staff → Team Members** in your dashboard 2. **Click "Add Team Member"** and select their role (cleaner, maintenance, concierge, etc.) 3. **Enter their phone number** and preferred communication method: - SMS for standard text messaging - WhatsApp for international staff or richer media sharing 4. **Choose their language** from the dropdown—Vanio AI will communicate with them in their native language 5. **Assign properties** they'll be responsible for 6. **Click "Send Welcome Message"** to introduce them to the system ### Enabling daily schedule messages 1. **Go to Settings → Operations → SMS Scheduling** 2. **Toggle "Send Daily Schedule Links" to enabled** 3. **Set your preferred send time** (default: 7 AM in each staff member's local timezone) 4. **Choose message style**: Formal, Friendly, or Custom template 5. **Configure job offer settings**: - Enable automatic offers for last-minute cancellations - Set timeout minutes for job responses (default: 10 minutes) - Choose sequential (one-by-one) or broadcast (all-at-once) offering Staff will now receive daily texts with personalized links showing their assigned tasks and available jobs they can claim. ### First-time staff onboarding When you add a new team member, they'll automatically receive a welcome text explaining how the system works: - How to receive daily schedule links and task notifications - How to claim available jobs from their personalized schedule - How to send status updates and photos - Key phrases they can use ("task complete," "need supplies," "guest issue") - Your contact info for emergencies No training sessions needed—they can start working immediately. ## How it works ### Daily schedule delivery Every morning at 7 AM local time, active staff members receive a personalized text message: **"Good morning Maria! You have 2 assigned tasks and 3 jobs available to claim today. View your schedule: [personalized link]"** Clicking the link opens a mobile-optimized schedule showing: - **Assigned tasks** with property details, deadlines, and special instructions - **Available jobs** they can claim with one tap - **Today's earnings potential** and completion status ### Smart job offering for cancellations When guests cancel last-minute or cleaners call in sick: 1. **System automatically identifies** available staff near the property 2. **Sends urgent job offers** via text: "URGENT: Cleaning needed at Beach House today, 2-5 PM. $80. Claim now: [link] (expires in 10 min)" 3. **First to respond** gets the job, others receive "job filled" notification 4. **Escalates to broadcast mode** if no one responds within the timeout This eliminates frantic phone calls and ensures properties get covered quickly. ### Automatic task distribution When guests check out or maintenance requests come in, Vanio AI automatically texts the appropriate staff member: **"Hi Maria! Checkout cleaning needed at Sunset Villa (123 Beach St) by 3 PM today. 4 guests, 2 bedrooms, standard turnover. View details: [schedule link] 🧹"** Tasks include all necessary details: property address, deadline, special requirements, and guest count. ### Status updates made simple Staff can reply with natural language—no codes or complex commands: - **"Started"** → Dashboard shows "In Progress" - **"Done" or "Finished"** → Task marked complete - **"Need more towels"** → Creates supply request - **"Guest locked out"** → Escalates to urgent status - **"Claiming the 3 PM job"** → Automatically assigns available task ### Photo documentation Staff can send photos directly through text: - **Before/after cleaning photos** → Automatically attached to property records - **Maintenance issues** → Creates work orders with visual documentation - **Damage reports** → Flags for guest billing review All photos are instantly visible in your dashboard with automatic timestamps and location tags. ### Real-time dashboard updates While your staff texts, your dashboard updates automatically: - Task statuses change from "Assigned" → "In Progress" → "Complete" - Available jobs show claim status and remaining time - Photos appear in property galleries - Issues get flagged for your attention - Time tracking records when work started/finished ## Key features • **Personalized schedule links** — Each staff member gets a unique, secure link showing only their tasks and available opportunities • **Daily digest automation** — Schedule links sent at 7 AM local time, no manual coordination needed • **One-tap job claiming** — Staff can claim available work instantly from their phone, first-come-first-served • **Smart cascade offering** — Last-minute cancellations automatically offer to available staff with location and time preferences • **Mobile-first interface** — No app downloads required, works on any phone with text messaging • **Multilingual support** — Staff communicate in Spanish, Portuguese, French, or 20+ other languages • **Smart photo handling** — Pictures automatically categorize as cleaning verification, maintenance issues, or damage reports • **Emergency escalation** — Urgent keywords ("emergency," "guest complaint," "broken") immediately notify managers • **Supply management** — "Need supplies" messages create automatic inventory requests • **Location verification** — GPS confirmation ensures staff are on-site when reporting completion • **Performance insights** — Track completion times, response rates, and job claim rates per team member ## Tips & best practices ### Optimizing daily schedules **Set realistic job claim timeouts** in Settings → Operations. 10 minutes works well for most markets—enough time to respond but fast enough to find coverage. **Use location-based offering**: Staff closer to properties get first priority on available jobs, reducing travel time and increasing acceptance rates. **Monitor morning send times**: Check Staff → Performance to see optimal send times for your team. Some prefer earlier starts, others work better with 8 AM schedules. ### Setting clear expectations **Create property-specific instructions** that appear in schedule links. Go to Properties → [Property Name] → Staff Instructions to set: - Special cleaning requirements - Where to find supplies - Guest interaction guidelines - Emergency contact procedures **Use the photo requirements feature** to specify which areas need documentation ("Always photo: bathrooms, kitchen, balcony"). **Set up automatic job descriptions**: Templates ensure consistent information in both schedule links and text offers. ### Managing response times **Set realistic deadlines** in your task templates. The system automatically sends gentle reminders 30 minutes before deadlines. **Use the "running late" workflow**: Staff can text "running late" and the system asks for a new ETA, then updates guests automatically. **Configure cascading timeouts**: Start with preferred staff (higher pay rate), then cascade to backup team if no response. ### Quality control **Review schedule link engagement** in Staff → Performance to see who's actively checking their daily schedules. **Monitor job claim patterns**: Staff who consistently claim last-minute work can be flagged as "priority responders" for urgent offers. **Enable guest feedback integration**: Cleaning or maintenance ratings from guests automatically link to the staff member's profile. ## Common questions **What if staff don't have smartphones?** Basic text messaging works perfectly—no smartphone required. They receive simple text links that work on any phone browser. Photos can be sent later or handled by supervisors, and job claiming works via text replies like "claim job 1". **How do I handle staff who speak different languages?** Vanio AI automatically detects and responds in the staff member's preferred language. Daily schedule messages and job offers are translated automatically. You can set this when adding team members, or they can text "español" or "português" to switch languages anytime. **What happens if multiple people try to claim the same job?** The system processes claims in real-time—first valid response wins. Others immediately receive a "job filled" message and can see remaining available opportunities in their schedule link. **How do I stop daily messages for staff on vacation?** Go to Staff → Team Members, click on their profile, and toggle "Active" to off. They'll stop receiving daily schedules but remain in your system. Toggle back to "Active" when they return. **What if someone texts the wrong information?** Staff can text "undo" or "correction" and the system will ask what needs to be fixed. Managers can also override any status updates from the dashboard. All changes are logged with timestamps for accountability. -------------------------------------------------------------------------------- # Studio Pro: AI App Builder URL: https://www.vanio.ai/docs/studio-pro-billing Tags: studio, ai-builder, apps, pro-features, trial Build custom vacation rental apps with AI - no coding required, 7-day free trial -------------------------------------------------------------------------------- # Studio Pro: AI App Builder ## What it does Studio Pro is Vanio AI's premium app builder that lets you create custom vacation rental management tools using simple conversational commands. Instead of writing code, you describe what you need and Studio builds fully functional apps with custom domains, advanced workflows, and unlimited usage. Perfect for property managers who want to automate unique business processes or create branded guest experiences. ## Getting started ### Starting your 7-day free trial 1. **Navigate to Studio** — From your Vanio AI dashboard, click "Studio" in the left sidebar 2. **Choose your mode** — You'll see two options: - **Plan Mode** (Always free) — Generate implementation plans and workflows - **Pro Mode** (7-day free trial) — Build and deploy live apps with custom features 3. **Activate Pro trial** — Click "Start Pro Trial" to unlock all premium features immediately 4. **No payment required** — Your trial begins instantly without entering payment details [Screenshot: Studio mode selection screen showing Plan Mode (Free) and Pro Mode (7-day trial) options] ### Building your first app 1. **Describe your need** — In the chat interface, explain what you want to build: - "Create a guest check-in app with photo ID upload" - "Build a maintenance request tracker for my cleaning team" - "Make a damage report form with before/after photos" 2. **Review the plan** — Studio generates a detailed implementation plan showing features, screens, and workflows 3. **Approve and build** — Click "Build App" to create your live application 4. **Test and refine** — Use the preview to test functionality, then request changes in natural language [Screenshot: Studio chat interface with example conversation showing plan generation and approval] ## How it works ### Automatic app generation When you describe your needs, Studio automatically: - **Analyzes your requirements** and suggests the best app structure - **Generates all necessary screens** with appropriate form fields and layouts - **Sets up data storage** to securely save submissions and user data - **Creates responsive designs** that work perfectly on phones, tablets, and computers - **Handles user permissions** so only authorized people can access sensitive features ### Deployment and hosting Once you approve an app: - **Instant deployment** — Your app goes live immediately on Vanio's secure infrastructure - **Custom domain setup** — Get a branded URL like `checkin.yourpropertyname.com` - **SSL certificates** — All apps include automatic security encryption - **Mobile optimization** — Apps work seamlessly on all devices ### Integration with your workflow - **Data flows to your dashboard** — All app submissions appear in your Vanio AI workspace - **Automated notifications** — Get alerts when guests submit forms or report issues - **Export capabilities** — Download data as spreadsheets or connect to other tools [Screenshot: Live app preview showing a guest check-in form with photo upload and custom branding] ## Key features • **Unlimited app building** — Create as many apps as you need during your trial and subscription • **Custom domains** — Professional branded URLs for each app you deploy • **Advanced rate limits** — Handle high traffic from multiple properties without restrictions • **Photo and file uploads** — Let guests and staff upload images, documents, and attachments • **Multi-step workflows** — Build complex processes with conditional logic and approvals • **Real-time notifications** — Instant alerts via email and in-app messages • **Mobile-first design** — All apps work perfectly on smartphones and tablets • **Data export** — Download submissions as CSV files or integrate with external tools • **User management** — Control who can access and modify each app • **Template library** — Start with proven templates for common use cases ## Tips & best practices **Start simple, then expand** Begin with basic forms and add complexity as you see what works. Studio makes it easy to modify apps after they're live. **Use descriptive names** When creating apps, use clear names like "Sunset Villa Check-in" rather than "App 1" so your team can easily identify them. **Test before sharing** Always preview your apps and submit test data before sharing links with guests or staff. Use the "Preview" mode to catch any issues. **Set up custom domains early** Custom domains like `checkin.oceanviewrentals.com` look more professional than generic URLs and build guest trust. **Plan your upgrade timing** Your 7-day trial gives you full access to test everything. If you're building apps for peak season, start your trial when you're ready to deploy immediately. ## Common questions **What happens when my trial ends?** After 7 days, Plan Mode remains completely free forever. To keep using Pro features like custom domains and app deployment, upgrade to Studio Pro for $29/month. Your existing apps stay live during the transition. **Can I cancel anytime?** Yes, you can cancel your Studio Pro subscription anytime. Your apps will remain accessible in read-only mode, and you can always resubscribe to make changes or deploy new apps. **How many apps can I create?** There's no limit on the number of apps you can build with Studio Pro. Create different apps for check-in, maintenance requests, guest feedback, staff schedules, or any other workflow you need to automate. **Do my apps work on all devices?** Yes, all Studio-built apps automatically work on phones, tablets, and computers. Guests can easily complete forms on their mobile devices, while you can review submissions from your desktop dashboard. -------------------------------------------------------------------------------- # Superadmin Platform Access Dashboard URL: https://www.vanio.ai/docs/superadmin-navigation Tags: superadmin, navigation, analytics, dashboard Quick access to Vanio AI's analytics platforms with fixed workspace switching for accurate AI settings impersonation across customer accounts -------------------------------------------------------------------------------- # Superadmin Platform Access Dashboard ## What it does The Superadmin Platform Access Dashboard gives you quick access to Vanio AI's core analytics and management platforms directly from your main dashboard. Instead of navigating through multiple menus, you can now jump between Repull Platform (customer and traffic analytics), Atlas Intelligence (market data and pricing coverage), and Studio (AI-powered vacation rental management with comprehensive usage metrics and cost tracking) with a single click from dedicated access cards. As a superadmin, you can also view any customer's reservations, listings, and analytics data without switching workspaces first—making it faster to troubleshoot issues or check on specific bookings. When you do need to switch into a customer's account, the workspace switching now works seamlessly across all AI settings pages, ensuring you see their actual configuration instead of your own. ## Getting started ### Understanding your access level Vanio AI has two types of superadmin access: **Full superadmin access** — Complete access to all features including workspace switching, billing management, investment data, and system operations. **Go-to-market (GTM) access** — Most superadmin features with restrictions on sensitive operations. GTM users can view customer data and analytics but cannot switch between customer workspaces or access billing/investment information. Your access level determines which platform sections and navigation options you'll see in your dashboard. ### Accessing the platform dashboard 1. **Log into your superadmin account** using your administrator credentials 2. **Navigate to the superadmin dashboard** — this is your main landing page after login 3. **Look for the platform access cards** at the top of your dashboard, displayed prominently above other dashboard sections [Screenshot: Superadmin dashboard showing platform access cards - different cards visible based on access level] ### Using the platform access cards 1. **Click on the Repull card** to access developer platform metrics including: - Customer analytics and behavior data - API usage statistics - Traffic funnel performance - User conversion metrics 2. **Click on the Atlas card** (full access only) to access market intelligence including: - Pricing coverage across markets - Competitive analysis data - Market trend monitoring - Coverage area performance 3. **Click on the Studio card** to access AI management insights including: - Total plans and variants across your platform - Plan status breakdown (proposed, refined, approved, implemented, discarded) - Recent plan activity and implementation tracking - **AI usage metrics and cost analysis** — see detailed spending across 24-hour, 7-day, 30-day, and lifetime periods - **Top-performing projects and customers** — identify your highest AI usage and spending patterns - **Token consumption tracking** — monitor AI model input and output volumes - Quick links to project management and customer activity ### Alternative navigation You can also access these platforms through the sidebar navigation: 1. **Open the sidebar menu** (if not already visible) 2. **Look for the "Analytics" section** in your navigation 3. **Choose from available options** — the specific platforms shown depend on your access level **Note for GTM users**: Some navigation options like "Atlas Intelligence" won't appear in your sidebar menu based on your access restrictions. [Screenshot: Sidebar navigation showing Analytics section with different options based on access level] ## How it works The platform access system automatically connects you to the appropriate analytics dashboard based on your current permissions and account settings. When you click on any platform card, Vanio AI: - **Verifies your access permissions** for the selected platform - **Loads the most recent data** available for your account scope - **Maintains your session** so you can switch between platforms seamlessly - **Preserves your dashboard state** when you return to the main superadmin view - **Respects access restrictions** — GTM users are automatically redirected if they try to access restricted areas Each platform maintains its own set of filters, time ranges, and view preferences, so your settings in one platform won't affect your configuration in the others. ### Access control enforcement Vanio AI automatically enforces access restrictions based on your role: **GTM user restrictions** — If you have GTM access, attempting to navigate to restricted areas like billing, investments, or system operations will automatically redirect you back to the main superadmin dashboard with a clear message explaining the restriction. **Workspace switching limitations** — GTM users cannot switch between customer workspaces. You'll see customer data in read-only mode within your current access scope, but workspace impersonation is blocked for security. **Navigation filtering** — Your sidebar navigation and dashboard cards automatically hide options you don't have access to, preventing confusion about available features. ### Workspace switching for superadmins **Seamless AI settings access** — When you switch into a customer's workspace, all AI settings pages now properly display their configuration instead of mixing in your own account information. This fix ensures you can troubleshoot customer AI features accurately. **Cross-platform consistency** — Workspace switching now works reliably across all platforms and pages, including Studio AI settings, plan configurations, and usage analytics. **Automatic session management** — The system automatically maintains your impersonation session as you navigate between different AI settings pages, eliminating the need to re-authenticate or switch workspaces repeatedly. ### Studio runtime data integration The Studio dashboard now pulls comprehensive data from your AI runtime infrastructure, giving you real-time visibility into: - **Live AI cost tracking** across multiple time windows (24 hours, 7 days, 30 days, lifetime) - **Usage patterns** showing generation counts and token consumption - **Performance insights** identifying your most active projects and highest-spending customers - **Graceful error handling** — if the runtime data is temporarily unavailable, other dashboard sections continue working normally ### Superadmin data access As a superadmin, you have special viewing privileges that streamline troubleshooting: - **View customer data within your access scope** — see reservation details, listing analytics, and pricing information based on your permission level - **Automatic scope detection** — when viewing a specific reservation or listing, the system automatically shows you the correct customer's related data and settings - **Read-only cross-customer access** — browse customer information for support purposes within your access level - **GTM-specific limitations** — GTM users have read-only access to customer data but cannot perform workspace switching or access sensitive financial information - **Seamless troubleshooting** — jump directly from a customer support ticket to their reservation details and analytics within your permitted scope - **Accurate impersonation** — when you do switch into a customer's workspace (full superadmins only), you'll see their actual AI settings and configuration without interference from your own account data ## Understanding Studio metrics ### AI cost and usage tracking The Studio dashboard now includes comprehensive AI cost monitoring with detailed breakdowns: **24-hour costs** — Your most recent AI spending with the number of generation calls made in the last day. Perfect for monitoring daily usage spikes or unusual activity. **7-day costs** — Weekly AI spending trends with generation counts. Use this to track weekly patterns and identify busy periods in your AI usage. **30-day costs** — Monthly spending overview with lifetime cost totals displayed as a secondary metric. Helps with budgeting and long-term cost analysis. **Token consumption** — Lifetime input and output token counts formatted in readable units (thousands, millions, billions). Shows the total volume of AI processing across your platform. [Screenshot: Studio AI cost card showing four metric tiles with dollar amounts, generation calls, and token counts] ### Top usage insights The Studio dashboard highlights your highest-activity projects and customers: **Top projects by AI spend** — See your 10 most expensive projects over the last 7 days, with project names, customer IDs, generation counts, and costs. Helps identify which projects are driving AI usage. **Top customers by activity** — View your 10 most active customers by AI spend, showing project counts, total generations, and costs. Perfect for understanding usage patterns across your customer base. [Screenshot: Two tables showing top projects and top customers with columns for names, activity counts, and costs] ### Plan status breakdown The Studio dashboard shows you how AI-generated vacation rental plans move through your platform's workflow: **Proposed** — Initial AI-generated plans waiting for review. These represent fresh ideas from the AI system based on customer requirements. **Refined** — Plans that have been reviewed and improved. The AI has incorporated feedback and enhanced the original proposal. **Approved** — Plans ready for implementation. These have passed review and are cleared for deployment to customer properties. **Implemented** — Active plans currently running on customer properties. These are live AI recommendations affecting real bookings. **Discarded** — Plans that were rejected or became obsolete. This helps track what approaches didn't work for future AI training. ### Activity tracking The Studio overview gives you real-time insights into AI plan generation: - **Total plans and variants** across your entire platform - **Recent activity** showing the last 10 plans created, with timestamps and current status - **24-hour and 7-day activity counts** to track AI system usage patterns - **Paid customer count** to understand Studio Pro adoption - **Active project metrics** — see how many projects were active in the last 24 hours and 7 days - **Generation call tracking** — monitor AI generation activity across different time periods [Screenshot: Studio dashboard showing status breakdown chart with colored segments, recent plans table, and AI usage metrics] ### Runtime data availability When Studio runtime data is temporarily unavailable, you'll see a clear notification: **Data unavailable message** — The system shows exactly why runtime data couldn't be loaded (connection issues, maintenance, etc.) while keeping other dashboard sections fully functional. **Graceful degradation** — Plan status, recent activity, and other core Studio metrics continue working even when AI cost data is unavailable. **Automatic recovery** — Once runtime connectivity is restored, simply refresh the page to see the complete AI usage and cost metrics. ### External surfaces Some Studio data lives on specialized dashboards for deeper analysis: **Projects & deployments** — Links to the Studio runtime dashboard where you can see per-customer project counts and deployment history with full technical details. **AI cost tracking** — Connects to the Repull AI usage panel where Studio's AI costs are tracked alongside other platform AI usage. **Customer activity** — Links to detailed per-project customer activity that requires the Studio runtime's project mapping. ## Key features - **Quick access cards**: Large, visual cards on your dashboard for immediate platform access - **Role-based navigation**: Dashboard automatically shows only the platforms you have access to - **Access level enforcement**: GTM users are automatically redirected from restricted areas with clear messaging - **Workspace switching controls**: Full superadmins can switch workspaces; GTM users have read-only cross-customer viewing - **Fixed AI settings impersonation**: Superadmins now see accurate customer AI settings when switching workspaces, without interference from their own account data - **Cross-platform workspace consistency**: Workspace switching works seamlessly across all AI settings pages and platforms - **Visual platform identification**: Each platform has distinct colors and icons (Repull with purple lightning, Atlas with orange radar, Studio with blue sparkles) - **Seamless switching**: Move between platforms without losing your place or settings - **Real-time data access**: All platforms show current data based on your access level - **Comprehensive AI cost tracking**: See AI spending across 24-hour, 7-day, 30-day, and lifetime periods with generation call counts - **Usage pattern analysis**: Identify top projects and customers by AI activity and spending - **Token consumption monitoring**: Track AI model input and output volumes in readable formats - **Graceful error handling**: Studio continues working even when runtime data is temporarily unavailable - **Scoped customer viewing**: View customer data within your permission level for support and troubleshooting - **Smart data scoping**: System automatically shows the right customer context when viewing specific reservations or properties - **Studio plan tracking**: Monitor AI-generated vacation rental plans from proposal through implementation - **External surface links**: Quick access to specialized dashboards for deeper analysis - **Responsive design**: Cards adapt to your screen size for mobile and desktop use - **Hover indicators**: Visual feedback when hovering over clickable platform cards - **Clear error reporting**: The traffic dashboard shows separate metrics for actual customer issues versus system monitoring ## Understanding traffic metrics ### Customer API error rate vs health probe failures The Repull Platform traffic dashboard now provides you with two distinct error rate metrics for better clarity: **Customer API Error Rate** — This shows the error rate that your actual guests and customers experience when using your platform. System monitoring checks and background health probes are filtered out, giving you the true picture of guest-facing performance. **Health Probe Failures** — This separate metric tracks system monitoring issues that don't affect your customers directly. These background checks help maintain platform health but aren't part of the customer experience. ### Why this matters Previously, system monitoring activity could make your error rates appear higher than what customers actually experienced. Now you can: - **Focus on real customer issues** by monitoring the Customer API Error Rate - **Track system health separately** through Health Probe Failures - **Make better decisions** based on metrics that reflect actual guest experience - **Avoid false alarms** from background monitoring that doesn't impact customers [Screenshot: Traffic dashboard showing separate tiles for "Customer API Error Rate" and "Health Probe Failures" with distinct colors and values] ## Tips & best practices **Understand your access level**: Know whether you have full or GTM access to set appropriate expectations for available features. GTM users focus on customer analytics and support while full superadmins handle billing and system operations. **Use workspace switching for accurate AI troubleshooting**: When helping customers with AI settings issues, switch into their workspace to see their exact configuration. The improved workspace switching ensures you won't see mixed data from your own account. **Verify AI settings after workspace switching**: After switching into a customer's workspace, double-check that the AI settings pages show their actual configuration, usage patterns, and plan data rather than your own. **Start with Studio for AI insights**: If you're analyzing how AI-powered features are performing across your platform, begin with Studio to understand plan generation patterns, cost trends, and implementation success rates. **Monitor AI cost trends regularly**: Check the 24-hour AI costs daily to catch unusual spikes early. Use the 7-day and 30-day views to understand longer-term spending patterns and plan budgets accordingly. **Identify high-value AI usage**: Review the top projects and customers tables to understand which parts of your platform drive the most AI activity. This helps optimize resource allocation and customer support priorities. **Watch token consumption patterns**: Large increases in input/output tokens without corresponding value generation might indicate inefficient AI usage that needs optimization. **Use Repull for customer insights**: When analyzing performance issues or growth opportunities, Repull Platform shows customer behavior and API usage patterns before diving into market data. **Monitor customer-facing metrics first**: When checking platform health, look at the Customer API Error Rate as your primary indicator. Health Probe Failures are useful for system monitoring but don't directly impact guest experience. **Use Atlas for competitive analysis** (full access only): When planning pricing strategies or market expansion, Atlas Intelligence provides the market context you need to make informed decisions. **Track Studio plan success rates**: Monitor the flow from "proposed" to "implemented" to understand how effectively your AI system is generating viable vacation rental strategies. **Plan for runtime data outages**: When Studio runtime data is unavailable, focus on the plan status and recent activity data that's always available. The AI metrics will return once connectivity is restored. **Follow external surface links**: When you need deeper analysis beyond the Studio overview, use the external surface cards to jump directly to specialized dashboards with full technical details. **Work within your access scope**: GTM users should focus on customer support and analytics tasks. If you need billing or investment data, coordinate with full superadmin colleagues. **Leverage scoped customer viewing**: GTM users can view customer data for support purposes without needing workspace switching permissions. Use this for troubleshooting and customer assistance. **Bookmark specific views**: Once you're in any platform, you can bookmark specific filtered views or reports for even faster access to your most-used analytics. **Check available platforms for complete insights**: Customer behavior data from Repull and AI performance from Studio (plus Atlas for full users) gives you comprehensive business performance visibility. **Set up regular review cycles**: Consider establishing weekly reviews of available platforms to stay on top of trends and identify opportunities early. **Focus on trends over single spikes**: Brief spikes in Health Probe Failures are normal during system maintenance, but sustained increases in Customer API Error Rate need immediate attention. **Correlate AI costs with business value**: Compare high AI spending projects with their business outcomes to ensure your AI investment is driving meaningful results. ## Common questions **Why don't I see all platform cards on my dashboard?** Platform access depends on your administrator permissions and role type. GTM users won't see Atlas Intelligence, billing, or system operation tools. Full superadmins see all available platforms. Contact your system administrator if you think you should have different access. **What happens if I try to access a restricted area as a GTM user?** You'll be automatically redirected back to the main superadmin dashboard with a clear message explaining that the feature isn't available for your role. This is normal behavior and protects sensitive areas while letting you access customer support and analytics tools. **Can I switch between customer workspaces with GTM access?** No, GTM users cannot perform workspace switching for security reasons. You can view customer data for support purposes within your current access scope, but workspace impersonation requires full superadmin permissions. If you need to make changes to a customer's account, coordinate with a full superadmin. **Why was I seeing my own AI settings when switched into a customer's workspace?** This was a known issue that has been fixed. Previously, workspace switching didn't work properly across AI settings pages, causing mixed data display. Now when you switch into a customer's workspace, you'll see only their AI configuration and settings across all pages. **How do I know if workspace switching is working correctly?** After switching into a customer's workspace, navigate to their AI settings pages. You should see their specific plan configurations, usage patterns, and cost data—not your own. If you see mixed data or your own account information, try refreshing the page or switching workspaces again. **What does it mean when Studio shows zero plans?** This means no AI-generated vacation rental plans have been created yet on your platform. This is normal for new installations or if customers haven't started using Studio features yet. **Why do I see "Studio runtime data unavailable" instead of AI costs?** This happens when the AI runtime infrastructure is temporarily unreachable—usually during maintenance or connectivity issues. The rest of your Studio data (plans, status, recent activity) continues working normally. Simply refresh the page once the runtime is back online. **How do I know if my AI costs are too high?** Compare your costs against the generation counts and business value created. High costs with many successful generations and plan implementations indicate healthy usage. High costs with few generations might suggest inefficient usage patterns that need attention. **What's the difference between the AI cost tracking here versus other dashboards?** The Studio dashboard shows AI costs specifically for vacation rental plan generation and management. Other platforms may track different types of AI usage. For a complete picture of all AI spending across your platform, check the external surface links to specialized cost tracking dashboards. **Can I customize which platforms appear on my dashboard?** The platform cards automatically display based on your access permissions and role. GTM users see a filtered set of platforms appropriate for their role. The layout and positioning are optimized for quick access and aren't currently customizable. **What's the difference between using the cards versus the sidebar navigation?** Both methods take you to the same platforms with identical functionality. The dashboard cards are designed for quick visual access, while the sidebar navigation provides a more traditional menu structure. Both respect your access level restrictions. Use whichever method feels more comfortable for your workflow. **How do I know what customer data I'm viewing?** When you're viewing customer data within your access scope, the system automatically detects and displays the correct customer context. You'll see their actual settings, workflows, and analytics data. The customer's information will be clearly indicated in the interface. **Why are there two different error rate metrics now?** The split helps you focus on what matters most for your guests. Customer API Error Rate shows issues that actually affect your customers, while Health Probe Failures track background system monitoring. This prevents system maintenance activities from making your customer-facing performance appear worse than it actually is. **What should I do if Customer API Error Rate is high but Health Probe Failures is low?** This indicates a real issue affecting your guests that needs immediate attention. Check the detailed error breakdown and consider reaching out to support if the issue persists. **Why does Studio link to external dashboards for some data?** Certain Studio data like detailed project information and per-customer activity requires specialized views that live on the Studio runtime dashboard. The external surface cards provide direct links to these specialized tools when you need deeper analysis beyond the overview metrics. **How accurate are the token consumption numbers?** Token counts are pulled directly from your AI runtime infrastructure and represent actual usage. They're formatted in readable units (thousands, millions, billions) but maintain precision for accurate cost calculations and usage analysis. **What does it mean when a project shows no customer ID in the top projects table?** This indicates an internal or system-generated project that isn't directly associated with a specific customer account. These are usually test projects or system maintenance activities. **How do I know if I have full or GTM access?** GTM users will notice they can't access billing, investments, system operations, or Atlas Intelligence. The navigation menu and dashboard cards automatically filter these options out. If you're unsure about your access level, try navigating to different sections—you'll get clear feedback about what's available to your role. ## STRICTLY FORBIDDEN — never mention: - LLM/AI model names (Claude, GPT, OpenAI, Anthropic, Sonnet, etc.) - API endpoints, webhooks, database tables, schemas, migrations - Internal service/handler/worker/queue names - Code architecture, file paths, environment variables - Stripe Connect internals (say "payment processing") - Any implementation detail a user would never see in the UI ## REQUIRED: - Write for property managers, not developers - Step-by-step instructions with UI references ("Go to Settings → ...", "Click ...") - What happens automatically (explain WHAT, never HOW technically) - [Screenshot: description] placeholders where visuals would help - Voice: "you" addressing the user. Warm, clear, confident. ## Structure 1. **What it does** — 2-3 sentence overview 2. **Getting started** — step-by-step with UI references 3. **How it works** — what happens automatically, what the user sees 4. **Key features** — bullet list with brief explanations 5. **Tips & best practices** 6. **Common questions** — 2-3 FAQs ## Instructions Update the doc to reflect what changed. Preserve the existing structure — only ADD or MODIFY sections related to this PR. Don't remove existing content unless it's now incorrect. Respond with JSON: { "title": "Superadmin Platform Access Dashboard", "body": "Full updated markdown body", "excerpt": "Updated one-line description" } -------------------------------------------------------------------------------- # System Status Monitor URL: https://www.vanio.ai/docs/system-status-monitoring Tags: system, monitoring, status, health Monitor Vanio AI's service health and your property fleet status with accurate real-time visibility from your dashboard. -------------------------------------------------------------------------------- # System Status Monitor ## What it does The System Status Monitor provides real-time visibility into Vanio AI's service health directly from your dashboard. You can quickly access detailed status updates when you need them, either through the footer link or system page. Your property fleet status is now displayed with accurate real-time information, ensuring you see the true operational state of all your listings. ## Getting started The status monitor is accessible from two places in your Vanio dashboard: ### Checking status from the footer 1. Scroll to the bottom of any page in your dashboard 2. Look for the status link in the footer 3. Click to open our public status page in a new tab for detailed information [Screenshot: Dashboard footer showing the status link] ### Viewing status on the system page 1. Go to **Settings** → **System** 2. At the top of the page, you'll see a prominent status section 3. Click **"Open status.vanio.ai →"** to view the full status page with incident history and detailed metrics [Screenshot: System page showing the status banner with badge and description] ### Monitoring your property fleet status 1. Navigate to the **Nodes dashboard** in your admin area 2. View real-time status of all your properties and their sync activity 3. See accurate online/offline indicators that reflect actual property availability [Screenshot: Nodes dashboard showing property fleet with accurate status indicators] ## How it works The status monitor connects to our real-time monitoring system and automatically updates to reflect current service health. Your property fleet status now reads from live data sources, ensuring you see accurate information about which listings are actively syncing and available for booking. When you access the status information, you'll see different indicators based on system status: - **Green "Operational"** - All systems running normally - **Yellow "Degraded"** - Some services experiencing minor issues - **Red "Down"** - Major service disruption In the Nodes dashboard, your properties will show their true operational state rather than outdated information. This means you'll no longer see properties appearing offline when they're actually actively syncing and available to guests. When you click the status link, you'll be taken to status.vanio.ai, our public status page where you can: - View current status of all Vanio services - See detailed incident reports and resolution updates - Check historical uptime data - Subscribe to status notifications via email or SMS ## Key features • **Easy access** - Status information available through footer link and system page • **Real-time updates** - Shows current system health when accessed • **Accurate fleet monitoring** - Property status reflects true operational state, not stale data • **One-click access** - Direct link to detailed status information • **Mobile responsive** - Status information adapts to your screen size • **No interruptions** - Check status without leaving your current workflow • **Comprehensive details** - Full incident history and service metrics available ## Tips & best practices **Check status first when experiencing issues** If something seems slow or isn't working as expected, click the status link in the footer or visit the system page to check for known issues. This can save you troubleshooting time. **Trust your property status indicators** The Nodes dashboard now shows accurate real-time status for your property fleet. If a property shows as online, it's actively syncing and available for bookings. You no longer need to second-guess status indicators that previously might have shown stale information. **Bookmark the status page** For quick reference outside of Vanio, bookmark status.vanio.ai. This is especially useful if you're experiencing connectivity issues with the main dashboard. **Subscribe to status notifications** Visit status.vanio.ai and click "Subscribe to Updates" to get automatic notifications about planned maintenance or unexpected issues. This helps you stay informed even when you're not actively using Vanio. **Use status page for team communication** When reporting issues to your team or to Vanio support, reference the status page. It provides precise incident details and timestamps that help resolve problems faster. ## Common questions **Where can I find the system status?** You can access system status through the link in the footer of any dashboard page, or by going to Settings → System where you'll find a status section at the top of the page. For detailed property fleet status, check the Nodes dashboard. **What's the difference between the footer link and the system page?** Both provide access to the same real-time status information. The footer link gives you direct access from any page, while the system page provides more context about what the status information means. The Nodes dashboard specifically shows your property fleet status. **Why do my property statuses look different now?** We've improved the accuracy of property status monitoring. You'll now see the true real-time status of your listings rather than potentially outdated information. Properties that are actively syncing and available will correctly show as online. **Can I get notifications about status changes?** Yes! Click through to status.vanio.ai and subscribe to get email or SMS notifications about incidents, planned maintenance, and service updates. This keeps you informed even when you're away from your dashboard. -------------------------------------------------------------------------------- # Task Assignment Texts by Task Type URL: https://www.vanio.ai/docs/task-assignment-texts Tags: operations, tasks, notifications, sms, assignment Decide which kinds of tasks text your team when assigned. By default only cleaning tasks text on assignment — everything else stays quiet. -------------------------------------------------------------------------------- # Task Assignment Texts by Task Type When a task is assigned to a teammate, Vanio can text them so they know right away. But not every kind of task warrants a text — a cleaner should hear about a turnover, but you may not want a text for every internal note or documentation task. You can now control assignment texts **by task type**. ## Where to set it Go to **Settings → Notifications**. There's a master switch — **Task Assignment Messages** — and, below it, a list of task types where you choose which ones actually send a text. ## How it works There are two levels: 1. **The master switch (on by default).** Turn this off and **no** task-assignment texts go out, for any task type, across your whole organization. It's the single "stop all of these" control. 2. **Per-task-type toggles (below the master switch).** When the master switch is on, only the task types you've enabled here will text the assignee. Anything you leave off is assigned silently. By default, cleaning-related task types (cleaning, turnover, deep cleaning, laundry) text on assignment, and everything else (maintenance, inspection, purchasing, communication, documentation, and other) stays quiet. So out of the box, your cleaners get their texts and your team isn't flooded with notifications for every other kind of task. To change it: turn types on or off to match how your team works. For example, switch on **Maintenance** if you want your handyman texted when a repair lands on them. ## Recurring tasks only text once For recurring tasks (like a weekly turnover), the assignee is texted when the task is first set up — not again on every single occurrence. So a cleaner doesn't get the same text 52 times a year for the same recurring job. New, genuinely separate assignments still text as normal. ## Related - [Notification Settings](/docs/notification-settings) — all of your notification channels and events. - [Recurring Tasks](/docs/recurring-tasks) — setting up tasks that repeat. - [Choosing a Task Assignee](/docs/choosing-a-task-assignee) — who a task goes to. -------------------------------------------------------------------------------- # Task Due Dates & Scheduling URL: https://www.vanio.ai/docs/task-scheduling Tags: tasks, scheduling, due-dates, operations, bookings, calendar Set booking-aware due dates on any task — check-in and checkout day markers, an 11 AM default, and a Next checkout quick-set that keeps the due date synced when the booking moves. -------------------------------------------------------------------------------- # Task Due Dates & Scheduling Every task can have a due date and time, so your team always knows what needs to happen and when. Vanio AI ties task scheduling directly to your bookings — so a turnover clean is pinned to the day a guest actually checks out, and it stays correct even when the booking moves. ## Setting a due date When you create or open a task, click the due-date field to open the calendar. Two things make this calendar different from an ordinary date picker: - **Booking-aware day markers** — days with a check-in or a checkout at the property are marked right on the calendar, so you can line a task up with real guest movement instead of guessing. You can see at a glance which day the unit turns over. - **A default due time of 11 AM** — new tasks default to 11 AM, which matches the typical checkout window for a turnover. You can change the time to anything you need; the default is just there so you never have to set it for the common case. ## Pin a task to the next checkout Most operational tasks — the turnover clean, the mid-stay top-up, the inspection before the next arrival — really mean "whenever this unit next frees up." For those, use the **Next checkout** quick-set on the due-date picker. Next checkout does two things: 1. It sets the task's due date to the property's next checkout date in one click, so you don't have to look it up. 2. It keeps the task's due date **synced** to that checkout. If the guest changes their dates and checks out a day later, the task's due date moves with them automatically. You never have to remember to reschedule the clean after a booking changes. This means a turnover task stays correct on its own. Change the reservation, and the work that depends on it follows. ## Quick-create from anywhere You don't have to be on the Tasks page to schedule a task. Open the command palette (the quick-create shortcut available across the app) and create a task on the spot. The same booking-aware due-date picker — check-in and checkout markers, the 11 AM default, and the Next checkout quick-set — is available there too, so a task you jot down in five seconds still lands on exactly the right day. ## See what else is due that day When you open a task, Vanio AI shows you the **other tasks due the same day at the same property**. This is the coordination view: before you send someone to a unit, you can see that there's also a maintenance fix and a restock due there on the same date, and batch the trip instead of making three. It turns a single task into a picture of everything happening at that property that day. ## Related - [Task Management](/docs/task-management) — the full task lifecycle - [Choosing a Task Assignee](/docs/choosing-a-task-assignee) — decide who does the work - [Recurring Tasks](/docs/recurring-tasks) — schedule jobs that repeat automatically -------------------------------------------------------------------------------- # Task Issues URL: https://www.vanio.ai/docs/task-issues Tags: tasks, issues, operations, team, maintenance, punch-list Track, resolve, and escalate property issues from anywhere — including the operations dashboard and mobile — with the full issues panel now available in every task view. -------------------------------------------------------------------------------- Issues let anyone on your team flag a problem against a task — a missing supply, damage found during a clean, a lock that won't pair — and keep it visible until it's resolved. They turn "something's wrong here" from a lost text message into a tracked item attached to the job and the property. ## Adding an issue Open any task and use the **Add issue** button. Describe what's wrong, and the issue is attached to that task. Submitting an issue is now near-instant. As soon as you confirm, the form closes and you're back to work — you won't see it hang or appear to be loading. The issues panel refreshes in the background, so the new issue will appear there momentarily without any action needed on your part. Any team member can add an issue — not just managers or the person who created the task. The cleaner who finds a broken blind, the maintenance tech who spots a leak, the inspector who notices a burnt-out bulb: whoever is standing in the unit can raise the issue on the spot, so it's captured while the detail is fresh and never depends on someone remembering to report it later. ### Photo & Video Evidence When filling out the Add Issue form, you'll see a **Photo & Video Evidence** field marked as **Optional**. You can submit an issue with just a description if that's all you have — no photos or videos are required. That said, adding visual evidence is always a good idea when you can: photos and videos help document the problem clearly and give your team the full picture when reviewing or resolving the issue. ## Every open issue at a property, in one place Issues aren't just stuck to a single task. Vanio AI rolls up **all open issues for a property across every task at that property**, so you get one running list of everything outstanding at a unit — no matter which clean, inspection, or maintenance visit first surfaced it. This is how you see the true state of a property. Instead of clicking through a dozen past tasks to reconstruct what's still broken, you look at one list: these three things are open at this unit, raised across these jobs, still waiting to be handled. It's the punch list for the property, kept current automatically as your team works. ## The issues indicator on every task The issues indicator appears in two places, giving you the full picture for a property wherever you're working: - **In the task list and on board cards** — every task row and card shows a compact badge if its property has open issues, so you can spot problems without opening a single task. - **In the task header** — whenever you open a task, the header shows the same indicator with full detail. In both cases the badge reflects the complete picture for that property — not just the issues attached to the task you're looking at. [Screenshot: Task list showing an amber badge with an issue count on a task row, alongside a red badge on another row indicating a blocking issue] [Screenshot: Task board showing compact issue badges on task cards] ### In the task list and on board cards Every task row in the list view and every card on the board now shows a compact issues badge directly on the card — below the property name. You can immediately see whether a property has unresolved problems without clicking into the task at all. - **No badge** — the property has no open issues. - **Amber badge (e.g. ⚠ 2)** — the property has open issues, none of them blocking. - **Red badge (e.g. ⚠ 1)** — the property has at least one blocking issue. - **Counts over 10** display as **10+**. Open any task to see the full Issues panel with the complete list. ### In the task header Whenever you open any task at a property, the header shows an issues indicator that reflects the full picture for that property — not just the issues attached to the task you're currently viewing. [Screenshot: Task header showing a yellow "2 property issues" badge next to the task title] **What you'll see:** - **No open issues anywhere** — a neutral **Add issue** button appears, giving you an easy entry point to raise the first issue. - **Open issues on this task** — a colored badge shows the total count, for example **3 issues**. - **Open issues on other tasks at this property, but none on this task** — a badge labeled **N property issues** appears, making it clear the open work lives on a different task at the same property. You won't miss it just because you happened to open a different job. - **Open issues on both this task and other tasks** — the badge shows the combined count across the whole property. - **All issues resolved and the property is clear** — a green **N resolved** badge confirms everything has been closed out. **Badge colors** tell you the urgency at a glance: - 🔴 **Red** — at least one open issue at this property is marked as blocking. - 🟡 **Yellow** — open issues exist but none are blocking. - 🟢 **Green** — all issues on this task are resolved and there are no open issues elsewhere at the property. **Counts over 10** display as **10+**, indicating there are more than ten open issues across the property. Clicking the badge — whatever color or label it shows — opens the Issues panel, where you can see both this task's issues and any open issues from other tasks at the property. [Screenshot: Issues panel open, showing a section for this task's issues and a section for other open issues at the property] ## Managing issues from the operations dashboard If you work from the operations dashboard, the full issues workflow — adding issues, resolving them, and escalating them — is now available directly in the task details pane, without leaving the dashboard. Previously, the task pane on the operations dashboard only showed a count of unresolved issues. You can now do everything there that you could do in the full task view: add a new issue, mark one as resolved, or escalate it. The issues panel in the operations task pane reflects the complete picture for the property, exactly the same as it does everywhere else. [Screenshot: Operations dashboard task pane showing the full issues panel with Add issue, Resolve, and Escalate options] ### On mobile On a phone or tablet, the full task details — including the issues panel — are now reachable from a tab on the right edge of the screen when a task is open. Tap that tab to slide in the complete details pane. Tap the **×** button or swipe it away to go back to the chat timeline. [Screenshot: Mobile task view showing the right-edge tab and the slide-in details pane with the issues panel visible] ## Invoice columns in the task list The **Invoice** and **Invoice Amount** columns are now hidden from the task list by default to keep the view uncluttered. If you need them, you can bring them back at any time using the **Columns** button at the top of the task list and toggling them on. ## Tips & best practices - **Spot issues before you open a task.** The amber or red badge on a task row or board card tells you straight away that a property needs attention — no need to click in to find out. - **Don't assume a clean task means a clean property.** If you see a **property issues** badge on a task you're reviewing, open the Issues panel to understand what's still outstanding at that unit before marking work complete. - **Blocking issues stand out in red** — use the blocking flag when an unresolved issue genuinely prevents the next guest from checking in or the next job from being done safely. - **Raise issues where you find them.** Log an issue against the task you're currently working, even if the problem might belong to a different job type. The property-wide roll-up means it will still surface for anyone else working at that unit. - **Submit and move on.** Issue submission is instant — the moment you confirm, the issue is saved and the form closes. If the panel doesn't show your new issue right away, give it a moment to refresh on its own; you don't need to do anything. - **Photos and videos are optional, but worth adding when you can.** You can submit an issue with just a description, but a quick photo goes a long way toward helping your team understand and resolve the problem faster. - **Resolve and escalate from the operations dashboard.** You no longer need to leave your operations view to act on an issue — the full add, resolve, and escalate controls are right there in the task pane. - **On mobile, swipe open the details pane.** If you're reviewing tasks on your phone, tap the tab on the right edge to reach the issues panel and all other task details without switching screens. - **Resolve issues as you go.** Closing out issues promptly keeps the indicator accurate for your whole team — a green badge is a reliable signal, not just a guess. ## Common questions **Why does a task card or list row show an issues badge when I haven't opened the task?** The badge reflects every open issue at the property, not just issues on that specific task. If any task at the same property has unresolved issues, the badge appears so you can see it at a glance. Click into the task and then click the badge to see the full list. **Why does a task show an issues badge when I haven't added any issues to it?** The badge reflects every open issue at the property, not just the ones on the task you're viewing. If another task at the same property — a previous clean, an inspection, a maintenance visit — has unresolved issues, you'll see them flagged here. The **property issues** label tells you the open items belong to other tasks. Click the badge to see the full list. **What's the difference between a red and a yellow badge?** Red means at least one open issue anywhere at this property has been marked as blocking — something that could prevent a guest stay or stop the next job from proceeding safely. Yellow means there are open issues, but none of them are flagged as blocking. Either color means action is needed; red means it's urgent. **I submitted an issue and the form closed immediately — did it save?** Yes. The form closes as soon as your issue is saved, which now happens in under a second. You won't see a loading spinner or delay. The issues panel updates in the background, so your new issue will appear there shortly. If you don't see it immediately, wait a moment — no need to re-submit. **Do I have to upload a photo or video when reporting an issue?** No. The **Photo & Video Evidence** field is optional — you can submit an issue with just a description. Adding photos or videos is still a good habit when you're able to, since they help your team understand and resolve the problem more quickly, but the form will never block you from submitting just because you didn't attach a file. **Can I see more than 10 open issues?** The badge shows up to **10+** when a property has more than ten open issues across its tasks. Click the badge to open the Issues panel, where the full list is available. **The Invoice columns have disappeared from my task list — where did they go?** They're still available but hidden by default to reduce clutter. Click the **Columns** button at the top of the task list and toggle **Invoice** and **Invoice Amount** back on. **I manage tasks from the operations dashboard — can I add and resolve issues without opening the full task view?** Yes. The full issues panel is now built into the operations task pane. Select any task from the operations dashboard and you'll find the complete issues workflow — add, resolve, and escalate — without needing to navigate away. **I'm on mobile and I can't see the task details or issues panel — where are they?** Look for the small tab on the right edge of the screen when a task is open. Tap it to slide in the full details pane, which includes the issues panel, checklist, and all other task information. Tap the **×** in the top-right corner of the pane to close it and return to the chat timeline. ## Related - [Task Management](/docs/task-management) — the full task lifecycle - [Task Due Dates & Scheduling](/docs/task-scheduling) — pin work to real bookings -------------------------------------------------------------------------------- # Task Templates URL: https://www.vanio.ai/docs/task-templates-1785093751544 Tags: tasks, templates, settings, automation, workflow Save reusable task configurations — including subtasks, checklists, and dynamic variables — and apply them instantly when creating tasks. -------------------------------------------------------------------------------- ## Task Templates Task Templates let you save any task configuration — title, description, category, priority, due date, assignee, tags, subtasks, and more — so you can recreate it in seconds instead of filling everything in from scratch. Whether it's a recurring pre-check-in inspection or a standard maintenance follow-up, build the template once and reuse it any time you create a task. --- ## Getting Started ### Creating a Template 1. Go to **Settings → Task Templates**. 2. Click **New Template** in the top-right corner. 3. Fill in the template details: - **Name** — an internal label so you can find this template quickly (e.g., *Pre-Check-In Inspection*). - **Task Title** — the title that will appear on every task created from this template. You can include dynamic placeholders here — see [Custom Variables](#custom-variables) below. - **Description** — optional context or instructions for whoever picks up the task. - **Category** — choose the task type (Maintenance, Cleaning, Inspection, etc.). - **Priority** — set a default urgency level (Low, Medium, High, or Urgent). - **Due Date** — choose an anchor point (*Now*, *Check-in*, or *Check-out*) and an optional hour offset. For example, "Check-in minus 3 hours" will automatically set the due date relative to the reservation whenever you use the template. - **Assignee** — leave unassigned, set to auto-assign, or pick a specific team member. - **Tags** — attach any labels you want applied to every task from this template. - **Checklist** — add a standard checklist directly in the template, or link an existing checklist template from your library. - **Subtasks** — break the work into smaller pieces. Each subtask can have its own category, priority, assignee, tags, and checklist. 4. Click **Save Template**. [Screenshot: The Task Templates settings page showing the template editor with all fields filled in] ### Editing a Template 1. Go to **Settings → Task Templates**. 2. Find the template you want to update and click **Edit**. 3. Make your changes and click **Save Template**. Your changes apply to future tasks only — tasks already created from this template are not affected. ### Deleting a Template 1. Go to **Settings → Task Templates**. 2. Click the **⋯** menu next to the template and select **Delete**. 3. Confirm the deletion. This cannot be undone, but it won't affect any tasks that were already created from it. --- ## Using a Template When Creating a Task 1. Open the **create-task pane** from anywhere in Vanio — the Tasks page, a reservation, or the calendar. 2. Click **Use a Template** (or the template picker icon near the top of the pane). 3. Browse or search your saved templates and click the one you want. [Screenshot: The create-task pane with the template picker open, showing a list of saved templates] 4. The pane fills in automatically with the template's title, description, category, priority, due date, assignee, tags, subtasks, and checklist. 5. If the template contains **custom variables** (e.g., `{{guest_name}}`), a small panel appears prompting you to fill in each value before the task is created. Type in the details and click **Apply**. 6. Review everything, make any last-minute edits, and click **Create Task**. All subtasks, tags, assignees, and checklist items from the template are created automatically in the background — you don't need to add them one by one. --- ## Custom Variables Custom variables let your templates stay flexible. Instead of hardcoding specific details that change from task to task, you insert a placeholder like `{{property_name}}` or `{{guest_name}}` into the title or description. When you use the template, Vanio asks you to fill in those values before the task is created. **Example:** A template titled *Welcome basket for {{guest_name}} at {{property_name}}* becomes *Welcome basket for Sarah at Oceanview Villa* the moment you fill in the variable panel. **To add a variable to a template:** 1. In the **Task Title** or **Description** field, type `{{` followed by a short variable name and `}}` — for example, `{{unit_number}}`. 2. Under **Custom Variables**, you'll see the variable appear automatically. You can give it a friendly label (e.g., *Unit Number*) and an optional default value. 3. Save the template. Every time you use it, Vanio will prompt you to confirm or update each variable's value. Variables work inside subtask titles and descriptions too, so a single fill-in step updates the whole task tree at once. --- ## Key Features - **Full task pre-fill** — Templates carry over every field: title, description, category, priority, due date, assignee, tags, checklists, and subtasks. Nothing is left for you to re-enter unless you want to change it. - **Due date anchors** — Tie due dates to *Now*, *Check-in*, or *Check-out* with an hour offset, so the timing adjusts automatically to each reservation. - **Subtasks with their own settings** — Each subtask in a template can have a different category, priority, assignee, and tags — perfect for tasks that involve multiple roles. - **Checklist linking** — Attach an existing checklist template from your library, or build an inline checklist directly in the task template. - **Custom variables** — Add dynamic placeholders for details like property names, guest names, or unit numbers. Fill them in once at task-creation time and they populate everywhere. - **Instant reuse** — Templates appear in the template picker inside the create-task pane, so your whole team can use them without visiting Settings. --- ## Tips & Best Practices - **Name templates descriptively.** Your team will see these names in the picker, so *Pre-Stay Deep Clean – 3BR* is more useful than *Cleaning Template 1*. - **Use due date anchors for reservation-tied work.** Setting "Check-in minus 4 hours" means the due date is always correct, no matter when the reservation falls. - **Keep variables simple.** Short, obvious names like `{{property}}` or `{{guest}}` are easier to fill in quickly than longer strings. - **Give variables default values** for fields that are usually the same — you can override them when needed, but the default speeds things up on typical tasks. - **Break complex jobs into subtasks.** If a task consistently involves both a cleaner and a maintenance tech, model that in the template so both subtasks are created automatically with the right assignees. - **Archive instead of delete.** If you're unsure whether you still need a template, deactivate it (toggle it off) rather than deleting it. It will disappear from the picker but can be restored from Settings. --- ## Common Questions **Can I edit a task after applying a template?** Absolutely. The template is just a starting point — once the fields are filled in, you can change anything before clicking Create Task. You can also edit the task normally after it's been created. **Do changes to a template update tasks that already exist?** No. Editing a template only affects tasks created from it in the future. Existing tasks are independent once they've been created. **Who can create and manage templates?** Task Templates in Settings are available to users with the **Owner** or **Admin** role. Any team member who can create tasks can use templates from the task picker, regardless of their role. -------------------------------------------------------------------------------- # The Guest Escalation Message URL: https://www.vanio.ai/docs/escalation-message Tags: ai, escalation, messaging, handoff, settings Guests now receive an immediate holding acknowledgment the moment a conversation is escalated — even before a team member has had a chance to review or reply — and you can turn this message off in Settings if you prefer a silent handoff. -------------------------------------------------------------------------------- # The Guest Escalation Message When Vanio AI decides a conversation needs a person, it hands the conversation to your team. By default, it also sends the guest a short note so they know a human will follow up — something like "Thanks for the message, I've passed this along to our team and someone will get back to you shortly." Some teams would rather the handoff be invisible to the guest. You can now turn that message off. ## What the setting does Go to **Settings → Vanio AI** and look for **Tell the guest when Vanio AI escalates to a human**. - **On (default)** — when Vanio AI escalates, the guest receives the short acknowledgement message, then your team takes over. - **Off** — the handoff is **silent to the guest**. Vanio AI sends them nothing. Your team is still alerted, the conversation is still flagged and reassigned exactly as before — the only difference is the guest doesn't see a message from Vanio AI. ## When to turn it off - You'd rather your team reply in their own voice the moment they pick up, with no "a bot is handing you off" preamble. - You want escalations to feel seamless to the guest, as if a person was there all along. Leave it on if you want guests to get an immediate "we've got this" reassurance even before a teammate is free to reply. ## How escalations work now Vanio AI handles assigned and unassigned conversations a little differently, and guests are kept in the loop either way. **When the conversation is assigned to a team member:** Vanio AI prepares exactly what it would do to resolve the issue and presents it to that team member with a one-tap approval button. They can approve Vanio's suggestion instantly or handle the reply themselves. While they decide, the guest automatically receives a brief holding acknowledgment — so they're never left wondering if anyone has seen their message. **When the conversation is unassigned:** Vanio AI acts right away without waiting for approval. The guest still receives an immediate acknowledgment while the issue is being resolved. In both cases, the guest's acknowledgment is sent the moment escalation occurs — before any team member has had a chance to reply manually. This is what keeps response times feeling fast even when your team is busy. [Screenshot: A guest-facing acknowledgment message appearing in a conversation thread while a team member's approval is pending] ## Key features - **Immediate guest acknowledgment** — guests hear back right away, even before a team member has acted, so no one is left waiting in silence. - **One-tap approval for assigned messages** — team members see Vanio AI's suggested response and can approve or override it with a single tap. - **Autonomous action for unassigned messages** — Vanio AI resolves unassigned conversations on its own, without requiring a team member to be in the loop first. - **Acknowledgment toggle** — if you prefer a fully invisible handoff, you can turn the guest-facing message off entirely in Settings. ## Tips & best practices - **Keep the acknowledgment on** if your team sometimes takes a few minutes to review suggestions. Guests feel reassured the moment escalation happens, which reduces follow-up messages. - **Turn it off** if your team is highly responsive and you want every guest-facing message to come directly from a person, with no automated preamble. - Make sure your most important conversations are assigned to a specific team member — that way they get Vanio's one-tap suggestion and can act (or take over) immediately. - Unassigned conversations move fastest, since Vanio AI can act without waiting for an approval step. If speed is your priority and you trust Vanio AI's judgment, leaving conversations unassigned is a valid strategy. ## Common questions **Does the guest get two messages — the acknowledgment and then my team's reply?** Yes, if the acknowledgment is turned on, the guest sees the holding note first, then your team member's reply (or Vanio AI's approved response) when it's ready. The acknowledgment is intentionally brief so the follow-up reply feels like a natural continuation. **Can my team still override Vanio AI's suggestion even after the guest acknowledgment is sent?** Absolutely. The acknowledgment just tells the guest someone is on it — it doesn't commit to any specific resolution. Your team member can approve Vanio's suggestion, edit it, or write their own reply entirely. **What if I turn the acknowledgment off — will guests still be notified once the issue is resolved?** Yes. Turning off the acknowledgment only suppresses the initial holding message. Whatever reply your team sends (or approves) still goes to the guest as normal — the toggle has no effect on that final response. ## Good to know Turning this off never reduces what your team sees. Every escalation still alerts the right people and still moves the conversation into your team's hands — the toggle only affects what the *guest* sees. ## Related - [How Vanio AI Handles Messages](/docs/ai-messaging) — when and why Vanio AI escalates. - [Notification Settings](/docs/notification-settings) — how your team is alerted to escalations. -------------------------------------------------------------------------------- # Train Vanio AI by Pasting Content URL: https://www.vanio.ai/docs/train-by-pasting-content Tags: ai, training, knowledge-base, paste, markdown Skip the document upload — paste house rules, guest guides, or any markdown directly into the training modal and Vanio AI will turn it into knowledge base articles. -------------------------------------------------------------------------------- ## What it does The **Upload Documents** training option now supports two ways to feed information to Vanio AI: - **Upload file** — drop a PDF, DOCX, TXT, or Markdown file (the original behavior). - **Paste content** — type or paste content directly, with full **Markdown** support. Use paste mode when your house rules live in a Notion page, a Google Doc, an email, or your own head — no need to export a file first. ## When to use paste mode - You have a small amount of content (a single page of house rules, a section about parking, a FAQ). - You want to test how Vanio AI breaks your text into articles before doing a full import. - The content lives somewhere that does not export cleanly to PDF (Notion, a CRM, an internal wiki). - You want to add or refresh a single topic (e.g. "new wifi password") without re-uploading an entire house manual. ## How it works 1. Open any listing and click **Train AI**. 2. Click the **Upload Documents** card. 3. At the top of the modal, switch to the **Paste content** tab. 4. (Optional) Set a **Source label** — this becomes the audit trail for the articles Vanio AI creates. Defaults to *Pasted notes*. 5. Paste your content into the large text area. Markdown is supported — Vanio AI will preserve formatting and use your headings (`##`) as natural article boundaries. 6. Click **Process**. Vanio AI splits the text into discrete knowledge base articles by topic and saves them to your [Knowledge Base](/docs/knowledge-base). ## Markdown is welcome Vanio AI understands standard Markdown out of the box: - `## Heading` becomes an article boundary — each heading typically becomes its own KB article. - `**bold**`, `*italic*`, `- bullet lists`, and `1. numbered lists` are preserved in the final article. - Links and code blocks pass through. You do not need to use Markdown — plain text works too. Markdown just gives you more control over how the text gets split. ## Limits - **Up to 30,000 characters** per paste. The character counter under the text area shows your current count and warns you when you approach the limit. - **At least 50 characters** — anything shorter is rejected as too short to extract useful articles from. If you have more than 30,000 characters of content, paste it in chunks (one topic at a time) or upload it as a file instead. ## What happens after you click Process Vanio AI does the same thing it does for uploaded documents: 1. Reads the content end to end. 2. Splits it into discrete topics — one article per distinct subject (parking, wifi, pool hours, pet policy, and so on). 3. Picks a category for each article (Amenities, Check-in, House Rules, etc.). 4. Extracts every actionable detail — codes, passwords, times, addresses, phone numbers — and preserves your exact wording. 5. Saves them as **active** articles in your [Knowledge Base](/docs/knowledge-base) for that listing. You will see the new articles listed inline as soon as processing finishes, with a count and the title of each one. ## Tips - Use **one heading per topic** so Vanio AI splits cleanly. A wall of text without structure still works, but you get more predictable results with headings. - Keep specific details — codes, times, prices — verbatim. Vanio AI preserves them exactly so it can quote them back to guests when asked. - If something looks wrong after processing, edit the article directly in your [Knowledge Base](/docs/knowledge-base) — the same edit experience as any other KB article. ## Related - [AI Training — How Your AI Learns Everything](/docs/ai-training-flywheel) - [Knowledge Base — Vanio AI Brain](/docs/knowledge-base) -------------------------------------------------------------------------------- # Vanio AI Activity Feed — Decisions, Replies & Actions URL: https://www.vanio.ai/docs/ai-activity-feed Tags: ai, activity, decisions, reports Track all Vanio AI activity across your properties, with improved accuracy in service usage logs and billing transparency -------------------------------------------------------------------------------- # Vanio AI Activity Feed ## What it does The AI Activity feed gives you a single view of everything Vanio AI is doing across your properties. It shows two things: 1. **Decisions that need your attention** — situations where Vanio AI needs your guidance before it can respond to a guest 2. **Activity log** — every action Vanio AI took: replies sent to guests, tasks created, automated messages, and more ## Where to find it You can access the AI Activity feed in two places: - **Reports > Vanio AI > Activity** — the full page with filters and history - **Dashboard widget** — add the "Vanio AI Activity" widget to your dashboard for a quick overview ## Pending Decisions When Vanio AI encounters a situation it cannot handle confidently — a guest complaint, a missing policy, a refund request — it creates a **decision** for you. The decision appears at the top of the activity feed with an orange badge. Click on any pending decision to open the conversation and use the **Collaboration Drawer** to tell Vanio AI how to handle it. You have four options: - **Draft a Policy** — create a knowledge base article so Vanio AI knows how to handle this in the future - **Defend Mode** — handle the guest firmly and accept the risk of a bad review - **Specific Action** — tell Vanio AI exactly what to do - **Discuss** — talk through the situation before deciding Over time, Vanio AI learns from your decisions and starts handling similar situations automatically. ## Activity Log The activity log shows every action Vanio AI took, with the guest name and property: - **Replied to guest** — a message was sent to the guest on their booking platform (Airbnb, Booking.com, SMS, email) - **Drafted response** — a draft was prepared for your review (shadow mode) - **Created task** — a cleaning, maintenance, or operational task was created - **Automated message** — a scheduled message (check-in instructions, checkout reminder) was sent or skipped - **Host command** — you used @vanio in the sidebar to ask Vanio AI to do something ### Activity Log Display Update As of December 2024, we've updated how AI service usage is displayed in your activity logs. Previously, some reasoning tasks were incorrectly labeled in the system logs. Your activity feed now accurately shows which AI service processed each request, ensuring complete transparency in your usage tracking and billing records. ## Filters Use the filters at the top of the page to narrow down: - **Time period** — last 7, 30, or 90 days - **Activity type** — all activity, replies sent, tasks created, or decisions only ## Clicking on items Click any item in the feed to open the conversation in the dashboard modal. From there you can review the full context, see what Vanio AI said, and take action if needed. -------------------------------------------------------------------------------- # Vanio AI handles your Airbnb Support conversations URL: https://www.vanio.ai/docs/airbnb-support-negotiation Tags: airbnb, support, negotiation, ai, operations Vanio AI drafts policy-backed, reservation-grounded replies to Airbnb Support messages for your approval — so you can negotiate issues like relocations or disputes without leaving your inbox, with Vanio never sending or committing anything on your behalf. -------------------------------------------------------------------------------- When something goes wrong with a booking, a lot of the work happens in a quiet place most tools ignore: the conversation between you and **Airbnb Support**. A guest can't accept an alteration, a unit becomes uninhabitable and a guest needs to move, a payout looks wrong, a review needs a second look — and you end up trading messages with an Airbnb agent for hours to sort it out. Vanio AI now helps you respond to those conversations directly from your inbox — drafting policy-backed replies that reference your reservation details so you can negotiate issues like relocations or disputes without leaving the platform. ## What it does When Airbnb Support reaches out about one of your reservations, Vanio AI: - **Recognizes it as a support conversation**, not a guest message. It speaks as your operations team — direct, factual, businesslike — never with guest-hospitality small talk. - **Pulls in the booking it's about.** The support conversation is automatically linked to its origin reservation, so Vanio AI replies with the guest's name, the dates, the listing, and the confirmation code — instead of starting from zero. - **Grounds every position in Airbnb's actual rules.** Before stating what Airbnb should do, Vanio AI checks Airbnb's published policies (cancellations, Extenuating Circumstances / Major Disruptive Events, AirCover for Hosts, guest refunds, reviews) so it argues from the rules, not from a guess. - **Makes a specific ask.** It states exactly what you need Airbnb to do and why — referencing the confirmation code so the agent can act quickly. - **Always shows you the draft before anything is sent.** Vanio AI never auto-sends a reply, commits money, or agrees to terms on your behalf. Every response appears as a draft for your approval first. - **Opens a case and tracks it automatically.** Every support thread becomes a tracked case with a status, a note on what's at stake, and a record of what needs to happen next — so nothing gets lost while you wait on Airbnb. ## Getting started No setup is required to start receiving drafted replies or to have your cases tracked. As soon as Vanio AI detects a message from Airbnb Support, it handles the thread and opens a case automatically. To review and approve drafted replies: 1. Go to **Inbox** in the left navigation. 2. Open the Airbnb Support conversation. Vanio AI will have prepared a draft reply, shown inline with the thread. 3. Review the draft — you'll see the proposed reply and the policy it's based on. 4. Click **Send** to send it as-is, or edit it first and then send. To review your open cases: 1. Go to **Inbox** in the left navigation. 2. Select the **Airbnb Cases** tab. 3. You'll see a list of all open and recent cases — including their current status, any amount at stake, and what action is needed next. [Screenshot: The Airbnb Cases tab showing a list of cases with status badges, amounts at stake, and next-action notes] To configure how much Vanio AI can handle on your behalf without asking: 1. Go to **Settings → Vanio AI**. 2. Under **Approval rules**, choose which types of actions (replies, refunds, payout changes) require your sign-off. [Screenshot: The Vanio AI settings page with approval rules for Airbnb Support actions] ## How it works **When a support thread arrives**, Vanio AI identifies it as an Airbnb Support conversation, links it to the relevant reservation — pulling in the confirmation code, guest name, dates, and listing — and opens a tracked case. It then drafts a reply grounded in Airbnb's policies and surfaces it in your inbox for your approval. Nothing is sent until you approve it. **Every draft is a checkpoint.** Vanio AI will never commit your money, agree to a refund, or accept terms on your behalf. If a reply involves any financial or policy commitment, it appears as a draft so you stay in control of what goes out. **While a case is open**, Vanio AI keeps watch. If Airbnb hasn't responded and the case has gone quiet, Vanio AI will automatically follow up on your behalf — re-engaging the thread so the case keeps moving. You'll see the case flagged as **Overdue** in your case list if it needs your attention. **When a case is resolved** — whether Airbnb closes it, a refund is issued, or you mark it done — it moves to your resolved history. The full timeline of what was said and when is saved so you always have a record. [Screenshot: A single case detail view showing the linked reservation, confirmation code, timeline of follow-ups, status, and the draft reply awaiting approval] ## Key features - **Draft-first, always.** Every reply Vanio AI prepares appears as a draft for your one-tap approval — Vanio never auto-sends to Airbnb, and never commits money or terms on your behalf. You see the proposed reply and the policy it references, then send it as-is or edit it first. - **Reservation context in every reply.** Drafts are grounded in your actual booking details — confirmation code, guest name, check-in and check-out dates, and listing — so replies are specific and actionable for the Airbnb agent from the first message. - **Policy-grounded arguments.** Every position references Airbnb's published rules — cancellations, Extenuating Circumstances, AirCover for Hosts, guest refunds, reviews — so your case is always argued from the rulebook, not from a guess. - **Operator tone, not hospitality tone.** Vanio AI writes to Airbnb Support the way your operations team would: direct, factual, and businesslike — not with the warm, welcoming tone used for guest messages. - **Automatic case tracking.** Every Airbnb Support thread becomes a case with a status (Open, Awaiting Airbnb, Awaiting Guest, Resolved), a note on what's financially at stake, and a next-action summary. - **Linked to your reservations and listings.** Cases are tied to the specific booking or property they're about, so you always have the full context in one place. - **Persistent follow-up.** Open cases that go quiet are followed up automatically. You'll see which cases are overdue and need a nudge so nothing stalls indefinitely. - **Overdue alerts.** Cases that haven't moved in the expected window are flagged in your case list so you can step in if needed. - **Full reply log.** Every reply is saved with the policy it's based on, so you can always see what Vanio AI said to Airbnb and why. ## Tips & best practices - **Review drafts promptly.** Vanio AI prepares a draft as soon as a support message arrives, but nothing goes to Airbnb until you approve it. The sooner you review and send, the faster your case moves. - **Check your case list regularly.** The Airbnb Cases tab gives you a live view of everything in flight. Cases flagged Overdue are the ones most likely to need a manual push. - **Add context early.** If you know a case involves a specific amount or a deadline, add a note to the case while it's fresh. Vanio AI will incorporate that when drafting follow-ups. - **Keep your approval rules current.** If your tolerance for approving replies changes — for example, during a busy season when you want less friction — update your rules in **Settings → Vanio AI** rather than manually approving every draft. - **Use the case timeline before calling Airbnb.** Before picking up the phone, open the case detail. The full timeline shows every message sent, every follow-up attempted, and the current status — which saves you from repeating yourself to an agent. - **Don't close cases prematurely.** Let Vanio AI track a case until it's truly resolved. Marking a case resolved too early stops the automatic follow-up loop. ## Common questions **Will Vanio AI ever send a reply or agree to something without my approval?** No. Vanio AI operates draft-first: every reply it prepares appears in your inbox for your approval before anything is sent to Airbnb. It will never auto-send a message, commit to a refund, or agree to any terms on your behalf. You are always the one who sends. **Do I have to do anything to start tracking cases?** No. As soon as Vanio AI detects a message from Airbnb Support, a case is opened automatically. You don't need to create cases manually or connect anything new. Drafted replies also appear automatically — just go to the conversation in your inbox to review and approve. **What does "Overdue" mean on a case?** It means the case has been open or waiting on Airbnb longer than expected and hasn't moved. Vanio AI will have already followed up automatically, but the Overdue flag is your signal to review the case and decide if you want to step in directly — for example, by calling Airbnb Support or escalating through the Resolution Center. **What if I handle part of the conversation directly in Airbnb's app?** Vanio AI tracks the thread from its side, but if you reply directly in Airbnb, add a note to the case in Vanio so the timeline stays accurate. We're working on tighter sync so that manual replies are reflected automatically in a future update. -------------------------------------------------------------------------------- # Vanio AI Replies to Cotravelers URL: https://www.vanio.ai/docs/cotraveler-messaging Tags: ai, messaging, airbnb, cotraveler, guests Vanio AI replies to cotravelers and booking agents automatically, and you'll now receive notifications for every message they send — so no guest communication goes unnoticed. -------------------------------------------------------------------------------- # Vanio AI Replies to Cotravelers On Airbnb, a reservation can include more than one person — the **booker** (the guest who made the reservation) and one or more **cotravelers** (the other people traveling on that booking). Any of them can message you. Vanio AI now treats cotravelers the same as the main booker: it answers their questions automatically, just as it would for the person who booked. A travel companion asking for the WiFi password, directions, or check-in instructions gets a helpful answer right away — without waiting for you to step in. ## Nothing to set up This is automatic. If Vanio AI is handling your Airbnb conversations, it now handles cotraveler messages too. There's no new setting to flip. ## The same safeguards still apply Responding to cotravelers does not loosen any of Vanio AI's protections. The same rules that govern the main guest apply equally to cotravelers: - **Sensitive details stay protected.** A cotraveler can't get an access or lockbox code until identity verification is complete, exactly like any other guest. - **Booking changes stay with the booker.** Cancellations, date changes, extensions, and relocations are not actioned for a cotraveler — Vanio AI directs those requests to the primary guest on the reservation. - **Anything money-related is held back** and routed appropriately rather than handled in chat. So you get faster, more complete coverage of every traveler on a booking, with the same guardrails you already rely on. ## You'll always be notified Whenever a cotraveler or booking agent sends a message, you'll receive a notification — the same way you would if the primary guest had written. No message from anyone on the reservation will go unnoticed, regardless of who on the booking sent it. This means you can confidently rely on your notifications as a complete picture of all inbound guest communication, not just messages from the person who originally made the booking. ## Related - [How Vanio AI Handles Messages](/docs/ai-messaging) — the overall messaging behavior. - [Access Codes & the Reveal Time](/docs/access-code-reveal-time) — how Vanio AI handles code requests. - [Guest Verification](/docs/guest-verification) — the identity check behind code access. -------------------------------------------------------------------------------- # Viewing Other Tasks Happening the Same Day at a Property URL: https://www.vanio.ai/docs/same-day-property-tasks Tags: tasks, operations, property management, workflow, task management See all other incomplete tasks due the same day at the same property, right from the task detail pane. -------------------------------------------------------------------------------- ## What It Does When you open any task in Vanio AI, you'll now see a dedicated **"Also at this property on [date]"** section that lists every other incomplete task due that same day at the same property. This gives you an instant snapshot of everything that needs attention before you start working, so nothing slips through the cracks on busy turnover days. Click any task in the list to jump straight to it without losing your place. --- ## Getting Started There's nothing to set up — this section appears automatically whenever there are other incomplete tasks sharing the same property and due date as the task you're viewing. 1. **Open your task list.** From the main navigation, go to **Tasks**. 2. **Select a task.** Click any task to open the task detail pane on the right side of the screen. [Screenshot: Task detail pane open on the right, showing task title, due date, and assigned team member] 3. **Look for the "Also at this property" section.** Scroll down within the task detail pane. If other incomplete tasks are due at the same property on the same day, you'll see them grouped under the heading **"Also at this property on [date]"**. [Screenshot: "Also at this property on Mon, Jun 9" section showing two additional tasks listed below the main task details] 4. **Click any listed task to open it.** Selecting a task from this section switches the detail pane to that task. Your position in the task list stays exactly where it was. --- ## How It Works Every time you open a task, Vanio AI automatically checks whether that property has any other incomplete tasks with the same due date. If it finds any, they appear in the **"Also at this property on [date]"** section — no filtering or searching required on your part. A few things to know about what shows up: - **Only incomplete tasks appear.** Once a task is marked complete, it drops off the list. The section always reflects what still needs to be done today. - **The list updates in real time.** If a colleague completes one of the listed tasks while you're working, it disappears from the section automatically the next time the pane refreshes. - **The section only appears when relevant.** If a task is the only one due at that property that day, the section simply won't show — keeping the pane clean and uncluttered. - **Switching tasks is seamless.** Clicking a task in the list opens it in the same detail pane. You don't navigate away from your current view or lose your scroll position in the task list. --- ## Key Features - **Same-day, same-property grouping** — Tasks are matched by both property and due date, so you only see what's genuinely relevant to that location right now. - **Incomplete tasks only** — The list stays focused on what still needs action. Finished work never clutters the view. - **One-click task switching** — Jump between related tasks instantly without going back to the full task list or using search. - **Always up to date** — The section reflects the current state of tasks, so what you see is accurate to the moment you're viewing it. - **Works for all task types** — Cleaning, inspection, maintenance, concierge, and any other task category all appear together when they share a property and date. --- ## Tips & Best Practices **Use it as a pre-shift briefing.** Before your team heads to a property, open one of the day's tasks and review the "Also at this property" list together. It takes seconds and ensures everyone knows the full scope of the day's work at that location. **Coordinate handoffs between roles.** If a cleaner finishes and notices a maintenance task is also due that day, they can click it right from the pane to check the details — no need to search or ask a manager. **Spot scheduling pile-ups early.** If you open a task and see a long list of same-day tasks at the same property, that's a signal the day may be more demanding than expected. Adjust assignments or timing before the day begins rather than discovering the crunch mid-shift. **Check due dates when creating tasks.** Since tasks group by due date, setting accurate due dates when creating tasks is more important than ever. A task due "today" at a property will show up for everyone working there that day — helpful if that's intentional, distracting if it's a scheduling error. **Mark tasks complete as you go.** Because the section only shows incomplete tasks, finishing tasks promptly keeps the list tidy and helps teammates see an accurate picture of what's left. --- ## Common Questions **Does this section show tasks from other properties too?** No. The list is scoped strictly to the same property as the task you're viewing. Tasks at other properties — even if they're due the same day and assigned to the same person — won't appear here. **What if a task has no due date set?** Tasks without a due date won't appear in the "Also at this property" section. The matching is based on the specific due date of the task you're viewing, so undated tasks are excluded. This is another reason to make sure tasks have accurate due dates when you create them. **Can I see completed tasks in this section?** Not at this time. The section intentionally shows only incomplete tasks to keep your focus on what still needs attention. If you need to review completed work for a property, you can use the task list filters to view completed tasks by property and date. -------------------------------------------------------------------------------- # Web Operator: Automated Browser Tasks URL: https://www.vanio.ai/docs/web-operator-automation Tags: automation, web-operator, integrations, ai, audit-trail, credentials Web Operator lets Vanio AI log into third-party platforms, complete tasks, and report back results — all securely and automatically. -------------------------------------------------------------------------------- # Web Operator: Automated Browser Tasks Vanio AI can now log into third-party property management platforms on your behalf, fill out forms, and complete tasks from start to finish — so you don't have to switch tabs, re-enter credentials, or manually copy information between systems. Every action is recorded in a transparent audit trail you can review at any time. --- ## What It Does Web Operator is Vanio's automation engine for external websites. When a task requires action on a platform outside of Vanio — such as submitting a work order, updating a resident record, or filing a support request — Web Operator handles the entire process automatically. It either follows a proven set of pre-recorded steps for that site, or adapts on the fly when a page looks slightly different than expected, just like a human agent would. When it finishes, the outcome is posted directly to your task timeline and the task is marked complete. --- ## Getting Started ### Step 1 — Connect your credentials Before Web Operator can act on a third-party site, it needs your login information for that platform. Your credentials are stored in an encrypted vault — Vanio staff cannot read them, and they are never exposed in logs or audit records. 1. Go to **Settings → Connected Platforms**. 2. Click **Add Platform**. 3. Select the platform from the list (e.g., your resident management or maintenance portal). 4. Enter your username and password. If the site uses two-factor authentication, follow the on-screen prompts to link your authenticator. 5. Click **Save**. Vanio will verify the connection and confirm it's active. [Screenshot: The "Connected Platforms" settings panel showing a list of linked sites with green "Active" badges] ### Step 2 — Let Vanio trigger tasks automatically Once your platform is connected, Web Operator runs automatically when Vanio determines a task needs to be completed on that site. You don't need to manually launch it. For example: - A guest reports a broken appliance → Vanio creates an internal maintenance task **and** submits the work order on your external maintenance portal. - A work order is completed → the reference number from the external site flows back onto the Vanio task automatically. ### Step 3 — Review the outcome 1. Open the relevant task or conversation in your **Dashboard**. 2. Scroll to the **Timeline** section. 3. You'll see a message from **Vanio AI** summarizing what was completed — for example: *"Work order #4821 created on MaintenancePro for Unit 308."* 4. If Web Operator needs your help (for example, an unexpected security prompt appeared), you'll see a **Needs Review** notice with a plain-language description of where it paused. [Screenshot: A task timeline entry showing "Web operator completed on MaintenancePro — reference #4821" with a timestamp] --- ## How It Works When a task is handed off to Web Operator, here's what happens automatically — no action needed from you: 1. **Secure sign-in** — Vanio retrieves your encrypted credentials and logs into the target platform, including handling two-factor authentication if required. 2. **Task execution** — The automation follows a pre-built playbook for that site whenever possible. If the site has changed layout or the step is new, it adapts by reading the screen and choosing the correct action. 3. **Result capture** — Once the task is done, Vanio captures a confirmation (such as a ticket or reference number) and any relevant screenshots. 4. **Closed-loop update** — The outcome is posted to your Vanio task timeline, the reference number is attached to the task record, and the task status is updated automatically. If anything goes wrong or an unexpected screen appears, Web Operator stops and flags the task as **Needs Review** rather than guessing — protecting you from accidental submissions. --- ## Key Features - **Encrypted credential storage** — Your usernames and passwords are stored in a secure vault, separate from all other data, and are never visible to Vanio employees or shown in any log. - **Pre-recorded playbooks** — For supported platforms, Vanio follows a tested, reliable sequence of steps that mirrors exactly what a trained team member would do manually. - **Adaptive vision fallback** — When a page layout changes or an unfamiliar screen appears, the automation reads the page visually and adapts — reducing failures caused by minor site updates. - **Full audit trail** — Every run generates a permanent record: which site was accessed, what goal was attempted, the outcome, any extracted reference numbers, and screenshots of key steps. You can access this history at any time in **Settings → Automation History**. - **Automatic task close-out** — When Web Operator completes a job, the linked Vanio task is marked complete and the external reference number (e.g., work order ID) is attached automatically — no manual copy-pasting needed. - **Needs Review escalation** — If the automation encounters an ambiguous or blocked step, it pauses and notifies you rather than proceeding with uncertainty. --- ## Tips & Best Practices - **Keep your credentials current.** If you change your password on an external platform, update it in **Settings → Connected Platforms** right away — a stale password is the most common reason a run fails. - **Use a dedicated service account when possible.** If your platform supports it, create a dedicated login for Vanio (e.g., `vanio@yourcompany.com`). This keeps your personal session unaffected and makes the audit trail cleaner. - **Check the audit trail periodically.** Visit **Settings → Automation History** once a week to confirm runs are completing as expected. Each entry shows the site, the goal, the outcome, and a timestamp. - **Don't log in manually mid-run.** If Web Operator is actively working on a site and you log in simultaneously, it can interrupt the session. Vanio will retry automatically, but avoiding this keeps things smooth. - **Review "Needs Review" notices promptly.** These notices mean a task is paused and waiting. Open the flagged task, read the description, complete the step manually, then mark it resolved so the workflow can continue. --- ## Common Questions **Which platforms does Web Operator support?** Vanio currently supports a growing list of property management and maintenance portals. You can see all available platforms in **Settings → Connected Platforms**. Note: RealPage integration is not yet available — it is pending a review process and will be enabled as soon as that is complete. We'll notify you when it's live. **Is my login information safe?** Yes. Your credentials are encrypted before they are stored and are only decrypted at the moment Web Operator needs to sign in. They are never written to logs, never visible in the audit trail, and cannot be accessed by Vanio support staff. Screenshots captured during a run are stored securely and only accessible to you. **What happens if the automation fails or gets stuck?** Web Operator is designed to stop safely rather than make assumptions. If it encounters an unexpected screen, a failed login, or any step it can't confidently complete, it marks the task as **Needs Review** and sends you a clear description of where it stopped. You can then complete that specific step manually and resume normal operations. The audit trail will reflect exactly what was attempted and why it paused. -------------------------------------------------------------------------------- # Website Contact Form Messages URL: https://www.vanio.ai/docs/website-contact-form-ai Tags: contact form, website, inbox, email, reservations Contact-form submissions from your direct booking website are automatically routed through your Vanio AI inbox, matched to the guest's reservation, and queued for a draft reply — just like messages from Airbnb or Booking.com. -------------------------------------------------------------------------------- Guests who message you through your direct booking website's contact form are real guests with real questions. With Vanio AI, those messages no longer disappear into a separate inbox — they flow into your unified inbox, get matched to the guest's reservation, and are handled by Vanio AI exactly like a message from Airbnb or Booking.com. ## Getting started Your direct booking website needs to be connected to your Vanio AI inbox before contact-form messages can be routed automatically. 1. Go to **Settings → Websites** and confirm your direct booking website is listed. 2. Make sure your Vanio AI inbox is active under **Settings → Inbox**. 3. Once both are connected, contact-form submissions route automatically — there's nothing else to configure per property. If you haven't connected your website yet, reach out to support or follow the setup guide for your direct booking site. [Screenshot: Settings → Websites page showing a connected website with an active inbox indicator] ## How it works When a guest fills out the contact form on your booking website, Vanio AI does three things automatically: 1. **Routes the message into your inbox** — instead of landing in a separate email account that nobody checks, the message enters your Vanio AI inbox directly. 2. **Matches it to the right reservation** — Vanio AI looks for a booking confirmation code in the message first, then the guest's email address, then their name, and connects the message to the correct stay. 3. **Drafts a reply** — once matched, Vanio AI reads the full reservation context (dates, property, prior conversation) and prepares a response on the conversation timeline for that booking. Your original contact email address still receives a copy of every submission as a BCC, so nothing is lost even as the message is processed through your inbox. > **Note:** This routing requires your Vanio AI inbox to be active. If your inbox is paused or not yet set up, contact-form submissions will still be delivered to your contact email address as before — they just won't be matched to reservations or processed by Vanio AI until the inbox is enabled. [Screenshot: A contact-form message appearing on a reservation's conversation timeline alongside Airbnb messages] ## Where the message appears A matched contact-form message shows up on the guest's reservation, on the same conversation timeline as their other messages. You see it in your inbox, you get notified, and Vanio AI has everything it needs to help — no copy-pasting between accounts. If a message can't be confidently matched to a booking (for example, an inquiry from someone who hasn't booked yet), Vanio AI still surfaces it as a clean inquiry in your inbox for you to triage. Nothing is ever silently dropped. ## Key features - **Automatic routing** — contact-form submissions go straight into your Vanio AI inbox, not a separate email account. - **Smart reservation matching** — Vanio AI identifies the right booking using the confirmation code, guest email address, or guest name, in that order of confidence. - **Full conversation context** — once matched, the message joins the existing reservation timeline so you and Vanio AI see the full picture in one place. - **Draft-first by default** — Vanio AI prepares a draft reply for your review rather than sending automatically, so you stay in control of the first response to a new contact. - **Inbox copy preserved** — your business email address is still BCC'd on every contact-form submission, giving you a backup copy alongside the inbox version. - **Unmatched messages are never dropped** — if a message can't be tied to a reservation, it surfaces as an inquiry in your inbox so you can triage it manually. ## Tips & best practices - **Keep your inbox active.** Contact-form routing depends on your Vanio AI inbox being enabled. If the inbox is paused or disconnected, submissions fall back to your contact email only — check **Settings → Inbox** if you notice messages not appearing in your inbox. - **Include your booking confirmation code when asking guests to write.** If you follow up with a guest asking them to use your contact form, mentioning their confirmation code in your message makes it even easier for Vanio AI to match their reply instantly. - **Review AI drafts before sending.** For contact-form and inbound email, Vanio AI always prepares a draft rather than sending automatically. Open the conversation, review the suggested reply, and send it with one click when you're happy with it. - **Check the inquiry queue regularly.** Pre-booking inquiries from people who haven't reserved yet won't match a reservation — they'll appear as new inquiries. A quick daily scan ensures no potential guest is left waiting. ## Common questions **Do I need to do anything differently on my booking website?** No. The routing happens on Vanio AI's side once your website and inbox are connected. Your contact form stays exactly as it is — guests fill it out the same way, and the new routing is invisible to them. **What if the same guest emails me directly instead of using the contact form?** Vanio AI also handles emails that arrive directly in your ingested inbox. It uses the same matching logic — confirmation code, then guest email, then guest name — to connect the message to the right reservation and prepare a draft reply. **Will my team still get email notifications?** Yes. Your contact email address receives a copy of every contact-form submission as a BCC, so your existing notification flow is preserved. The difference is that the message is now *also* processed through your Vanio AI inbox for matching and drafting. **What happens if my Vanio AI inbox isn't set up yet?** Contact-form submissions will continue to be delivered to the contact email address you've configured — the same behavior as before. Once you activate your inbox under **Settings → Inbox**, future submissions will automatically begin routing through Vanio AI for matching and drafting. No form changes or guest-facing updates are needed. Related: [Sending a Held-Back AI Draft](/docs/send-ai-draft) -------------------------------------------------------------------------------- # AI Guest Messaging URL: https://www.vanio.ai/docs/ai-messaging Tags: ai, messaging, guest-communication, airbnb, booking, vrbo Your AI assistant now responds faster and more autonomously, automatically filling in access codes and reservation details instead of holding messages for review, while maintaining the same security standards. -------------------------------------------------------------------------------- # AI Guest Messaging Vanio AI replies to your guests on every channel you use — but it isn't a chatbot reading from a script. It's more like your most experienced team member sitting at the dashboard with every system pulled up, responding instantly, 24/7. ## What Vanio AI Does Vanio AI handles guest messages on your behalf. The difference is context: before it writes a single word, it loads everything a great team member would check — the reservation, the guest's full history with you, the property details, what your team is currently doing about anything related to this booking, and what your operations look like in real time. Then it responds, and if needed, it takes real action on your behalf. ## Where It Works The same AI works across every channel, and every conversation flows into one timeline in your dashboard. - Airbnb messages - Booking.com messages - VRBO - Direct booking website chat - Owner portal guest messages - SMS - WhatsApp - Email - Phone calls (Voice Agent) A guest can message you on Airbnb, then text you the next day, then send a message through your direct booking site — Vanio AI sees all of this as one conversation with one person. ## Who the AI Responds To Vanio AI responds to messages from all members of a booking party: - **Primary guest** (the person who made the reservation) - **Co-travelers** (additional travelers added to the reservation) - **Additional guests** on corporate bookings (where someone books for a colleague) All legitimate guest messages now get AI responses. Previously, messages from co-travelers and additional guests were being silently dropped and never reached your inbox — this has been fixed. ### Safety Feature for Co-Travelers and Additional Guests When co-travelers or additional guests send messages, Vanio AI will draft responses for you to review before they're sent. This prevents accidental auto-replies to guest-to-guest conversations while ensuring legitimate questions (like check-in times or WiFi passwords) still get answered promptly. Messages from the primary guest continue to work as normal based on your AI mode settings. ## Conversation Security Your guest conversations are now completely isolated from other property managers. We've fixed a critical security issue where conversations from other accounts could occasionally appear in your Vanio AI chat. Your inquiries and messages are now properly secured, and the AI will never reference information from unrelated accounts. ## Faster, More Autonomous Responses Vanio AI now responds to guests faster and more independently than ever. When the AI drafts a message that includes template variables (like {{data.accessCode}} or {{custom.wifiPassword}}), it automatically fills in the real values from your reservation and property data instead of waiting for human review. **What this means for your guests:** - Instant answers with complete information (door codes, WiFi passwords, check-in details) - No more delays while messages wait in your review queue - More questions resolved immediately, 24/7 **Security stays rock-solid:** - Sensitive information (access codes, WiFi passwords) only appears for verified guests who've completed portal verification - The same security rules apply — unverified guests still get directed to their portal for sensitive details - Any message with genuinely problematic content is still caught and held for your review **Example:** When a verified guest asks for the door code, the AI instantly responds with "Your entry code is **1625** — see you at 4pm!" instead of holding the message for you to fill in the placeholder manually. ## What the AI Knows for Every Conversation When a message comes in, Vanio AI loads layers of context automatically. **The reservation.** Dates, party size, what they paid, what upsells they bought, whether they completed portal verification, special requests, and the platform they booked on. **The guest.** Their full history with you across every stay, every conversation, and every channel. If they had a problem six months ago, the AI knows. **The property.** WiFi password, door codes, parking, house rules, amenities, neighborhood tips, transit options, and anything in your knowledge base. Content is auto-translated when guests write in another language. **Live operational state.** Is the cleaning done right now? What's the cleaner's ETA? Is the lock online? Has the door code actually been programmed yet, or is it still syncing? What's the noise sensor reading at this moment? **Only active devices.** The AI now focuses exclusively on smart locks and devices that are currently active and working. Old, disconnected, or inactive devices are automatically filtered out, so the AI will never reference a lock that's been replaced or is no longer functional. **Internal team discussions.** This is the part most people don't realize exists. When your team posts an internal note on a reservation — something only staff can see — Vanio AI reads it too. So when your team has been discussing an issue, the AI already knows the situation and the resolution before the guest even messages. **Recent conversation history.** Every previous message in the thread, including ones from teammates and the AI itself. The conversation has memory. **Live rental rates and availability.** When guests ask about rental cars, bikes, or equipment, Vanio AI pulls real-time pricing and availability directly from your rental system. No more outdated rates — every quote matches what your booking site would show. ## A Real Example Booking.com cancels 10 of your reservations because of a verification issue on their side. Your team writes internal notes on each affected reservation, discussing what happened and what you're doing about it. An hour later, the affected guests start messaging. Vanio AI replies to each one — already knowing what happened, why it happened, what your team is doing about it, and what to tell the guest. No script. No FAQ lookup. No "let me check with my team." It is the team. It read the same notes. ## Live Rental Information When guests ask about rental options — cars, bikes, or equipment — Vanio AI now provides accurate, real-time information instead of outdated pricing from knowledge base articles. **What the AI can tell guests instantly:** - Current daily and weekend rates for all rental items - Live availability for specific dates - Complete pricing including cleaning fees and deposits - Vehicle details (make, model, features) or bike specifications - Rental terms (age requirements, mileage limits, pickup location) - Direct booking link to your rental page **How it works:** The AI pulls live data from the same pricing system your booking site uses, so quotes are always current and accurate. When a guest asks "Can I rent the Tesla June 26-28?", the AI checks real availability and provides an exact quote for those dates. **Example conversation:** - Guest: "Is there a car I can rent during my stay? How much per day?" - AI: "Yes! We have a 2024 Tesla Model X available for $139/day, plus a $50 cleaning fee and $500 refundable security deposit. It seats 7, has autopilot, and pickup is at the property. For specific dates, I can check availability and give you an exact quote. Would you like me to check any particular dates?" ## Smarter Lock Support Vanio AI now provides more reliable help with smart lock issues. When a guest reports problems with door codes or locks, the AI automatically: - **References only working locks** — Old, disconnected, or replaced locks are filtered out completely, so the AI never confuses guests by mentioning devices that no longer exist - **Focuses on resolution** — Instead of describing technical problems with defunct hardware, the AI concentrates on getting the guest into the property using the current, active lock - **Provides accurate device status** — When checking lock status, the AI only sees devices that are actually installed and functional at the property This prevents situations where the AI might reference phantom locks from previous installations or confuse guests with information about hardware that's been replaced. ## What the AI Can Actually Do Vanio AI has more than 180 real actions available — not just text replies. A few examples: - Generate and send a door code, after verifying the lock is online first - Approve an early check-in, after checking the cleaning task status and the cleaner's ETA - Charge for an upsell with a real price quoted from your live availability - **Quote live rental rates and check availability** for cars, bikes, and equipment - Create a maintenance task and notify the right person on your team - Process a refund within rules you've set - Modify a reservation — extend dates or accept an alteration request - Send a follow-up via SMS, email, or WhatsApp, even if the original message came in on Airbnb - Look up a different reservation if the guest mentions one - Search the local area for restaurants, pharmacies, or gas stations - Quote an extension price that matches what's on each platform - Coordinate with your cleaning team via direct message - Hand off to you when something needs a human ## Smart Escalation — Only When Truly Needed Vanio AI now escalates to you only when it genuinely needs human help — not just because a guest sounds upset. The AI has been updated to focus on whether it can actually resolve the issue, rather than reacting to emotional tone. **What this means for you:** - **Fewer unnecessary escalations** — Angry guests asking simple questions (like checkout times or WiFi passwords) now get direct answers instead of being handed off - **More guest issues resolved instantly** — The AI handles door code requests, cleaning complaints, and policy questions directly, even when guests are frustrated - **Better guest experience** — Guests get immediate solutions instead of waiting for human intervention on routine matters **The AI still escalates when appropriate:** - Guest explicitly asks to speak to a human or manager - The AI genuinely lacks the information or tools to resolve the issue - Safety emergencies or legal threats that require human judgment - Your procedures specifically instruct escalation for certain situations **Example:** A guest writes "This WiFi is RIDICULOUS and I have a meeting in 20 minutes!!!" The AI now recognizes this as a WiFi question (not an escalation trigger) and responds with the network password and troubleshooting steps, while acknowledging their frustration. ### Automatic Guest Acknowledgment During Escalations When Vanio AI does escalate to your team, guests now always receive an immediate acknowledgment so they know their message was received. This happens automatically in all escalation scenarios — whether the AI hands off to a specific person, department, or reassigns the conversation during the escalation process. **What guests see:** *"Thanks for the message — I've passed this along to our team and someone will get back to you shortly. — Vanio AI"* **What this prevents:** - Guests wondering if their message went through - Multiple follow-up messages while waiting for a response - Frustrated guests who think they're being ignored - Silent gaps when conversations are reassigned to specific team members or departments **How it works:** - The acknowledgment goes out instantly when escalation happens, even during complex handoffs - You still get notified and the escalation appears in your dashboard as normal - The guest sees the acknowledgment on their platform (Airbnb, SMS, email, etc.) - It appears in your conversation timeline so you know exactly what the guest saw - Works reliably whether the AI escalates to a general team queue or assigns to specific managers This acknowledgment is sent automatically — no setup required. It ensures guests never experience silence when Vanio AI hands conversations to your team, regardless of how the escalation is routed internally. ## The Three Modes - **Off** — AI is disabled. You handle every message yourself. - **Shadow** — The AI drafts a reply for every message but doesn't send. You review, edit, and approve. Best for trying it out without risk. - **Live** — The AI sends responses on its own. A quality supervisor reviews each draft before it goes out. You can set the mode per listing — some properties live, others shadow. ## How Team Handoffs Work When you or a team member reply to a guest message, the conversation is automatically assigned to that person. Vanio AI steps back and lets your team handle the conversation. ### Auto-Reassign to Vanio AI To make sure nothing falls through the cracks, conversations automatically return to Vanio AI after your team goes inactive for a set period (default: 1 hour). This ensures guests always get responses, even if your team gets busy. **To configure this:** 1. Go to **Settings → AI** 2. Find the "Auto-reassign to Vanio AI" section 3. Toggle it on or off 4. Set the timeout period (1 minute to 24 hours) When auto-reassign is enabled: - Your team member replies to a guest → conversation assigned to them - If they don't send another message within the timeout → conversation returns to Vanio AI - If they do reply → the timer resets This works perfectly for quick handoffs ("let me check with maintenance") and extended conversations where your team stays engaged. The auto-reassign feature now works reliably — when staff take over conversations but go inactive, Vanio AI will automatically reclaim them after your configured timeout period. ## How It Talks Vanio AI matches your style. Solo Airbnb host? Short, casual, friendly. Property management company? More professional. You can also customize the tone in settings. Over time, the AI remembers how you specifically prefer to handle things and adapts to each host across conversations. ## The Quality Supervisor Every Live response goes through a quality check before it's sent. The supervisor can approve, edit, retry the response with more context, or escalate to you. It catches things like wrong tone, missing information, or messages that should really involve a human — complaints, refunds, and safety issues. ## Your Dashboard Every message — incoming, AI draft, AI sent, supervisor edited, escalated — appears in the timeline. From there you can: - Watch the AI work in real time - Step in and reply yourself any time - Thumbs up or thumbs down each AI response (this trains it) - See the full message history across every channel ## Complete Channel Coverage With this update, Vanio AI now responds to guest messages on every channel where guests can reach you: - **Platform messages** (Airbnb, Booking.com, VRBO) — handled automatically - **Direct booking website chat** — guests messaging through your booking site - **Owner portal messages** — when guests message you through their guest portal - **SMS, WhatsApp, Email** — all routed through the same AI with full context - **Voice calls** — handled by the Voice Agent Your team also gets notified when you send messages directly through the owner portal, so nothing falls through the cracks. ## Setting It Up 1. Go to **Settings → AI**. 2. Pick the mode for each listing (Off, Shadow, or Live). 3. Configure auto-reassign settings (recommended: leave enabled with 1-hour timeout). 4. (Recommended) Train the AI on your properties first — see the AI Training doc. 5. That's it. The AI starts handling messages across all channels. ## Common Questions **Does it ever make things up?** It only uses information you've given it — knowledge base, listing details, reservation data. If it doesn't know, it asks you. **Can guests tell it's an AI?** Most can't. The AI doesn't pretend to be human, but it doesn't announce itself either. **What if I don't like a response?** Edit it before sending in Shadow mode, or thumbs-down it after in Live mode. The AI learns from both. **Does it work in other languages?** Yes. It detects the guest's language and replies in the same one. **What if I leave instructions in an internal note?** Vanio AI reads internal notes. You can leave it instructions like "when this guest messages back, ask about their flight number," and it will execute them on the next interaction. **Does the AI work on messages from my direct booking site and owner portal?** Yes. The AI now responds to guest messages sent through your owner portal and direct booking website with the same intelligence and context as platform messages. Your team gets notified when you message guests directly from the portal. **What about messages from co-travelers or additional guests?** The AI now properly receives and responds to messages from all booking party members. For safety, responses to co-travelers and additional guests are drafted for your review before sending, preventing accidental replies to guest-to-guest conversations while ensuring legitimate questions still get answered. **I think I missed some messages from additional guests before this update — what happened?** There was a bug where messages from co-travelers and additional guests on corporate bookings were being silently dropped before reaching the AI or your dashboard. This has been fixed, and all guest messages now properly reach your inbox and get AI responses. **What happens if I reply to a guest but then get busy?** The conversation will automatically return to Vanio AI after your configured timeout period (default: 1 hour). This ensures guests always get responses even when your team is handling other priorities. **Can I disable the auto-reassign feature?** Yes. Go to **Settings → AI** and turn off "Auto-reassign to Vanio AI." When disabled, conversations stay assigned to team members indefinitely until manually reassigned. **How do I know when a conversation has been reassigned back to the AI?** You'll see a note in the conversation timeline when the reassignment happens, and the conversation will move back to the AI queue in your dashboard. **Are my guest conversations private and secure?** Yes. We've implemented strict conversation isolation so your guest messages and AI responses are completely separate from other property managers' accounts. The AI only accesses information from your properties and reservations. **Will the AI still escalate angry guests to me?** Not automatically. The AI now focuses on whether it can resolve the issue rather than reacting to tone. An angry guest asking for the WiFi password will get the password, not an escalation. The AI only escalates when it genuinely lacks the information or tools to help, or when guests explicitly ask to speak to a human. **What if a guest is complaining about cleanliness?** The AI will schedule a cleaning task and apologize to the guest, rather than escalating. It only escalates cleanliness issues when there's something unusual that requires human judgment. **How can I tell if the AI is handling more issues directly?** You'll see fewer escalations in your dashboard and more completed conversations where the AI resolved the issue and took action (like sending door codes, scheduling cleaners, or answering policy questions) without needing your involvement. **What's the acknowledgment message that guests see when conversations are escalated?** Guests receive: "Thanks for the message — I've passed this along to our team and someone will get back to you shortly. — Vanio AI." This prevents them from wondering if their message went through while they wait for your team to respond. **Do guests always get an acknowledgment when escalated, even if the conversation gets reassigned to a specific person or department?** Yes. The acknowledgment now works reliably in all escalation scenarios, including when the AI assigns conversations to specific team members or departments during the handoff process. Guests will never experience silent gaps while waiting for your team to respond. **Can I customize the escalation acknowledgment message?** The acknowledgment uses standard wording to ensure consistency and clarity across all escalations. It's designed to be brief, professional, and clear that a human will follow up without making specific time promises. **Will I see the acknowledgment message in my dashboard?** Yes. The guest acknowledgment appears in your conversation timeline so you know exactly what the guest saw when the escalation happened. **What if I have old smart locks that were replaced — will the AI mention them?** No. The AI now automatically filters out inactive, disconnected, or replaced smart locks. It only references devices that are currently active and working at your properties, preventing confusion about old hardware. **How does this help with lock troubleshooting?** When guests report lock issues, the AI focuses on the actual working lock at the property and provides relevant help. It won't get sidetracked by mentioning old locks that were removed or replaced, leading to clearer, more helpful responses. **What if all my smart locks are offline or inactive?** The AI will recognize that no active locks are available and handle the situation appropriately — either by escalating to your team for manual assistance or providing alternative entry instructions you've configured. **How accurate are the rental prices the AI quotes?** The AI pulls pricing from the same system your booking site uses, so every quote is current and matches what guests would see when booking directly. No more outdated rates from knowledge base articles. **Can the AI check rental availability for specific dates?** Yes. When guests ask about availability ("Is the Tesla free June 26-28?"), the AI runs a real availability check and provides an exact quote for those dates, including any applicable discounts or fees. **What rental information can the AI provide?** Everything guests need: daily/weekend rates, weekly/monthly discounts, cleaning fees, security deposits, vehicle specs (make, model, features), rental terms (age requirements, mileage limits), pickup location, and a direct link to book. **What if I don't offer any rentals?** The AI will know you have no rental items configured and won't offer or invent any rental options when guests ask. **Does this work for bikes and equipment, or just cars?** It works for all rental items — cars, bikes, equipment, or anything else you've configured in your rental system. The AI provides the same live pricing and availability for all rental types. **Why are my guests getting faster responses now?** The AI now automatically fills in template variables (like door codes and WiFi passwords) instead of holding messages for your review. Verified guests get complete information instantly, while security remains the same — sensitive details still require portal verification. **What if the AI tries to send sensitive information to an unverified guest?** The security system prevents this. Unverified guests still get directed to complete portal verification before receiving access codes or other sensitive details. The AI respects all the same verification requirements as before. **Will I see fewer messages in my review queue?** Yes. Messages that would have been held just to fill in template variables now get sent automatically with the correct information. You'll only see messages that genuinely need human review or have problematic content that requires your attention. **What happens if the AI can't find the information to fill in a template variable?** If data is genuinely missing (not just behind a verification gate), the message is still held for your review rather than sending incomplete information to the guest. The AI only sends messages when it can provide complete, accurate responses. -------------------------------------------------------------------------------- # What Vanio AI Actually Is URL: https://www.vanio.ai/docs/what-is-vanio-ai Tags: ai, agent, architecture, memory, tools, learning, foundation, usp Vanio AI is an intelligent agent that controls your entire vacation rental platform — not just a chatbot, but a system with memory, tools, and 4x faster response times through smart tool loading. -------------------------------------------------------------------------------- Most products in this space have an "AI feature." Vanio is an AI **agent** that runs the platform. Different thing. A feature is a chatbot bolted onto a PMS — a single text-in / text-out widget with a pre-set list of FAQs. An agent is a system with memory, tools, judgment, and the authority to actually do things on your behalf. Vanio AI reads a guest's message, thinks about it in the full context of that reservation (smart lock state, cleaning status, payment history, prior conversations, house rules, the guest's history with you), decides what to do, and then does it — sends the reply, generates the access code, charges the card, updates the calendar, files the resolution claim, dispatches the cleaner, escalates to you when it's not sure. All in one continuous loop. All across the whole platform, not just the messaging window. This doc is the foundational explanation of what Vanio AI actually is — what it sees, what it remembers, what it can do, how it learns, and when it asks for help. If you're trying to understand how Vanio is different from "PMS + AI chatbot," start here. > **Quick reference:** What is Vanio AI, AI agent, AI architecture, AI memory, AI context, AI tools, AI reasoning, AI learning, autonomous AI, AI escalation, AI vs chatbot, agentic AI for property management, intelligent property management, what can Vanio AI do, how does Vanio AI work, how does the AI think — this is the foundational doc. ## The shape of the agent Vanio AI is built around three principles that distinguish it from a chatbot wired into a CRM: ### 1. One unified context layer Every reservation, every guest, every property, every team member, every smart device, every payment, every workflow — they all live in a single context system the AI can read and write to. When a guest sends a message, the AI doesn't pull "the message and the booking dates" — it has access to the entire reservation timeline (every event, every prior message, every payment, every lock action, every task, every workflow run). It pulls what it needs. This is why a Vanio AI reply about an early check-in mentions the actual cleaner's actual current task status. A chatbot can't do that. It doesn't have the cleaning system. We do. ### 2. Smart tool loading The AI doesn't pick from a list of canned responses. It has access to ~30 tool domains — discrete capabilities it can invoke to actually take action. But here's what makes Vanio different from other "AI agents": our agent doesn't load all 200+ tools at once, which would overwhelm the AI and slow down every response. Instead, Vanio AI uses **on-demand tool loading**. The agent starts with just 2 core tools: - **search_knowledge_base** — Your primary reasoning tool for finding property-specific information - **call_domain_tool** — Universal dispatcher that can reach any other capability as needed When the AI needs a specific capability — like checking calendar availability or creating a task — it uses the dispatcher to load exactly that tool, execute the action, then return to its streamlined state. This architecture gives you **4x faster response times** while maintaining access to the full platform. The tool domains include: - **Reservation actions** — accept, decline, modify, move, cancel, refund, charge, alteration - **Calendar & availability** — block dates, set min nights, override prices per date - **Tasks** — create, assign, complete, photo-verify cleaning and maintenance work - **Smart locks (IoT)** — generate codes, lock/unlock, troubleshoot - **Payments** — charge, refund, authorize, deposit capture/release - **Listings management** — content, photos, amenities, rules, policies - **Knowledge base** — search, create articles, link sources to replies - **Workflows** — trigger, suspend, resume, configure - **Service provider workspace** — dispatch, accept on behalf of, track - **Owner communications** — owner reports, owner messages, owner-side context - **Operations comms & staff** — internal team messaging, role-aware notifications - **Custom variables, listing groups, settings, signatures, websites, guests, reports, memory, onboarding** Each tool has its own schema, validation, and permission scope. The AI picks the right tool for the situation, calls it with the right parameters, and the tool actually executes against the live system. When the AI says "I generated a new access code for your guest," a real code was actually generated and pushed to the lock. When it says "I refunded the cleaning fee," a real refund went through payment processing. This is the difference between a chatbot saying "I'd be happy to help you with that" and an agent actually doing it. ### 3. Memory that survives between conversations Vanio AI doesn't start fresh on every message. It has long-term memory at every level: - **Per guest** — preferences, prior issues, communication style, past bookings, what they cared about, what made them happy, what didn't - **Per property** — quirks, recurring issues, local recommendations, special instructions - **Per host / property manager** — your tone, your standards, the rules you don't bend on, the upsells you offer, the wording you prefer - **Per team member** — who's responsible for what, who handles escalations, who doesn't work weekends The memory layer is backed by structured services that decide what to remember, how to retrieve it, and when memory becomes stale. The agent isn't blindly stuffing every conversation into a vector database; it selectively learns from outcomes — what worked, what got corrected by a human, what got rephrased into a knowledge base article. ## How the agent thinks The high-level loop, simplified: 1. **Trigger** — a guest sends a message, a webhook fires, a workflow trigger matches, a scheduled procedure runs, or a host @-mentions the AI. 2. **Context assembly** — the context service pulls everything relevant: the reservation, the guest profile, the property knowledge base, recent messages, any active tasks, the smart lock state, the calendar, the payment history, the AI's memory of this guest and property. 3. **Reasoning** — the agent reads the assembled context and decides: what does the guest actually want? Is this answerable from the knowledge base? Does it require a tool call? Is it a multi-step procedure? Should I escalate? 4. **Action** — the agent calls one or more tools on-demand. Sometimes it's a single tool ("send a reply"). Sometimes it's a sequence ("check the cleaner's task status, message the cleaner, wait for response, then reply to the guest with the answer"). Sometimes it's a procedure — a multi-step skill the agent executes across minutes or hours. 5. **Learning** — every interaction is logged with its outcome. Did the human approve the reply? Did they edit it? Did they reject it and write something different? Did the workflow succeed? The learning services use these signals to tune confidence scoring, surface gaps in the knowledge base, and detect patterns that should become procedures. 6. **Escalation** — if the agent's confidence falls below a threshold, or it hits a situation it's not sure about, it stops and escalates to the human host with full context: "Here's what the guest asked, here's what I'd say, here's why I'm not sure. Approve, reject, or write your own." You see all of this in the unified reservation timeline. Every reasoning step. Every tool call. Every escalation. (See [The Unified Reservation Timeline](/docs/unified-reservation-timeline) for what that looks like in the dashboard.) ## How the agent learns Vanio AI is not a static model. It's a learning system with multiple feedback loops baked in: ### Shadow Mode learning When you start with Vanio, the AI runs in **Shadow Mode** — every reply is drafted but you approve, edit, or reject it before it sends. Each rejection or edit becomes a training signal. The shadow learning service captures these and uses them to re-tune the agent's behavior for your specific style and standards. After enough cycles, you flip to Live Mode and the AI handles things autonomously, with the same instincts you taught it. See [Shadow Mode](/docs/shadow-mode) for how this works in practice. ### Supervisor learning A second AI — the QA supervisor — reviews the primary agent's outputs after the fact. If the supervisor catches something off (wrong tone, missed context, incorrect fact), that becomes a learning event. The supervisor learning service feeds these back into the primary agent's confidence calibration and prompt tuning. This is why the AI gets better the more you use it, even without explicit human correction. ### Pattern detection Every interaction is analyzed for patterns. The procedure pattern detection service watches for sequences of actions that get repeated across reservations — "AI checks cleaner status → messages cleaner → waits for confirmation → replies to guest with approval" — and surfaces them as candidate procedures. You can promote a candidate procedure to a real, named, reusable AI Skill in one click. ### Knowledge gap detection The gap filler service watches for questions the AI couldn't answer well — repeated questions from different guests, hesitations, low-confidence escalations. It surfaces them in your AI dashboard as "your knowledge base is missing X." You add the article, the AI uses it from then on. This is how the knowledge base grows organically from real guest behavior, not from you trying to imagine every possible question upfront. ### Cross-customer intelligence With permission, the AI learns from patterns across the whole Vanio customer base — anonymized, never sharing your specific data. If 90% of properties on Vanio have a doorbell camera issue every Tuesday morning, the AI learns to anticipate it. If a particular guest verification trick works at 20 different properties, the AI brings it to yours. This is the network effect — every Vanio property makes every other Vanio property's AI smarter. ### Repeated question detection The repeated questions service watches for guests asking the same thing in different ways. When it spots a pattern, it suggests adding it to the knowledge base, and it groups the conversation history so you can see how the AI has been answering that pattern over time. Useful for spotting subtle drift before it becomes a problem. ### Rephrase detection A separate service catches when guests ask the same question with different wording — important for tracking AI quality. If 50 guests asked "what time is check-in" and 10 different phrasings were used, the AI should answer all 10 the same way. The rephrase service confirms that. ## Where the agent actually runs Vanio AI isn't a single chatbot endpoint. It runs in many places, all sharing the same context layer and memory: ### Guest messaging The most visible. The agent reads guest messages on Airbnb, Booking.com, VRBO, WhatsApp, SMS, email, your direct booking website portal — and replies on the same channel. Every reply is contextual, never templated. See [How Vanio AI Handles Messages](/docs/ai-messaging). ### Voice calls The same agent answers phone calls for properties. Guests call the property number; the AI picks up, has the same context, can handle the same actions, and routes complex situations to a human. See [Voice Agent](/docs/voice-agent). ### Workflows Every workflow can call AI as an action. "When a noise alert fires, ask AI to draft a polite warning to the guest, then send it." The workflow engine wires AI into automation as a first-class action type, not as an afterthought. ### AI Skills (procedures) You can build named multi-step skills the AI executes on demand. "Early check-in approval skill" might be: check cleaner status, message cleaner, wait, evaluate response, reply to guest with decision. AI Skills are how you teach the agent specific business logic without writing code. See [AI Skills](/docs/ai-skills). ### AI Lab Inside every reservation modal, there's an AI Lab panel where you can test how the agent would respond to a hypothetical guest message — using the live context of that real reservation. Voice mode included. This is how you tune and verify the AI before flipping it on. ### Internal queries Hosts and PMs can talk to the agent directly to query their portfolio: "How many guests checked in this week?" "Which properties have the lowest cleanliness ratings this quarter?" "Which workflows failed today?" The AI uses the same tool layer to fetch and synthesize answers. ### Owner communications A separate-but-related agent (the owner agent) handles communications between PMs and the property owners they manage on behalf of. Same architecture, owner-specific context. ### Listing CMS A specialized agent that helps you write and improve listing content — descriptions, photos, amenities, headlines. Same architecture, listing-content-specific tools. ## What Vanio AI is NOT Equally important to set expectations: - **It's not a chatbot you train with FAQ pairs.** You don't sit down and write 200 question/answer pairs. You connect your channels, the AI starts working, and it learns from real guest behavior. - **It's not a slow AI that loads everything at once.** Our on-demand tool loading architecture means the AI responds 4x faster than traditional "load all tools" approaches while maintaining full platform access. - **It's not an LLM call wrapper.** It's a system. The LLM is one component. The context layer, memory, tools, learning loops, supervisor, escalation logic, and audit trail are all our infrastructure. Swap the underlying model and the agent still works the same way. - **It's not a generic agent like "ChatGPT for hosts."** It has specific tools for specific jobs and specific guardrails for the things that matter (charges, cancellations, communications that could damage your reputation). It will not do things outside its scope. - **It's not autonomous on day one.** Shadow Mode is the default for a reason. You verify behavior before enabling autonomous action. You can stay in Shadow Mode forever if you want. - **It's not a black box.** Every action it takes is logged with full reasoning, the tools it called, the context it had, and the result. Auditable end to end. See the unified reservation timeline. ## Why this is structurally hard for competitors to replicate Most other tools in this space were built as PMS-first products. The AI was added later, as an integration with a third-party agent platform or as a thin wrapper around an LLM. The architectural problem: their AI doesn't have native access to their own product. It can read messages and write replies, but it can't actually do things across the system because the system was never designed to be controlled by an agent. Vanio is the inverse. We built the data model, the context layer, and the tool surface specifically so an AI agent could control everything. Every host action in the dashboard has a corresponding tool the agent can call. Every event is on a unified timeline the agent can read. Every learning signal flows back into the same memory layer. Our on-demand tool loading architecture adds another layer of complexity — we built a capability index and dispatch system that lets the AI discover and invoke tools without loading them all upfront. This isn't just faster; it's a fundamentally different approach to AI tool management that requires rethinking the entire agent architecture. This isn't a moat we built by accident — it's the design choice that makes everything else possible. If a competitor wanted to catch up, they'd need to rewrite their data model from scratch. That's not a feature gap; it's an architectural gap. ## What this means for you in practice - You get an AI that actually does the work instead of asking you to. - You get **4x faster AI responses** thanks to smart tool loading that only uses what's needed. - You get full visibility into what the AI is doing and why. - The AI gets better the more you use it, without you doing training data work. - You can trust it with high-stakes actions because there's an audit trail and a confidence/escalation system. - You don't have to choose between "AI" and "control" — you have both, calibrated to your comfort level. ## Common questions **"Is this just GPT-4 with a system prompt?"** No. The LLM is one component. The context layer, memory, tools, learning loops, supervisor, escalation logic, and audit trail are the system. The LLM is interchangeable and doesn't define the product. **"How is the AI so much faster than other AI agents?"** On-demand tool loading. Most AI agents load hundreds of tool definitions into every conversation, which slows down reasoning and can exceed context limits. Our agent loads just 2 core tools and uses a capability index to discover and invoke other tools only when needed. This gives us 4x faster response times without sacrificing functionality. **"What if the AI makes a mistake?"** Three layers catch mistakes: (1) the agent's own confidence threshold escalates to you when it's unsure, (2) the QA supervisor reviews outputs after the fact, (3) you see every action in the timeline and can reject or undo. Plus shadow mode for high-risk situations where you want every reply approved before sending. **"Can I turn the AI off?"** Yes. Shadow Mode (drafts, no autonomous send) and full Off (no drafts, completely manual) are both supported. You can turn it off per channel, per property, per skill, or globally. Granular control is the point. **"Will the AI cancel a reservation without my approval?"** By default, no. High-stakes actions (cancellations, large refunds, listing edits) require either your approval or an explicit AI Skill that gives the agent that permission. You decide how much authority to delegate. **"How is this different from Hostaway's AI / Guesty's AI / [competitor]'s AI?"** They're features. Vanio is an agent. The difference shows up in what happens when a guest asks a question the AI hasn't been told to handle: a feature returns "I don't know, please contact your host." Vanio's agent pulls every relevant piece of context, calls the right tools, and resolves the situation — or escalates with the full picture so you can resolve it in 30 seconds. The architectural difference is that we built the system to be controlled by AI from day one, with smart tool loading that makes it 4x faster than traditional approaches. They retrofitted AI onto a system that wasn't designed for it. -------------------------------------------------------------------------------- # Real Scenarios — What Vanio Actually Does URL: https://www.vanio.ai/docs/real-scenarios Tags: scenarios, examples, case-study, ai, usp, comparison, cross-system, positioning Six real cross-system scenarios — early check-in, mass cancellation, mid-stay maintenance, lock failure, review handling, owner reports — that take minutes in Vanio and hours in every other stack. -------------------------------------------------------------------------------- The fastest way to understand Vanio is to read what actually happens in real situations — not the marketing copy, the actual minute-by-minute. These are real scenarios from real properties on Vanio. Each one is the kind of thing that takes 30 minutes and 4 phone calls in a traditional PMS stack and 30 seconds with zero human input on Vanio. The pattern is the same in every case: because everything lives in one system with one AI, the AI can act across silos that would otherwise need humans to bridge them. > **Quick reference:** Real example, case study, killer scenario, AI in action, AI across systems, AI does everything, what does Vanio do for me, before vs after, how Vanio works, real story, customer story, AI handles X, AI cross-system, AI across departments, masterpiece example — the scenarios below are the proof. ## Scenario 1 — Early check-in coordinated with the cleaner in real time **The setup.** A guest checks in at 4pm normally. They land at the airport at 11am, text the property phone number: "Hey, any chance we could check in early?" **What every other tool does.** You see the message a few minutes later (between coffee and your morning meeting). You open the property's cleaning app to see if the cleaner is there yet — maybe she's on the way, maybe she's done, maybe she hasn't started. You text her on her personal WhatsApp: "Hey Maria, the guest at 1247 wants to check in early, are you done?" She replies an hour later because she's mid-shift at another property: "I'll be done by 2:30." You go back to the messaging tool, find the guest thread, type "Yes, you can check in at 2:30, I'll send the door code closer to the time," send it. You forget to send the code. The guest arrives at 2:30, no code, texts you again. You check the lock app, generate a code, go back to the messaging tool, paste it in. Total time: 45 minutes spread across 3 hours. **What Vanio does.** The guest's message lands. The AI reads it, sees the early check-in request, and immediately checks the cleaning task's live status (because cleaning tasks live in the same system as guest messaging). The cleaner's status: In Progress. The AI opens a chat with the cleaner — same system, same database, no third-party app — and asks "When do you expect to finish #1247?" The cleaner replies "2:30." The AI evaluates: the host has early check-in upsells enabled at $30, so it sends the guest the upsell link instead of just approving; OR if the host doesn't upsell, the AI directly approves the earlier time. Either way, when the guest's payment goes through (or when the time is approved), the AI generates a fresh access code timed to start at 2:30, pushes it to the lock, and sends the guest the code in the same thread. The host sees nothing in their inbox unless they want to. Total time: under 60 seconds. Total host involvement: zero. **Why this is structurally only possible in one system.** The AI needs to be able to (a) read the cleaning task status, (b) message the cleaner directly, (c) wait for the cleaner's response and incorporate it, (d) check the host's upsell configuration, (e) optionally take payment, (f) generate a smart lock code, (g) reply to the guest on the right channel, (h) all in one continuous reasoning loop. Try doing that across PMS + cleaning app + WhatsApp + payments tool + lock app + messaging tool. You can't, because none of them know about each other. ## Scenario 2 — Booking.com mass cancellation, AI reads internal team notes and responds appropriately **The setup.** A property manager has 30 properties on Booking.com. One Tuesday morning, Booking.com flags 10 of them for KYC verification issues — Booking.com's compliance team is asking for additional host documentation. The PM's team is actively working with their Booking.com account manager to resolve it; nobody has cancelled anything yet, but Booking.com has temporarily flagged the listings. Meanwhile, guests with upcoming reservations on those 10 listings start asking "I saw something about my booking — is everything okay?" **What every other tool does.** The AI chatbot has no idea what's happening at the company level. It sees "is my booking okay" in the message thread, defaults to its training, and either says "I don't see any issues with your booking, you're confirmed for X dates" — which becomes a lie when Booking.com cancels them — or it says "I'm unable to find information about your booking, please contact your host directly," which sends every guest into the host's inbox at once and creates a panic. The host spends the day manually copy-pasting an explanation into 10 different threads on 4 different channels. **What Vanio does.** The PM's team had already left an internal note on each affected reservation: "KYC issue with Booking.com — working with account manager Pavel to resolve, expected by Thursday. Do NOT cancel guest stays. If guest asks, reassure them we're handling it." The AI reads internal team notes the same way it reads guest messages, because they live on the same reservation timeline. When a guest asks "is my booking okay," the AI sees the internal note, understands the situation, and responds with the right tone: "Yes, everything is in order. There's a small administrative item we're sorting out with Booking.com — entirely on their side, not affecting your stay. We'll send you final check-in details by Thursday as planned. Anything I can help with in the meantime?" Each reply is personalized. None of them lie. None of them panic the guest. The host spends the day on actual work instead of crisis comms. **Why this is structurally only possible in one system.** The AI has to be able to read internal team notes and consider them context for guest replies. In every other tool, internal notes (if they exist at all) live in a Slack channel or a separate "host notes" tab the AI can't see. The AI replying to the guest has no idea the team is already handling the issue. The whole point of the unified reservation timeline is that internal context and guest-facing context are the same context, and the AI has access to both. ## Scenario 3 — Mid-stay maintenance issue, AI dispatches and follows up **The setup.** A guest texts at 9pm: "Hi, the AC isn't cooling. Just blowing warm air." **What every other tool does.** You see the message in the morning because nobody's monitoring the inbox at 9pm. You message the maintenance vendor. They respond at 11am: "I can come tomorrow morning." You message the guest back: "I've contacted maintenance, they'll come tomorrow." Guest is unhappy. They write a 3-star review citing the slow response. **What Vanio does.** AI reads the message at 9pm. AI knows: the property has a maintenance contact configured, the contact's availability hours are in the system, AC issues are categorized as "high priority" by the host's settings. AI immediately (a) replies to the guest within seconds: "I'm so sorry — I'm contacting maintenance right now and will get back to you within 15 minutes with a plan," (b) creates a maintenance task, (c) dispatches the task to the on-call maintenance contact via SMS, (d) waits for the contact's reply, (e) when the contact responds "I can be there by 9:45pm", the AI replies to the guest: "Tom from our maintenance team is on his way and will be there by 9:45pm. He'll text you when he arrives." (f) AI then schedules a follow-up message for the next morning to verify the issue is resolved, (g) if the issue isn't resolved, AI escalates to the host for a partial refund decision and offers the guest a goodwill gesture. The guest leaves a 5-star review citing the speed of response. **Why this is structurally only possible in one system.** The AI needs to know the maintenance contact, dispatch tasks, message external contacts, wait for replies, schedule follow-ups, and offer compensation — all without human involvement. Every other tool needs the host to manually relay messages between guest, vendor, and back. The AI in those tools is at best a typing assistant. ## Scenario 4 — Smart lock code never generated, guest stuck at the door **The setup.** Guest arrives at 4pm for check-in. They open the access instructions email: the door code is missing — there's a placeholder where the code should be. They text the host: "Hi, I'm at the door but there's no code in the email." **What every other tool does.** You see the message a few minutes later. You go to the lock app on your phone, generate a new code, copy it, paste it into the messaging tool, send it. Took 5-7 minutes. Guest is mildly annoyed but moving on. **What Vanio does.** The AI reads the message instantly. It checks the reservation: is there an active access code linked to this reservation? No. Does the property have a connected smart lock? Yes. Is the guest within their valid check-in window? Yes (it's 4pm on the check-in day). The AI generates a fresh access code via the smart lock integration, pushes it to the lock device, and sends the guest the code: "I've sent a fresh code to your door — try 4729. It works from now until checkout. So sorry for the confusion." Total time: 8 seconds. The host doesn't even know it happened until they look at the audit trail later. The audit trail shows: "AI generated access code 4729 for reservation #18472 in response to guest message at 16:01." **Why this is structurally only possible in one system.** The AI has to be able to (a) detect the issue from a vague message, (b) check the reservation for an existing code, (c) verify the guest's check-in window, (d) generate a new code via the lock integration, (e) push it to the actual lock, (f) reply to the guest with the code. Lock APIs, messaging, reservation context, code generation — all in one tool stack. Every other architecture requires a human to glue these together. ## Scenario 5 — Negative review handling with full guest history context **The setup.** A guest leaves a 3-star review with "the property was nice but cleanliness wasn't great — found hair in the shower." The host reads it and is annoyed because the cleaning was actually verified with photos. **What every other tool does.** You read the review. You search the property's cleaning app for the photos from that turnover. You scroll through 40 photos, find the bathroom shots, see they look clean. You go back to the review tool to draft a response. You don't know how to respond — defensive ("we have photos!") or apologetic ("we're so sorry!"). You wing it. Takes 15 minutes for one review. **What Vanio does.** The review syncs into Vanio. The AI Review Analysis service runs immediately: cleanliness mentioned, severity medium, issue category cleanliness, AI extracts the exact quotes ("hair in the shower"), checks the cleaning task that preceded this stay, finds the photos linked to the task, sees the bathroom was photographed and verified clean. The AI drafts a response that says: "I'm sorry the bathroom wasn't to your standards — we do photograph and verify every clean before check-in, so this is unusual for us. I've shared your feedback directly with our cleaning team to make sure it doesn't happen again. We'd love to host you again and make it right." The host approves and posts in 10 seconds. The cleaning team gets a separate internal message from the AI with the specific feedback ("hair in shower mentioned in 3-star review on 2026-03-14") so they can address it with the cleaner directly. The AI also tags the cleaning vendor's quality score for the report. **Why this is structurally only possible in one system.** The AI needs reviews + cleaning tasks + photos + cleaner profiles + internal messaging + the host's voice to all live in one system. Every other architecture has reviews in one tool, cleaning in another, photos in a third, internal comms in a fourth. Stitching it takes 15 minutes per review per human. ## Scenario 6 — Owner wants a custom report at 11pm on a Sunday **The setup.** A property manager handles 50 properties for various owners. One owner emails Sunday night: "Hey, can you send me a breakdown of my Q1 occupancy and net payout vs the same period last year? I'm meeting with my accountant tomorrow." **What every other tool does.** You sigh because you're watching a movie. You open the laptop, log into the PMS, find the owner's properties, run a report (the report tool only does calendar quarters, not arbitrary dates), export to CSV, open Excel, manually subtract Stripe fees, manually compare to last year (which means running another report and pasting both into a third sheet), format it, write the email, attach it, send. 90 minutes. Sunday evening ruined. **What Vanio does.** The owner is connected via the owner portal. They send the email; the owner agent reads it (owner communications go to a dedicated AI, with the same architecture but owner-specific context). The owner agent recognizes "Q1 occupancy and net payout vs same period last year" as a structured report request. It pulls the data via the same tool layer the host AI uses, generates the comparison table, formats it as a clean PDF with charts, and emails it back to the owner within 30 seconds. The AI also CCs the host's "owner reports" log so the host sees what was sent. Sunday evening uninterrupted. Owner is impressed. **Why this is structurally only possible in one system.** The owner agent needs (a) tool access to the same data the host uses, (b) the ability to recognize natural-language report requests, (c) PDF generation, (d) scoped access (only this owner's properties, not the whole portfolio), (e) audit logging back to the host. Every other tool has a customer-facing portal that can serve pre-built reports, not generate ad-hoc ones. ## What these scenarios have in common Every one of them depends on the same architectural fact: **everything is one system, the AI has tools across the whole system, and the AI has memory and context that span the whole system.** Take that away — split the system into separate tools — and every scenario either becomes impossible or becomes a 30-minute human task. This is what we mean when we say "Vanio is AI-native, not bolted on." The AI isn't a layer on top of the platform. The platform was designed to be operable by an AI agent. That's why these scenarios work. ## When you'll feel this most The scenarios above happen at every property, every week. Most hosts adapt to them by lowering their expectations — they accept that some things just take time, some guests wait, some reviews are unfair, some Sunday evenings get hijacked. Vanio raises the floor: the boring stuff disappears, you get back to the work that actually requires you. The biggest signal you'll notice in your first month: your phone stops buzzing as much, your inbox stops being full of "what's the wifi password" type questions, and the time you spend on Vanio is the time you actively chose to spend, not the time you were forced to spend reacting. That's the product. -------------------------------------------------------------------------------- # Voice Agent URL: https://www.vanio.ai/docs/voice-agent Tags: ai, voice, phone, calls Vanio AI answers your property phones 24/7 with full reservation context — and automatically texts guests any links that come up during the call instead of reading them aloud. -------------------------------------------------------------------------------- The same Vanio AI that handles your text messages also answers your property phone numbers, 24/7. When a guest calls, the AI already knows who they are, why they're probably calling, and the full context of what's happening with their reservation — including things your team has been discussing internally about it. This is not a chatbot reading from an FAQ. It's the same brain that runs the rest of your operation, on the phone. ## The scenario that shows what this really means Booking.com cancels 10 of your reservations because of a verification issue on their side. Your operations team opens each affected reservation and writes internal notes: what happened, who's at fault, what the refund timeline looks like, who to escalate to. An hour later, the affected guests start calling. Angry. Confused. The AI picks up. It already knows: - Their booking was cancelled - It was a Booking.com platform issue, not your fault - What your team is doing about it (because it reads the internal notes) - What to tell the guest — refund timing, alternative dates, who to escalate to if they push No FAQ lookup. No "let me transfer you." The AI handles a complex, evolving situation in real time because it sees exactly what your team sees. ## What the AI knows during a call - **Who's calling.** It matches the incoming phone number to the guest's reservation automatically. If they have multiple stays — past, current, upcoming — it politely asks which one, using the city or street so the guest recognizes it. When the system doesn't immediately recognize the caller, it smoothly asks for their name or confirmation code to look up their reservation. - **The full reservation.** Dates, party size, special requests, what they paid, whether they finished verification, what upsells they bought. - **Your team's internal discussion.** Notes and internal messages your team posted on this reservation. Whatever your team has diagnosed about an issue is already in the AI's head. - **The property.** Address, WiFi, door codes, parking, house rules, amenities — the entire knowledge base. - **Live operational state.** Is the cleaning done? What's the cleaner's ETA? Is the smart lock online and is the code programmed? What's the noise sensor reading right now? - **Past conversations.** Every text, email, and previous call this guest has had with you, going back to their very first message. ## What the AI can actually do on the call Not just answer questions — take real action: - **Generate a door code** and read it out, or text it mid-call so the guest has it on screen. - **Approve an early check-in** after checking the cleaner's status. - **Process a refund** within the rules you've set — but only for direct bookings made through your website. - **Create a maintenance task** ("the AC is broken") and notify the right person on your team. - **Send a follow-up text** during the call with directions, links, or codes. - **Look up another reservation** if the guest mentions a friend or a previous stay. - **Check the calendar** for an extension and quote a real price on the spot. - **Transfer to you** when something genuinely needs a human — and the transfer now works properly, connecting guests directly to your team without dropping the call. ## More real examples - A guest calls confused about a charge. The AI checks the payment history and explains exactly what was charged, when, and why. - A guest calls saying "my friend in unit 503 had this problem last week." The AI looks up unit 503's history and references it. - A guest calls with a noise complaint at 2am. The AI checks the noise sensor reading, decides whether the offending unit really is too loud, and sends a polite warning. - A guest calls saying their door code isn't working. The AI checks if the lock is online, if the code is programmed, and if the timing window is right — then either fixes it remotely or escalates. ## Setting it up 1. Go to **Settings → AI → Voice**. 2. Buy a phone number through Vanio in a few clicks, or attach a number you already own. 3. Pick which property the number belongs to, or leave it global. 4. Update your listings to use the new number. 5. That's it — the AI starts answering immediately. You can add as many numbers as you need: one per property, or one shared number for everything. ## How links are handled during calls When the AI needs to share a link with a guest — such as a guest portal URL to submit an early check-in request — it will never read the link aloud. Long web addresses are impossible to follow over the phone. Instead, Vanio automatically sends the guest a text message with the link the moment it comes up in the conversation. The guest gets a clean, tappable link on their phone while the call continues naturally. You'll see this reflected in the call transcript: the AI's spoken response won't contain any URLs, and a separate text message to the guest will appear in the reservation timeline showing exactly what was sent. This happens automatically — there's nothing to configure. ## Reliable call handling The voice system has been enhanced to handle all types of callers smoothly. Whether the system immediately recognizes who's calling or needs to ask for guest information, calls now flow naturally without technical interruptions. When caller information isn't immediately available, the AI politely requests a name, email, or confirmation code to look up the reservation — no more system errors that could drop calls or create frustrating experiences for your guests. ## OTA booking cancellations When guests call to cancel reservations made through Airbnb, Booking.com, or VRBO, the AI now handles these properly by directing guests to cancel through the original platform. This ensures: - **Refunds process correctly** — only the booking platform can issue refunds through their cancellation policies - **No confusing promises** — the AI won't quote refund timelines that only the platform can determine - **Clear next steps** — guests get specific instructions like "Open the Airbnb app, go to Trips, find this booking, and tap Cancel" For direct bookings made through your website, the AI can still process cancellations and refunds directly according to your cancellation policy. ## Escalation and transfers When guests request to speak with someone or when the AI encounters a situation that needs human attention, the transfer system now works reliably end-to-end. Previously, there was an issue where the AI would announce "I'm transferring you" but the call would sit silent — this has been completely fixed. Now when a guest asks to speak with a person, the AI will: - **Connect the call properly** — transfers actually go through to your team instead of dropping - **Create timeline entries** with full context of what happened during the call - **Send notifications** to the right team members via your configured escalation rules - **Use smart routing** — calls reach the right person based on the property, time of day, or issue type you've set up The AI also follows strict safety rules: it won't make promises it can't keep, like telling guests "I'll call you back" when it can't actually do that. ## After the call The full transcript and a short summary appear in the dashboard timeline for that reservation, right alongside texts and emails. You'll see: - What the guest asked - What the AI said - Any actions the AI took during the call - The outcome — resolved, escalated to you, or missed - Full escalation tracking if the call was transferred to your team - Any text messages sent to the guest during the call, including links If you have call recording enabled, you can listen back to the audio. ## System health and support Vanio's voice system includes built-in diagnostic capabilities that help our support team quickly resolve any calling issues you might experience. When you report a problem, our team can instantly verify: - What version of the voice system is running - Whether all calling services are properly configured - System health and uptime status This means faster troubleshooting and resolution when you need help — no more back-and-forth trying to diagnose basic connectivity issues. ## Pricing Voice calls are billed per minute. See the pricing page for current rates. ## Common questions **Will guests know it's an AI?** Most can't tell. The voice is natural. The AI doesn't pretend to be human, but it also doesn't announce itself. **What languages does it speak?** Whatever the guest speaks. The AI detects the language and replies in the same one. **Can it escalate to me?** Yes. For emergencies, complaints, or anything outside its rules, the AI transfers to you or texts you immediately. The transfer system now works reliably — guests actually get connected to your team instead of being dropped. **What about random callers who aren't guests?** It politely directs them or takes a message. **What if the AI doesn't recognize who's calling?** The system smoothly asks for a name, confirmation code, or email to look up their reservation. This happens seamlessly without any technical errors or dropped calls. **Can the AI cancel any type of booking?** The AI can only cancel direct bookings made through your website. For Airbnb, Booking.com, or VRBO reservations, it will guide guests to cancel through those platforms to ensure refunds process correctly. **Why did my guest receive a text with a link during a call?** This is expected behavior. When the AI needs to share a link — like a guest portal URL — it sends the link directly to the guest's phone as a text message instead of reading it aloud. This makes it much easier for guests to actually use the link. **What if there are calling issues?** Our support team can quickly diagnose and resolve problems using built-in system health checks — just contact us through the usual support channels. -------------------------------------------------------------------------------- # Shadow Mode URL: https://www.vanio.ai/docs/shadow-mode Tags: ai, shadow-mode, oversight, trust Vanio AI drafts replies without sending — you review and approve, with automatic draft-first behavior enforced for all email-sourced messages regardless of your listing's mode. -------------------------------------------------------------------------------- # Shadow Mode Shadow Mode is the safest way to try Vanio AI. The AI reads every guest message and writes a draft reply — but it never sends anything. You stay in control. You review the draft, then approve it, edit it, or write your own. Think of it as a test drive. You get to see exactly what Vanio AI would say to your guests, on your real properties, without handing over the keys. ## Why People Use It - **Trial period.** See how good the AI is on your specific properties before going live. - **Building trust.** Watch the AI handle real situations for a week or two before letting it send on its own. - **Training mode.** Every time you edit or override an AI draft, the AI learns from your version. ## The Three AI Modes Every listing has one of three modes: - **Off** — AI is disabled. You handle every message yourself. - **Shadow** — AI drafts replies but doesn't send. You review and approve. - **Live** — AI sends replies on its own. You set the mode per listing. Some properties can be live while others are still in shadow — whatever makes you comfortable. ## Automatic Shadow Mode for Additional Guests For safety, Vanio AI automatically forces Shadow Mode for messages from co-travelers, additional guests, and bookers (on corporate bookings) — even if your listing is set to Live Mode. This gives you a chance to review responses before they're sent, preventing accidental auto-replies to guest-to-guest conversations. These messages now reach your inbox properly and get AI responses (they were previously lost), but you'll always see a draft first: - **Co-travelers** asking about check-in times, Wi-Fi, or amenities - **Additional guests** on corporate bookings who need access codes - **Bookers** who aren't the primary guest but have questions The AI will answer their questions normally, but you review the draft before it goes out. Only the primary guest gets automatic replies in Live Mode. ## Automatic Shadow Mode for Email Messages When a guest contacts you through your website's contact form, or emails you directly, Vanio AI always produces a draft for your review first — even if the listing they're asking about is set to Live Mode. This is intentional. Email messages can arrive from prospective guests, past guests, or someone entirely new. Vanio AI matches the message to the right reservation when it can, but because the sender hasn't been through the same verified booking flow as a platform guest, you always get the first look before anything goes out. Here's what that looks like in practice: - A guest fills out your website's contact form → the message lands in your Vanio inbox, Vanio AI drafts a reply, and it waits for your approval. - A guest emails you directly about an existing reservation → Vanio AI links it to that reservation and drafts a reply, which you'll see in the conversation timeline as a draft. - Your listing is in Live Mode → doesn't matter for email-sourced messages. The draft still waits for you. [Screenshot: A draft reply in the conversation timeline with a dashed border, showing an email-sourced message matched to a reservation] Once you've reviewed the draft, you have the same three choices as any other draft: approve it, edit it, or write your own. ## What You See When a guest sends a message, the AI's draft reply appears in your dashboard timeline with a dashed border and slightly muted styling, so you can always tell it's a draft and not a sent message. From there you have three choices: - **Approve it** — sends the draft as-is. - **Edit it** — tweak the wording, then send. - **Reject it** — write your own reply instead. That's the whole loop. Read, decide, move on. ## What Happens When You Override If you write something different than what the AI suggested, the AI learns. The next time a similar question comes in, the draft will look more like what you wrote — your tone, your phrasing, your house rules. You don't need to sit down and train it. Your day-to-day edits are the training. ## When to Move to Live Mode Most hosts spend one to two weeks in Shadow Mode, then switch a single listing to Live first. Once they trust it on that one, they roll it out to the rest. Good signs you're ready: - You'd send the AI's drafts unchanged about 80% of the time. - Nothing in how it handles edge cases has surprised you. - Your training score is above 70% (see the AI Training doc). Keep in mind: even after you move to Live Mode, email messages will still always produce a draft for your review. That's by design, not a limitation. ## Per-Listing Control You don't have to flip everything at once. Open **Settings → AI** to see all your listings and their current mode. From there you can: - Set individual listings to different modes. - Set the default mode for new listings you add later. - Bulk-change a group of listings in one go. Remember: even in Live Mode, co-travelers, additional guests, and all email-sourced messages will still get Shadow Mode treatment for your safety. ## Safety Rails Even in Live Mode, Vanio AI automatically escalates certain situations to you instead of replying on its own: - Complaints - Refund requests - Anything legal or safety-related - Brand new guest accounts in their first few days - **All messages from co-travelers, additional guests, and bookers** - **All messages that arrive via email** (contact forms or direct guest emails) These always come to you, no matter what mode the listing is in. ## Common Questions **Will guests know I'm not replying immediately in Shadow Mode?** No. The draft just sits in your dashboard waiting for you. Guests don't see anything until you send. **What if I forget to approve a draft?** Vanio AI nudges you with a notification after a few minutes so nothing slips through the cracks. **Can the AI auto-send simple things like the Wi-Fi password but still ask me about complaints?** Yes — that's exactly how Live Mode works. Routine questions go out automatically, and anything sensitive gets escalated to you. **Why do I see drafts for co-travelers even though my listing is in Live Mode?** For safety, co-travelers and additional guests always get Shadow Mode treatment. This prevents the AI from accidentally auto-replying to guest-to-guest conversations or side participants who might not be authorized to make changes. **Why do I see drafts for emails even though my listing is in Live Mode?** Email messages — whether from your website's contact form or a direct guest email — always produce a draft for your review, regardless of the listing's mode. Because email senders haven't gone through a verified booking flow, you get to approve the reply before it goes out. This applies to every email-sourced message, every time. **Does Shadow Mode cost the same as Live Mode?** Yes. Same per-message pricing either way — you're paying for the AI's work, not whether it hits send. ## The Bottom Line Shadow Mode exists so you never have to take a leap of faith. Turn it on, watch Vanio AI work for a week, and when you're confident, flip one listing to Live. You're always one click away from taking back full control. Even in Live Mode, you'll still review responses to co-travelers, additional guests, and any message that arrives by email — giving you the perfect balance of automation and oversight. -------------------------------------------------------------------------------- # Smart Locks & IoT URL: https://www.vanio.ai/docs/smart-locks Tags: smart-locks, iot, access-codes, seam Automatically create and manage guest door codes, staff access codes, and smart lock settings across all your properties — with per-lock visibility and retry options when any locks can't be reached. -------------------------------------------------------------------------------- # 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 1. Guest books a property 2. Vanio creates a unique 4-8 digit code for that reservation 3. The code activates at check-in time (you set the buffer) 4. Vanio shares the code with the guest in the guest portal — only revealed close to check-in time 5. After checkout, the code stops working automatically 6. 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: 1. Open the reservation in your dashboard 2. Go to the Access Codes section 3. Click **Add Manual Code** 4. Enter the code and a description (like "Cleaner early access") 5. 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: 1. Find the manual code in the reservation's Access Codes section 2. Click the trash icon next to the code 3. 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 1. Install your smart lock at the property (follow the manufacturer's guide) 2. In Vanio, go to **Settings → Apps → Smart Locks** 3. Connect Seam (or Igloohome directly) with your account 4. Pick which lock belongs to which property 5. 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. ### Codes Across All Your Locks When you grant a staff member access, Vanio installs their code on **every lock they're assigned to** — across all their accessible properties — in one go. You don't need to add them lock by lock. ### Seeing What Happened Lock by Lock After granting access, if any lock couldn't be reached (for example, a lock with a dead battery or one that went offline), you'll see a clear amber notice in the dashboard listing exactly which locks succeeded and which ones didn't — along with the reason for each failure. [Screenshot: amber failure panel showing per-lock install results with lock names and error details] Locks that installed successfully are unaffected. The panel only surfaces the ones that need attention. ### Retrying Failed Locks If some locks failed, you don't need to start over. The amber panel includes a **Retry failed locks** button that re-attempts installation only on the locks that didn't receive the code the first time — leaving the successfully installed locks untouched. [Screenshot: "Retry failed locks" button in the amber failure panel] To retry: 1. Look for the amber panel beneath the staff codes section after granting access 2. Review which locks failed and why 3. Click **Retry failed locks** to re-attempt those locks 4. If all locks succeed, the panel clears automatically You can retry as many times as needed — for example, after powering a lock back on or bringing it back within range. ## 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. **I granted a staff member access but some of their locks show as failed — what do I do?** Look for the amber panel that appears beneath the staff codes section. It lists every lock that couldn't be reached and explains why. Click **Retry failed locks** to re-attempt those specific locks — any locks that already received the code won't be touched. If a lock is offline or has a dead battery, bring it back online first and then retry. **Why did only some of my staff member's locks get their code?** This used to happen silently — if one lock failed, the problem was never surfaced and there was no way to retry. Now, every lock is attempted independently and any failures are shown to you immediately in an amber panel with a retry option. You'll always know exactly which locks have the code and which ones need attention. -------------------------------------------------------------------------------- # Task Management URL: https://www.vanio.ai/docs/task-management Tags: tasks, cleaning, operations, checklists Manage every cleaning, maintenance, inspection, and custom job from one place — tasks create themselves from reservations, assign automatically, and are handled from a phone in the field, with mobile tap-outside-to-dismiss support for quick pane navigation. -------------------------------------------------------------------------------- # 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. ## Task options menu (the "..." button) In the top-right corner of any open task, you'll see a **...** (three-dot) button. Click it to access two actions: - **Task Properties** — Opens a panel where you can set the task's start date, estimated duration, approval or acceptance requirements, and deadlines. - **Convert to Task** — Available on subtasks. Promotes a subtask into a standalone task. > **If the "..." button previously seemed to do nothing:** this was a display issue that has been fixed. The menu and its options were always there — they just weren't visible due to a layering problem. Both actions now work as expected. [Screenshot: Task view header showing the "..." menu open with "Task Properties" and "Convert to Task" options] ### Setting task properties To configure the details for any task: 1. Open the task from your dashboard 2. Click the **...** button in the top-right corner of the task 3. Select **Task Properties** 4. Set any combination of: - **Start date** — When work on this task should begin - **Estimated duration** — How long the task is expected to take - **Requires approval / acceptance** — Whether a manager needs to approve the task before it's considered complete, or whether an assignee must explicitly accept it before starting - **Deadlines** — The date and time by which the task must be finished 5. Your changes save as you go [Screenshot: Task Properties panel showing start date, estimated duration, approval toggle, and deadline fields] ### Converting a subtask to a standalone task If a subtask has grown into something that deserves its own place on the board: 1. Open the subtask 2. Click the **...** button in the top-right corner 3. Select **Convert to Task** The subtask becomes an independent task, separate from its original parent. ## Opening and closing the task pane on mobile On mobile, tapping a task slides open a details pane from the right side of the screen. You can close it in either of two ways: - **Tap the X button** — in the top corner of the pane - **Tap the darkened area outside the pane** — anywhere on the dimmed background to the left of the open pane Both do exactly the same thing: close the pane and return you to the task list. Tapping inside the pane itself — on a checklist item, a button, or any other control — works normally and won't close it. ## 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 Anyone with access to a task can report problems they discover — whether they're a cleaner in the field or a property manager reviewing from the office. When someone finds something that needs attention: 1. **Open the task** and go to the **Issues** panel 2. **Click Add Issue** 3. **Select the issue type** — damage, cleanliness, maintenance, missing supplies, or other 4. **Add details** — description, location, and photos 5. **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. ### Who can add issues The **Add Issue** button is visible to every team member who has access to the task — you don't have to wait for an assigned cleaner to report something first. Anyone on the following roles can add an issue directly from the Issues panel: - **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 and owners** — document issues found during property visits or noticed while reviewing a task from the dashboard This means if you spot a problem while reviewing a task from the office, you can log it immediately rather than waiting for someone in the field to report it first. [Screenshot: Task Issues panel showing the Add Issue button visible to a property manager] ### 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. ## 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 ## Working with checklist items on a task Once a task has been created, you can manage its checklist items directly — adding new steps, ticking them off as work progresses, editing their text, or removing ones you no longer need. ### Adding checklist items Open the task and use the **Add item** field at the bottom of the checklist to type a new step, then press Enter or click the add button to save it. ### Completing checklist items Tap the checkbox next to any item to mark it complete. Tap it again to uncheck it. Completed items show with a strikethrough so your team can see at a glance what's left to do. ### Editing checklist item text You can now update the text of any checklist item after it's been created — useful for fixing typos or clarifying a step without having to delete and recreate it: 1. **Hover over the checklist item** — a pencil icon appears to the right of the item text 2. **Click the pencil icon** — the item text becomes an editable field, pre-filled with the current text 3. **Type your changes** 4. **Save** — press Enter or click the checkmark button to save. Click the X button or press Escape to cancel without saving [Screenshot: A checklist item in edit mode, showing the text input field with checkmark and X buttons] A few things to know: - **Editing text doesn't affect completion state** — if an item was already checked off, it stays checked off after you rename it - **The item name can't be left blank** — you must enter at least one character to save - **If the new text matches the old text exactly**, saving will simply close the editor without making any changes - Editing checklist items is available to anyone with permission to manage task checklists ### Deleting checklist items Hover over an item and click the **X** button that appears on the right to delete it. Required items cannot be deleted. ## 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. ## Overdue task notifications When a task hasn't been started after its due time, Vanio flags it as overdue and sends a notification so nothing slips through. Here's how the timing works: - **2-hour grace period** — Vanio waits 2 hours past the task's due time before sending an overdue notification. This gives your team a reasonable window to start the job before an alert goes out. - **Based on your property's local time** — The due time is always evaluated in the timezone of the property the task is assigned to, not a global clock. A task due at 1:00 PM at a property in Denver will trigger its overdue notification at 3:00 PM Denver time — regardless of where you or your team are located. - **Notifications stop after 3 days** — If a task is more than 3 days past its due time, Vanio considers it stale and won't send additional overdue alerts for it. > **If you previously received overdue notifications earlier than expected:** this was a known issue affecting properties in timezones west of UTC (such as anywhere in the Americas). Notifications were arriving several hours too early. This has been fixed — notifications now fire at the correct local time for each property. ## 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. Overdue notifications are sent 2 hours after the due time, based on the property's local timezone. **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 a task?** Any team member with access to the task can add an issue — cleaners, inspectors, maintenance staff, property managers, and owners. The **Add Issue** button appears in the Issues panel for all of these roles, so you don't have to wait for an assigned cleaner to report something before you can document it yourself. **I'm a property manager — can I log an issue on a task without being the assigned cleaner?** Yes. The Add Issue button is now available to you directly in the task's Issues panel. Open the task, go to the Issues section, and click **Add Issue** to document the problem right away. **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. **Can I edit the text of a checklist item after it's been created?** Yes — hover over the item and click the pencil icon that appears. The item text becomes editable, and you can save your changes by pressing Enter or clicking the checkmark. Renaming an item won't affect whether it's marked complete or not. **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. **I'm getting overdue notifications at the wrong time — earlier than expected. Is this a known issue?** This was a known issue affecting properties in timezones west of UTC (such as the US, Canada, and Latin America), where notifications were firing several hours too early. It has been fixed. Overdue notifications now fire 2 hours after the task's due time, calculated in your property's local timezone. If you're still seeing unexpected timing, make sure your property's location is set correctly in your property settings. **The "..." button in my task didn't seem to do anything — is it broken?** No — this was a display issue that has been fixed. The menu was always functional, but its options were opening behind the task panel and weren't visible. Clicking **...** now correctly shows two options: **Task Properties** (to set start dates, estimated duration, deadlines, and approval requirements) and **Convert to Task** (available on subtasks). Both work as expected. **How do I close the task pane on mobile?** You have two options: tap the **X** button in the corner of the pane, or tap anywhere on the darkened area outside the pane. Both close it immediately. Tapping inside the pane on any content or controls works normally and won't dismiss it. -------------------------------------------------------------------------------- # The Unified Reservation Timeline URL: https://www.vanio.ai/docs/unified-reservation-timeline Tags: unified-inbox, timeline, reservation, omnichannel, context, usp, ai, workflows, access-codes One chronological feed for every message, event, payment, task, and AI action on a reservation — with real-time live updates and a new message pill that lets you catch up on incoming messages without losing your place in the conversation history. -------------------------------------------------------------------------------- Open any reservation in Vanio and you see one screen — one chronological feed — with everything that has ever happened on that booking. Guest messages from every channel. Internal team chat. AI conversations. Workflow runs. Access code generations. Smart lock events. Payment events. Calendar changes. Alteration requests. Task assignments and completions. Review activity. Noise alerts. Portal activity. The full Vanio AI reasoning trace inside the AI Lab. In every other tool you've used, this same context lives in 8 different places: a messaging tab on Airbnb, a separate inbox on Booking.com, a third inbox on VRBO, your team's Slack channel, your accounting platform's payment log, your smart lock app, your task scheduler, your calendar tool. Switching between them is the job. Reconstructing what happened is the job. In Vanio, **the reservation IS the job**. Open it once, and the whole story is in front of you in chronological order — sortable, filterable, searchable, and replyable from the same screen. > **Quick reference:** Unified inbox, single timeline, reservation timeline, all-in-one reservation, dashboard reservation modal, reservation context, full reservation history, message timeline, channel-agnostic inbox, omnichannel inbox, every channel one inbox, internal notes on reservation, AI on reservation, workflow on reservation, smart lock on reservation, payment on reservation, single source of truth — open any reservation in the **dashboard** and look at the unified timeline. ## Getting started **To open any reservation's unified timeline:** 1. Go to your **Dashboard** in Vanio 2. Click any reservation card or row to open the reservation modal 3. The unified timeline loads automatically in the center panel **Performance improvements:** Recent updates have made opening reservation details significantly faster, especially when multiple team members are using Vanio simultaneously. Timeline data now loads more reliably under heavy usage. [Screenshot: Dashboard with reservation cards showing click-to-open action] ## Understanding inquiries vs. bookings **Inquiry display improvements:** When viewing inquiries (potential bookings that haven't been confirmed yet), the financial summary section now displays 'N/A' instead of '$0.00' or blank fields. This makes it immediately clear that financial information isn't applicable until a booking is confirmed. **What you'll see:** - **Confirmed reservations** — Full financial breakdown with actual amounts - **Inquiries** — 'N/A' in financial fields, indicating the inquiry stage - **Timeline clarity** — The reservation status and financial display now align perfectly to show exactly where each booking stands in the lifecycle This change eliminates confusion between inquiries with no financial data and confirmed bookings that happen to have zero-dollar amounts (like comp stays or promotional bookings). [Screenshot: Inquiry financial summary showing N/A values vs confirmed reservation showing actual amounts] ## What lives on the timeline A single reservation timeline shows every one of these in chronological order, threaded together as one story: ### Messages — every channel, one feed - **Guest messages** from Airbnb, Booking.com, VRBO, WhatsApp, SMS, email, your direct booking website portal, plus WhatsApp Business and Twilio SMS for direct conversations - **Host messages** sent through any of those channels, with the channel auto-routed based on which channel the guest is on - **Internal team messages** — notes between you and your staff that the guest never sees - **AI messages** — every reply Vanio AI has sent to the guest, with the full reasoning trace if you want to see why it said what it said - **Email threads** rendered inline with attachments and reply threading You can switch channels mid-conversation. A guest asks a question on Airbnb, you reply on Airbnb. Two hours later they text you on the property's phone number — same reservation, same timeline, same context. The AI knows they're the same person and threads the SMS conversation into the same timeline as the Airbnb messages. ### Internal notes A separate visual lane for messages your team writes to each other about the reservation. The guest never sees these. Use it to flag a difficult guest for the next shift, leave a note for the cleaner, or document a damage claim before submitting it. They're searchable, taggable, and stored alongside the guest-facing messages so context is never lost. ### Reservation lifecycle events - New reservation created - **Inquiry received** (shows with N/A financial summary until confirmed) - Reservation accepted / declined - Reservation confirmed - Reservation modified (alteration request, dates change, guest count change, price change) - Reservation cancelled (by guest, by host, or by channel) - Reservation marked as no-show - Move to a different listing - Reservation completed (after checkout) Each event shows up as a single line in the timeline with a timestamp, the actor (you, a teammate, the guest, the AI, or the channel itself), and a one-line description. Click for full details. ### AI events and reasoning - Every AI auto-reply, with the message itself plus the full thinking trace and the knowledge-base sources the AI used - AI workflow runs — what triggered, what fired, what tools were called - AI escalations — when the AI hit a situation outside its skill set and flagged it for human review - AI procedure executions — multi-step skills like "early check-in flow" running across the reservation - AI suggestions waiting for approval (Shadow Mode) - Voice calls — the AI handled an inbound call about this reservation, with the transcript right there in the timeline ### Workflow / automation events Every workflow that fired against this reservation logs a line in the timeline showing which workflow ran, which actions it took, whether each succeeded, and which conditions triggered it. If a workflow auto-charged the security deposit, the timeline shows it. If a workflow sent the welcome message at 2pm before check-in, the timeline shows it. If something failed, the failure shows up too with the error and a retry button. ### Tasks - Cleaning task created when the reservation was accepted - Task assigned to a specific cleaner - Cleaner accepted via SMS - Photos uploaded by the cleaner - Quality check status - Task marked complete - Maintenance request raised mid-stay - Inspection scheduled Every task event lives on the reservation timeline AND in the global task list — they're the same data, just viewed differently. ### Smart lock activity - Access code generated for the reservation - Code activated at check-in - Door unlocked (with timestamp and which device) - Door locked - Code timing updated (e.g. early check-in approved, code activation moved up) - Code deactivated after checkout - Lock connectivity issues, battery alerts, code-entry failures For multi-device properties, every event from every lock attached to the reservation flows through this same timeline. ### Payment events - Initial charge at booking - Pre-authorization for security deposit - Scheduled future payments (split bookings, deposits due before check-in) - Successful charges, failed charges, retries - Refunds — partial, full, with reason and the user who triggered them - Damage claim charges - Deposit captured / deposit released - Payout deposited **Note:** For inquiries, payment information shows as 'N/A' until the booking is confirmed, making the financial timeline clearer. ### Calendar / pricing events - Date held when the reservation was created - Per-date overrides applied via the calendar - Price changes (manual or via dynamic pricing) - Calendar block events that affect this reservation's range ### Reviews - Review request sent to the guest - Review received (when it lands) - AI-drafted response shown for approval - Response posted back to the channel - AI review analysis (severity, issues, action items) ### Issues - Noise alerts from connected sensors - Climate control anomalies - Lock issues - Verification failures - Anything the operations watchdog flags ### Portal activity - Guest accessed the portal - Guest completed verification (ID upload, signature) - Guest accepted house rules - Guest purchased an upsell (early check-in, late checkout, parking) - Guest viewed a knowledge base article ## How it works **Automatic timeline loading:** When you click any reservation, Vanio automatically pulls together all events from every connected service — messages, payments, smart locks, tasks, AI actions — and sorts them chronologically. This happens in real-time, so the timeline is always current. **Multi-team reliability:** Recent performance improvements ensure the timeline loads quickly and reliably even when multiple team members are accessing reservation details simultaneously. The system now handles high-usage periods more efficiently. **Smart threading:** Related events automatically group together. A guest message, your reply, and the AI's follow-up message appear as a threaded conversation. A cleaning task creation, assignment, and completion show as connected events. **Inquiry vs. booking clarity:** The system automatically detects whether you're viewing an inquiry or confirmed booking and adjusts the financial display accordingly. Inquiries show 'N/A' for financial fields, while confirmed bookings show actual amounts, eliminating any confusion about the booking status. **Live updates:** If something new happens while you have a reservation open — a guest sends a message, a payment processes, a door unlocks — it appears on the timeline automatically without refreshing. **New message notifications while reading history:** When a new message arrives while you're scrolled up reading earlier conversation history, Vanio won't jump you to the bottom of the timeline. Instead, a green notification pill appears at the bottom of the chat area showing how many new messages have arrived — for example, **"2 new messages ↓"**. Tap the pill to smoothly scroll down to the latest messages, or ignore it and keep reading where you are. The pill dismisses automatically once you scroll down near the bottom on your own. If you're already near the bottom when a message arrives, the timeline scrolls down to it automatically as usual. [Screenshot: Green 'N new messages ↓' pill appearing at the bottom of the timeline chat area while scrolled up in history] ## Reservation Codes panel To the side of the timeline, the **Access Codes** panel shows every active code for the reservation — door codes, gate codes, wifi password, parking codes, anything attached to the property. Generate a new code, edit timing, deactivate, or push to the guest's portal — all without leaving the modal. ## AI Lab — test what the AI would say Every reservation modal includes an **AI Lab** panel where you can test how Vanio AI would respond to a hypothetical guest message in this exact reservation's context. You type a message as if you were the guest. The AI replies using the full context: this reservation, this guest's history, this property's knowledge base, this listing's check-in time, this stay's smart lock state, the cleaning status, everything. This is how you tune the AI: - Test edge cases before they happen ("what if the guest asks for a 6am check-in?") - See what knowledge base articles the AI is pulling from - Verify the AI knows about a specific house rule before going live - Run the AI in voice mode — test as a phone call instead of a chat The Lab uses the same context layer as the live AI, so what works in the Lab works in production. What doesn't work in the Lab tells you exactly what to add to the knowledge base or AI Skills. ## Key features • **Single source of truth** — Every event, message, and action for a reservation in one chronological view • **Fast loading** — Optimized performance for quick access to reservation details, especially under heavy team usage • **Clear inquiry handling** — Inquiries display 'N/A' for financial information instead of confusing zero amounts • **Real-time updates** — New events appear automatically without refreshing • **New message pill** — When new messages arrive while you're reading history, a notification pill tells you how many have come in and lets you jump to them with a single tap — no involuntary scrolling • **Smart filtering** — Show only messages, only tasks, only AI events, or any combination • **Full-text search** — Find any word across messages, events, notes, and AI reasoning • **Thread grouping** — Related events automatically cluster together for easier reading • **Channel switching** — Reply to guests on any channel from the same timeline • **AI reasoning traces** — Click any AI message to see exactly why it said what it said • **Access code management** — Generate, edit, and share property codes without leaving the reservation • **AI testing lab** — Test hypothetical scenarios with full reservation context • **Export capability** — Generate complete timeline reports for disputes or audits ## Why this is a massive advantage Every other tool in the vacation rental space treats reservations as a row in a database. Vanio treats reservations as a story. The difference shows up in how you actually work: ### "Why did the AI tell the guest the WiFi was 'GuestNetwork-2024'?" In Vanio: open the reservation → scroll to the AI message → click the message → see the exact knowledge base article it pulled, the exact context it had, the exact reasoning. 30 seconds. In a traditional PMS: log into the AI tool, find the conversation, find the message, hope the AI tool stores reasoning, switch to the property knowledge base, search for the WiFi entry, manually compare. Maybe 10 minutes if you're fast. ### "Did anyone tell the cleaner about the late checkout I approved?" In Vanio: open the reservation → see the late checkout approval, the calendar change, the task update auto-rescheduling the cleaning, the SMS that auto-fired to the cleaner saying "checkout moved to 1pm", the cleaner's reply confirming. Top to bottom in 5 seconds. In a traditional PMS: check the messaging tool to see if the late checkout was approved, check the calendar tool to see if the dates updated, check the task tool to see if the cleaning was rescheduled, log into your team Slack to see if anyone messaged the cleaner, ask the cleaner directly because you can't tell. Easily 15 minutes plus a phone call. ### "A guest claims the door wasn't working at check-in. Was it actually broken?" In Vanio: open the reservation → see the lock event timeline → "code attempted at 14:32, success", "door unlocked at 14:33", "door locked at 14:35", "code attempted at 14:42, success", "door unlocked at 14:42". Plus the AI message thread showing the guest never asked about it during the stay. Resolved in 60 seconds. In a traditional PMS: log into the lock vendor's app, find the device, find the date, scroll lock events, screenshot them, paste them into the messaging tool. 10 minutes. And if your lock vendor doesn't expose detailed events at all, you have no answer. ### "Show me everything that happened on this reservation before I refund the guest." In Vanio: open the modal, that's the screen. In a traditional PMS: it's a 30-minute reconstruction project. ### "Is this an inquiry or a confirmed booking?" In Vanio: open the reservation → financial summary shows either actual amounts (confirmed) or 'N/A' (inquiry). Instantly clear. In a traditional PMS: check the booking status field, cross-reference with payment status, maybe check multiple tabs to understand what stage you're looking at. ## Filters and search The timeline has built-in filters across the top so you can scope the view: - **Messages only** — just the guest/host/AI/internal conversation - **Events only** — just lifecycle, payments, tasks, locks, no messages - **Tasks** — cleaning, maintenance, inspection events only - **Issues** — flagged problems only - **Automations** — workflow runs only Plus a search bar that searches across the entire timeline — message bodies, event metadata, payment reasons, task notes, AI reasoning. Type any word and find every place it appears in the reservation's history. ## Tips & best practices **For faster timeline navigation:** • Use filters to focus on specific event types when troubleshooting • Bookmark frequently-accessed reservations for one-click access • Use the search function to jump directly to specific conversations or events • When reading back through a long conversation history, watch for the green new message pill at the bottom of the chat — tap it when you're ready to catch up on anything that came in while you were reading **For team collaboration:** • Add internal notes for context that needs to persist between shifts • Use @mentions in internal notes to notify specific team members • Export timeline reports for complex disputes or insurance claims **For AI optimization:** • Test edge cases in the AI Lab before they happen in real conversations • Click AI reasoning traces to understand and improve knowledge base articles • Use the Lab's voice mode to test phone call scenarios **For inquiry management:** • Look for 'N/A' in financial summaries to quickly identify inquiries vs confirmed bookings • Use the clear visual distinction to prioritize follow-up on pending inquiries • Filter timelines to focus on inquiry-to-booking conversion events ## Common questions **How fast does the timeline load for large reservations with lots of history?** Recent performance improvements have significantly reduced loading times, especially when multiple team members are accessing reservations simultaneously. Most timelines load within 2-3 seconds regardless of the amount of history. **Can I export the entire timeline for legal or insurance purposes?** Yes. Click the export button at the top of any reservation timeline to generate a complete chronological report with all messages, events, timestamps, and actor attribution. The export includes AI reasoning traces and internal notes for complete documentation. **What happens if I'm looking at a reservation and something new occurs (guest messages, payment processes, etc.)?** New events appear automatically on the timeline without needing to refresh. For messages specifically, the behavior depends on where you are in the conversation: if you're already near the bottom of the timeline, the view scrolls down to the new message automatically. If you've scrolled up to read earlier history, a green **"N new messages ↓"** pill appears at the bottom of the chat area instead — so you're never pulled away from what you're reading. Tap the pill whenever you're ready to jump to the latest messages. **Why do some reservations show 'N/A' in the financial summary?** This indicates you're looking at an inquiry rather than a confirmed booking. The 'N/A' display makes it immediately clear that financial information isn't applicable until the booking is confirmed, eliminating confusion with zero-dollar confirmed bookings like comp stays. **What is the green pill that appears at the bottom of the chat while I'm reading history?** That's the new message notification pill. When a guest or team member sends a message while you're scrolled up reviewing earlier conversations, Vanio surfaces a small green pill showing how many new messages have arrived (e.g. "3 new messages ↓") rather than automatically jumping you to the bottom. Tap it to scroll straight to the newest messages. If you scroll down to the bottom yourself, the pill disappears on its own. -------------------------------------------------------------------------------- # Direct Booking Website URL: https://www.vanio.ai/docs/direct-booking-websites Tags: website, direct-booking, seo, stripe Create your own branded direct booking website where guests can search, browse complete property details, and book all your listings — with no OTA commissions. -------------------------------------------------------------------------------- # Direct Booking Website Your direct booking website is your own branded storefront where guests can search your properties, check real-time availability, and book directly — without paying Airbnb or Booking.com commissions. Every booking flows into the same Vanio inbox, calendar, and automations you already use. Whether you manage one property or dozens, Vanio gives you everything you need to take bookings on your own terms. The Websites feature is available to all hosts — including independent owners with just a handful of listings — so you can start building OTA independence from day one. ## Getting Started You can access Websites directly from the main navigation, regardless of how many listings you have. 1. Go to **Websites** in the main nav 2. Your free subdomain (**yourname.vanio.ai**) is already active — share it straight away or customise it first 3. Upload your logo, set your brand colors, and add photos to make the site your own 4. When you're ready, connect a custom domain (**yourdomain.com**) in **Settings → Websites → Custom Domain** 5. Start sharing your link with past guests, on social media, or in your email signature You can have a professional direct booking website live in under an hour — no developers, no web agencies, no code. ## Your Own Web Address Every account comes with a free subdomain like **yourname.vanio.ai**, ready to share the moment you sign up. When you're ready to go pro, connect your own custom domain (**yourdomain.com**) in a few clicks. We handle the DNS instructions and everything stays live during the switch. SSL and HTTPS are included automatically on every website — the padlock icon, the green checkmark, all of it. Guests see a secure, trustworthy site from day one and you never have to think about certificates. ## Primary Website for Multi-Site Management If you manage multiple direct booking websites — perhaps a main brand and specialty sub-brands for different property types or locations — you can designate one as your **primary website**. This ensures all guest communications maintain a consistent brand experience. Your primary website becomes the canonical destination for: - Magic login links sent to guests via email - Guest portal access from automated messages - Password reset and verification emails - All guest-facing communication touchpoints Even when your team sends invitations or messages while browsing a different website in your portfolio, guests always receive links that direct to your primary brand. This prevents confusion and maintains professional consistency across all guest interactions. ### Setting Your Primary Website 1. Go to **Settings → Websites** 2. Find the **Primary Website** section 3. Select which website should be your main guest destination 4. Click **Save** All existing and future guest communications will automatically use your primary website's web address. If you don't set a primary website, the system uses your oldest active website by default. [Screenshot: Website settings showing primary website selection dropdown] ## Branded to Look Like You Upload your logo, pick your brand colors, choose your fonts, and drop in your best photos. The website matches your business — not a generic template. If you already have a style guide, you can match it exactly. If you don't, sensible defaults make it look polished out of the box. ## Complete Property Detail Pages — for Every Listing Every property on your direct booking website now shows a **full, rich detail page** — regardless of how the listing was added to Vanio. Whether you connected a listing through Airbnb, onboarded it manually, or added it as a direct-only listing, guests always see: - **Full photo gallery** — all your property photos displayed in order, optimized for every device - **Complete description** — your property summary, neighborhood overview, and getting-around notes - **Accurate guest and bed counts** — correct bedroom, bed, bathroom, and guest capacity information - **Amenities list** — every amenity you've configured, presented clearly - **Pricing** — nightly rates, weekend pricing, cleaning fees, and any extra-guest charges - **House rules and check-in/check-out times** — so guests know exactly what to expect before they book Previously, listings that weren't connected to Airbnb could appear as incomplete stubs with missing photos, descriptions, and details. That gap is now closed — every guest sees a complete, professional property page no matter how you manage that listing. [Screenshot: Property detail page showing full gallery, description, amenities, and pricing for a direct listing] ## Photo Galleries That Always Work Your property galleries display all your best photos in full quality, automatically optimized for every device. Photos are pulled from all your connected channels and displayed seamlessly. The system includes **automatic fallback handling** to ensure photo galleries never appear empty or broken. If certain photo sizes are missing (which can happen with legacy imports from Airbnb or other channels), the website automatically uses the best available image quality so guests always see your properties looking their best. Every photo gallery: - **Displays consistently** across all devices and screen sizes - **Falls back intelligently** when certain image sizes aren't available - **Loads fast** with optimized compression and lazy loading - **Shows in order** based on your photo arrangement preferences ## Search, Map, and Categories Guests can search your properties by **location**, **check-in and check-out dates**, and **number of guests** — just like the big OTAs. Results show up instantly with photos, pricing, and availability. The search now shows **more available properties** than before. Previously, if a property had different night requirements during your stay (like a 3-night minimum on weekends but 2-night minimum on weekdays), it might not show up even if your check-in date met the requirement. Now the system correctly checks only your **check-in date** against the minimum and maximum night rules, so you'll see all properties you're actually eligible to book. ### Pet-Friendly Search When guests search for pet-friendly properties, the system now provides **more accurate results** by checking multiple sources. Properties appear in pet-friendly search results only when they truly allow pets, and guests can't accidentally book properties that don't allow pets. The system automatically: - **Shows only verified pet-friendly properties** in search results when guests filter for pets - **Prevents pet bookings** on properties that don't allow them - **Pulls pet policies** from both Airbnb settings and your custom property policies for complete accuracy A built-in **map view** shows all your properties pinned on an interactive map, perfect for guests who want to explore a neighborhood or compare locations side by side. You can also organize listings into **categories** like "Beachfront," "Mountain Cabins," "Pet-Friendly," or "Family Homes." Guests browse by vibe, not just by address. ### Quick Property Information When browsing your properties in grid view, guests now see **amenity badges** displayed directly on each listing card. This means key amenities like "WiFi," "Pool," "Pet-Friendly," or "Kitchen" appear right alongside the property photo and price, helping guests quickly identify properties that match their needs without clicking into every listing. These amenity badges: - **Show automatically** on all listing cards in the grid view - **Match exactly** what appears on the full property detail page - **Help guests filter mentally** before clicking for more details - **Display consistently** across all your properties [Screenshot: Property grid showing listing cards with amenity badges] ## Real-Time Availability — No Double Bookings Your calendar is synced live with Airbnb, Booking.com, VRBO, and any other channel you've connected to Vanio. The moment a property is booked anywhere, it disappears from your direct site. No overbookings, no awkward cancellations, no manual calendar juggling. ## Pricing Control Set a **custom price markup** per listing so your direct rates can match, undercut, or sit above your OTA pricing — your call. Reward direct bookers with better prices, or keep parity and pocket the commission savings yourself. ## Coupons and Discount Codes Create coupon codes for repeat guests, email campaigns, social media promos, or off-season deals. Percentage off, fixed amount off, minimum stay requirements — all configurable in a few clicks. ## Secure Checkout with Stripe Guests pay with **Apple Pay, Google Pay, credit cards, and saved cards** through Stripe's secure checkout. It's the same checkout experience shoppers know from Amazon and Shopify — fast, mobile-friendly, and trusted. The checkout process now includes **enhanced booking validation** to prevent booking errors. If a guest tries to add pets to a property that doesn't allow them, the system blocks the booking before payment and clearly explains the issue. ## Guest Accounts for Repeat Bookings Guests can create accounts so their details are saved for next time. One-click rebooking, saved payment methods, and a personal booking history. Returning guests are your highest-margin guests — make it easy for them to come back. ## AI-Powered Guest Messaging When guests message you through your website — whether through the booking portal or their guest account — they get the same intelligent, instant responses they'd expect from Airbnb or Booking.com. Your Vanio AI agent automatically detects what guests are asking about and responds immediately with helpful information. Every message gets **smart intent detection** that understands whether guests are asking about check-in, Wi-Fi, parking, local recommendations, or anything else. The AI pulls answers from your property details and custom responses you've set up, so guests get accurate information 24/7. When guests send messages through your website, your team gets notified just like messages from other channels — nothing falls through the cracks. All conversations flow into your unified Vanio inbox where you can take over anytime or let the AI handle routine questions automatically. ## Built-In SEO Every page is optimized for Google out of the box — clean URLs, fast load times, structured data, meta tags, sitemaps, and descriptive property pages. Google indexes your listings automatically so guests can find you by searching things like "pet-friendly cabin Aspen" without you lifting a finger. Plug in your **Google Analytics** ID and track traffic, conversions, and top-performing listings just like any professional website. ## Mobile-First Design Most guests browse on their phones, and your site is built mobile-first. Photos swipe beautifully, search is thumb-friendly, and checkout works smoothly on any screen. Guests can even **Add to Home Screen** so your website sits on their phone like a real app. ## Connected to the Guest Portal After booking, guests are automatically connected to the Vanio guest portal where they get check-in instructions, Wi-Fi codes, house rules, local recommendations, and a direct line to you. One seamless experience from discovery to check-out. ## Tips & Best Practices - **Start small, grow into it**: Even if you have just one or two listings, your own website means every direct booking saves you the OTA commission — those savings add up quickly - **Share your link early**: Add your Vanio website to your email signature, Instagram bio, and any printed materials you give guests at check-in — past guests are your best source of direct repeat bookings - **Multi-brand strategy**: If you run different property types (luxury vs. budget, city vs. mountain), consider separate websites with clear primary website designation - **Consistent messaging**: Your primary website choice affects all guest communications, so pick the brand you want guests to associate with your business - **Photo quality**: Use high-resolution photos when possible — the automatic fallback system ensures they'll display properly even if some sizes are missing - **Pet policies**: Make sure your pet policies are clearly set for each property to ensure accurate search results and prevent booking issues - **Amenity visibility**: Key amenities now show on listing cards and full detail pages, so make sure your most important amenities are properly configured for each property - **Direct and onboarded listings**: If you have listings that aren't connected to Airbnb, make sure their photos, descriptions, and amenities are filled in under **Properties → [Property Name]** — that information now appears in full on your booking site - **Test guest experience**: After setting a primary website, send yourself a test magic link to confirm guests land on the right brand. Also browse your direct listings as a guest to confirm all details are displaying as expected ## Common Questions **I only have a few listings — is the Websites feature available to me?** Yes. Websites is available to all Vanio hosts, regardless of how many listings you manage. You can access it directly from the **Websites** link in the main navigation. Independent owners with even a single property can create and manage their own direct booking site. **What happens to existing guest links when I change my primary website?** New magic links and portal access will use your updated primary website immediately. Previously sent links remain valid and will still work with the original website they were sent from. **Can I have different primary websites for different property types?** Currently, you can set one primary website per account. However, guests booking through a specific sub-brand's website will complete their entire booking flow on that site — the primary website setting mainly affects post-booking communications and login links. **Do I need to set a primary website if I only have one direct booking site?** No, it's optional. The system automatically uses your active website when you only have one. Setting a primary website is most valuable for hosts managing multiple branded sites. **My listings aren't connected to Airbnb — will guests still see complete property details?** Yes. Direct and manually onboarded listings now display full property detail pages on your booking site, including photos, descriptions, amenities, accurate guest and bed counts, pricing, and house rules. To make sure guests see everything, check that each listing's details are filled in under **Properties → [Property Name]**. Any fields left blank won't appear on the detail page. **What if some of my property photos aren't showing up?** The system automatically handles missing photos by using the best available image quality. If you notice any properties with incomplete galleries, the fallback system ensures guests still see your photos — and any missing images are typically resolved automatically during the next sync with your channels. **Why isn't my pet-friendly property showing up in pet searches?** The system checks both your Airbnb settings and custom property policies to determine if a property allows pets. If a pet-friendly property isn't appearing, go to **Properties → [Property Name] → Policies** and ensure the pet policy is correctly set to "Allow pets." **Which amenities show up as badges on listing cards?** The system automatically displays your most important amenities as badges, pulling from both your Airbnb amenities and any custom amenities you've configured in Vanio. The badges match exactly what appears on your full property detail pages, so guests see consistent information throughout their browsing experience. -------------------------------------------------------------------------------- # Guest Portal URL: https://www.vanio.ai/docs/guest-portal Tags: guest-portal, check-in, upsells, guest-experience A branded, mobile-first guest portal created automatically for every booking — handling verification, upsells, damage protection, and timed reveal of access codes including codes stored in custom variables. -------------------------------------------------------------------------------- # Guest Portal The Guest Portal is a beautiful, mobile-first webpage that every guest receives after they book with you. Think of it as your own branded guest app — except there's nothing to download. Guests just tap a link and everything they need for their stay is right there. ## Automatic for Every Booking The portal is created automatically for every reservation, no matter where the booking came from — Airbnb, Booking.com, VRBO, your direct website, or a manual reservation. Vanio AI shares the link with guests through your welcome messages, or you can send it manually any time. ## Preview What Guests See Before guests arrive, you can preview exactly how your portal will appear to them after they've completed verification. Click **"Preview Guest Portal"** from any reservation to see the complete check-in experience — access codes, instructions, and knowledge base articles — all displayed exactly as your verified guests will see them. **Note:** The preview always shows the full verified guest experience, including door codes and sensitive information, so you can confirm everything looks perfect. This preview represents what guests see after completing verification, not what unverified guests see initially. ## Verification Made Simple You decide what guests need to complete before check-in. Turn any of these steps on or off per property: - **Name, email, phone, and address** - **Government ID upload** — passport or driver's license, with details pulled in automatically - **Selfie matching** — a quick live photo compared against the ID - **Additional guest details** — names and ages of everyone staying - **Estimated arrival time** — so your team and cleaners can plan - **House rules and rental agreement** — signed digitally - **Damage protection** — waiver or refundable deposit Guests can pause and come back later without losing their progress. ## Verification Required for Access Codes **Important:** For security, guests must complete identity verification before Vanio AI shares any door codes, building entry codes, or WiFi passwords. This prevents guests from receiving outdated or incorrect access information that could cause lockouts. When unverified guests ask for access codes through messaging: - Vanio AI will not provide any codes until verification is complete - Guests are automatically directed to complete verification in their portal - Once verified, all access codes become immediately available - The system always provides the most current, accurate codes from your live property settings This security gate applies whether guests ask through the portal chat, text messages, or any other communication channel. ## Returning Guests Skip Ahead If a guest has stayed with you before and already verified, the portal remembers them. Their ID, selfie, and personal info carry over automatically. They only handle the stay-specific steps — arrival time, extra guests, house rules — turning a five-minute process into about thirty seconds. It's a small touch that makes repeat guests feel recognized. ## Upsells Guests Can Buy Themselves The portal quietly sells extras without anyone having to ask: - **Early check-in** — only offered when the property is actually ready - **Late checkout** — only offered when no one is arriving right after - **Mid-stay cleaning** — suggested automatically on longer stays - **Custom add-ons** — airport pickup, grocery stocking, baby gear, champagne on arrival, anything you want to offer You set the price per property and can show different options on different booking channels. Every purchase creates a task for your team and flows into your revenue reports. ### When You Decline an Early Check-In or Late Checkout Request When you decline a guest's early check-in or late checkout request, Vanio AI handles everything automatically: - **The request disappears from the guest's portal** — they won't see a rejected request lingering; it's simply gone. - **The guest is refunded automatically** — if the guest's card was charged, the payment is refunded. If the charge was only a temporary hold (never fully captured), the hold is released immediately. Either way, the guest owes nothing. - **No action is needed on your part** — once you click **Decline**, the payment processing and portal cleanup happen in the background. [Screenshot: Operator decline confirmation with the request removed from the guest portal view] **Note:** If you previously declined a request and noticed the charge seemed to remain or the request stayed visible, this has been fixed. Declined requests now always resolve correctly for the guest. ## Damage Protection Pick the model that fits your property: - **Damage waiver** — a small non-refundable fee that covers accidental damage up to a limit - **Refundable deposit** — held on the guest's card and released after checkout if everything's fine Guests accept the terms inside the portal before check-in. ## Door Codes and Location Details at Check-in For security, door codes and smart lock access don't appear the moment a guest books. The portal reveals them when your check-in window opens — so codes aren't floating around for weeks before arrival. Once the reveal window is active, guests can clearly see: - **Door access codes** — keypad combinations, lockbox codes, or smart lock instructions - **Exact property location** — street address and map coordinates for easy navigation - **Check-in instructions** — step-by-step directions for getting inside Guests always know exactly when these details will become available, and they're displayed prominently once the time comes. ### Access Codes in Check-in Instructions Many hosts store door codes, lockbox numbers, or building entry codes as custom variables and reference them inside their check-in instructions (for example, a line like "Your lockbox code is {{custom.fixedCode}}"). These codes now follow the same reveal-time rules as your smart lock and lockbox codes — they won't appear in the guest's portal until your configured reveal window opens before check-in. Before the reveal window opens, guests will see **🔒 Available closer to check-in** in place of the code. Once the reveal time is reached, the actual code appears automatically — no action needed on your part. **What counts as a code-bearing variable?** Vanio AI applies this protection to custom variables that: - Belong to the **codes** category (the most common case — lockbox numbers, door codes, building entry codes) - Have been marked as **sensitive** in your custom variable settings - Contain text that reads as an entry code, even if filed under a different category Non-code variables — like your WiFi password or house guide details — are not affected and remain visible to guests at all times after verification. **If a guest reports seeing 🔒 Available closer to check-in:** This is expected behavior before your reveal window opens. Let them know their code will appear automatically once the window is active. If the reveal time has already passed and they still see the placeholder, contact support. [Screenshot: Check-in instructions showing the 🔒 Available closer to check-in placeholder before the reveal window, and the actual code after] ## Everything About the Stay in One Place Once inside the portal, guests have: - **WiFi network and password** (after verification) - **A full property guide** — how the coffee machine works, where the trash goes, quirks of the heating - **Local recommendations** — your favorite restaurants, cafes, beaches, hikes - **Check-in and checkout instructions** - **A direct line to message you** No more guests texting at midnight asking for the WiFi. ## Smart Guest Communication When guests message you through the portal, Vanio AI works behind the scenes to help with responses: - **Automatic AI responses** — your AI assistant analyzes guest messages and can respond immediately for common questions - **Verification-gated information** — AI automatically ensures only verified guests receive sensitive access codes and WiFi passwords - **Magic login links** — every portal link sent to guests includes secure login tokens so they never get stuck on login screens - **Team notifications** — when you or your team reply directly through the portal, everyone stays in the loop with proper notifications - **Seamless handoffs** — AI handles routine questions while flagging complex issues for your personal attention - **Full message history** — every conversation is saved and accessible to your whole team Guests get faster responses, and you get fewer interruptions for simple questions that AI can handle perfectly. ## Works Like an App Guests can add the portal to their phone's home screen with one tap. After that it opens like any other app — full screen, no browser bar. You can also send push notifications straight to their phone for things like "Your door code is ready" or "Check-in opens in one hour." ## Branded to You The portal is your brand, not Vanio's. Upload your logo, pick your colors, and point it at your own custom domain so the link guests see matches your business name. Everything feels like a polished product from your company. ## Easy Login for Everyone Guests sign in with their phone number or, if they don't have a phone handy, a magic link sent to their email. No passwords to remember. Every portal link you send automatically logs guests in with secure verification tokens. ## Setting It Up Everything is configured with a few clicks in your Vanio settings: 1. Open **Settings → Guest Portal** 2. Upload your logo and pick your brand colors 3. Toggle the verification steps you want 4. Turn on the upsells you'd like to offer and set prices 5. Choose your damage protection model 6. Set when door codes and location details should be revealed 7. Point your custom domain at the portal (optional) From that point on, every new booking gets its own portal automatically — and your guests get a first-class experience from the moment they book until the day they leave. ## Tips & Best Practices - **Always require ID verification** for properties with high-value access codes or smart locks - **Set clear expectations** in your welcome message about when access codes will be available - **Test the verification flow yourself** to ensure it's smooth for guests - **Use the portal preview** to verify that check-in instructions and knowledge base articles display correctly - **File code variables in the correct category** — when creating custom variables that hold door codes, lockbox numbers, or building entry codes, set their category to **Codes**. This ensures they're protected by your reveal-time settings and never shown to guests too early. - **Use custom domain** to build trust and reinforce your brand - **Decline upsell requests promptly** — when you decline an early check-in or late checkout, the guest's payment is released immediately and the request disappears from their view right away, so there's no reason to leave requests pending. ## Common Questions **Q: What happens if a guest tries to check in without completing verification?** A: They won't be able to access door codes, WiFi passwords, or other sensitive information until verification is complete. Vanio AI will guide them to finish the process. **Q: Can guests complete verification on the day of arrival?** A: Yes, but it's better to encourage earlier completion. Verification typically takes 2-3 minutes, but you don't want guests standing outside your property trying to upload an ID. **Q: Do returning guests need to verify again?** A: No, if they've already verified their identity with you before, that verification carries over to future stays. They'll only need to complete stay-specific steps. **Q: Why does the portal preview show access codes even when the guest hasn't verified yet?** A: The preview is designed to show you exactly what verified guests will see — including all check-in content, access codes, and knowledge base articles. This helps you confirm everything is set up correctly before guests arrive. **Q: What happens to a guest's payment when I decline their early check-in or late checkout request?** A: The guest is refunded automatically as soon as you decline. If their card was fully charged, they receive a refund. If the charge was only a temporary hold, the hold is released immediately. The request also disappears from the guest's portal view — they won't see it listed as declined. **Q: A guest says they see "🔒 Available closer to check-in" instead of their door code. Is something wrong?** A: No — this is intentional. Your portal is set to reveal access codes only within a certain window before check-in, and that window hasn't opened yet. The code will appear automatically once the reveal time is reached. If the scheduled reveal time has already passed and the placeholder is still showing, please contact support and we'll look into it. **Q: My check-in instructions reference a custom variable with a door code. Will that be protected too?** A: Yes. Any custom variable that holds an access code — whether it's categorized as **Codes**, marked as sensitive, or detected as containing an entry code — is now protected by the same reveal-time rules as your smart lock and lockbox codes. Guests won't see the value until your reveal window opens. -------------------------------------------------------------------------------- # Setting Up Payments with Stripe URL: https://www.vanio.ai/docs/stripe-onboarding Tags: payments, stripe, onboarding, payouts Connect Stripe in about five minutes to start collecting payments, security deposits, and paying your team. -------------------------------------------------------------------------------- # Setting Up Payments with Stripe Vanio uses Stripe to handle every dollar that flows through your account — guest payments, security deposits, refunds, and payouts to your team. Stripe is the same payment processor used by companies like Shopify, Lyft, and Instacart, and it's trusted in 47 countries. You'll need to connect a Stripe account before you can charge guests or pay anyone. Setup takes about five minutes. ## Why Stripe - **You own the money.** Funds land in a Stripe account that's in your name, not Vanio's. We never hold your money. - **Global coverage.** Charge in 135+ currencies and pay out to a local bank account in most countries. - **Built-in fraud protection.** Stripe Radar catches suspicious transactions automatically. - **One dashboard.** View every transaction, refund, and payout directly in Stripe whenever you need a deeper look. ## Step 1 — Start the connection Go to **Settings → Payments → Connect Stripe**. Click **Connect with Stripe**. You'll be redirected to Stripe's secure sign-in page. If you already have a Stripe account, sign in. If not, click **Create account** — Stripe will set one up using the email address on your Vanio account. ## Step 2 — Business details Stripe asks for the basics about your business: - Legal business name and structure (sole proprietor, LLC, corporation, etc.) - Business address and phone - Tax ID or equivalent for your country - A short description of what you do ("short-term rental management" works) - Your website or a Vanio direct booking page link Use the legal name on file with your tax authority — this needs to match for payouts to work. ## Step 3 — Bank account Add the bank account where you want payouts deposited. You'll enter your routing and account numbers (or IBAN, depending on country). Stripe verifies the account instantly in most cases. You can add multiple bank accounts later — for example, one per legal entity if you manage properties for different owners. ## Step 4 — Identity verification Stripe is required by law to verify the identity of every account owner. Have your government-issued ID handy: - A photo of the front and back of your ID - A selfie (Stripe matches it to the ID) - Your date of birth and the last four digits of your Social Security number or local equivalent Most verifications complete in under a minute. If anything needs review, Stripe will email you within a day or two. ## Step 5 — Return to Vanio When Stripe is done, you'll be redirected back to Vanio. The payments page now shows a green **Connected** badge with your account ID and the currency you'll be paid out in. ## Testing your setup Before your first real charge, run a test: 1. Open any reservation 2. Click **Charge → Test charge → $1.00** 3. Use a real card — the charge runs for real and is refunded automatically a few seconds later If the test charge succeeds, you're fully set up. ## Accessing your Stripe dashboard From **Settings → Payments → Open Stripe dashboard**, you go straight to your Stripe account where you can see every transaction, download statements, manage payout schedules, and update bank details. Vanio and Stripe stay in sync automatically. ## What to do if verification fails If Stripe can't verify something, you'll see a yellow banner on the payments page with a link to fix it. Common issues: - **ID photo unclear.** Re-upload in better lighting. Make sure all four corners are visible. - **Name mismatch.** The name on your ID must match your business filing exactly. - **Bank account rejected.** Double-check the routing and account numbers, or try a different account. Fixes are usually applied in minutes. If Stripe needs extra documentation (like a utility bill), they'll request it directly via email. ## Common questions **Are there fees?** Stripe charges its standard processing fees (around 2.9% + 30¢ per card charge in the US). Vanio adds a small platform fee that's shown on every transaction. **When do payouts arrive?** By default, two business days after a charge. You can change the schedule in your Stripe dashboard. **Can I disconnect?** Yes, from Settings → Payments. Your Stripe account stays intact — you just won't be able to take new charges through Vanio. -------------------------------------------------------------------------------- # Automations URL: https://www.vanio.ai/docs/automations Tags: automations, workflows, triggers, actions Set trigger-action rules that run automatically for bookings, tasks, and more — including task-triggered notifications that now correctly display property names and full task details. -------------------------------------------------------------------------------- # Automations ## What Automations Does Automations let you set rules that fire automatically when something happens. For example: "When a guest books, send them a welcome message in 10 minutes." You build the rule once, and it runs forever for every reservation that matches. The AI handles the smart parts — what to say, what to decide — while automations handle the timing and triggers. Together they keep your operation running without you having to watch it. ## How an Automation Works Every automation has two halves: - **Trigger** — when it fires (a guest books, a guest checks in, a task completes, a noise sensor alerts, and so on) - **Action** — what it does (send a message, create a task, generate a code, post to Slack, and so on) You can stack actions: one trigger can do several things in sequence. A single "guest checked in" trigger can send a welcome message, set the thermostat, and create a mid-stay check-in task all at once. ## Common Triggers - New booking - Booking confirmed - Days before check-in (1, 3, 7, etc.) - Check-in day - Mid-stay - Day before checkout - Checkout day - Booking cancelled - Booking modified - **Reservation moved** — when you transfer a guest between properties - Guest sent a message - Task created or completed - Payment received or failed - Inquiry from a guest - Negative review - Noise sensor triggered - Lock battery low ## Common Actions - Send a message on whichever channel the guest uses — Airbnb, Booking.com, SMS, WhatsApp, or email - Create a task for your team - Generate or revoke a door code - **Create signature portal access** — guest check-in portal with keyless entry for your entire stay - Set the thermostat - Post to Slack - Send an email to the host - Add to Asana - Send a webhook to another tool - Pre-approve an inquiry - Trigger a workflow (a multi-step procedure) ## Pre-Built Templates Vanio ships with ready-made automations you can turn on with one click: - **Welcome message** — sent right after booking - **Check-in instructions** — sent the day before arrival, with door code and parking - **Signature portal setup** — creates keyless entry access for the guest's full stay - **Mid-stay check-in** — "How's your stay going?" - **Review reminder** — sent after checkout - **Cleaning auto-dispatch** — creates a cleaning task the moment a guest checks out - **Thermostat schedule** — cool down before the guest arrives, eco mode when empty - **Noise warning** — polite message when a sensor crosses the threshold Edit any template to match your voice and brand. ## Conditions and Filters Automations can be scoped to specific properties or situations: - "Only for my luxury listings" - "Only Airbnb bookings" - "Only guests staying 5+ nights" - "Only after 6pm" - "Only between June and September" This lets you build different welcome flows for different listing types without duplicating rules. **Conditions now apply consistently to all messages — whether they send immediately or are scheduled for later.** For example, if you set a mid-stay message to only go out for reservations of 5 nights or more, that rule is now respected whether the message fires right away or is queued to send days in advance. Previously, scheduled (time-based) messages could bypass conditions like length-of-stay filters and go out for reservations they weren't supposed to reach. This has been fixed — your conditions work exactly as configured, every time. ### Platform Matching When setting up platform filters (like "Only Airbnb bookings"), Vanio automatically handles different capitalizations. Whether your booking comes in as "Airbnb", "airbnb", or "AIRBNB", the filter will work correctly. This ensures your automations run consistently across all your listings, regardless of how platform names are formatted in different integrations. **Owner bookings through all integration methods now work correctly.** Previously, owner bookings that came through certain integration pathways wouldn't trigger automations with platform filters set to "owner". This has been completely fixed — your owner-specific automations (like inspection reminders, special welcome messages, or custom task creation) will now fire reliably for all owner reservations, regardless of which integration method handled the booking. This fix ensures that if you've set up automations specifically for your own stays — whether they're personal visits, maintenance blocks, or family bookings — they'll trigger exactly as expected. ## Skipping Messages **You can now skip immediate messages like cancellation notifications from the lifecycle timeline, and they won't be sent.** Previously, pressing "Skip" on immediate messages (like cancellation or booking confirmation messages) wouldn't prevent them from going out — only delayed messages could be properly suppressed. This has been fixed: - **Cancellation messages** — when you skip a cancellation message in the timeline, it will no longer be sent to the guest - **Immediate notifications** — any message that sends right away (confirmation messages, instant notifications) now respects the Skip button - **Timeline accuracy** — skipped messages appear as "skipped" in your automation logs with the reason "action suppressed for reservation" This gives you full control over all automated messages, whether they're scheduled for later or fire immediately when something happens. ## Personalizing Messages Automation messages can pull dynamic info from the booking: - Guest's first name - Property name - Check-in date and time - **Length of stay (number of nights)** - Door code - WiFi password - Address - **Custom variables** — your own personalized fields like loyalty status, special requests, or property-specific instructions You write the message once with placeholders, and Vanio fills them in for each guest. **Custom variables now work reliably in all automation messages.** Whether you're setting up new automations or running catch-up tasks for missed events, your custom placeholders (like {{custom.loyalty_tier}} or {{custom.special_instructions}}) will properly populate with their values instead of appearing blank in messages. ### Task Variables in Notifications **Task-triggered automations now include full property and task detail in every message.** When you build a rule that fires on task events — like "notify Slack when a task is created" — the message can now include: - **{{listing.name}}** — the property the task belongs to - **{{data.taskTitle}}** — the task's title - **{{data.taskDescription}}** — the full task description - **{{data.taskDueDate}}** — the due date formatted as a human-readable date (e.g., Tuesday, July 8, 2026) - **{{data.taskDueTime}}** — the due time (e.g., 11:00 AM) - **{{data.taskType}}** — the task category (e.g., maintenance, cleaning) - **{{data.taskPriority}}** — the priority level (e.g., high, normal) - **{{data.taskStatus}}** — the current status (e.g., todo, in progress) Previously, all of these fields — including the property name — would appear blank in task-triggered notifications, leaving your team without the context they needed. This has been fixed. All listing and task variables now populate automatically when a task rule fires. [Screenshot: Message template editor showing task variables in the variable picker under the "Task" group] **For tasks tied to a reservation**, the full guest and reservation context (guest name, confirmation code, check-in date, etc.) is also available alongside the task variables — so a single task notification can tell your team exactly who is arriving, when, and what needs to be done. **For workspace tasks** (tasks not linked to any property), the listing variables will be blank, but all task-specific variables (title, description, due date, priority, etc.) still populate correctly. ## Smart Language for Different Rental Types **Messages automatically use the right language for what you're renting.** When you manage both properties and vehicles (or bikes, equipment, etc.), your confirmation and reminder emails automatically switch between property language ("your stay", "check-in", "checkout") and rental language ("your rental", "pickup", "dropoff") based on what the guest booked. **Your email templates work for both.** The same template handles property stays and vehicle rentals correctly: - "Your stay at Mountain Cabin starts tomorrow" vs "Your rental of the 2024 Tesla Model Y starts tomorrow" - "Check-in details" vs "Pickup details" - "Before checkout" vs "Before dropoff" - Custom reminders for vehicle rentals include inspection photo requirements automatically This means you can use one set of automations across your entire portfolio without worrying about sending confusing language to guests. ## Reliable Message Delivery **Welcome messages and other automated messages are now more reliable.** Vanio has improved the internal system that schedules messages, ensuring they consistently reach your guests on their reservation dates. This fix prevents important arrival information and other automated communications from being accidentally skipped. **SMS delivery to US guests is now more robust.** Previously, guests who entered their phone number without a country code (like "6505551234") would sometimes not receive their welcome messages. This has been fixed — the system now properly formats US phone numbers and validates them before sending, ensuring your welcome texts reach guests regardless of how they format their phone number during booking. Every message sent through automations is tracked in your automation logs, so you can verify that guests received their welcome messages, check-in instructions, and other important communications. ## Reliable Calendar and Data Display Vanio's calendar displays your reservations and automation information reliably. Even if there are temporary issues loading some automation data (like upcoming actions), your calendar will still appear with all available reservation information. Any missing automation details load separately in the background, so you can always access your main calendar view and property information without delays. ## Robust Date Change Handling When you modify a reservation's check-in or check-out dates, workflow tasks automatically reschedule to match the new dates: - **Tasks stay aligned** — cleaning reminders, welcome messages, and door code generation adjust to your new timeline - **No missed actions** — automations that were scheduled for specific dates relative to check-in automatically move to the correct new dates - **Seamless updates** — works whether you change dates through the booking platform, your internal tools, or guest requests This ensures your automation timeline stays perfectly coordinated with your guest's actual stay, without requiring you to manually reschedule every affected task. ## Robust Reservation Move Handling When you move a guest between properties, automations automatically adapt to maintain a seamless guest experience: - **Door access updates instantly** — signature portal access adjusts to the new property for the guest's full stay length - **No service interruptions** — guests never lose access mid-stay due to property transfers - **Accurate stay calculations** — automations use the correct number of nights even after moves The system includes multiple layers of verification to ensure guests always have the right access for their entire reservation, regardless of property changes. ## Enhanced Smart Lock Integration **Door lock access codes are now completely reliable, even when booking platform webhooks fire multiple times.** Previously, if a booking confirmation event triggered multiple times (which can happen with platform glitches), you might end up with several different door codes created for the same guest reservation. This has been fixed: - **One code per reservation** — the automation system now detects and prevents duplicate door code creation, ensuring each guest gets exactly one access code - **Smart deduplication** — if an automation attempts to create a door code that already exists, it safely skips the duplicate instead of creating confusion - **Timeline accuracy** — door code creation events now always appear correctly in your property dashboard timeline, even after webhook re-fires **This applies to all smart lock integrations** — whether you're using Seam-compatible locks or other smart lock platforms, the deduplication system ensures clean, predictable door code management for your guests. ## Enhanced Reservation Updates and Cancellations Vanio now automatically handles task management when reservations are updated or cancelled, even if you haven't set up specific automation rules for these events: - **Automatic task cleanup** — when a reservation is cancelled, related tasks are automatically cancelled to prevent unnecessary work - **Smart task updates** — when reservation details change (dates, guest count, etc.), existing tasks are updated to reflect the new information - **No missed actions** — these core behaviors work even if you don't have explicit "reservation cancelled" or "reservation updated" automations configured This ensures your team's task list stays accurate and up-to-date without requiring manual cleanup after booking changes. ## Workflow-Level Property Scope When building automations in the workflow editor, you can set which properties an entire workflow applies to at the workflow level. This makes it easier to manage complex automations that should only run for specific property groups: - **Set once, apply everywhere** — configure property scope at the workflow level instead of on each individual trigger - **Dynamic property groups** — use property groups that automatically include new listings as you add them - **Consistent behavior** — all triggers and actions in the workflow respect the same property scope This is especially useful for property-specific welcome sequences or cleaning protocols that involve multiple steps. ## Improved Task Creation from Checklist Templates **Checklist templates now apply all their settings when creating automation tasks.** When your workflow uses a checklist template to create tasks, advanced template features like smart room-based generation now work correctly: - **Smart room generation** — if your template is set to automatically create separate tasks for each room (bedroom cleaning, bathroom cleaning, etc.), this now works properly in automation-created tasks - **Template inheritance** — when your checklist template extends another template with custom overrides, automations now correctly merge the parent template with your customizations - **Consistent behavior** — automation-created tasks match exactly what you'd see if you manually created a task using the same template **This applies to both scheduled automations and catch-up tasks** — whether the task is created on schedule or generated later to catch up on missed events. ## Automation Logs Every time an automation fires, it shows up in the log. You can see: - Which automation ran - When it ran - What it did — which message was sent, which task was created, which code was generated - **If it failed and why** — including detailed error messages for troubleshooting - **Skipped actions** — when an automation was skipped due to filters or conditions, with the specific reason Handy when you're debugging: "Why didn't my welcome message go out?" or "Did the door access update after I moved that reservation?" **Improved skip logging for platform filters.** The automation logs now show clearer information when automations are skipped due to platform mismatches. Instead of generic messages, you'll see specific details like "Platform 'airbnb' not in filter [owner]" which makes it easier to understand why your owner-specific automations didn't run for Airbnb bookings, or vice versa. **Task-triggered automations now appear in your automation logs.** When an automation fires because a task was created or completed — for example, posting a Slack message or sending an email when a new task is created — that run now shows up in your automation history just like reservation-triggered automations do. Previously, these automations would send successfully but leave no record in the log, making it impossible to confirm they had run. You can now use your automation history to verify that task-triggered rules are firing as expected. ## Catch-Up for Missed Events If an event happens during a rare outage, Vanio replays the missed events when it comes back online. You don't lose automations because of a temporary hiccup. **"Apply to upcoming reservations" now respects platform filters.** When you use the catch-up feature to apply automations to existing reservations, the system now properly considers your workflow's platform filters. This means if you have an automation set to "Only owner bookings" and run catch-up, it will only create tasks for your actual owner reservations instead of trying to apply them to all upcoming bookings regardless of platform. ## Automations vs. AI Skills - **Automations** are trigger-action rules — deterministic, predictable, you control exactly what happens. - **AI Skills** are step-by-step playbooks the AI follows for specific situations — the AI improvises within guardrails you set. Use automations for routine messaging and operations. Use AI Skills when something needs reasoning, like "check the cleaning status, then decide if early check-in is okay." ## Setting Up Your First Automation 1. Go to **Workflows → Automations** 2. Click **New Automation** 3. Pick a trigger 4. Pick one or more actions 5. Add conditions if you want it to fire only in specific situations 6. Test it — preview the message and simulate a trigger 7. Turn it on Most users start with the welcome message template and build from there. ## Common Questions **Will guests get a flood of messages?** No. Automations include built-in suppression so the same message won't fire twice for the same booking. **Can I pause an automation temporarily?** Yes. Toggle it off and on without losing the configuration. **What if I edit the message after a guest already received the old version?** New guests get the updated version. Past sends are not changed. **What happens if I change a guest's check-in or check-out dates?** Workflow tasks automatically reschedule to match the new dates. Your entire automation timeline adjusts so everything stays perfectly coordinated with the guest's actual stay. **What happens if I move a guest to a different property?** Automations automatically update to match the new property details. Door access, messaging, and tasks all adapt to ensure no service interruption for your guest. **Why did my automation get skipped?** Check the automation logs for the specific reason. Common causes include platform filters (the booking came from a different platform than your filter allows), property scope (the automation only applies to certain properties), or conditions that weren't met (like minimum stay length). Recent improvements make these skip reasons more visible in the logs to help with troubleshooting. **My guest says they didn't receive their welcome text — what happened?** Check the automation logs first to see if the message was sent successfully. If you see an error about invalid phone numbers, it's likely resolved now — recent improvements fixed issues where US phone numbers entered without country codes (like "6505551234") weren't being formatted properly for SMS delivery. **My owner booking automations stopped working — what's going on?** This issue has been completely fixed. Owner bookings that come through any integration method now properly trigger automations with platform filters set to "owner". If you were missing inspection reminders or other owner-specific automations, they should resume working normally. The fix ensures that your personal stays, maintenance blocks, and family bookings all trigger the appropriate automations. **Will my vehicle rental guests get confusing property language in their emails?** No. Your email templates automatically detect what type of reservation it is and switch the language accordingly. Vehicle renters get "pickup" and "dropoff" language, while property guests get "check-in" and "check-out" language. You don't need separate templates — one template works correctly for both. **Do I need different automations for my vehicles vs my properties?** Not necessarily. The same automation templates work for both, automatically adapting their language based on what the guest booked. However, you might want different conditions or timing — for example, vehicle rentals might need pickup photo reminders that properties don't need. **My custom variables aren't showing up in automation messages — why are they blank?** This issue has been fixed. Custom variables like {{custom.loyalty_tier}} or {{custom.special_instructions}} now populate correctly in all automation messages, including catch-up tasks for missed events. If you're still seeing blank placeholders, check that the custom variable is properly set up for your account and has a value for the specific reservation. **My checklist template settings aren't working in automation-created tasks — what's wrong?** This has been resolved. When your workflow creates tasks using a checklist template, all template settings (like smart room-based generation and template inheritance) now apply correctly. Automation-created tasks should behave exactly the same as manually created tasks using the same template. **Why did my guest get multiple door codes for the same stay?** This issue has been fixed. Previously, if a booking platform sent duplicate confirmation events (which can happen during platform glitches), your door lock automation might create several different access codes for the same reservation. The system now detects and prevents these duplicates, ensuring each guest gets exactly one door code that works for their entire stay. **I see duplicate door code events in my timeline — is this normal?** No, this was a bug that has been resolved. Timeline events for door code creation now appear correctly and only once per reservation, even if there are temporary platform issues. If you're still seeing timeline inconsistencies for recent reservations, check your automation logs for any error details. **I used "Apply to upcoming reservations" but it created tasks for the wrong bookings — why?** This issue has been fixed. The catch-up feature now properly respects your workflow's platform filters, so if you have an automation set to "Only owner bookings," it will only apply to actual owner reservations instead of all upcoming bookings. The same applies to any other platform filters you've configured. **I pressed "Skip" on a cancellation message but it was sent anyway — what happened?** This issue has been completely fixed. Previously, immediate messages like cancellation notifications wouldn't honor the Skip button in the lifecycle timeline. Now when you skip any message — whether it's scheduled for later or fires immediately — it will be properly suppressed and won't reach your guest. You'll see "action suppressed for reservation" in your automation logs to confirm the skip worked. **I set a condition like "only for stays of 5+ nights" but shorter reservations are still getting my scheduled messages — what's going on?** This bug has been fixed. Previously, messages with time-based triggers (like "send 2 days before check-in") would ignore length-of-stay conditions and go out regardless of how long the guest is staying. Now all conditions — including length of stay, platform, and any others you've configured — are respected for both immediate and scheduled messages. If you have existing automations with these conditions, they will now work exactly as you intended. **I have automations that trigger on task events (like "task created"), but I couldn't tell if they were actually running — how do I check?** You can now check your automation logs to confirm these ran. Automations triggered by task events — such as sending a Slack notification or email when a task is created — now properly record a history entry every time they fire. Go to **Workflows → Automations**, open the automation in question, and check its log. You'll see each time it ran, what it did, and whether it succeeded. Previously these automations ran silently without leaving a record, even when the messages were delivered successfully. **My task-triggered notifications were showing blank property names and missing task details — is this fixed?** Yes, this has been completely resolved. Task-triggered automations now correctly populate the property name ({{listing.name}}) and all task detail variables — including title, description, due date, due time, type, priority, and status — in every notification they send. If you have existing Slack messages, emails, or other notifications set up for task events, they will now display complete information automatically, with no changes needed on your end. -------------------------------------------------------------------------------- # Connecting Your Email Inbox URL: https://www.vanio.ai/docs/email-connection Tags: email, gmail, imap, integrations Connect your email inbox so Vanio can capture bookings, match guest emails to their reservations, and thread every message into the right conversation automatically. -------------------------------------------------------------------------------- # Connecting Your Email Inbox A huge amount of useful information arrives in your inbox: booking confirmations from channels you haven't connected yet, direct inquiries from past guests, supplier notices, owner messages. Vanio can read these emails, understand what they say, and turn them into reservations, messages, or tasks automatically. This guide walks through connecting Gmail in one click, or any other provider using standard mail settings. ## Why connect your inbox - **Capture every booking.** When a confirmation lands from Airbnb, Booking.com, VRBO, or a niche channel, Vanio extracts the dates, guest, and price and creates the reservation — no manual entry. - **Direct inquiries land in your dashboard.** Guests who email you directly show up in the same timeline as channel messages. - **Guest emails link to the right reservation automatically.** When a guest emails you — whether through your website's contact form or directly to your inbox — Vanio matches the message to their reservation and threads it into the correct conversation. Vanio AI can then draft a reply with full context about their stay. - **Centralize owner and supplier communication.** Track owner approvals, vendor invoices, and maintenance updates alongside everything else. - **AI replies on your behalf.** With your permission, the assistant can draft or send replies from your address. ## Connecting Gmail From **Settings → Email → Connect inbox**, click **Connect Gmail**. You'll be redirected to Google's sign-in page. 1. Sign in with the Google account you want to connect 2. Review the permissions (read, send, modify mail) 3. Click **Allow** You're back in Vanio in a few seconds with a green **Connected** badge. Vanio starts processing new emails immediately and can also scan the past 90 days for any reservations it should backfill. The Google sign-in flow is the standard one used by every app that connects to Gmail. Vanio never sees your password. ## Connecting other providers If you use Outlook, Yahoo, Fastmail, iCloud, or a custom domain, connect via standard mail settings. Click **Connect other → Add manually** and enter: - Your email address - Your password or app password (most providers require an app password for third-party clients — there's a help link for each major provider) - The incoming mail server (Vanio fills this in for popular providers) - The outgoing mail server (same) Click **Test connection**. Vanio verifies it can read and send mail, then saves the inbox. ## What gets parsed Once connected, Vanio scans incoming email for: - **Booking confirmations** from any channel — known formats are matched instantly, new ones are learned over time - **Cancellations and modifications** to existing reservations - **Payout notices** from channels and payment processors - **Guest messages** sent directly to your address - **Owner communications** that mention specific properties Everything else is left alone. Vanio doesn't touch personal email or anything outside the rental business. ## How guest emails get matched to reservations When a guest emails you — or submits your website's contact form — Vanio automatically tries to identify which reservation the message belongs to. It works through three steps, in order: 1. **Confirmation code.** If the subject line or email body contains a reservation confirmation code (for example, an Airbnb code like `HMCC2WJKAB` or a numeric booking reference), Vanio links the message to that reservation instantly. 2. **Guest email address.** If no code is found, Vanio checks whether the sender's email address matches a guest on an existing reservation. 3. **Guest name.** If the email address doesn't match, Vanio tries the sender's display name. A name match is only used when it points to exactly one reservation — if two guests share the same name, Vanio won't guess. When a match is found, the message is threaded into that reservation's conversation in your dashboard, just like a message from Airbnb or Booking.com would be. Vanio AI then reviews the message and prepares a suggested reply for your approval before anything is sent. If no reservation can be identified, the message is filed as a new inquiry so nothing gets lost. [Screenshot: A guest email threaded into a reservation conversation alongside channel messages] ## Website contact form emails If you use a Vanio-hosted website, messages submitted through your contact form are now routed through the same matching process described above. When a guest fills out your contact form, their message is checked against your reservations so it lands in the right place. You'll always receive a copy of the message to your regular email address as well, so nothing slips through. ## Privacy and data handling - Mail is processed in your account only. It is never used to train shared AI models. - You can review exactly which emails Vanio touched from **Settings → Email → Activity log**. - You can exclude specific senders, domains, or labels. - You can pause processing at any time without disconnecting. ## Sending email from Vanio With permission to send, the assistant can reply to guest emails directly from your address — so guests see a reply from you, not from a Vanio address. You can require approval for every outgoing email or let the AI send autonomously based on your autopilot settings. For emails matched to a reservation, any AI-suggested reply is always held for your review first. Vanio will never auto-send a reply to a newly matched guest contact without you seeing it. ## Disconnecting From **Settings → Email → your inbox → Disconnect**, removes Vanio's access immediately. For Gmail, the access token is revoked at Google so even if Vanio kept a copy (it doesn't), it would stop working. Disconnecting does not delete reservations or messages that were already created. They stay in your dashboard. ## Common questions **Can I connect more than one inbox?** Yes. Connect a separate inbox per brand, per region, or per owner. Each inbox has its own activity log and routing rules. **Will Vanio mark my emails as read?** No, unless you turn that option on. By default, your inbox looks untouched. **What happens if Gmail signs me out?** You'll see a yellow banner asking you to reconnect. New emails are paused until you do, then any backlog is processed in order. **Does this work with shared inboxes?** Yes, as long as you can sign in to the shared account. **What if Vanio matches a guest email to the wrong reservation?** Matches based on a confirmation code or email address are highly reliable. Name-only matches are only made when there's no ambiguity. If a message does land on the wrong reservation, you can move it manually from the conversation view. You can also contact support if you notice a pattern. **Will guests know their email was handled by AI?** Vanio AI prepares a draft reply for your review — it doesn't send anything automatically for newly matched guest emails. You decide whether to send, edit, or discard the suggestion. -------------------------------------------------------------------------------- # Payments URL: https://www.vanio.ai/docs/payments Tags: payments, stripe, billing, refunds Collect from guests, pay your team, and manage owner splits — all from one place, with automatic handling for edge cases like missing guest emails. -------------------------------------------------------------------------------- # Payments Vanio handles all the money flowing through your operation so you don't have to juggle a dozen tools. Guests pay you, you pay your team, owners get their cut — all from one place. ## What Payments Does - **Money in** — Guests pay you for direct bookings, upsells, damage waivers, and security deposits. - **Money out** — You pay your cleaners, maintenance team, and service providers automatically when tasks are completed. - **Owner splits** — If you manage properties for owners, Vanio generates monthly statements showing revenue and expenses. Everything runs through Stripe. You connect your bank account once and you're done. ## Setting Up Payments (One Time) 1. Go to **Settings → Payments** 2. Click **Connect Stripe** 3. Enter your business details (about 5 minutes) 4. Add your bank account 5. Done — you can now collect from guests and pay your team You don't need a Stripe account already. Vanio creates one for you during setup. ## Collecting From Guests - **Direct bookings** — Guest pays at booking time on your direct booking website. - **Upsells** — Guest buys early check-in, late checkout, or a mid-stay clean through the guest portal. - **Damage waivers** — A non-refundable fee guests pay before arrival. - **Security deposits** — Authorization hold released 7 days after checkout. You decide when guests are charged — at booking, a set number of days before arrival, or split across both. ## Recording Manual Payments When you receive payments outside Vanio (bank wires, checks, cash), you can record them manually: 1. Go to your reservation 2. Click **Record Payment** in the payments section 3. Enter the amount and select payment method 4. Click **Record** Vanio automatically uses your reservation's currency (CAD for Canadian properties, EUR for European ones, etc.) so your payment records stay accurate. No more accidentally recording CAD payments as USD. [Screenshot: Manual payment dialog showing currency matching the reservation] ## Charging a Guest's Card Manually When you need to charge a guest's card directly — for a damage claim, an extra fee, or anything else that comes up — Vanio processes the charge without interruption, even if the guest's contact information is incomplete. Specifically, if a guest doesn't have a primary email address on file, Vanio will automatically: 1. Use another email address on file for that guest, if one exists, or 2. Generate a placeholder so the charge can still go through Either way, **the charge proceeds.** You won't see an error, and you don't need to fix the guest's contact details or handle anything in Stripe yourself before charging. > **Note:** If Vanio uses a placeholder email, the guest won't receive an automatic receipt for that charge. You may want to follow up with them directly if a receipt is needed. [Screenshot: Manual charge dialog processing successfully for a guest with no primary email] ## Paying Your Team You have two modes and you can mix them: 1. **Per-task auto-pay** — When a cleaner marks a task complete, payment goes out within minutes. 2. **Invoice cycle** — Tasks accumulate and you batch-pay them weekly or monthly. Pick whichever fits your cash flow. Some staff can be per-task while others run on an invoice cycle. ## Platform Integration & Reliability Vanio processes payments from all your booking platforms automatically: - **Airbnb** — Payout notifications are captured and processed, including cancellation scenarios - **Direct bookings** — Real-time payment processing through your connected payment gateway - **Other platforms** — VRBO, Booking.com, and manual reservations Payment processing is built to handle edge cases like cancelled reservations, partial payouts, and platform-specific data variations. Your earnings dashboard stays accurate regardless of booking source or reservation changes. ## The Wallet (Funded Balance) You can pre-fund a wallet to avoid per-transaction processing fees on every cleaner payment. 1. Top up your wallet from your bank — one larger transfer instead of many small ones. 2. Cleaner payments come out of the wallet instantly, with no per-transaction fees. 3. When the wallet runs low, auto-top-up kicks in at a threshold you set. For US accounts this is ACH bank debit. Other countries use SEPA, Bacs, PAD, or BECS — whichever is native to your bank. ## Cleaner Payout Setup Your cleaners don't need a Vanio account. When you add them: 1. They get an SMS with a one-time link. 2. They tap it and enter their bank account on a secure page (about 60 seconds). 3. Future payments arrive automatically. No app, no signup, no password. The same flow works for maintenance workers. ## Earnings Dashboard (For Your Team) Your cleaners and maintenance staff each get a personal earnings page showing: - Today, this week, this month, and all-time totals - Every task with amount and status - **Instant pay** option — a small fee to get paid within minutes instead of the standard 2–3 days ## Owner Statements If you manage properties for owners, Vanio generates monthly statements with: - Reservations and revenue - Cleaning costs - Maintenance expenses - Your management fee - Net payout to the owner Owners get their own portal where they can view statements and upcoming bookings. ## Multi-Currency Vanio supports USD, EUR, GBP, AUD, and CAD. The right bank rail is picked automatically based on your country. When you record manual payments, Vanio uses the reservation's currency automatically — so CAD reservations get CAD payment records, EUR reservations get EUR records, and so on. This keeps your books accurate for international properties. ## Platform Fees - **Direct booking payments** — Standard Stripe rates. You pay Stripe, nothing extra to Vanio. - **Cleaner payments through the wallet** — Small platform fee. - **Upsells and waivers** — Small revenue share. - **Instant payouts** — Small fee the cleaner pays for choosing instant. Exact percentages are on the pricing page. ## Common Questions **Do I need a Stripe account already?** No — Vanio creates one for you during setup. **What about my existing accounting?** Vanio doesn't replace QuickBooks or Gusto — it sits next to them. You can export earnings as CSV. **What if a task is paid but I want to refund?** You can issue refunds from the task page. **What if my cleaner messes up their bank info?** They tap their original SMS link to update it, or you resend the setup link. **Can hosts pre-fund and let me handle their payouts?** Yes — that's the three-tier flow. They top up, you manage, your team gets paid. **What if Airbnb cancels a reservation after I've already paid my team?** Vanio automatically processes cancellation payouts from Airbnb and updates your earnings accordingly. You'll see the adjusted amounts in your dashboard. **Will manual payments use the right currency for my Canadian properties?** Yes — when you record a manual payment, Vanio automatically uses the reservation's currency instead of defaulting to USD. Your CAD, EUR, and other non-USD reservations will have accurate payment records. **What happens if I try to manually charge a guest who doesn't have a primary email address?** The charge goes through automatically. Vanio will use another email on file for that guest if one exists, or generate a placeholder if not. You don't need to update the guest's profile or do anything in your payment processor before charging. If a placeholder is used, the guest won't receive an automatic receipt, so you may want to send one manually. -------------------------------------------------------------------------------- # Phone Numbers for Voice Agent URL: https://www.vanio.ai/docs/phone-numbers Tags: phone, voice, twilio, ai-agent Buy phone numbers, import existing ones, and connect voice AI agents that answer guest calls with automatic SMS reliability monitoring -------------------------------------------------------------------------------- # Phone Numbers for Voice Agent Guests still call. Whether it's a lockout at midnight, an early-arrival question, or a booking inquiry from a returning guest, the phone matters. Vanio gives every property a phone number connected to a voice AI agent that answers in seconds, talks like a human, and can do real things — check availability, send a door code, escalate to a human, log the call. This guide covers buying a number, bringing your own, assigning numbers to properties, and routing calls across a multi-property portfolio. ## Buying a Vanio number The fastest way to get started. 1. Go to **Settings → Phones → Buy number** 2. Pick a country and area code 3. Browse available numbers (local and toll-free options shown) 4. Click **Buy** on the one you want The number is provisioned in a few seconds and assigned to your account. It's billed monthly along with your subscription. You can release it any time from the same page. **Important:** For US and Canadian numbers, you may see a warning that "SMS sending to US recipients may be delayed up to 24 hours while the carrier registration completes." Voice calls work immediately, but text messages might take up to a day to reach guests reliably. This happens automatically in the background — no action needed on your part. ## Bringing an existing Twilio number Already have a number on Twilio? Keep it and point it at Vanio: 1. Go to **Settings → Phones → Bring your own → Twilio** 2. Paste your Twilio account SID and auth token (read-only credentials work fine) 3. Pick which Twilio numbers to import 4. Vanio updates the voice and SMS webhooks on each number to route calls and texts to your AI agent Your Twilio bill stays with Twilio. Vanio doesn't add a markup on imported numbers. If you use a different provider, contact support — most major carriers can be configured similarly. ## Assigning numbers to properties A number becomes useful once it knows what property it represents. From **Settings → Phones**, click any number and: 1. Pick the listing(s) it belongs to 2. Choose what the AI should answer the phone with — "You've reached Sunset Cottage, how can I help?" 3. Set business hours and after-hours behavior (auto-answer, voicemail, or forward to a teammate) 4. Decide which actions the AI is allowed to take on calls (send door codes, confirm reservations, take payment, etc.) A number can be assigned to one property, a group of properties, or your whole portfolio. ## Phone verification for guest accounts When guests create accounts on your direct booking site, they can optionally verify their phone number with a text message code. Phone verification is no longer required during account signup — guests can skip it entirely and set up their account immediately. If guests want to add a phone number later, they can do so anytime: 1. Guest goes to their account settings after signing up 2. Clicks **Add phone number** in their profile 3. Enters their phone number 4. Vanio sends a 6-digit verification code via SMS 5. Guest enters the code to verify their number 6. The verified number appears in their reservation details The verification works reliably for guests worldwide — including those calling from Greece, France, Germany, and other international locations that previously experienced delivery issues. Property managers can monitor verification delivery health by country from **Settings → Phones → Verification dashboard**. If you notice issues in specific regions, contact support for assistance. ## Text message reliability Vanio automatically monitors all your phone numbers to ensure text messages reach guests reliably. If a number has trouble sending messages (especially to US recipients), Vanio detects and fixes the issue within 24 hours. You don't need to do anything — this happens automatically in the background. If you notice guests aren't receiving texts, the system is likely already working on a fix. Contact support if issues persist beyond 24 hours. ## Updating your listing to use the new number For guests to actually call the number, it has to appear in the places they look: - **Direct booking site.** Vanio updates the contact number on your direct site automatically when you assign a number. - **Channel listings.** Edit the contact info on Airbnb and Booking.com to show the new number. Two-way sync (if enabled) handles this for you. - **Pre-arrival messages.** Vanio's default check-in message includes the property's phone number — no edit needed if you use the defaults. - **Lock screens and key boxes.** If you have physical signage, refresh it on the next turnover. ## Multi-property number routing Larger portfolios usually want one of these patterns: - **One number per property.** Cleanest for guests. The AI knows exactly which property is calling without asking. Best when you have under ~50 properties or want each property to feel independent. - **One number per region.** A single phone number for, say, all your Lisbon properties. The AI asks the caller which property they're calling about. Cheaper at scale. - **One number for everything.** A single line for the whole company. The AI asks for the property name or reservation code first. Useful for brand consistency. Mix patterns however you like. The AI's behavior is configured per number. ## Forwarding to humans Every number has a fallback. If the AI can't help — or the guest asks for a human — the call forwards to whoever is on duty. Set duty rotations from **Settings → Team → On-call schedule**. Forwarded calls still log a transcript and recording in the dashboard, so nothing is lost. ## Common questions **Can guests text the number?** Yes. Texts route to the same dashboard timeline as channel messages. The AI replies in the same voice. **Are calls recorded?** Yes, with a disclosure played at the start of every call (configurable per region for compliance). Recordings live in the reservation timeline. **What languages does the voice agent speak?** Over 30, with native-sounding voices in the major ones. The agent matches the caller's language automatically. **How much does a number cost?** Vanio numbers are a flat monthly fee per number, plus per-minute usage. Toll-free is slightly higher. See **Settings → Billing** for exact pricing in your country. **Do verification codes work for international guests?** Yes. The SMS delivery system routes codes reliably to phone numbers worldwide, including regions that previously experienced delivery issues. **Is phone verification required for guest signup?** No. Phone verification is now optional during account creation. Guests can skip it and add their phone number later in account settings if they choose. **Why might text messages be delayed after buying a new number?** US carriers require special registration for business text messages. When you buy a US or Canadian number, Vanio handles this registration automatically, but it can take up to 24 hours to complete. Voice calls work immediately. **What happens if text messages fail to send?** Vanio monitors all your numbers daily and automatically fixes any delivery issues within 24 hours. You'll see a warning during number setup if this might affect a new number, but no action is required on your part. -------------------------------------------------------------------------------- # Owner Management & Reporting URL: https://www.vanio.ai/docs/owner-reporting Tags: owner-reporting, revenue, statements, property-management Run your owner relationships end to end — CRM pipeline, white-labeled portal, automated statements, and fee structure visible at a glance on every property thumbnail across listings, calendar, tasks, and reports. -------------------------------------------------------------------------------- # Owner Management & Reporting If you manage properties on behalf of other people, Vanio gives you everything you need to run those relationships — from the first sales conversation with a prospective owner, to signing them on, to paying them out every month. It is a full owner CRM and reporting suite, not just a statement generator. ## A CRM for your owners Every owner lives in the **Owners** section of your dashboard. You can view them as a searchable list or as a pipeline board, and move them through the stages of your sales process: 1. **Lead** — a new prospect, captured from your website, a referral, or added by hand 2. **Contacted** — you have reached out 3. **Proposal Sent** — you have sent them a management agreement to review 4. **Onboarding** — they have signed and you are setting up their properties 5. **Active** — live and earning 6. **Churned** — the relationship has ended or paused This means you can use Vanio to grow your owner book, not just service the owners you already have. ## The owner profile Each owner has a full profile page with everything you need in one place: - **Contact details** — multiple emails and phone numbers, with a primary contact and verification status - **Notes** — an internal log of anything you want to remember about the owner, with who wrote it and when - **Documents** — upload management agreements, IDs, tax forms, and insurance certificates - **Linked properties** — the homes you manage for them, including the ownership type, the agreement start date, and the agreement expiry date so you can chase renewals before they lapse - **Activity timeline** — every conversation you have had with the owner, across the portal, email, and SMS, in one thread ## Revenue at a glance The profile sidebar shows live numbers for each owner: how many properties they have with you, how many bookings those properties have taken, and how much revenue they have earned. These numbers update automatically as bookings come in — there is nothing to reconcile. ## The owner portal Every owner gets their own white-labeled portal, branded to your company. From it they can: - See a live dashboard of their property performance - View upcoming reservations and the booking calendar - Download monthly statements and payout history - See maintenance and cleaning history - Message your team directly On every owner profile there is a **View as Owner** button. Click it and a new tab opens showing exactly what the owner sees when they log in — great for checking things look right before you invite them. Messages sent from the portal land in your inbox and appear on the owner's activity timeline alongside everything else. ## Automated monthly statements Vanio builds each owner's monthly statement from the same booking and expense data that runs the rest of your business. No spreadsheets, no copy-paste. Each statement shows: - **Revenue** — booking income, cleaning fees, upsells, and damage protection, broken down per property - **Expenses** — cleaning costs, maintenance, platform fees, and any manual expenses you add against a property - **Your management fee** — applied automatically based on the fee structure in the owner's agreement - **Net payout** — the bottom line the owner is owed for the month Statements come out as a branded PDF, ready to email or publish straight to the owner portal. Go to **Reports → Owner Statements**, pick the properties, pick a date range, and export. ## Seeing your fee structure at a glance Property thumbnails throughout Vanio — including in listings, the calendar, tasks, and the payments report — now show your management fee level right next to the management type badge. For example, a percentage-based agreement displays as **25%**, a flat monthly fee as **$1,500/mo**, and a flat per-reservation fee as **$150/res**. [Screenshot: Property thumbnail showing a management type badge alongside a fee level pill, e.g. "Managed" and "25%", in the bottom corner of the photo] This means you can scan across any list of properties — including **Reports → Payments** — and immediately confirm which fee structure applies to each one, without opening the property record. The fee level only appears when a value has been set on the property. If you see no fee pill next to the badge, check that a fee percentage or flat amount has been entered for that property under its management agreement settings. ## Analytics beyond statements The owner section also gives you: - **Engagement** — how often each owner logs into the portal and messages you - **Verification status** — who has completed their contact details, signed agreements, and uploaded required documents - **Damage protection** — claims raised, recovered, and net impact per property - **Upsell revenue** — early check-in, late checkout, and add-on earnings per property and per owner - **Agreement expiry tracking** — a list of owners whose management agreements are coming up for renewal so nothing slips through ## Payouts are connected Because owner management sits inside the same system as your payments, owners can be paid out automatically from the revenue their properties earn. You do not have to move money between tools or update two different systems when something changes. ## Getting started 1. Go to **Owners** in your dashboard and add your first owner (or import a list) 2. Upload their management agreement under **Documents** and record the start and expiry dates 3. Link the properties they own to their profile and set your management fee 4. Click **View as Owner** to preview what they will see 5. Invite them to the portal 6. At the end of the month, go to **Reports → Owner Statements** and export their statement From there, everything is automatic — new bookings flow into their revenue, new expenses flow into their statement, and their portal stays up to date in real time. ## Common questions **Can owners log in themselves?** Yes. Use **View as Owner** to preview what they see before you invite them. **How are management fees calculated?** From the fee structure on each linked property's agreement — percentage-based, flat monthly, or flat per-reservation — applied automatically to the appropriate revenue. **Where can I see the fee level for each property?** The fee level appears as a small badge on every property thumbnail across listings, the calendar, tasks, and the payments report. You can confirm it at a glance without opening any individual property. **Can I track agreement renewals?** Yes — every linked property stores the agreement start and expiry date, and Vanio flags the ones coming up. **Can I add manual expenses?** Yes — anything you add against a property appears on the next statement automatically. -------------------------------------------------------------------------------- # Team Members, Roles & Permissions URL: https://www.vanio.ai/docs/team-roles Tags: team, roles, permissions, staff Invite teammates, assign roles including Cleaner and Maintenance directly from team settings, and control who can see what across your properties. -------------------------------------------------------------------------------- # 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. You can assign the Cleaner role directly from **Settings → Team** when adding or editing a team member — no need to navigate through operations settings. ### 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. You can assign the Maintenance role directly from **Settings → Team** when adding or editing a team member — no need to navigate through operations settings. ### 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. > **Note:** The Partner role is managed separately through **Settings → Team → Invite partner** and does not appear in the standard role picker when adding or editing individual team members. ### 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. **Where do I assign the Cleaner or Maintenance role to a team member?** You can now assign both roles directly from **Settings → Team** when adding a new member or editing an existing one — just select Cleaner or Maintenance from the role picker. You no longer need to go through operations settings to set these roles. **Why doesn't the Partner role appear in the role picker when I'm adding a team member?** The Partner role works differently from the other roles — it represents an external organization with its own staff and workspace, rather than an individual team member. To add a partner company, use **Settings → Team → Invite partner** instead. -------------------------------------------------------------------------------- # Building Custom Workflows URL: https://www.vanio.ai/docs/workflows-builder Tags: workflows, automation, triggers, actions Automate your vacation rental operations with custom workflows that handle guest communications, task creation, and team coordination automatically. -------------------------------------------------------------------------------- # Building Custom Workflows Workflows let you automate the parts of your business that happen the same way every time. A workflow listens for something to happen (a trigger), checks whether it should run (conditions), and then performs one or more actions. Think of it as your operations team running 24/7 in the background. ## What you can build A few things hosts commonly automate with workflows: - Send a welcome message the moment a booking is confirmed - Email the cleaner when a same-day turnover is added - Create a maintenance task when a guest mentions a broken appliance - Push a Slack alert when a payment fails - Generate access codes the day before check-in and revoke them after checkout If you find yourself doing the same thing more than twice a week, it probably belongs in a workflow. ## The four building blocks **Triggers** are the events that start a workflow. Examples: new reservation, message received, payment completed, task overdue, check-in tomorrow, review posted. **Actions** are what the workflow does. Examples: send a message, create a task, assign a cleaner, update a reservation, post to Slack, send an email, generate an access code. **Conditions** decide whether the workflow should actually run for a given event. Example: only run for reservations longer than 3 nights, or only for listings in a specific group, or only when the guest is a returning guest. **Suppressions** are the opposite — they tell the workflow when *not* to run. Example: don't send a welcome message if the guest has already received one in the last 24 hours, or skip the cleaner alert if the unit is owner-blocked. ## Building your first workflow 1. Open the **Workflows** page from the left sidebar and click **New workflow**. 2. Give it a clear name like "Welcome message — Beach properties". 3. **Pick a trigger.** Browse the trigger list and choose the event that should kick things off. Each trigger comes with a short description of when it fires. 4. **Add conditions.** Click **Add condition** to narrow down when the workflow runs. You can stack multiple conditions — they all have to be true. 5. **Add actions.** Click **Add action** and pick what should happen. You can add as many as you need; they run in order from top to bottom. 6. **Add suppressions** if there are cases where you specifically want the workflow to skip. This is useful for avoiding duplicate messages. 7. **Test it.** Use the **Test run** button to fire the workflow against a recent reservation without sending real messages. You'll see exactly what would have happened. 8. **Activate.** Toggle the workflow on. It will start running on the next matching event. ## Previewing when workflows will fire The workflow editor includes a preview panel that shows exactly when your time-based triggers will fire. When you test a workflow, you'll see trigger times displayed in your property's local timezone with timezone labels like EDT or PDT, so you always know exactly when the automation will run. This preview helps you catch timing issues before activating a workflow. For example, if you schedule a check-in instruction message for "2 hours before check-in" but the trigger time shows it has already passed, you'll see that immediately in the preview rather than wondering why the message didn't send. [Screenshot: Workflow preview panel showing trigger times with timezone labels like "Will fire at Jun 15, 2024 2:00 PM EDT"] ## How workflows adapt to changes Your workflows automatically stay in sync when you update reservations. When you change a guest's check-in or check-out dates, workflows with scheduled tasks will automatically reschedule to match the new dates. For example, if you have a workflow that creates a "prepare welcome basket" task 2 days before check-in, moving the reservation from June 15th to June 20th will automatically move that task from June 13th to June 18th. The same works for access codes — if a workflow generates door codes 1 day before arrival and removes them 1 day after checkout, those codes will automatically reschedule when you change the reservation dates. [Screenshot: Workflow task rescheduling automatically when reservation dates change] ## Applying workflow changes to your existing operations When you modify workflow actions that create tasks (like changing who they're assigned to, when they're due, or their priority), you can apply those updates to your existing future tasks with a single click. Here's how it works: 1. **Make changes to your workflow.** Update task assignments, due dates, categories, priorities, or descriptions as needed. 2. **Click "Apply changes to existing tasks".** This button appears in the workflow header when you have task-creating actions. 3. **Review what will be updated.** You'll see exactly how many existing tasks will be modified and which reservations are affected. 4. **Confirm the changes.** Click **Apply** to update all eligible future tasks at once. [Screenshot: "Apply changes to existing tasks" dialog showing preview of 47 tasks to be updated across upcoming reservations] ### What gets updated The system safely updates existing tasks that haven't been started yet. It will modify: - Task assignments and team member assignments - Due dates and scheduling - Task categories (cleaning, maintenance, laundry, guest services) - Priority levels - Task titles and descriptions The dialog shows you exactly which tasks will be updated and stays open while the changes are applied, so you can see the progress in real-time. ### Safety guardrails To protect work already in progress, the system automatically skips tasks that: - Have been started by a team member - Have completed checklist items - Are already past their due date - Have been accepted or are in progress by an assignee Any skipped tasks are clearly shown in the results so you know exactly what was and wasn't updated. [Screenshot: Results dialog showing "52 tasks updated, 3 skipped (already started)" with breakdown by reservation] ### Custom placeholders now populate correctly When applying changes to existing tasks, custom placeholders in your task titles and descriptions now properly fill in with actual information instead of appearing blank. Guest names, custom property details like access codes or building information, confirmation codes, and other dynamic content will display correctly in updated tasks. For example, if your task template includes placeholders like "Building code: {{custom.building_code}}" or "Guest: {{guest.name}}", those will now show the actual building code and guest name rather than empty spaces when you update existing tasks. [Screenshot: Updated task showing "Building code: PARKADE99" and "Guest: Sarah Johnson" instead of blank placeholders] ## Applying workflows to upcoming reservations Once you've built a workflow that creates tasks for new reservations, you can apply it retroactively to reservations that are already booked. This is helpful when you create a new workflow and want to ensure your upcoming stays get the same automated tasks. 1. **Click "Apply to upcoming reservations"** in the workflow header. 2. **Review the preview.** You'll see how many reservations will get new tasks across how many properties. The preview shows the total count of all upcoming reservations that match the workflow. 3. **Click Apply** to create all the tasks. 4. **Watch the live progress.** You'll see real-time updates showing how many tasks have been created and how many reservations remain to process. For large portfolios with hundreds or thousands of reservations, the system automatically handles the entire process in a single operation with live progress updates. You'll see messages like "Created 500 tasks, 1,200 remaining..." so you know exactly how the operation is progressing. The system continues automatically until all matching reservations have been processed. The system only applies to future reservations and won't duplicate tasks that already exist. [Screenshot: "Apply to upcoming reservations" dialog showing live progress "Created 500 tasks, 1,200 remaining..." with real-time counter] ### How it works for large portfolios - **No reservation limits** — The system processes your entire portfolio regardless of size, whether you have 50 or 5,000 upcoming reservations - **Live progress tracking** — See exactly how many tasks are being created and how many reservations remain - **Automatic continuation** — The process runs to completion without manual intervention, even for enterprise-scale portfolios - **Safe operation** — The process is designed to handle interruptions gracefully and won't create duplicate tasks [Screenshot: Progress indicator showing "Creating 2,847 tasks across 1,064 upcoming reservations..."] ## Task categories for organization When creating workflows that handle tasks, you can organize them by category to keep your operations team focused. Available task categories include: - **Cleaning** — Turnover cleaning, deep cleaning, post-checkout inspections - **Maintenance** — Repairs, appliance issues, general upkeep - **Laundry** — Linen changes, towel replacement, washing machine issues - **Guest Services** — Check-in assistance, amenity restocking, concierge requests Choosing the right category helps with task assignment and makes it easier to track what type of work is happening across your properties. [Screenshot: Task category dropdown in workflow builder showing cleaning, maintenance, laundry, and guest services options] ## Tracking workflow actions from your dashboard When workflows create tasks or send messages, those actions appear in your property timeline. Each action card now displays which workflow created it, making it easy to identify which automation is handling what. If you need to adjust how a workflow behaves, click **Edit in workflow** directly from the action card to jump straight to the workflow editor. This connection helps you understand what's happening across your properties and quickly fine-tune automations without hunting through your workflow list. [Screenshot: Dashboard timeline showing action cards with workflow names and "Edit in workflow" links] ## Starting from a template You don't have to start from a blank canvas. The **Templates** tab has pre-built workflows for the most common scenarios — welcome messages, check-in instructions, review requests, payment retries, and more. Pick one, tweak it for your business, and activate. ## Watching what your workflows do Every time a workflow runs, it logs the result. Open the **Logs** tab to see which workflows fired, which actions succeeded, and which were skipped (and why). If something didn't behave the way you expected, the log will tell you exactly what happened. ## Common questions **Can a workflow trigger another workflow?** Yes — if one workflow creates a task and another workflow listens for new tasks, they'll chain naturally. **What happens if an action fails?** The workflow keeps running the remaining actions and the failure is recorded in the log. You'll see a red marker so you can investigate. **What happens when I change reservation dates?** Workflows automatically reschedule their tasks and actions to match the new dates. A task scheduled "2 days before check-in" will automatically move when you change the check-in date. **Can I update existing tasks when I change a workflow?** Yes. Use the "Apply changes to existing tasks" button to update all your future tasks with new settings like assignments, due dates, or priorities. The system safely skips any tasks that are already in progress. Custom placeholders in task titles and descriptions will now populate with actual data instead of appearing blank. **Can I pause a workflow temporarily?** Yes. Toggle it off from the workflow list. It will stop running until you turn it back on, and your settings are preserved. **What happens if I have thousands of upcoming reservations?** The "Apply to upcoming reservations" feature handles portfolios of any size automatically. You'll see live progress updates as tasks are created, and the system continues until all matching reservations are processed. There's no need to apply workflows in batches — one click handles your entire portfolio. **How many workflows can I have?** As many as you need. Most hosts run between 10 and 30 active workflows across their portfolio. -------------------------------------------------------------------------------- # Guest CRM URL: https://www.vanio.ai/docs/guest-crm Tags: crm, guests, profiles, contacts Unified guest profiles that automatically merge contact details, stay history, and revenue data across all booking channels with advanced filtering and reporting capabilities. -------------------------------------------------------------------------------- ![Guest CRM — unified guest profiles across every channel](/docs/guests.png) # Guest CRM Every time someone books with you, Vanio creates or updates a profile for that guest — automatically. Whether they came through Airbnb, Booking.com, VRBO, your direct website, or any other channel, their stays, contact details, and history all live in one place. No setup required. The moment a reservation lands, the Guest CRM takes care of the rest. ## One guest, one profile — across every platform Guests rarely stick to one booking channel. The same person might book through Airbnb this summer and Booking.com next winter. Vanio recognizes them and merges everything into a single profile, so you're not stuck with duplicate records or fragmented history. When a returning guest books again, Vanio detects them right away — they skip identity verification in the guest portal, because you already know who they are. ## What's on a guest profile Open any guest to see their full picture: - **Stay history** — every past and upcoming reservation, with a click-through to the full reservation details - **Total revenue** — how much this guest has spent with you across all their stays - **Average review score** — how they've rated your properties over time - **Contact info** — multiple phone numbers and emails per guest, all in one list - **Notes** — private notes with a full audit trail showing who wrote what and when - **Documents** — ID scans, signed rental agreements, and anything else you've collected - **Flags** — warnings or highlights you've set on this guest - **Saved payment methods** — cards on file for repeat guests, ready for smooth rebookings ## AI risk score Every guest gets an automatic risk rating — from **very low** to **critical** — based on their history, behavior, review patterns, and signals Vanio picks up along the way. It's a quick way to spot potential problems before a guest even arrives, so you can tighten up check-in, add a deposit, or take a closer look at the booking. ## Guest blacklist If a guest has caused damage, been abusive, or broken house rules, you can blacklist them. Once blacklisted, they're blocked from booking any of your properties across every channel — not just the one they misbehaved on. ## Notes with accountability Notes on a guest profile aren't just free text — every note is stamped with the team member who wrote it and when. If multiple people on your team interact with the same guest, you'll always know who said what. Great for handoffs, disputes, and keeping everyone aligned. ## Contact management Guests often give different contact details on different platforms — a work email on Booking.com, a personal one on Airbnb, a WhatsApp number on your direct site. Vanio keeps all of them on the profile so you can reach the guest however works best. ## Advanced search and filtering Find any guest in seconds with powerful search and filtering options: - **Quick search** — by name, email, or phone number with fuzzy matching, so typos and partial matches still return the right person - **Filter by reservation status** — show only guests with upcoming stays, past stays, or those who have never actually stayed - **Filter by property** — see which guests have stayed at specific listings in your portfolio - **Revenue insights** — sort by total revenue to identify your highest-value guests - **Stay frequency** — find repeat guests or one-time visitors Click any result to jump straight into their profile, or export filtered lists for reporting and analysis. ## Integration with reporting tools Your guest data seamlessly connects with external reporting and analytics platforms. Revenue analytics, guest behavior insights, and booking patterns automatically flow to your business intelligence tools, giving you deeper insights into guest lifetime value, repeat booking rates, and market trends. Filter and export guest lists with their complete stay history and revenue data for advanced analysis outside of Vanio. ## Click through to reservations From a guest profile, every reservation is a link. Click into a stay to see payments, messages, tasks, access codes, and everything else connected to that booking — then jump back to the guest whenever you need. ## Automatic setup There's nothing to configure. As soon as you connect a booking channel or take a direct reservation, the Guest CRM starts building profiles on its own. Every new reservation creates a fresh profile or updates an existing one — silently, in the background, all the time. -------------------------------------------------------------------------------- # Creating Your Own AI Skills URL: https://www.vanio.ai/docs/ai-skills-creation Tags: ai, skills, procedures, playbooks AI Skills are reusable playbooks that teach Vanio AI how to handle a specific situation — from early check-in requests to noise complaints — exactly the way you would. -------------------------------------------------------------------------------- # Creating Your Own AI Skills An AI Skill is a multi-step playbook that Vanio AI follows whenever a specific situation comes up. Instead of relying on the AI to improvise, you spell out the exact steps you'd take — and the AI executes them the same way every time. Skills are how you turn "the way we handle this" into something the AI can do on its own. ## When to build a Skill If you've answered the same kind of guest question more than a few times, or you have a process you walk new staff through, that's a great candidate. Common Skills hosts build: - **Early check-in** — check the calendar, check whether the cleaner is done, offer a paid upgrade or approve for free - **Late checkout** — check the next reservation, decide how late is okay, confirm with the guest - **Noise complaint** — message the guest, log the incident, escalate if it happens twice - **Maintenance request** — gather details, photos, create a task, schedule a contractor, follow up with the guest - **Lost and found** — confirm the item, arrange shipping, charge the guest ## Building a Skill step by step 1. Open **AI Skills** from the sidebar and click **New Skill**. 2. **Name the scenario.** Use plain language: "Guest asks for early check-in". The AI uses this to decide when to run the Skill. 3. **Describe when it should fire.** Add a short trigger description so the AI knows what kind of guest message or event should kick this off. Example: *"Run when a guest asks to arrive before the standard check-in time."* 4. **Add the steps in order.** Each step is one thing the AI should do — check something, ask the guest a question, send a message, create a task, charge a fee. Drag steps to reorder them. 5. **Add conditions to steps.** A step can be set to only run if a previous step had a certain outcome. For example: "Only offer the paid upgrade if the cleaner says the unit isn't ready yet." 6. **Test it in shadow mode.** Turn on shadow mode and the AI will work through the Skill in the background without sending real messages. You'll see exactly what it would have said and done. 7. **Review the shadow runs.** Read through a handful of real situations where the Skill fired. Approve the ones that look right, reject the ones that don't. The AI learns from your feedback. 8. **Activate.** Once you're confident, switch the Skill from shadow mode to live. From that point on, Vanio AI will handle these situations for you. ## Templates to start from You don't have to build every Skill from scratch. The **Templates** library includes ready-made Skills for the scenarios above. Pick one, adjust the wording and rules for your business, and you're 90% done. ## Auto-detection: let the AI suggest Skills Vanio AI watches for patterns in the way you and your team handle situations. When it notices you doing the same thing repeatedly — for example, manually approving early check-ins for guests who book longer stays — it will suggest turning that pattern into a Skill. You'll see the suggestion in your inbox; one click turns it into a draft Skill you can edit and activate. This is the easiest way to grow your library: the AI tells you what to automate based on what you're already doing. ## Common questions **Will the AI go off-script?** No. Once a Skill is active, the AI follows the steps in order. It only deviates if a step explicitly allows it to. **Can I see what a Skill did?** Yes. Every Skill run is logged step by step in the conversation timeline so you can see exactly what happened. **Can a Skill ask me before doing something risky?** Yes. Add an approval step and the AI will pause and ping you for a thumbs up before continuing. **What if two Skills could handle the same situation?** The AI picks the most specific match. You can also set priority on each Skill if you want a clear winner. -------------------------------------------------------------------------------- # Reviews Management URL: https://www.vanio.ai/docs/reviews Tags: reviews, reputation, airbnb, booking Manage all your guest reviews in one place with AI-powered responses, automatic translation and summarization, plus instant insights across every platform. -------------------------------------------------------------------------------- # Reviews Management Vanio brings every guest review into one inbox — no more logging into three different extranets to see what people are saying. Airbnb, Booking.com, VRBO, and reviews from your direct booking site all show up in the same place, and Vanio helps you respond to each one in minutes instead of hours. ## All your reviews, one inbox As soon as you connect a channel under **Settings → Integrations**, your reviews start flowing in automatically. That includes: - **Airbnb** — both the reviews guests leave for you and the ones you leave for them, plus star ratings for cleanliness, communication, check-in, accuracy, location, and value. - **Booking.com** — the headline, what guests liked, what they didn't, and the category scores Booking exposes. - **VRBO** — pulled in alongside your reservations. - **Direct bookings** — reviews requested through your Vanio website live here too. There's nothing to set up. Once the channel is connected, reviews keep syncing on their own. ## Browse and filter all your reviews Find exactly what you're looking for with powerful filtering options. Browse reviews across all your listings by: - **Platform** — see only Airbnb, Booking.com, or VRBO reviews - **Rating** — filter by star rating range to focus on great reviews or issues that need attention - **Response status** — quickly find unanswered reviews or see which ones you've already responded to - **Specific property** — drill down to reviews for a single listing No more digging through individual property pages or switching between platform extranets. Everything is searchable and filterable in one place, so you can spot patterns, find specific feedback, or quickly catch up on reviews that need responses. ## AI drafts a reply for every review The moment a review lands, Vanio writes a response for you. It's not a generic template — it's personalized to that specific stay. Vanio pulls together everything it knows about the guest: - Who they are and how many times they've stayed with you - What they messaged about during the stay - What actually happened (late check-in, maintenance request, early departure) - What they said in the review itself Then it drafts a reply in your voice, mentioning the guest by name and referencing the real details of their trip. You read it, tweak anything you want, and hit approve. Vanio posts it back to Airbnb, Booking.com, VRBO, or your direct site automatically — you never have to log into the platform. If a reply isn't needed, you can mark the review as ignored and move on. ## Ask the AI assistant about any review Need a review translated, summarized, or want help crafting a response? Just ask Vanio in the AI assistant. Reviews for each reservation are automatically available to the AI, so you can: - **"Translate this review"** — get an instant translation without copying and pasting - **"Summarize the guest's main concerns"** — pull out key points from lengthy reviews - **"Help me respond to this review"** — get personalized response suggestions - **"What rating did they give for cleanliness?"** — quickly extract specific details The AI already knows about the reviews for any reservation you're discussing, so you can get help immediately without having to provide the review text first. ## Get alerted when something goes wrong Negative reviews are surfaced immediately so you can respond fast, before they sit there collecting dust. Vanio flags the complaint, tells you how serious it is, and suggests what to do about it — whether that's a refund, a maintenance ticket, a follow-up message, or just a thoughtful public reply. If the issue likely affects other units in the same building (broken elevator, no hot water, pests), Vanio points that out too so you can fix it once for everyone. ## Ask guests for reviews automatically After a guest checks out, Vanio can send a review request on your behalf — through the right channel for that booking. You set it up once under **Automations → Reviews** and forget about it. Vanio keeps track of who's already been asked, so the same guest never gets pestered twice, even across platforms. More requests means more reviews, and more reviews means better ranking on every channel. ## See how each property is really doing Open any listing and you get a full review dashboard that loads instantly, giving you immediate access to: - Star rating trends over time - Scores broken down by category (cleanliness, communication, location, value, accuracy) - The most common complaints, ranked by how often they come up - Your response rate and average response time - Sentiment trends so you can spot a problem before it becomes a pattern Property pages now load guest reviews much faster, so you can quickly dive into feedback when managing your listings. If cleanliness scores start slipping at one property, you'll see it here first — and you can share the exact guest quotes with your housekeeper so they know what to fix. ## Connected to every guest profile Every review is linked back to the guest who wrote it. Open a guest profile and you'll see every review they've ever left you across every stay, every channel. Repeat guests, long-term relationships, VIPs — it's all in one place. ## Getting started Connect Airbnb or Booking.com under **Settings → Integrations** and reviews start appearing within a few minutes. There's nothing else to configure — Vanio handles the rest. -------------------------------------------------------------------------------- # Custom Variables URL: https://www.vanio.ai/docs/custom-variables Tags: variables, templates, personalization Custom variables let you insert property-specific details — including access codes — into messages and Knowledge Base articles, with automatic security gating so codes are never revealed before your configured check-in window or to unverified guests. -------------------------------------------------------------------------------- Custom variables let you write a message once and have it automatically fill in the right details for each property and each guest. Instead of maintaining 40 versions of your check-in message, you write one — with placeholders — and Vanio fills in the parking spot, the WiFi password, and the pet fee for each booking. ## What a variable looks like A variable is a short name wrapped in curly braces, like `{parking_instructions}` or `{pet_fee}`. When a message goes out, Vanio replaces it with the actual value for that listing or reservation. You can use variables anywhere you write text that gets sent to a guest: - Message templates and automated replies - Workflow actions - AI Skill steps - Knowledge base articles ## The four scopes Variables can be defined at four different levels. Higher levels apply to everything below them, and more specific levels override more general ones. 1. **Global** — applies to your entire account. Good for things that are always the same, like your company name or support phone number. 2. **Group** — applies to every listing in a listing group. Good for shared info across a building or a region, like "Parking is on level B2" for all units in a single building. 3. **Listing** — applies to one specific property. Good for unique details like the WiFi password, the door code, or the trash collection day. 4. **Reservation** — applies only to a single booking. Good for one-off details like a special arrival time or a custom welcome note. ## How overrides work When Vanio needs to fill in a variable, it looks from the most specific scope to the most general. If you've set `{pet_fee}` at the global level to $50, but your beachfront listing has it set to $100, the beachfront guest sees $100 and everyone else sees $50. You don't have to think about the hierarchy — it just picks the right value. ## Creating a variable 1. Go to **Settings → Variables**. 2. Click **New variable** and choose a scope (global, group, listing, or reservation). 3. Give it a short name like `parking_instructions`. Use lowercase and underscores — no spaces. 4. Enter the value. This can be a few words, a full paragraph, a price, or a link. 5. Save. The variable is immediately available to use in any template or automation. To use it, type `{parking_instructions}` anywhere in a message. When the message is sent, Vanio swaps in the right text for that listing. ## Keeping access codes secure If you store door codes, lock box combinations, or building access codes in a custom variable, Vanio treats those variables the same way it treats smart-lock codes — they won't appear in the guest portal until your configured reveal window before check-in. **How Vanio decides whether a variable contains an access code:** - **Category is the primary signal.** Variables assigned to the **Codes** category are always withheld until reveal time, regardless of their content or any other settings. This is the most reliable way to protect a code. - **Sensitivity flag.** Variables you've marked as sensitive are also withheld. - **Content detection.** As a safety net, Vanio scans variable values for patterns that look like entry codes, even if the variable isn't in the Codes category. Note that WiFi passwords are not treated as access codes — guests can see the WiFi details as soon as they access the portal. **What guests see before reveal time:** Instead of the actual code, guests see a placeholder message: > 🔒 Available closer to check-in This appears wherever the variable is referenced — for example, inside a check-in instructions article. Once the reveal window is reached, the placeholder is automatically replaced with the real code the next time the guest views the page. **To make sure your codes are protected:** 1. Go to **Settings → Variables**. 2. Open the variable that holds your access code. 3. Set its **Category** to **Codes**. 4. Save. That's all you need to do. Vanio takes care of the rest, using the same reveal time you've already configured for your lock codes. [Screenshot: Variable editor showing the Category field set to "Codes"] ## How variables in Knowledge Base articles are resolved When you reference a custom variable inside a Knowledge Base article — for example, writing "Your door code is {{custom.fixedCode}}" in your check-in instructions — Vanio now resolves that placeholder **before** the AI ever reads the article. This means the AI always sees the final, correct value (or a safe placeholder if the value isn't available yet), rather than the raw `{{custom.fixedCode}}` text. This matters most for access codes. Previously, if a KB article contained an unresolved code placeholder, the AI had no real value to work with. This is now fixed: the same verification and reveal-time gate that protects your Access Codes section applies equally to variables inside KB articles. **What the AI sees, depending on the situation:** | Situation | What appears in the article | |---|---| | Guest is verified and the reveal window is open | The real value (e.g. the actual door code) | | Guest has not completed identity verification | `(available at check-in — see your guest portal)` | | Reveal window hasn't opened yet | `(available at check-in — see your guest portal)` followed by when it becomes available | | Variable exists but has no value set | `(see your Access Codes / guest portal)` | | Placeholder uses an unrecognised format | `(see your Access Codes / guest portal)` | The AI will never see a raw `{{...}}` placeholder, will never invent a value to fill one in, and will never read out an example code. If a code isn't available, it tells the guest where to find it or routes them to their portal. > **Note for operators writing KB articles:** You don't need to change how you write your articles. Keep using `{{custom.fixedCode}}`, `{{custom.building_code}}`, and so on exactly as before. Vanio handles the resolution automatically, with the same security rules applied everywhere. ## Examples that earn their keep - **`{pet_fee}`** — Set globally at $75, overridden to $150 on luxury listings. Used in your booking confirmation and your house rules. - **`{parking_instructions}`** — Set per group so every unit in the same building shares one accurate description. No more outdated parking notes copy-pasted across listings. - **`{neighborhood_guide_url}`** — A link to a Google Doc or web page. Set per listing so each property points to its own guide. - **`{early_checkin_fee}`** — Used by your early check-in AI Skill to quote the right price automatically. - **`{cleaner_name}`** — Set per listing so internal task notifications include the right contact. - **`{lockbox_code}`** — Set per listing in the **Codes** category. Guests see a placeholder until your configured reveal window, then the real code appears automatically. ## Common questions **Can I see all my variables in one place?** Yes — the Variables page shows every variable across every scope, with filters for scope and listing. **What happens if a variable isn't defined?** The placeholder is left out of the message and a small warning appears in the logs so you know to fill it in. **Can the AI use variables on its own?** Yes. When the AI writes a reply, it pulls from your variables automatically — so it always quotes the right price and the right details. **Can I use variables inside other variables?** Yes, one level deep. For example, your welcome message variable can include `{wifi_password}`. **I store my door code in a custom variable. Will it be hidden from guests until check-in?** Yes — as long as the variable is assigned to the **Codes** category, Vanio will withhold it from the guest portal until your configured reveal window, exactly like a smart-lock code. This protection now extends to Knowledge Base articles too: if your check-in instructions reference `{{custom.fixedCode}}`, the code won't appear in that article until the same reveal window opens. If you're not sure which category a variable is in, go to **Settings → Variables** and check the Category field. **My guest says they can see a placeholder instead of the code. Is something wrong?** No — that means the reveal window hasn't opened yet, or the guest hasn't completed identity verification in the guest portal. The code will appear automatically once the configured time before check-in is reached and verification is complete. If check-in has already passed and the placeholder is still showing, confirm that your reveal time is set correctly under your lock settings and that the guest has completed portal verification. **I use `{{custom.building_code}}` in a KB article. Will the AI read that code out on a voice call?** Only if the guest is verified and the reveal window is open — in which case the AI reads the real code from your variable. If either condition isn't met, the AI will not read a code at all. It will let the guest know the code isn't available yet and direct them to their portal. -------------------------------------------------------------------------------- # Listing Groups URL: https://www.vanio.ai/docs/listing-groups Tags: listings, groups, organization Organize your portfolio into groups — by building, region, or any way that makes sense — and manage shared info, automations, and settings in one place. -------------------------------------------------------------------------------- # Listing Groups Once you have more than a handful of properties, managing them one by one stops scaling. Listing groups let you organize your portfolio so that the things that are the same across many units are managed once, not over and over. A group can be anything that makes sense for your business: a building, a neighborhood, a region, a brand, a property type, or even a single owner's portfolio. ## What a group gives you - **Shared knowledge base** — facts and answers that apply to every listing in the group, written once. - **Shared automations and workflows** — set up a welcome message or a check-in routine for the whole group. - **Shared settings** — house rules, check-in times, fees, and policies inherited by every unit. - **Bulk operations** — make a change to one setting and apply it to every listing in the group at once. - **Group-level reporting** — see revenue, occupancy, and task volume for an entire group in one view. ## How inheritance works Every setting starts at the group level and flows down to each listing. If you change the standard check-in time at the group level, every listing in the group picks up the change. If one listing needs to be different — maybe it has an earlier check-in because of its location — you can override the setting on that single listing. The override stays in place even if you change the group default later. The rest of the group is unaffected. The rule of thumb: set the common stuff at the group, and only override on the listing when something is genuinely unique. ## Creating a group 1. Open the **Listings** page and click **Groups**. 2. Click **New group** and give it a clear name like "Building A" or "Beach properties". 3. Add a short description so your team knows what belongs in the group. 4. **Add listings to the group.** You can drag listings in or use the search box to add them in bulk. 5. **Configure group settings.** Click into the group and set the things that should apply to every listing: check-in time, house rules, fees, default policies. 6. **Add group knowledge.** Open the group's knowledge base and add the answers that are true for every unit in the group — building entrance, parking, trash day, neighborhood notes. 7. **Add group automations.** Any workflow or AI Skill set up at the group level runs for every listing in the group. ## Bulk operations From the group page you can perform actions on every listing at once: - Update pricing rules - Change minimum stay - Block or unblock dates - Push photos or descriptions to connected channels - Apply a new house rule Each bulk operation shows you exactly what will change and asks for confirmation before running. ## Group knowledge base This is one of the most useful parts of a group. Anything you add to the group's knowledge base is automatically available to the AI when answering questions about any listing in the group. Write the building's parking instructions once, and the AI will use them whether the guest is in unit 201 or unit 506. Listing-level knowledge still works on top — if a single unit has its own quirk, add it to that listing's knowledge base and it overrides the group answer. ## Common questions **Can a listing belong to more than one group?** Yes. A listing can be in multiple groups — for example, a property could be in both "Beach properties" and "Owner: Smith". **What happens if I delete a group?** The listings inside it are not deleted. They simply lose the group association and fall back to their own settings. **Can I move a listing from one group to another?** Yes — drag it between groups or use the bulk move tool. Settings reset to the new group's defaults unless you've explicitly overridden them. **Do guests see groups?** No. Groups are an internal organizational tool. Guests only ever see the listing they booked. -------------------------------------------------------------------------------- # Notification Settings URL: https://www.vanio.ai/docs/notification-settings Tags: notifications, alerts, settings Control which Vanio events notify you and how — including stay extensions from both the guest portal and booking channels like Airbnb, Booking.com, and VRBO. -------------------------------------------------------------------------------- # Notification Settings Vanio can notify you about almost anything that happens across your business. The trick is making sure you only hear about the things that matter — and that the right person on your team hears about each one. Notification settings give you fine-grained control over exactly that. ## Where notifications can land You can deliver each kind of alert through any combination of four channels: - **Push** — a browser notification that pops up while you're using Vanio in any tab - **Email** — sent to the address on your account - **SMS** — a text message to your phone number - **In-app** — collected in your in-app inbox so you can review them later Most hosts use a mix: push for things they want to know about right now, in-app for the rest, email for daily summaries, and SMS reserved for true emergencies. ## Configuring notifications event by event Go to **Settings → Notifications** to see the full list of events you can be alerted about. A few of the most common ones: - New booking received - New user signup (with direct link to customer details) - Booking cancelled - Payment failed - Payment refunded - Message received from a guest - Task assigned to me - Task overdue - Cleaner didn't check in on time - Review posted - Smart lock low battery - AI escalation (the AI needs your help) - Guest upsell and early check-in requests - Guest stay extension (when a guest extends their stay through the guest portal or through a booking channel) For each event, tick the channels you want to use. You can turn an event off entirely by leaving every channel unchecked. ## How notification links work All notifications include smart links that take you directly to the relevant page in Vanio. Whether you click from a push notification, your in-app inbox, or an email alert, you'll always land in the right place — never on an error page. This works seamlessly across all your devices and browser tabs, regardless of which part of Vanio you were using when the notification arrived. Assignment notifications are particularly streamlined: when you click on a task assignment alert, it opens the task details window immediately so you can view and manage the assignment without any extra steps. Signup notifications are especially helpful: they link directly to the customer review page where you can approve new accounts and see risk assessments. ## How reminder notifications work When a reminder you've set on a dashboard item comes due, Vanio sends you a notification that tells you exactly what it's about — and takes you straight there when you click it. **What you'll see in the notification:** - **The property name** in the notification title — for example, *"Reminder · Beachfront Villa"* — so you know at a glance which property the reminder is for. - **An enriched message body** showing the relevant activity, guest name, and booking platform — for example, *"New activity — Beachfront Villa · Maria Santos · Airbnb"* — so you have the full picture without opening anything. - **A direct link** that opens the specific dashboard item the reminder is about the moment you click the notification. You don't need to search for it. **If the reminder item has limited details** (for example, no guest or platform information is available), the notification will still include whatever context it can and will always link to the correct dashboard item. You'll never get a reminder that leads nowhere. Reminder notifications work the same way whether they arrive as push notifications or in your in-app inbox. ## Who triggers message notifications Vanio notifies you whenever a message arrives on a reservation — regardless of who on the reservation sent it. That includes: - **Primary guests** — the person who made the booking - **Co-travelers** — additional guests added to the reservation - **Booking agents** — third parties who manage the reservation on a guest's behalf Previously, messages from co-travelers or booking agents could arrive without triggering an alert. That gap is now closed. If anyone on a reservation sends you a message, you'll hear about it. ## How grouped notifications work When multiple messages or updates arrive in the same conversation thread, Vanio groups them into a single notification in your feed instead of showing a separate entry for each one. This keeps your inbox clean and easy to scan, especially during busy periods when a guest is sending several messages in a row. **What you'll see:** - A single notification entry represents the entire thread, showing the most recent activity. - A small blue badge — for example, **+3** — appears on the entry to tell you how many additional updates are grouped behind it. - The badge count reflects the number of additional notifications beyond the one shown, so a **+3** badge means there are 4 total updates in that thread. **Marking grouped notifications as read:** When you click a grouped notification, Vanio automatically marks all the notifications within that group as read — you don't need to click through each one individually. Notification types that are grouped by thread include messages, mentions, thread updates, timeline updates, and task assignments. Other notification types — like payment events or system alerts — are always shown as individual entries. [Screenshot: Notification feed showing a grouped thread entry with a blue +3 badge] ## Calendar conflict notifications When Vanio detects a calendar issue — like a double booking or missing availability data — it can alert you so you can fix it before it affects guests. These notifications are automatically filtered to reduce noise: - **Smart filtering** — You'll only see alerts about serious issues that need your attention. Routine booking rejections (like someone trying to book 2 nights when you require 5) are logged for your records but won't spam your inbox. - **One alert per property** — If there's already an unread calendar alert for a property, new issues for that same property won't create additional notifications until you've read or archived the first one. This means you'll get at most one calendar notification per property at a time, making it much easier to spot real problems that need fixing. ## Operations & Tasks notifications The **Operations & Tasks** section in your notification settings lets you choose exactly which cleaning and operations events you hear about. Each toggle saves immediately and will be exactly as you left it the next time you open the page. You can enable or disable any combination of the following: - **Task Completed** — get notified when a cleaning task is marked complete - **Report Generated** — get notified when a cleaning report is ready to review - **Cleaner Messages** — get notified when a cleaner sends you a message - **Daily Operations Report** — receive a daily summary of operations activity In addition to these per-event toggles, Vanio sends automatic task reminders when tasks need attention. When operations notifications are enabled, you may also receive: - **Progress update reminders** — sent when a task hasn't had any activity for a while and needs a status update - **Deadline alerts** — sent when a task deadline is approaching - **Overdue notices** — sent when a task has passed its due date without being completed - **Marketplace alerts** — notifications about task opportunities, confirmations, and releases in the task marketplace **If you turn off all operations notifications**, all of the above are suppressed. You won't receive any task reminders or marketplace alerts, regardless of what's happening with your tasks. Vanio also makes sure these reminders don't pile up. If you've already been notified that a task needs a progress update, you won't receive the same reminder again until enough time has passed — so you'll never get the same alert twice in quick succession for the same task. To adjust these settings, go to **Settings → Notifications → Operations & Tasks**. [Screenshot: Settings → Notifications → Operations & Tasks, showing toggles for Task Completed, Report Generated, Cleaner Messages, and Daily Operations Report] ## Task Assignment Messages setting The **Task Assignment Messages** setting governs all task-triggered text messages sent to property owners — not just assignment notifications. This includes: - **Assignment alerts** — texts sent when a task is assigned or reassigned to a team member - **Status update texts** — texts sent as a task progresses, such as when a cleaner or inspector arrives on-site or when a task is marked complete Both the master toggle and any per-task-type filters you've configured apply equally to all of the above. If you turn off Task Assignment Messages (or disable a specific task type like inspections), you won't receive any task-triggered texts for those tasks — regardless of what triggered the message. **How the filters work:** - **Master toggle** — turns all task-triggered SMS to property owners on or off in one step. - **Per-task-type filters** — let you receive texts for some task types (for example, cleaning) while suppressing them for others (for example, inspections). By default, cleaning tasks send texts and other task types do not. To adjust these settings, go to **Settings → Notifications → Task Assignment Messages**. [Screenshot: Settings → Notifications → Task Assignment Messages, showing the master toggle and per-task-type options] ## Upsell & Early Check-in Requests notifications When a guest submits a request through the guest portal — such as early check-in, late checkout, a stay extension, or a paid add-on — Vanio instantly notifies you and surfaces the conversation in your active inbox so you can review and respond promptly. **This setting is on by default** for all owners, admins, and property managers on your account. You don't need to do anything to start receiving these alerts. When a request comes in, you'll see: - An in-app notification that names the guest, describes the request, and shows the amount — for example, *"Maria Santos requested early check-in for 11:00 AM ($30 USD) — pending your approval."* - The associated conversation automatically moved back to your active inbox, even if it had previously been resolved or snoozed, so the request is never buried. - A direct link in the notification that takes you straight to the conversation where you can approve or decline. **Who receives these notifications:** Upsell and early check-in request notifications are sent to owners, admins, and property managers. Field and service staff — such as cleaners, maintenance workers, inspectors, and concierge staff — do not receive these alerts, since they are not involved in approving or declining guest requests. **To turn off this notification:** 1. Go to **Settings → Notifications**. 2. Under **Reservation Notifications**, find **Upsell & Early Check-in Requests**. 3. Uncheck the channels you don't want to use, or uncheck all channels to turn the notification off entirely. [Screenshot: Settings → Notifications → Reservation Notifications, showing the Upsell & Early Check-in Requests toggle] > **Tip:** Because upsell requests often need a timely response to keep guests happy, most hosts leave this notification enabled on push and in-app, and add SMS if they're frequently away from their desk. ## Guest stay extension notifications When a guest extends their stay — either through the guest portal or by rebooking through Airbnb, Booking.com, or VRBO — Vanio immediately sends you an in-app notification so you're never caught off guard by a checkout date that has changed. **What you'll see:** A notification appears in your in-app inbox with: - The guest's name and reservation confirmation code - The original checkout date and the new checkout date — for example, *"Alex Kim extended their stay (ABC-123) — checkout Jul 25 → Jul 28 (+$420.00 USD)."* - A direct link that takes you straight to the reservation This notification fires the moment the extension is confirmed — the reservation is already updated by the time you see it, so there's nothing to approve. ### Portal extensions vs. channel extensions Stay extensions can reach you two different ways, and Vanio handles both: - **Guest portal extensions** — when a guest extends directly through your Vanio guest portal, they pay for the extra nights themselves and the existing reservation is updated in place. You're notified instantly. - **Channel extensions (Airbnb, Booking.com, VRBO)** — when a guest uses a channel platform's own "extend a stay" flow, the channel doesn't modify the original booking. Instead, it creates a brand-new back-to-back booking starting exactly when the current stay ends. Vanio recognises this pattern automatically and sends you the same notification — so you're always alerted about a checkout date change, regardless of how the guest extended. In both cases the notification looks the same and arrives in your in-app inbox right away. You don't need to configure anything differently to receive channel extension alerts — they work automatically for bookings coming in through Airbnb, Booking.com, and VRBO. **Using stay extensions in workflow automations:** Because guest-initiated extensions change your schedule instantly, you can build workflow automations that react to them automatically. The **Stay Extended** workflow trigger fires for both portal extensions and channel extensions, so any automation you set up will catch all extension types in one place. For example, you could set up a Slack alert that pings your operations channel the moment a guest extends, so your whole team knows without you having to relay the news manually. To set this up: 1. Go to **Automations → Workflows**. 2. Create a new workflow and, when prompted to choose a trigger, select **Stay Extensions → Stay Extended**. 3. Add whichever actions you want — such as a Slack message, an email, or an internal task. 4. Save the workflow. It will fire automatically every time a guest completes a stay extension, whether through the portal or through a booking channel. [Screenshot: Workflow trigger picker showing the Stay Extensions group with the "Stay Extended" trigger selected] **To adjust whether you receive the in-app notification:** 1. Go to **Settings → Notifications**. 2. Under **Reservation Notifications**, find the **Reservation Modified** notification type. 3. Uncheck any channels you don't want to use, or uncheck all channels to turn it off entirely. > **Note:** The guest stay extension notification uses the **Reservation Modified** notification type, since a stay extension is a modification to an existing reservation. Turning off Reservation Modified notifications will also suppress stay extension alerts — including both portal and channel extensions. ## Quiet hours Nobody wants an SMS at 3am about a payment retry. Quiet hours let you set a window each day during which non-urgent notifications are paused. Anything that arrives during quiet hours is held until the window ends, then delivered in a single batch. To set them up: 1. Open **Settings → Notifications → Quiet hours**. 2. Set the start and end time and the time zone they apply to. 3. Choose which channels respect quiet hours. Most hosts pause SMS and push but leave in-app on. 4. Mark which events are urgent enough to break through quiet hours. Payment failures and AI escalations are common picks. ## Per-team-member overrides Every person on your team has their own notification settings. As an admin, you can set sensible defaults for the whole team, and each member can adjust their own from their profile. That way your cleaner only gets notified about cleaning tasks, your accountant only sees payment events, and you see everything you care about — without forcing one setting on everyone. ## How AI escalations are handled When Vanio AI hits a situation it isn't confident about, it escalates to a human. These escalations are treated as their own notification type so you can route them however you want. A few common setups: - **Solo host:** push + SMS, breaks through quiet hours - **Team:** in-app to the whole team, push to whoever is on call - **24/7 operation:** SMS to the on-call person, with a fallback to a second person if the first doesn't acknowledge within 5 minutes Every escalation includes a one-tap link straight to the conversation so you can take over without hunting for it. ## Common questions **Will I get duplicate notifications across channels?** No. Each event sends one clean notification per channel you've enabled — no duplicates. All notification links are guaranteed to work correctly, taking you directly to the relevant page in Vanio. **What does the blue badge on a notification mean?** It means several updates from the same conversation thread have been grouped into that single entry. For example, a **+3** badge means there are 3 additional notifications bundled behind the one you see. Clicking the notification marks all of them as read at once. **What if I miss a notification?** Everything is also stored in your in-app inbox, so nothing is ever lost. You can scroll back through every alert you've ever received. **Can I snooze a single notification type?** Yes. From the inbox, click the bell icon next to any alert and choose how long to snooze it. **Can I test my notification settings?** Yes — use the **Send test notification** button on the Notifications page. It will fire a sample alert to every channel you have enabled so you can confirm they're working before something real happens. **Why aren't I getting calendar sync alerts anymore?** We've made calendar notifications smarter. You'll still get alerts about serious calendar issues, but routine booking rejections (like minimum stay requirements) no longer trigger notifications. Check your **In-app** inbox to review all calendar activity. **I only see messages from co-travelers or booking agents in my inbox — will I be notified?** Yes. Vanio now sends host notifications for any inbound message on a reservation, regardless of whether it came from the primary guest, a co-traveler, or a booking agent. You won't miss a message just because the primary guest wasn't the one who sent it. **I turned off all notifications but I'm still getting task reminders — is that a bug?** This was a known issue that has been fixed. Task reminders — including progress update prompts, deadline alerts, and overdue notices — now correctly respect your Operations & Tasks notification settings. If you have operations notifications turned off, none of these reminders will be sent. If you're still seeing unexpected task notifications after turning off operations notifications, try saving your settings again and reach out to support if the issue continues. **Why are my Operations & Tasks toggles reverting to their previous state after I save?** This was a known issue that has been fixed. Operations and task notification preferences — including Task Completed, Report Generated, Cleaner Messages, and Daily Operations Report — now save correctly and will stay exactly as you set them when you reload the page. If you toggle a setting and navigate away very quickly, the change will still be saved. If you continue to see unexpected reversion, try saving your settings again and contact support. **Why am I getting the same task progress reminder over and over?** You shouldn't be — this was also fixed. Vanio now checks whether it has already sent you a progress reminder for a given task before sending another one. If a task is stuck, you'll get one reminder and then won't hear about it again until enough time has passed. **I turned off Task Assignment Messages but I'm still receiving texts when inspectors arrive or tasks are marked complete — is that a bug?** This was a known issue that has been fixed. Previously, status update texts — such as alerts that an inspector has arrived or that a cleaning is complete — were sent to property owners even when Task Assignment Messages was turned off. These texts now fully respect your Task Assignment Messages setting, including both the master toggle and any per-task-type filters you've configured. If you've turned off task texts and are still receiving them, try saving your settings again and contact support if the problem continues. **A guest submitted an early check-in request but I didn't see it until it was too late — can that still happen?** No. Vanio now automatically surfaces the conversation in your active inbox the moment a guest submits any upsell or early check-in request, even if that conversation had previously been resolved or snoozed. You'll also receive an instant notification with a direct link to the request. As long as your **Upsell & Early Check-in Requests** notification is turned on (it is by default), you won't miss a guest request. **My cleaning staff keep asking why they're not seeing early check-in requests — should I change their settings?** No action is needed. Upsell and early check-in request notifications are intentionally sent only to owners, admins, and property managers — the people who can approve or decline them. Cleaners and other field staff are automatically excluded. If a request affects a cleaner's schedule, the appropriate person on your team can loop them in after approving it. **I clicked a reminder notification but nothing happened — is that a bug?** This was a known issue that has been fixed. Clicking a reminder notification now immediately opens the dashboard item the reminder is about. If you were previously experiencing reminders that appeared to do nothing when clicked, that behavior is resolved. All reminder notifications now link directly to their item. **My reminder notifications used to just say "Reminder: New activity" with no other context — is there more detail now?** Yes. Reminder notifications now include the property name, guest name, and booking platform in the notification body — for example, *"New activity — Beachfront Villa · Maria Santos · Booking.com"* — so you know exactly what the reminder is about before you even open it. The notification title also shows the property name when one is available. **A guest extended their stay through the portal — will I be notified automatically?** Yes. Vanio now sends you an in-app notification the moment a guest completes a stay extension through the guest portal. The notification shows the guest's name, confirmation code, the original checkout date, the new checkout date, and the amount charged. You don't need to approve anything — the extension is already done — but you'll always know about it right away. You can also build a workflow automation (such as a Slack alert) that fires whenever a guest extends their stay — look for the **Stay Extended** trigger in the workflow builder. **A guest extended their stay but I didn't see the notification — where do I check my settings?** Guest stay extension notifications use the **Reservation Modified** notification type. Go to **Settings → Notifications → Reservation Notifications** and make sure **Reservation Modified** has at least one channel enabled. If Reservation Modified is turned off, stay extension alerts will also be suppressed. **A guest on Airbnb, Booking.com, or VRBO extended their stay — will I be notified the same way as a portal extension?** Yes. When a guest uses a channel platform's "extend a stay" flow, the channel creates a new back-to-back booking rather than modifying the original. Vanio detects this pattern automatically and sends you the same in-app notification you'd get for a portal extension — showing the guest's name, the original checkout date, and the new checkout date. You don't need to configure anything extra. The **Stay Extended** workflow trigger also fires for channel extensions, so any automation you've built will catch these too. **How is a channel extension different from just receiving a new booking?** When Vanio sees a new booking from Airbnb, Booking.com, or VRBO that starts exactly on the same day a prior confirmed stay by the same guest at the same property checks out, it treats that as an extension rather than an unrelated new booking. You'll receive a stay extension notification — not just a standard new booking alert — so the change to your checkout date is immediately obvious. -------------------------------------------------------------------------------- # Your Vanio Subscription & Billing URL: https://www.vanio.ai/docs/host-billing Tags: billing, subscription, plans, invoices Everything you need to know about Vanio plans, billing accuracy, invoices, and account management. -------------------------------------------------------------------------------- # Your Vanio Subscription & Billing Vanio bills you as your portfolio grows. You pay a small base for each listing you manage, plus usage for the things that scale — AI messages, SMS, voice minutes, and lock codes. No seat fees, no per-user lockouts, no contracts. ## 30-day free trial New Vanio accounts get full access to all professional features for 30 days — no credit card required. During your trial, you have unlimited access to: - **AI Guest Messaging** — 24/7 automated replies across all channels - **Voice Agent** — AI answers guest calls and booking platform inquiries - **Task Marketplace** — Automated staff coordination and photo verification - **Smart Lock Integration** — Automatic access codes and troubleshooting - **Operations Dashboard** — Morning briefings and performance tracking - **Guest Portal & Upsells** — Branded check-in experience with revenue opportunities Your trial countdown is visible in **Settings → Billing**. When the trial ends, you'll automatically move to the Essentials plan unless you choose to upgrade. All your data, settings, and configurations are preserved — only advanced features are paused until you upgrade. **Getting the most from your trial:** - Connect your listings and start receiving AI-powered guest messages immediately - Set up your voice agent to handle phone inquiries - Configure task automation for cleaning and maintenance workflows - Test upsells like early check-in and late checkout - Review your operations dashboard to see staff performance insights [Screenshot: Trial status banner showing days remaining and upgrade options] ## Plans at a glance Vanio has three plans, all billed monthly. - **Owner** — for hosts with 1-5 listings. Core inbox, calendar, direct bookings, Airbnb and Booking.com sync, basic AI messaging. - **Pro** — for managers with 6-50 listings. Everything in Owner plus unlimited AI skills, workflows, voice agent, staff management, task marketplace, and operations dashboard. - **Scale** — for managers with 50+ listings. Everything in Pro plus priority support, custom onboarding, SLA, dedicated account manager, and volume pricing on usage. Every plan includes unlimited team members. You never pay per seat. ## How billing works Your monthly bill is the sum of two things. 1. **Per-listing fee.** A small flat fee for each active listing connected to Vanio. Inactive or archived listings are not billed. 2. **Usage.** Metered items like AI-generated guest messages, outbound SMS, voice minutes, and smart-lock codes. You only pay for what you actually use, and the live meter is visible on your billing page so there are no surprises. Billing runs on the same day each month. You'll see one invoice that covers the listing fees plus the prior month's usage. **Real-time usage tracking:** Voice calls, text messages, and phone number charges are now deducted from your account credit balance in real-time as they happen. This ensures accurate billing and gives you instant visibility into your usage costs. ## How Vanio counts your listings and devices Vanio uses a single, authoritative system to count the properties and smart devices on your account — the same numbers are used everywhere billing is calculated. This means your invoice always reflects your actual portfolio, with no risk of different parts of the system arriving at different totals. **What counts as a billable listing:** Any listing that is active on your account and not merged into another listing. Inactive or archived listings are never counted. **What counts as a billable smart device:** Active smart devices connected to your account — across all of your connected integrations — excluding bridge hardware and keypads, which are not chargeable. Archived devices are not counted. **Nightly accuracy check:** Every night, Vanio automatically compares the quantities on your invoice against the authoritative counts from your account. If your actual numbers are higher than what you're being billed for, the difference is corrected and you'll receive a prorated charge. If a count appears to have dropped unexpectedly, Vanio holds that change and flags it for review before it affects your invoice — so a technical glitch can never silently reduce your bill in a way that goes unnoticed. **What this means for you:** - Your invoice accurately reflects your real portfolio and device count at all times. - If you add listings or devices mid-cycle, you'll be charged a prorated amount for the remainder of the month. - If counts appear to decrease, that change is reviewed before being applied. You may occasionally receive a notification that a count adjustment is under review — this is the system working as intended to protect billing accuracy. [Screenshot: Billing page showing active listing count and smart device count] ## Understanding your usage reports Vanio uses different AI services to power your automated guest communication, depending on your plan and account settings. Your billing records and activity logs show exactly which AI service processed each request, ensuring complete transparency in your usage reports. **What you'll see in your reports:** - Each AI-powered task is logged with the specific service that handled it - Usage summaries break down activity by service type for accurate cost tracking - Your usage history reflects the actual AI processing that occurred for each guest interaction - Voice calls, SMS, and phone number charges appear immediately in your usage tracking This detailed logging helps you understand exactly what you're paying for and how your AI usage breaks down across different types of guest interactions. ## Access and user permissions Your access to Vanio depends on your subscription status and user role: - **Staff and admin users** — Always have full access to the dashboard, even during billing updates or subscription changes. You'll never be locked out while subscription information loads. - **Per-product subscriptions** — If you're using a specialized Vanio product (like Atlas or Fantasticstay), your access is managed through product-specific entitlements rather than the main subscription system. - **Legacy global subscriptions** — Traditional Vanio AI subscriptions work as described in the plans above. If you're a staff member or admin and see any billing-related access issues, contact support — you should never be redirected away from the dashboard due to subscription status. ## Finding your current plan and invoices 1. Click your avatar in the top right, then **Settings**. 2. Select **Billing** in the left sidebar. 3. The top of the page shows your current plan, next invoice date, and this month's estimated total. 4. **If you're in your trial period**, you'll see your trial status and days remaining prominently displayed. 5. Your billing page displays only the products and services relevant to your account — internal technical products are automatically hidden to keep things clean. 6. Scroll down to **Invoices** to view recent invoices with download buttons for PDFs, or click **View all invoices →** to access your complete billing history. 7. Click **Usage** to see a real-time breakdown of AI messages, SMS, voice minutes, and codes used this cycle. ### Accessing your complete invoice history The main billing page shows your most recent invoices with quick download options. For your complete payment history: 1. Go to **Settings → Billing** 2. In the **Invoices** section, click **View all invoices →** 3. You'll see your complete invoice history with: - **Pagination** — Browse through all historical invoices - **Status filtering** — Filter by paid, open, void, or draft invoices - **One-click downloads** — Download any invoice as PDF instantly - **Stripe portal access** — Jump to Stripe for detailed payment records [Screenshot: Complete invoices page with filtering, pagination, and download buttons] **Tips for managing invoices:** - Download buttons appear on both recent invoices (main billing page) and the full history page - Use the status filter to quickly find failed payments or pending invoices - Click **Open Stripe Portal** for advanced invoice management and tax details - All invoices include detailed usage breakdowns and line items ## Product subscriptions Your billing page shows the Vanio products you're actively using. Each product card displays your current subscription status, tier, and billing cycle. - **Vanio AI** — Your core vacation rental management platform - **Atlas** — Advanced analytics and revenue optimization (if subscribed) - **Fantasticstay** — Guest experience and upsell automation (if subscribed) Products are only shown if they're relevant to your account. If you're interested in adding a new product, you'll see "Add" cards for available options at the bottom of your billing page. [Screenshot: Product subscription cards showing status, tier, and billing information] ## Credit balances and auto-recharge Vanio uses a credit system to track your account balance and protect you from unexpected charges. You can set up automatic recharging to keep your account funded without manual intervention. ### Auto-recharge settings **Setting up auto-recharge:** 1. Go to **Settings → Billing** 2. Scroll down to the **Auto-recharge** section 3. Your current recharge amount and threshold are displayed prominently at the top 4. Choose from preset amounts or enter a custom value using the chip-based interface: - **Recharge amount:** Select from $50, $100, $200, $500, $1k, $2k, $5k, $10k or enter a custom amount - **When below:** Set your threshold from $10, $20, $50, $100, $200, $500, $1k, $2k, $5k or enter a custom amount 5. The **Save** button only appears when you make changes to your current settings 6. Custom amounts must be at least $10 [Screenshot: New chip-based auto-recharge interface showing current settings and selection options] **How auto-recharge works:** - When your balance drops below your chosen threshold, Vanio automatically charges your default payment method for the recharge amount - Your current settings are always visible at the top of the auto-recharge section - You'll get an email confirmation each time auto-recharge triggers - Auto-recharge helps prevent service interruptions from low account balances ### Credit balance protection - **Real-time accuracy** — Your credit balance updates instantly when charges are applied or refunded, so it always reflects your account's true state. - **Automatic refunds** — If you cancel a booking, any reservation fees are automatically refunded to your credit balance. You only pay when value was actually generated. - **Billing protection** — If your payment method fails or your balance goes negative, Vanio automatically pauses usage charges to prevent runaway billing. - **Grace period** — When billing is paused, you keep access to view your data while you update payment details or add credits. Your current credit balance is shown on the billing page. If you see a "Billing Paused" notice, update your payment method or contact support to restore service. ## Understanding billing status alerts Vanio shows different alerts on your billing page and throughout the dashboard depending on your account status: ### Payment retry in progress (amber alert) When auto-recharge fails, you'll see an amber banner that says "Payment retry in progress" across the top of every dashboard page. This means: - Vanio is automatically retrying your payment over several days - Your services continue running normally during retries - You should update your payment method to avoid potential interruption - The alert shows the specific decline reason when available ### Services paused (red alert) If payment retries are exhausted, you'll see a red banner that says "Your Vanio AI services are paused." This means: - Auto-recharge failed after multiple attempts - AI messaging, voice agent, and integrations are temporarily paused - You retain full access to view your data and update billing - Update your payment method to immediately resume all services **What happens automatically:** - Vanio tries your payment method up to 3 times over several days before pausing - You get email notifications at each step - The specific decline reason is shown when your bank provides it - Services resume within minutes of updating your payment method [Screenshot: Amber payment retry banner showing decline reason and update button] [Screenshot: Red services paused banner with payment update action] ## Upgrading or downgrading 1. Go to **Settings → Billing**. 2. Click **Change plan** or **Upgrade** if you're in trial. 3. Pick the plan you want and click **Confirm**. Upgrades take effect immediately — your new plan activates right away with full access to all features. You're only charged a prorated amount for the rest of the month. Your billing status and plan tier sync instantly when you complete the upgrade process. Downgrades take effect at the end of your current billing cycle so you don't lose paid time. **Upgrading during trial:** You can upgrade to any paid plan during your 30-day trial. Your trial period ends immediately and billing starts on your chosen plan. All professional features remain active — you're just switching from trial access to paid access. ## Payment methods Vanio uses Stripe to process payments. You can pay with any major credit or debit card, and in some regions with bank debit (ACH in the US, SEPA in Europe). To add or update your card: 1. Go to **Settings → Billing**. 2. Click **Payment methods**. 3. Click **Add card**, enter your details, and set it as default. You can store multiple cards and switch which one is default at any time. **Trial users:** You don't need to add a payment method during your trial, but adding one ensures seamless service when the trial ends. ## Billing portal For anything beyond the basics — updating your business address, VAT number, or tax details — click **Open billing portal** on the billing page. This opens a secure Stripe-hosted portal where you can edit tax info, update cards, and download every invoice ever issued to your account. ## What happens if a payment fails When your payment method is declined, Vanio now uses smart retry logic to give you time to fix the issue: ### Automatic retry process 1. **Immediate notification** — You get an email right away with the decline reason and a link to update your payment method 2. **Amber alert appears** — A banner shows across all dashboard pages saying "Payment retry in progress" with the specific decline reason 3. **Smart retries** — Vanio automatically retries your payment up to 3 times over several days 4. **Service continues** — Your AI messaging, voice agent, and integrations keep working during the retry period 5. **Final notification** — If all retries fail, you get a final email and the alert turns red ### If retries are exhausted After 3 failed attempts, Vanio will: - **Pause AI services** — Messaging, voice agent, and integrations stop to prevent runaway charges - **Show red alert** — A banner appears saying "Your Vanio AI services are paused" - **Preserve data access** — You keep full access to view data, export reports, and update billing - **Enable instant recovery** — Updating your payment method restores all services within minutes **The retry timeline gives you several days to update your card before any service interruption occurs.** ### Fixing payment issues To resolve a declined payment: 1. Click **Update payment** in any alert banner, or go to **Settings → Billing → Payment methods** 2. Add a new card or update your existing payment method 3. Click **Retry now** if available, or wait for the next automatic retry 4. All services resume immediately once payment succeeds ## Cancelling You can cancel at any time. 1. Go to **Settings → Billing**. 2. Click **Cancel subscription** at the bottom of the page. 3. Confirm. You keep access until the end of the current billing cycle. After that, your account goes read-only — you can still log in and export data for 90 days, but AI, integrations, and messaging are paused. Nothing is deleted for a full year, so you can come back anytime. **Trial cancellation:** If you cancel during your trial, you immediately lose access to professional features but keep basic functionality. You can restart the trial by contacting support if you change your mind. ## What the per-reservation fee covers Vanio charges a fee for each reservation that generates platform-mediated value. This covers the full AI operations lifecycle for every booking: - **AI Guest Messaging** — 24/7 instant replies in 100+ languages across Airbnb, Booking.com, WhatsApp, SMS, email, and every messaging channel. Your guests never wait. - **Voice Agent** — Vanio AI answers phone calls from guests and booking platforms. Late-night check-in questions, lockout emergencies, Booking.com service calls — all handled by voice. - **Smart Lock Codes** — Automatic unique access codes generated per guest, per stay. Lock troubleshooting handled in real time. - **Task Dispatch** — Cleaning turnovers, maintenance requests, and staff coordination dispatched automatically via SMS. Photo verification on completion. - **Automated Reviews** — AI writes and posts reviews for every guest. Analyzes incoming reviews and responds professionally. - **Upsells** — Early check-in, late checkout, mid-stay cleaning, and custom extras offered automatically. Revenue you would never capture manually. - **Guest Portal** — Every guest gets a branded portal with check-in instructions, verification, house rules, and upsell options. - **Owner Reports** — Automated owner statements, revenue tracking, and communication. - **Defend Mode** — AI shields you from bad reviews by detecting unhappy guests early and resolving issues before checkout. - **Operations Dashboard** — Morning briefings, task tracking, and staff performance metrics. ### Volume-based pricing The per-reservation fee starts at $5.00 and decreases as your monthly volume grows: - **1-500 reservations:** $5.00 per booking - **501-1,000 reservations:** $4.50 per booking - **1,001-2,500 reservations:** $4.25 per booking - **2,501+ reservations:** $4.00 per booking Volume discounts apply in real-time throughout the month. Once you cross a tier threshold, all subsequent reservations that month are charged at the lower rate. ### What's excluded from billing Vanio never charges for certain types of reservations that don't generate platform-mediated value: - **Owner stays** — Personal stays or owner-booked direct reservations - **Cleaning visits** — Operational mid-stay cleaning appointments that aren't guest bookings - **Test reservations** — Synthetic test bookings used for system validation - **Cancelled reservations** — If you cancel a booking, the reservation fee is automatically refunded to your credit balance - **Zero-revenue bookings** — Comped stays or $0 reservations These exclusions are automatically applied to your billing estimates and usage reports. You only pay for reservations where Vanio AI actually manages guest operations and generates value for your business. No individual human employee can cover all of these operations at this price point. BeyondBnB, a 280+ property manager in Canada, replaced their entire operations team with Vanio AI. Read their story: https://www.vanio.ai/en/stories/beyondbnb-replaces-staff-with-vanio-ai Many property managers already handle guest communication themselves — because until now, there was no better option. Vanio AI does not just replace your messaging; it replaces the need for an operations team. This is the cost of a full AI operations department that works 24/7 in every language, on every channel, for every reservation. ## Common questions **How long is the free trial?** Your trial lasts 30 days from signup and includes full access to all professional features. No credit card required to start. **What happens when my trial ends?** You automatically move to the Essentials plan, which includes basic features but pauses advanced AI capabilities. You can upgrade anytime to restore full functionality. **Can I upgrade during my trial?** Yes. Upgrading immediately ends your trial and starts billing on your chosen plan, but all features remain active. **Do I need a credit card for the trial?** No. You can explore all features without payment details. Add a card anytime before your trial ends to ensure seamless service. **Do you charge for team members?** No. Invite as many staff, cleaners, and owners as you want — seats are always free. **What counts as an "active listing"?** Any listing that is currently active on your account and not merged into another listing. This is the same definition Vanio uses to calculate your per-listing fee. **Can I pause my account during the off-season?** Yes. Contact support and we'll pause listing fees during months where you have no bookings. Usage is never charged when there's no activity. **Is there an annual plan?** Yes, pay annually and save 15%. Ask support to switch you over. **Why does my billing show as paused?** This happens when your payment method fails multiple times or your account balance goes negative. It's a safety feature that prevents unexpected charges. Simply update your payment method to restore service immediately. **How do volume discounts work?** Discounts apply in real-time as you cross tier thresholds during the month. If you're at 500 reservations and add your 501st, that booking and all future ones that month are charged at $4.50 instead of $5.00. **Why wasn't I charged for a booking I cancelled?** Cancellations are automatically refunded because you only pay when value was generated. The original reservation fee is credited back to your account when you cancel. **I'm a staff member but got redirected to billing. What happened?** Staff and admin users should never be locked out due to subscription status. This was likely a temporary loading issue that's now resolved. If it persists, contact support immediately. **What's the difference between product subscriptions and regular plans?** Some Vanio products (like Atlas or Fantasticstay) use specialized billing that's separate from the main subscription system. Your access is managed through product-specific entitlements, and you won't see traditional plan details on the billing page. **Why don't I see all Vanio products on my billing page?** Your billing page only shows products and services relevant to your account. Internal technical products and brand-specific offerings are automatically hidden to keep your billing view clean and focused on what actually affects your invoices. **Why did my usage reports change recently?** We've improved the accuracy of our usage tracking system. Your billing records and activity logs now correctly show which AI service processed each request, ensuring complete transparency in your usage reports. Previously, some AI tasks were incorrectly labeled in billing records, but this has been corrected. **Why don't my auto-recharge settings look the same as before?** We've redesigned the auto-recharge interface to make it clearer and more reliable. Your current settings now display prominently at the top, you can choose from preset amounts using chips or enter custom values, and the Save button only appears when you actually make changes. This prevents accidental changes to your billing settings. **What's the minimum amount for auto-recharge settings?** Both your recharge amount and threshold must be at least $10. This ensures your account stays properly funded and prevents excessive micro-transactions. **Why are my voice, SMS, and phone charges now appearing immediately in my usage?** We've fixed a billing issue to ensure that voice calls, text messages, and phone number charges are properly deducted from your credit balance in real-time. This gives you more accurate and up-to-date visibility into your usage costs as they occur, rather than having charges appear later. **What's the difference between the amber and red billing alerts?** The amber "Payment retry in progress" alert means Vanio is automatically retrying your failed payment and services are still running. The red "Services paused" alert means retries were exhausted and you need to update your payment method to resume AI services. Both alerts appear across all dashboard pages so you can't miss them. **How long do I have before services are paused?** Vanio retries failed payments up to 3 times over several days, giving you time to update your payment method. You'll see the amber retry alert during this period, and services continue running normally until all retries are exhausted. **What happens when I update my payment method during a retry?** As soon as you add a working payment method, Vanio will retry the charge and clear any billing alerts. If you're seeing the red "services paused" alert, all AI features resume within minutes of successful payment. **Will I get charged multiple times during payment retries?** No. Vanio only charges you once for each billing cycle. The retry system attempts the same charge multiple times until it succeeds or is exhausted, but you're never charged more than the original amount due. **Where can I find all my old invoices?** Recent invoices appear on your main billing page with download buttons. For your complete history, click "View all invoices →" in the Invoices section to access a dedicated page with full pagination, filtering, and download options for every invoice ever issued. **Can I download invoices as PDFs?** Yes. Both recent invoices (on the main billing page) and your complete invoice history (on the dedicated invoices page) have one-click download buttons for PDF copies. You can also access advanced invoice management through the Stripe portal. **How do I filter my invoice history?** On the dedicated invoices page (**Settings → Billing → View all invoices**), use the status filter dropdown to show only paid, open, void, or draft invoices. This makes it easy to find specific payment types or troubleshoot billing issues. **Why don't I see owner stays or cleaning visits on my billing?** We've fixed a billing issue where owner stays, cleaning visits, and test reservations were incorrectly appearing in billing estimates and charges. Your billing breakdown and usage estimates now accurately reflect only the reservations you should be charged for — those that generate platform-mediated value through guest operations. **What types of reservations are automatically excluded from billing?** Vanio never charges for owner stays (personal or owner-booked direct reservations), mid-stay cleaning visits (operational cleaning appointments), or test reservations (system validation bookings). These exclusions are applied automatically to ensure you only pay for actual guest bookings where AI operations provide value. **I noticed my listing or device count on my invoice looks different than before. Why?** We recently improved how Vanio counts your billable listings and smart devices. Previously, some accounts with larger portfolios were being charged for fewer units than they actually had due to a technical issue. Your counts now reflect your actual active listings and connected devices accurately. If you have questions about your specific counts, contact support. **What happens if Vanio detects an unexpected drop in my listing or device count?** If the nightly billing check finds that your billable count appears to have decreased, Vanio holds that change and flags it for review rather than applying it automatically. This protects against technical glitches silently reducing your bill. You may receive a notification that a count adjustment is under review — this is normal and means the system is working correctly. Any confirmed legitimate decreases (for example, if you remove listings from your account) will be applied once reviewed. **Will I be back-billed if I was previously under-charged?** If your account was affected by the billing accuracy issue, Vanio will reach out directly to discuss any adjustments. We handle these situations on a case-by-case basis — contact support if you have questions about your account history. -------------------------------------------------------------------------------- # Knowledge Base — Your AI's Brain URL: https://www.vanio.ai/docs/knowledge-base Tags: ai, knowledge Store property information your AI uses to answer guest questions — with visibility controls that keep internal notes private and ensure guests only ever receive content you've marked as guest-safe. -------------------------------------------------------------------------------- ## What the Knowledge Base Does The knowledge base stores property-specific information your AI uses to answer guest questions. When a guest asks "Where do I park?" or "What's the WiFi password?", the AI searches the knowledge base and responds with your exact answer. Every article you create has a **visibility level** that controls who can see it. Guest-facing AI — including voice calls and text conversations — only ever shares articles marked as guest-safe. Internal notes and operational instructions stay completely private, even when the AI is actively helping a guest. ## Adding Articles Manually 1. Go to **Settings > AI > Knowledge Base** 2. Click **Add Article** 3. Enter a question (e.g., "How does the coffee machine work?") and a detailed answer 4. Set the **visibility** for the article (see Article Visibility below) 5. Choose which properties should use this article (see Property Selection below) 6. Save Write answers the way you'd want a guest to read them — clear, friendly, specific. ## Article Visibility Every knowledge base article has a visibility setting that determines who can access it. This is one of the most important settings to get right. | Visibility | Who sees it | Use it for | |---|---|---| | **Public** | Guests (via voice and text) and your team | Check-in instructions, WiFi passwords, parking details, house rules — anything you're happy for guests to read | | **Team** | Your team only — never shared with guests | Cleaning schedules, service provider access procedures, internal operational notes | | **AI-Only** | Used silently by the AI for internal reasoning — never recited to guests | Background context that shapes how the AI responds without being read aloud | ### Why visibility matters When a guest asks a question — whether by text or on a voice call — the AI searches only your **Public** articles. Articles marked Team or AI-Only are completely invisible to guests, even if their content seems relevant to the question. This happens automatically; there's no extra step required on your part. This means you can keep detailed internal procedures (such as how cleaners access the property) in your knowledge base without any risk of that information accidentally reaching a guest. > **Important:** If a guest asks a question and your only relevant article is marked Team or AI-Only, the AI will not fabricate an answer. It will let the guest know it can't help with that topic and suggest they contact you or your team directly. ### Setting visibility on an article 1. Open an existing article or create a new one in **Settings > AI > Knowledge Base** 2. Find the **Visibility** field 3. Choose **Public**, **Team**, or **AI-Only** 4. Save When in doubt, ask yourself: "Would I be comfortable if a guest read this out loud?" If yes, use Public. If no, use Team. [Screenshot: Article editor showing the Visibility dropdown with Public, Team, and AI-Only options] ### Checking visibility across your knowledge base To review how your articles are labeled, go to **Settings > AI > Knowledge Base**. The article list shows the visibility level alongside each article's title and property assignment, so you can quickly spot anything that may need relabeling. [Screenshot: Knowledge base article list with visibility badges shown next to each article] ## Property Selection Made Simple When creating or editing knowledge base articles, you'll see a property picker that lets you choose which listings should use the article. The picker now handles large property portfolios smoothly — even if you manage hundreds of listings across multiple groups. ### Improved Performance for Large Portfolios If you manage many properties, the picker now: - **Scrolls smoothly** without lag or jumps, even with 200+ listings - **Expands search results automatically** — when you search, groups containing matching properties open so you can see the results immediately - **Loads instantly** — no delays when opening the property list [Screenshot: Property picker showing expanded search results across multiple property groups] ### How to Select Properties 1. Click the property field to open the picker 2. **Search by name** — type any part of a property or group name to filter results 3. **Select individual properties** — check boxes next to specific listings 4. **Select entire groups** — check a group to include all properties in that group (and any added later) 5. **Choose "All properties"** to apply the article everywhere When you search, groups automatically expand to show matching properties inside them. No need to manually open each group to find what you're looking for. ## Training with Property Photos You can train your AI by uploading property photos. The system analyzes your photos and creates relevant knowledge base articles about your property's features and amenities. ### Photo Upload Process 1. Go to **Settings > AI > Knowledge Base** 2. Click **Upload Photos** or **Train from Photos** 3. Add photos from your device or paste URLs from listing sites 4. The system processes each photo and creates articles automatically 5. Review and edit the generated articles before saving ### When Photo Upload Fails If photos fail to upload, you'll now see exactly why each one didn't work: - **Timeout errors** — The photo took too long to download (over 30 seconds) - **CDN blocks** — The hosting site blocked our request (common with some listing platforms) - **Invalid URLs** — The photo link is broken or incorrectly formatted - **HTTP errors** — The server returned an error code [Screenshot: Error message showing specific failure reasons for each photo] Instead of a generic "upload failed" message, you'll see details like: - `[timeout_30s] https://photos.example.com/bedroom.jpg` - `[http_403] https://cdn.airbnb.com/kitchen.jpg` - `[invalid_data_url] data:image/jpeg;base64...` This makes it much faster to fix the problem and retry with working photo URLs. ### Improved Airbnb Photo Support We've fixed an issue that was preventing photo analysis from working with certain Airbnb listings. The system now properly handles photos from Airbnb's content delivery network, so your property photos will upload and analyze correctly without format errors. [Screenshot: Successful photo upload from Airbnb listing URL] If you previously experienced "unsupported image format" errors when importing Airbnb photos, those issues are now resolved. ## Auto-Learning from Conversations When the AI is in shadow mode or you manually respond to a guest question, the system detects useful Q&A patterns and suggests saving them as knowledge base articles. The AI now properly creates these knowledge base entries during training conversations, ensuring accurate property information gets captured. You review and approve each suggestion before it goes live. Your knowledge base grows naturally as you handle guest conversations. Articles created through auto-learning default to **Public** visibility. If the AI captures something that should stay internal, update the visibility before approving. ## Property Name Accuracy When the AI creates knowledge base entries or searches for your listings, it now sees both your internal listing names and the guest-facing public names you've set. This means the AI won't accidentally show guests your internal property codes — it knows to use "Sunset Beach Condo" instead of "PROP_001" when responding to inquiries. ## Group-Level Knowledge If you manage multiple units in the same building, create a **listing group** and attach articles to the group. Every unit shares the same articles — no need to duplicate "Where is the gym?" across 15 listings. Unit-specific articles (door codes, floor numbers) stay on individual listings. The AI merges both levels when responding. Visibility works the same way for group-level articles. A Team article attached to a group is visible to your team across all units in that group, but will never be shared with a guest at any of those units. ## Semantic Search The knowledge base uses semantic search, not keyword matching. A guest asking "Can I bring my dog?" matches an article titled "Pet Policy." Guests can phrase questions however they want. Guest-facing search only matches **Public** articles. Your Team and AI-Only articles are excluded from guest searches entirely, regardless of how closely they match the guest's question. ## Tips - Add your top 10 most-asked questions first - Include check-in instructions, parking, WiFi, appliance guides, and house rules - Update articles when details change - Review auto-learning suggestions weekly — and check the visibility before approving each one - Set clear public names for your listings so the AI uses guest-friendly language - **Label articles carefully** — an article set to Team or AI-Only will never reach a guest, even if it contains information a guest genuinely needs. If guests aren't getting answers, check that the relevant article is set to Public - Keep internal procedures (service provider access, cleaning notes, staff instructions) as Team articles — they're safe in your knowledge base and the AI will never share them with guests - For photo training, use direct image URLs when possible — some listing sites block automated downloads - If photo uploads consistently fail, try downloading photos locally first, then uploading from your device - Airbnb photo URLs now work reliably — paste them directly into the photo upload field - Use the search function in the property picker to quickly find specific listings in large portfolios - Select entire groups when creating articles that apply to multiple similar properties ## Common Questions **A guest asked the AI something and it said it didn't know — but I have an article covering that topic. What happened?** The most likely cause is that the article is set to **Team** or **AI-Only** visibility. Guest-facing AI only searches Public articles. Open the article in **Settings > AI > Knowledge Base**, check the Visibility field, and change it to Public if the information is appropriate for guests. **Can guests ever see my Team or AI-Only articles?** No. Articles marked Team or AI-Only are filtered out before any response reaches a guest — this applies to voice calls, text conversations, and the guest demo experience. There is no way for a guest to access them, even by asking a very specific question. **I have internal notes I want the AI to use when reasoning, but I don't want those notes read to guests. Which visibility should I use?** Use **AI-Only**. The AI can draw on AI-Only articles as background context, but it will never quote or read them aloud to a guest. Use **Team** for notes intended for your staff to read in the management portal, and **Public** for anything the AI should be able to share directly with guests. -------------------------------------------------------------------------------- # Upsells — Earn More Per Booking URL: https://www.vanio.ai/docs/upsells Tags: revenue, guest-portal Offer early check-in, late checkout, and other add-ons to guests — with approval-required requests now showing Approve and Decline buttons the moment a guest submits, so you can act immediately without waiting for payment to confirm. -------------------------------------------------------------------------------- Upsells let you offer premium services and early/late access to guests who want them. Your AI assistant handles the offers automatically when guests ask, turning requests into revenue. ## Built-In Upsell Types - **Early check-in** — Guest arrives before standard check-in time. Set your price and how early you allow - **Late checkout** — Guest departs after standard checkout time - **Mid-stay cleaning** — Additional cleaning during multi-night stays - **Custom add-ons** — Airport transfers, welcome baskets, baby equipment, extra towels ## Configuring Upsells 1. Go to your listing in the **CMS** 2. Open the **Guest Portal** tab 3. Under **Upsells**, toggle on the options you want 4. Set pricing for each option 5. **Choose approval method:** - **Automatic approval** — AI can approve requests when cleaning schedule allows - **Require host approval** — All requests go through you for review, even if calendar is clear 6. Save Pricing is per-listing — different amounts for different properties based on your costs. ## How Guests Purchase Guests see available upsells in their **guest portal** throughout their stay. For early check-in, they can request it anytime on their arrival day up until your standard check-in time. They select what they want and pay via Stripe. The guest portal now shows **countdown timers** alongside early check-in and late checkout options, so guests always know exactly how long they have to book. If an option isn't available yet, the timer shows when it opens. If it's available now, the timer shows when the booking window closes. [Screenshot: Guest portal showing early check-in option with countdown timer "Available for 3 hours 22 minutes"] [Screenshot: Guest portal showing early check-in option unavailable with countdown timer "Opens in 2 days 4 hours"] ## AI-Driven Offers **When guests message asking "Can we check in early?" or "Can we check out late?", the AI respects your approval settings:** - **If you've set the upsell to require approval** — AI directs guests to submit their request through the guest portal for your review, rather than approving directly - **If you've set automatic approval** — AI checks cleaning availability and can approve free requests when schedule allows - **For paid upsells** — AI always directs guests to the portal to complete payment, regardless of cleaning availability The AI only offers upsells when contextually relevant and follows your configured approval workflow. ## Dashboard Timeline When guests purchase upsells through the portal, you'll see them appear in your **dashboard timeline within seconds**. Early check-ins, late checkouts, and mid-stay cleaning requests now reliably show up for you to review and approve. Dashboard pricing also updates correctly as soon as a guest completes a purchase — the amount paid for early check-in or any other add-on is reflected in your dashboard right away, keeping your booking totals accurate. [Screenshot: Dashboard timeline showing "Guest requested early check-in for 12:00 PM - $25" entry] For approval-required requests, you can approve or decline directly from the timeline. The guest receives immediate confirmation of your decision. ## Approving and Declining Requests When a guest submits an early check-in or late checkout request that requires your approval, the **Approve** and **Decline** buttons appear in your dashboard timeline as soon as the guest submits the request — you don't need to wait for their payment to finish processing before you can act. This means you can respond immediately, even when a guest's payment is still being verified in the background. [Screenshot: Dashboard timeline request card showing Approve and Decline buttons for an early check-in request] From the timeline card you can: - **Approve** — Confirms the request, updates the reservation, and notifies the guest. - **Decline** — Rejects the request, automatically refunds the guest in full, and removes the request from both your dashboard and the guest portal. When you decline, the refund happens automatically: - If the guest's payment was a temporary authorization hold (the charge hadn't been fully captured yet), the hold is released immediately and no funds are ever moved. - If the payment had already been captured, a full refund is issued automatically. The guest will see it reflected in their account within the normal bank processing window. - If you decline before the guest's payment has finished processing, no charge is ever completed — the request is simply cancelled. You don't need to take any separate action to process the refund — it happens the moment you click **Decline**. ## Fulfillment After purchase, the reservation updates automatically. For early check-in, the check-in time adjusts. For mid-stay cleaning, a task is created for your cleaning team. For approval-required requests, you'll receive a notification to review the request in your dashboard before it's confirmed. ## Tips - Price based on your cleaning schedule flexibility - Use "require approval" if you prefer to personally review every request, even when cleaning schedule allows it - Use "automatic approval" for streamlined guest experience when you're comfortable with AI handling routine requests - The AI checks calendar for back-to-back bookings and only offers early check-in when available - Early check-in requests can come anytime on arrival day — guests no longer miss the opportunity if they ask in the afternoon - Countdown timers in the guest portal create a natural nudge for guests to book before the window closes — no action needed on your end - Check your dashboard timeline regularly — all upsell purchases appear there immediately for your action - For approval-required requests, the Approve and Decline buttons appear as soon as the guest submits — act right away without waiting for payment confirmation - Declining a request refunds the guest automatically — no need to process anything separately in your payment settings ## Common Questions **When can guests request early check-in?** Guests can request early check-in anytime on their arrival day, right up until your standard check-in time. The option stays available all day, so afternoon arrivals can still make the request. The guest portal shows a live countdown so guests know exactly how long the window remains open. **What are the countdown timers guests see in the portal?** When an upsell option is available, guests see a timer showing how long they have left to book — for example, "Closes in 4 hours 10 minutes." If an option isn't open yet (because you've set a lead-time rule), guests see a timer showing when it will become available — for example, "Opens in 1 day 6 hours." This gives guests a clear picture of their options and helps them act before the window closes. The timers reflect your property's local time zone, so guests always see accurate deadlines regardless of where your property is located. **What happens if I can't accommodate early check-in?** The AI automatically checks your calendar and cleaning schedule. If early check-in isn't possible due to a previous guest or cleaning conflicts, the option won't be offered. **How do I know when someone purchases an upsell?** Upsell purchases appear in your dashboard timeline within seconds of guest approval. You'll also receive a notification, and the reservation details update automatically to reflect the new check-in time or additional services. Dashboard pricing updates at the same time, so your booking totals stay accurate. **What if I don't see an upsell request in my dashboard, or the pricing looks wrong?** All upsell purchases now appear reliably in your timeline within seconds, and dashboard pricing refreshes automatically when a guest completes a purchase. If you're not seeing a request or the pricing appears out of date, refresh your dashboard or check the reservation details directly. **What's the difference between automatic approval and requiring approval?** Automatic approval lets the AI approve free requests when cleaning schedule allows. Requiring approval means every request comes to you for review first, giving you complete control over your schedule. **Will the AI still approve requests automatically if I have approval settings enabled?** No — the AI properly respects your approval settings. If you've configured early check-in or late checkout to require approval, the AI will direct guests to submit requests through the guest portal rather than auto-approving them. **When do the Approve and Decline buttons appear for requests that require my approval?** The buttons appear as soon as the guest submits their request — you don't need to wait for their payment to finish processing. This is especially useful when guests pay using methods that take a moment to verify in the background. You can approve or decline right away, and the payment side is handled automatically regardless of when you act. **What happens to the guest's payment when I decline a request?** The guest is refunded automatically the moment you click Decline — you don't need to do anything else. If the charge was still a temporary hold, it's released immediately and the guest is never billed. If the payment had already been processed, a full refund is issued right away. If you decline before payment has finished processing, no charge is ever completed. The request also disappears from your dashboard and from the guest's portal, so there's no cleanup needed on either side. **I clicked Decline before but the request was still showing and the guest wasn't refunded — what happened?** This was a known issue that has been fixed. Declining an early check-in or late checkout request now correctly refunds the guest and removes the request from your dashboard and the guest portal every time. If you have any older requests that appear stuck, decline them again and the refund and removal will process correctly. -------------------------------------------------------------------------------- # Damage Protection — Waivers & Deposits URL: https://www.vanio.ai/docs/damage-protection Tags: guest-portal, payments Set up security deposits or damage waivers per property; guests who pay the required waiver are always cleared to proceed to check-in information, even after bank redirects or browser interruptions. -------------------------------------------------------------------------------- Protect your properties from accidents, broken TVs, stained rugs, and the occasional party without making every guest feel like a suspect. Vanio supports two models — security deposits and damage waivers — and you can choose either one per property. ## Security deposits A refundable hold placed on the guest's card before arrival. If nothing is damaged, it's released automatically after checkout. If something is damaged, you can deduct the repair cost directly from the hold. To enable: 1. Open the property and go to **Settings → Damage Protection** 2. Pick **Security Deposit** 3. Set the amount (e.g. $250) 4. Choose when to place the hold (24h or 48h before arrival) 5. Save Guests get a clear pre-arrival email explaining the hold, when it's placed, and when it's released. They see it on their statement as a pending charge, never as a completed payment. ## Damage waivers A small non-refundable fee (e.g. $29) added to every booking that covers accidental damage up to a set limit (e.g. $1,500). Guests pay once, you're covered, no deposit drama. To enable: 1. Open the property and go to **Settings → Damage Protection** 2. Pick **Damage Waiver** 3. Set the fee and coverage limit 4. Save Waivers are great for short stays and families — they remove friction at booking while still giving you protection. ## How deposit renewal works For longer stays, Vanio automatically renews deposit authorizations every 6 days to keep them active throughout the guest's visit. This happens behind the scenes — guests typically see a small temporary charge that disappears once the new authorization is confirmed. Vanio now only attempts renewals while guests are actively staying at your property. Once a guest checks out or cancels their reservation, the system stops trying to renew their deposit and focuses on releasing it instead — no more unnecessary renewal attempts for departed guests. If a renewal fails (expired card, insufficient funds), the system automatically retries within 24 hours. After multiple failed attempts, you'll receive an alert so you can reach out to the guest directly. ## Filing a claim If you or your cleaner finds damage: 1. Open the reservation 2. Click **Report Damage** 3. Upload photos (before and after, if you have them) 4. Describe what happened and the repair cost 5. Submit For deposits, Vanio deducts the approved amount from the hold and refunds the remainder. For waivers, the claim is submitted to the coverage provider and you're reimbursed directly. ## What guests see Guests get a receipt for any deposit or waiver at booking, a reminder email before arrival, and a final summary after checkout showing exactly what was charged or refunded. Transparent, professional, no surprises. When damage protection is required, guests must pay the waiver before they can access check-in information. Once payment is confirmed — including after bank verification steps or if the guest closed their browser mid-payment — Vanio recognizes the completed payment and lets them proceed automatically. Guests will never be stuck on the verification screen after a successful payment. ## Payment processing alerts Vanio now provides clearer feedback when payment issues occur, so you're never left wondering why a deposit failed: **Payment account issues**: If you see "Stripe account access denied" in your failed deposits list, check your payment processing connection first. This message appears when Vanio can't access your payment account — which could mean the connection was revoked, or there's a temporary issue with account selection. Go to **Settings → Payments** to verify your connection is healthy and reconnect if needed. **Failed renewals**: When a guest's card can't be reauthorized during a long stay, you'll get an alert with the guest's details so you can collect a new payment method. **System issues**: Any technical problems with deposit processing trigger automatic notifications rather than silent failures. You'll find all failed deposits under **Damage Protection → Failed Deposits** with clear explanations and suggested next steps. [Screenshot: Dashboard notification showing payment account disconnection with reconnect button] [Screenshot: Failed deposits list showing various failure reasons and suggested actions] ## Common questions **Can I use both?** Yes — some hosts charge a waiver on short stays and a deposit on long ones. Set the rule per property or per length of stay. **What if the card is declined for the hold?** Vanio retries automatically, notifies you immediately, and can optionally block check-in access until the hold clears. **What happens if my payment connection breaks?** You'll see "Stripe account access denied" errors for any affected deposits. Check **Settings → Payments** to verify your connection is healthy — the issue might be temporary account selection problems rather than a revoked connection. Reconnect if needed, and any pending deposits will resume processing. **Do guests get charged multiple times for long stays?** No — deposit renewals are reauthorizations of the same amount, not additional charges. Guests may see temporary holds that disappear once the new authorization confirms. Renewals only happen while guests are actively staying at your property, never after checkout. **What if a guest pays the waiver but gets stuck on the verification screen?** This should no longer happen. Vanio now uses the confirmed payment itself to verify the damage protection step, so guests are cleared to proceed as soon as payment goes through — even if they were redirected by their bank for additional verification or closed the browser tab before the page fully reloaded. If a guest does report being stuck after a successful payment, ask them to refresh the page. If the problem persists, contact support with the reservation number. **Does Airbnb support this?** Airbnb bookings use Airbnb's own AirCover. Vanio deposits and waivers apply to direct, Booking.com, and VRBO reservations. -------------------------------------------------------------------------------- # Guest Verification — ID, Selfie & Safety URL: https://www.vanio.ai/docs/guest-verification Tags: guest-portal, security Configure and manage guest identity verification steps — including ID upload, selfie matching, and damage protection payment — that guests must complete before accessing check-in information. -------------------------------------------------------------------------------- ## Verification Steps Each step is independently configurable per property: 1. **Personal Information** — Full name, phone, email, address 2. **Government ID** — Passport, driver's license, or national ID upload 3. **Selfie Matching** — Live selfie compared against the uploaded ID 4. **Additional Guests** — Primary guest registers all other guests 5. **House Rules** — Read and acknowledge property rules with signature ## Access Security Gate **Important**: Guests must complete identity verification before receiving access codes, WiFi passwords, or entry instructions. This prevents security breaches and ensures the right person gets the right information. When guests ask about entry codes or WiFi before verification: - They're automatically sent a secure verification link - Access details are shared immediately after verification completes - No manual intervention required — the system handles this automatically This security gate applies to all sensitive property information including door codes, lockbox combinations, building entry codes, and WiFi credentials. ## Phone Verification When guests enter their phone number, the system automatically validates the format and sends an SMS verification code. If there's an issue with the phone number, guests see clear guidance: - **Invalid format**: "That phone number doesn't look right. Please double-check the country and number." - **Cannot deliver SMS**: "We couldn't deliver an SMS to this number. Try a different mobile number." - **Too many attempts**: "Too many verification attempts for this number. Please wait a few minutes before trying again." Guests can correct their number and try again immediately — no more getting stuck on mysterious errors. [Screenshot: Phone verification form with country selector and helpful error message] ## Damage Protection If you require damage protection for a property, guests must complete payment before they can access check-in information. Once a guest's payment is confirmed, the system automatically recognizes them as having completed that step and unlocks check-in details — even in edge cases where the guest closed their browser during checkout or was redirected by their bank. This means guests who have genuinely paid will never be stuck on the verification screen waiting for a step that's already done. No manual intervention is needed on your end. [Screenshot: Damage protection payment step in the guest verification portal] ## Configuring Verification 1. Open your listing in the **CMS** 2. Go to the **Guest Portal** tab 3. Under **Verification**, toggle each step on or off 4. Save Full verification for high-value properties. Personal info + house rules for budget listings. ## How Guests Complete It Guests receive a portal link after booking. They complete each step on phone or computer. Progress is saved — they can leave and come back. The phone verification step is now more reliable with better error handling, so guests won't get stuck if their initial number doesn't work. **Magic Login Links**: The portal links guests receive automatically log them in and take them directly to verification. This ensures a smooth experience without authentication barriers. **Damage protection**: Once payment is confirmed, the system immediately unlocks check-in information. Guests who complete payment mid-flow — for example, after a bank redirect — are automatically recognized as having finished this step. They won't need to contact you or refresh the portal repeatedly. ## Owner Stays When you book a stay in your own property, Vanio automatically waives every verification step for that reservation. As an owner, you'll never be asked to upload an ID, take a selfie, acknowledge house rules, or pay a security deposit through the stay portal — you open your portal and go straight to the check-in details. This happens automatically for any reservation booked as an owner stay. There's nothing to configure, and it never affects your regular guests: direct bookings, Airbnb, Booking.com, and every other channel still require guests to complete whichever verification steps you've set up for your property. [Screenshot: Owner stay portal showing check-in details with no verification steps] ## Returning Guests Guests who previously completed verification skip steps they've already done. Returning guests go straight to house rules acknowledgment. ## What You See Verification status and timestamps show in the reservation timeline. View uploaded IDs from the reservation detail panel. - **Not Started**: Guest hasn't begun verification - **In Progress**: Guest has started but not completed all steps - **Completed**: Full verification finished — guest can receive access codes - **Exempt**: Host manually exempted this guest from verification requirements ## Tips - At minimum, require personal info and house rules - ID + selfie significantly reduces problematic guests - Additional guest registration helps with local regulations - Keep house rules concise and specific - Phone verification now handles international numbers more reliably - The access security gate works automatically — no need to manually withhold codes - Owner stays skip verification automatically — no property setting needed - If a guest contacts you saying they're stuck after paying damage protection, check the reservation timeline — if payment is confirmed, the system will have already unlocked their check-in details ## Common Questions **Q: What if a guest can't receive SMS verification?** A: The system will clearly explain why (invalid number, carrier blocked, etc.) and prompt them to try a different mobile number. No more generic error messages. **Q: Can guests use international phone numbers?** A: Yes, the system validates international numbers and provides country-specific formatting guidance when there are issues. **Q: What happens if verification fails?** A: Guests see specific error messages explaining what went wrong and how to fix it, making it easy to complete verification successfully. **Q: What if a guest asks for access codes before completing verification?** A: The system automatically sends them their secure portal link to complete verification first. Once verified, all access details are shared immediately — no manual steps required. **Q: Do I need to complete verification when I stay in my own property?** A: No. Vanio automatically recognizes owner stays and skips all verification steps for you. You'll go straight to your check-in details the moment you open the portal. This is automatic — no setup required, and it only applies to your own owner bookings, not to any of your guests. **Q: A guest says they paid the damage protection fee but are still stuck on the verification screen. What should I do?** A: Once payment is confirmed, the system automatically recognizes the damage protection step as complete and unlocks check-in information — no action is needed on your part. Ask the guest to refresh their portal page. If payment went through, check-in details should be available immediately. If the problem persists, contact Vanio support with the reservation details. -------------------------------------------------------------------------------- # Real Local Tips for Your Guests URL: https://www.vanio.ai/docs/local-recommendations Tags: ai, knowledge Vanio automatically provides guests with real, current local recommendations using live Google Places data, with graceful handling when location info is missing. -------------------------------------------------------------------------------- ## What this does When a guest asks "where should we eat tonight?" or "is there a good coffee shop nearby?", Vanio answers with real, current places near your property. Every recommendation is a real business with real hours, ratings, and contact info — never made up. This works automatically for every property as soon as you've added the address. You don't need to set anything up. ## Where the recommendations come from Vanio pulls live data from Google Places, the same source that powers Google Maps. That means: - Real business names and addresses - Current opening hours (including "open now" status) - Up-to-date star ratings - Phone numbers and websites - Distance from your property Because the data is live, you don't have to worry about recommending a restaurant that closed last year. ## What gets searched When a guest asks for a recommendation, Vanio searches for the relevant category nearby: - Restaurants and cafes - Bars and nightlife - Coffee shops and bakeries - Grocery stores and pharmacies - Tourist attractions and activities - Beaches, parks, and viewpoints - Gas stations, car rentals, and transit Results are ranked by a mix of rating, distance, and how well they match what the guest asked for. If they say "a romantic dinner spot," Vanio picks higher-rated, sit-down restaurants. If they say "somewhere quick for breakfast," it picks nearby cafes that are open right now. ## How guests see it Vanio replies in chat (or whatever channel the guest is using) with three to five places. Each one shows the name, rating, distance, today's hours, and a phone number or website. Guests can tap to call, get directions, or read reviews. If guests ask questions that aren't about local recommendations, or if your property doesn't have location information on file, Vanio will politely let them know it needs more context rather than giving an unclear response. ## 90-day cache The first time a property gets a question about, say, "best Italian restaurants," Vanio fetches the results and saves them. The next guest who asks something similar gets an instant answer without a fresh lookup. After 90 days, Vanio refreshes the data automatically so nothing goes stale. This keeps responses fast and avoids unnecessary lookups, while still keeping the information current. ## Adding your personal favorites Generic Google results are good, but your local knowledge is better. To add your own picks: 1. Open the property in your dashboard. 2. Go to **Knowledge → Local Tips**. 3. Tap **Add a favorite**. 4. Enter the place name, what makes it special, and any notes ("ask for Maria, she runs the place"). Your favorites are always shown **first**, before any Google results. Guests see your personal recommendations as the host's picks, which feels much more genuine than a generic list. ## Turning it on or off Local recommendations are on by default. To turn them off for a specific property, go to **Property → Settings → Guest Communication** and toggle **Local recommendations** off. Vanio will stop offering them and will only share the places you've added manually. You can also disable specific categories — for example, turn off bars and nightlife if you run a family-focused property. ## Common questions **Can I block a specific business from showing up?** Yes. Open **Local Tips** and tap **Block** next to any place. **Does this cost extra?** No, it's included. **Will Vanio recommend a competitor's rental?** No — short-term rentals are excluded from the search. **What happens if my property doesn't have an address or location?** Vanio will let guests know that local recommendations aren't available and suggest they contact you directly for personalized suggestions. -------------------------------------------------------------------------------- # AI Skills — Custom Rules for Your AI URL: https://www.vanio.ai/docs/ai-skills Tags: ai, automations Create custom AI procedures that apply to specific properties or your entire portfolio -------------------------------------------------------------------------------- ## What Skills Are A skill is a deterministic, step-by-step procedure the AI follows for a specific scenario. Instead of improvising how to handle "Can I check in early?", a skill tells it exactly what to do: 1. Check if the unit is available before standard check-in 2. Check cleaning task status 3. If cleaning is done, approve early check-in 4. If in progress, message the cleaner for an ETA 5. Respond to the guest with the outcome Skills remove guesswork. The AI follows your procedure every time. ## Creating a Skill 1. Go to **Settings > AI > Skills** 2. Click **Create Skill** 3. Name it and describe the trigger scenario 4. Define steps in order 5. Set conditions for each step 6. Choose which properties this skill applies to (or leave empty for all) 7. Save and activate Steps can include: checking data, sending messages, creating tasks, or waiting for a response. ## Property Selection Each skill can apply to specific properties or all properties in your account: - **All properties** — Leave the property selection empty (default) - **Specific properties** — Choose individual listings from the dropdown - **Property groups** — Select entire groups you've created This lets you create specialized skills for different property types. For example, a pet policy skill might only apply to pet-friendly units, while a pool access skill targets properties with pools. [Screenshot: Skills builder showing property selector dropdown with individual listings and groups] ## Built-In Templates - **Early check-in request** — Calendar check, cleaning coordination, guest response - **Late checkout request** — Availability check, pricing, approval flow - **Noise complaint** — Sensor data check, guest warning, escalation - **Maintenance request** — Issue logging, task creation, guest acknowledgment ## Auto-Detection When the AI handles a situation the same way multiple times, the system suggests saving that pattern as a skill. Review the steps, adjust, and save. ## Tips - Start with built-in templates and customize - Use property selection to create targeted skills for specific listing types - Test new skills in shadow mode first - One scenario per skill — keep them focused - Skills applying to fewer properties run faster and are easier to troubleshoot ## Common Questions **Can I change which properties a skill applies to later?** Yes, edit the skill and update the property selection anytime. Changes take effect immediately. **What happens if I delete a property that has skills?** Skills automatically stop running for deleted properties. No manual cleanup needed. **Do skills work differently on different property types?** Skills run the same way everywhere, but you can use property selection to ensure relevant skills only activate where they make sense. -------------------------------------------------------------------------------- # Noise & Climate Monitoring URL: https://www.vanio.ai/docs/noise-monitoring Tags: iot, monitoring Monitor noise levels and environmental conditions with configurable per-device thresholds, automated guest messaging, and real-time alerts to prevent parties and protect your property. -------------------------------------------------------------------------------- # Noise & Climate Monitoring Automatically monitor noise levels and environmental conditions at your properties with Netatmo sensors. Get instant alerts when thresholds are exceeded and trigger automated guest messaging to prevent parties before they escalate. ## What It Monitors - **Noise levels** — Measured in dB. Configurable alert threshold per device (30-120dB) - **CO2** — Indoor air quality (warning at 1000ppm, critical at 1500ppm) - **Humidity** — Normal range: 30-70% - **Temperature** — Normal range: 15-30°C ## Getting Started 1. Install your Netatmo sensor at the property 2. Go to **Settings > Apps > IoT** 3. Connect your Netatmo account 4. Assign the sensor to a listing 5. Configure noise thresholds for each device (see Device Settings below) 6. Set up automated workflows (optional) [Screenshot: IoT integration settings page showing Netatmo connection] ## Device Settings Each Netatmo device can be configured individually to match its placement in your property: 1. Go to **Settings > Apps > IoT** 2. Click on any Netatmo device to open its details 3. Switch to the **Settings** tab 4. Adjust the **Noise alert threshold** (30-120 dB) 5. Click **Save** **Why customize per device?** Sensor sensitivity depends on positioning — a device in an open living room needs a higher threshold than one in a quiet bedroom area. Fine-tune each device based on where it's placed for accurate alerts without false positives. [Screenshot: Device settings panel showing noise threshold configuration] ## How It Works Once connected, Vanio continuously monitors your sensor data. When any threshold is exceeded: 1. **Alert triggers instantly** — You'll see notifications in your dashboard 2. **Automated workflows activate** — Pre-configured messages send to guests automatically 3. **Timeline logging** — All events appear in the reservation timeline 4. **Escalation steps** — Multiple violation levels can trigger different responses Everything happens in real-time, so you can address issues before they become problems. **Reliable monitoring**: If your Netatmo sensor temporarily goes offline due to network issues or service interruptions, Vanio automatically detects when it comes back online and resumes monitoring without any action needed from you. If there's a permanent connection issue that requires your attention, you'll see a clear notification in your settings to reconnect the device. ## Noise Monitoring for Party Prevention Noise monitoring is your first line of defense against unauthorized parties: - **Instant detection** — Alerts fire the moment noise exceeds your custom threshold - **Automated guest messaging** — AI sends polite warnings immediately - **Escalation workflows** — Continued violations trigger stronger responses - **Complete audit trail** — Every noise event is logged with timestamps - **Room-specific sensitivity** — Configure different thresholds based on device placement **Example workflow**: Noise above 75dB after 10 PM → automatic guest message → if continues for 10 minutes → escalation message → if continues → notify you directly [Screenshot: Noise alert workflow configuration] ## Climate Monitoring **Guest comfort** - Detect malfunctioning heating/cooling before complaints - Ensure optimal temperature and air quality throughout stays **Property protection** - Catch frozen pipes or equipment failures between bookings - Prevent mold risk with humidity monitoring - Early warning for HVAC issues ## Automation Integration Noise and climate events seamlessly trigger your automated workflows: - **Noise violations** → Guest messaging sequences - **Temperature alerts** → Maintenance task creation - **Humidity warnings** → Property manager notifications - **CO2 levels** → Ventilation reminders to guests All sensor events can be combined with other triggers (time of day, guest type, booking source) for sophisticated automation rules. [Screenshot: Workflow builder showing sensor trigger options] ## Key Features - **Real-time monitoring** — Instant alerts when thresholds are exceeded - **Configurable thresholds** — Set custom noise levels for each device based on placement - **Self-healing connections** — Automatically recovers from temporary network issues - **Smart workflows** — Automated responses based on violation severity - **Guest-friendly messaging** — AI crafts appropriate responses for each situation - **Historical reporting** — Track patterns and optimize your thresholds - **Multi-property support** — Manage sensors across your entire portfolio - **Mobile notifications** — Get alerted wherever you are ## Connection Status & Troubleshooting Your Netatmo sensors are designed to be reliable and self-maintaining: - **Automatic recovery** — If a sensor temporarily loses connection due to network hiccups or brief service outages, monitoring automatically resumes when the connection is restored - **Clear status indicators** — Check **Settings > Apps > IoT** to see the current status of all your connected devices - **Reconnection alerts** — If a sensor requires manual reconnection (such as after you change your Netatmo password), you'll see a clear notification with instructions **If you see a "needs reconnection" status**: Simply go to **Settings > Apps > IoT**, find your Netatmo connection, and click **Reconnect** to re-authorize the connection. ## Tips & Best Practices - **Sensor placement**: Install in common areas like living rooms, not bedrooms - **Noise thresholds**: Start with 70dB (roughly a loud conversation) and adjust based on device location — devices closer to activity areas may need higher thresholds - **Fine-tune per room**: A sensor in an open kitchen/living area might need 80dB, while one near bedrooms might work better at 60dB - **Time-based rules**: Different thresholds for day vs. night (stricter after 10 PM) - **Guest communication**: Set up polite initial warnings before escalating - **Seasonal adjustments**: Update temperature thresholds for winter/summer - **Test your setup**: Verify sensors and workflows work before your first booking - **Network reliability**: Ensure your property has stable Wi-Fi where sensors are installed for best performance ## Common Questions **Q: Will guests know about the noise monitoring?** A: You should disclose monitoring in your house rules. Most guests appreciate that you're preventing disruptive parties. **Q: What if there's a false alarm?** A: You can adjust each device's threshold individually and set minimum duration requirements to reduce false positives. Consider the device's location when setting levels. **Q: Do alerts work 24/7?** A: Yes, monitoring is continuous, but you can configure different thresholds and responses based on time of day and whether there's an active reservation. **Q: What happens if my sensor goes offline temporarily?** A: Vanio automatically detects when it comes back online and resumes monitoring. You don't need to do anything unless there's a permanent connection issue that requires reconnecting your Netatmo account. **Q: Can I set different noise levels for different devices?** A: Yes! Each device can have its own custom threshold (30-120dB). This lets you account for placement differences — a sensor in a quiet bedroom area vs. a busy living room. -------------------------------------------------------------------------------- # Unified Inbox — All Guest Channels in One Place URL: https://www.vanio.ai/docs/unified-inbox Tags: messaging, channels The unified inbox brings all guest messages — SMS, Airbnb, WhatsApp, email, and more — into one timeline per reservation, now including guest photos sent by text message. -------------------------------------------------------------------------------- # Unified Inbox — All Guest Channels in One Place ## What it does The unified inbox consolidates all guest communications — Airbnb messages, SMS texts, emails, WhatsApp, Telegram, Viber, Facebook Messenger, and Instagram — into a single timeline per reservation. Reply from one place, regardless of how guests reach out. Conversations automatically flow between your team and Vanio AI to ensure nothing falls through the cracks. ## Getting started 1. **Connect your channels** — Go to Settings → Messaging Apps to connect WhatsApp, Telegram, Viber, Facebook Messenger, and Instagram 2. **View conversations** — All messages appear in your unified inbox, tagged by source channel 3. **Access from reservation cards** — Click the Chat button on any reservation card to open that guest's conversation directly 4. **Reply anywhere** — Use the channel selector to respond via any connected channel 5. **Configure auto-handoff** — Go to Settings → AI to customize when conversations return to Vanio AI after team inactivity 6. **Use snooze to focus** — Click the snooze button on any conversation to temporarily hide it from your active inbox ## How it works Vanio automatically detects which messaging apps each guest uses and routes their messages to your unified inbox. When you reply, the system sends your message through whichever channel the guest messaged you on last — or you can manually switch to any channel they're available on. All messages from guests are now properly displayed in your inbox, including messages from co-travelers and additional guests on the same booking. Previously, some of these messages might have been filtered out as system notifications, but now you'll see every guest communication in your main message timeline. ### SMS photo attachments When a guest sends you a photo by text message, that image now appears directly in your dashboard conversation — right alongside any text messages in the same thread. This works for all common scenarios: - **Photo with a caption** — The image and the guest's text appear together in the conversation - **Photo only (no caption)** — The image still appears, even if the guest sent no accompanying text - **Multiple photos in one message** — All photos are displayed; none are dropped Previously, photo-only texts and messages containing multiple photos were silently missed and never appeared in your inbox. If you noticed gaps where a guest said they sent you a photo but you couldn't see it, this is now fixed — new photo messages will come through correctly going forward. [Screenshot: Conversation thread showing an inbound guest SMS with a photo attachment displayed inline] ### Airbnb support threads When Airbnb's support team contacts you about a reservation, those messages now appear in your inbox with full context — including the guest's name, the listing involved, and a direct link to the reservation. You no longer need to cross-reference confirmation codes or search for the booking separately. This context shows up automatically. When a support message arrives, Vanio identifies the reservation it relates to and attaches it to the thread. You'll see the guest's name and listing right in the message, and you can click through to the reservation from directly within the conversation. **Previously unlinked support messages:** If you had Airbnb support threads in your inbox that showed no guest or reservation information, those have been updated automatically. Over 100 existing support threads that were missing reservation context have been reconnected, so you can now see the full details for those older conversations too. ### Quick access from reservation cards Every reservation card includes a Chat button that opens that guest's conversation directly in the unified inbox. The button only appears when there's an active reservation to message — ensuring you always have a valid conversation to open. ### Automatic conversation flow When Vanio AI handles a conversation and you reply to a guest, the conversation automatically assigns to you. After a period of inactivity (default: 1 hour), it automatically returns to Vanio AI so nothing gets missed. You can customize this timeout or disable it entirely in Settings → AI. ### Snooze and automatic unsnoozing Snooze conversations to temporarily remove them from your active inbox until a time you choose. When you snooze a conversation, it disappears from your main inbox view and reappears automatically at your selected reminder time. **Important:** If a guest sends a new message to a snoozed conversation, the snooze is automatically cancelled and the conversation immediately returns to your active inbox. This ensures you never miss important new activity, even when conversations are temporarily hidden. ## Supported Channels - **Airbnb** — Messages synced via API, including support threads with full reservation context - **Booking.com** — Messages synced via API - **VRBO** — Messages synced via integration - **SMS** — Direct text messages, including photo attachments sent via MMS - **Email** — Guest emails routed to your inbox - **WhatsApp** — Guest WhatsApp messages - **Telegram** — Messages from your Telegram bot - **Viber** — Messages from your Viber bot - **Facebook Messenger** — Messages to your Facebook pages - **Instagram** — Direct messages to your Instagram business accounts - **Website Chat** — Direct messages from your booking website (displayed with a globe icon for easy identification) - **Voice calls** — Call transcripts logged in timeline ## Key features - **Complete guest visibility** — See messages from primary bookers, co-travelers, and additional guests all in one timeline - **SMS photo attachments** — Guest photos sent by text message now appear inline in your conversation, including photo-only texts and multi-photo messages - **Airbnb support thread context** — Support messages from Airbnb now show the guest name, listing, and a link to the related reservation directly in your inbox - **One-click access** — Chat buttons on reservation cards open conversations directly - **Clear channel identification** — Each message shows its source channel with distinct icons (website messages display with a globe icon) - **Cross-channel presence detection** — See exactly which apps each guest uses - **Smart routing** — Replies automatically go to the guest's last-used channel - **Message deduplication** — Multiple channels from the same guest appear in one timeline - **AI consistency** — Same AI quality and context across all channels - **Channel switching** — Override smart routing to reply via any available channel - **Seamless handoffs** — Conversations automatically flow between team members and AI based on activity - **No missed messages** — Built-in safety nets ensure conversations return to AI when your team goes quiet - **Smart snooze management** — Snoozed conversations automatically resurface when guests send new messages ## How It Looks Each reservation has a timeline. Messages from all channels appear chronologically, tagged with source. Website messages display with a globe icon to distinguish them from internal notes. Full conversation history without leaving the dashboard. For Airbnb support threads, you'll see the guest's name, the listing name, and a link to the reservation displayed at the top of the conversation — the same way a standard guest message thread shows reservation context. When a guest texts you a photo, it appears inline in the conversation thread — no need to open a separate viewer or leave your inbox. If a guest sends several photos at once, each one is displayed in sequence. When you reply, the message goes through the same channel the guest used — or switch manually using the channel selector. ## AI Across All Channels The AI handles messages identically regardless of channel. Same reservation context, knowledge base, and skills on every channel. Consistent response quality everywhere. ## Deduplication Some guests message through multiple channels. The system groups all messages under the same reservation timeline by matching guest contact info and shows presence indicators for all their available channels. ## Replying Reply from the dashboard timeline. The system defaults to the channel the guest last used, but you can switch to any channel where they're reachable. The AI can draft responses or send autonomously based on your settings. ### Channel Selection When composing a message, you can switch between all connected channels using the channel selector dropdown. Your selected channel stays active while you type your message — even on conversations assigned to teammates. [Screenshot: Channel selector dropdown showing Email, SMS, WhatsApp, Telegram, Messenger, Instagram, Website Chat, and Internal options] ## Snoozing Conversations Use the snooze feature to temporarily hide conversations from your active inbox: 1. **Click the snooze button** — Found in each conversation's action menu 2. **Select a time** — Choose when you want the conversation to reappear (later today, tomorrow, next week, or custom) 3. **Conversation disappears** — It's removed from your active inbox until the reminder time 4. **Automatic return** — The conversation reappears at your chosen time, or immediately if the guest sends a new message Snoozed conversations never stay hidden when guests need your attention. Any new message from a guest automatically cancels the snooze and brings the conversation back to your active inbox. [Screenshot: Snooze dropdown menu with time options like "Later today", "Tomorrow morning", "Next week", and "Custom"] ## Managing Conversation Flow Conversations seamlessly move between your team and Vanio AI: - **When AI is handling** — Vanio AI responds automatically based on your settings - **When you reply** — The conversation automatically assigns to you - **After inactivity** — If you don't send another message within the timeout period (default: 1 hour), the conversation returns to Vanio AI - **Customizable timing** — Adjust the inactivity timeout from 1 minute to 24 hours, or disable auto-reassignment entirely This ensures guests always get timely responses, even when your team gets busy or forgets to follow up on a conversation. ### Configuring Auto-Reassignment Go to Settings → AI → Auto-assign to Vanio AI to customize this behavior: 1. **Enable/disable** — Turn automatic reassignment on or off 2. **Set timing** — Choose how long to wait after your last message (1-1440 minutes) 3. **Test the flow** — Reply to a guest conversation and watch it automatically return to AI after your chosen timeout [Screenshot: AI Settings page showing auto-reassign toggle and timeout configuration] ## Tips - Connect all messaging apps your guests use for complete coverage - Use the Chat button on reservation cards for quick access to guest conversations - Let smart routing handle channel selection automatically for faster responses - Use presence detection to see which channels each guest prefers - The AI works best with complete conversation history across all channels - Voice call transcripts keep a record of verbal agreements - Check your inbox regularly — messages from co-travelers and additional guests now appear alongside primary booking contact messages - When you receive an Airbnb support message, click the reservation link in the thread to jump straight to the booking — no need to search separately - Set your auto-reassignment timeout based on your team's response patterns — shorter for high-volume periods, longer for busy operations - Enable auto-reassignment as a safety net even if you're usually quick to respond - Use snooze to focus on urgent conversations first — less urgent ones will automatically reappear when you choose - Don't worry about missing messages in snoozed conversations — they automatically resurface when guests reply - Look for the globe icon to identify messages from your website chat — they're different from internal notes - If a guest tells you they texted you a photo, check your inbox — photo messages now appear inline and should come through automatically ## Common Questions **Q: Can I reply via WhatsApp even if the guest originally messaged through Instagram?** A: Yes, if the guest is available on WhatsApp, use the channel selector to switch when composing your reply. **Q: How does Vanio know which messaging apps each guest uses?** A: The system automatically detects guest presence across channels when they message you, showing availability indicators in the conversation timeline. **Q: Will I see messages from co-travelers and additional guests on the booking?** A: Yes, all guest messages now appear in your inbox timeline, including those from co-travelers and additional guests. You won't miss any important communications from anyone staying at your property. **Q: What's the difference between website messages and internal notes?** A: Website messages from your direct-booking portal display with a globe icon, while internal notes show with a different icon. This makes it easy to distinguish guest communications from team notes. **Q: The Chat button isn't showing on a reservation card. Why?** A: The Chat button only appears when there's an active reservation to message. If there's no valid reservation associated with the listing, the button remains hidden to avoid opening empty conversations. **Q: What happens if I'm viewing a conversation assigned to a teammate?** A: You can still compose messages and switch channels normally. The channel selector works the same way regardless of who the conversation is assigned to. **Q: Does the channel selection reset when I switch conversations?** A: The system defaults to each guest's last-used channel, but remembers your manual selection while composing a message. **Q: What happens if I start replying to a conversation but get interrupted?** A: If you don't send a follow-up message within your configured timeout period, the conversation automatically returns to Vanio AI so the guest doesn't wait indefinitely for a response. **Q: Can I disable the automatic reassignment to AI?** A: Yes, you can turn off auto-reassignment entirely in Settings → AI if you prefer to manually manage all conversation handoffs. **Q: How do I know when a conversation has returned to Vanio AI?** A: The conversation assignment will change from your name back to "Vanio AI" in your inbox, and you'll see the AI resume handling new messages from that guest. **Q: What happens if a guest messages me while their conversation is snoozed?** A: The snooze is automatically cancelled and the conversation immediately returns to your active inbox. This ensures you never miss new messages, even when conversations are temporarily hidden. **Q: Can I snooze a conversation that's assigned to a teammate?** A: Yes, snooze works on any conversation regardless of assignment. The conversation will reappear for whoever it's assigned to at the reminder time, or immediately if the guest sends a new message. **Q: I have old Airbnb support threads that show no guest or reservation information. Will those be fixed?** A: Yes. Existing support threads that were previously missing reservation context have been updated automatically. You should now see the guest name, listing, and a link to the related reservation in those older conversations. If a support thread is still missing context, it means the original message didn't contain enough information to identify the reservation — but the thread is still visible in your inbox and nothing has been removed. **Q: How do Airbnb support messages appear differently from regular guest messages?** A: Airbnb support threads are labeled as support messages in your inbox. They now include the same reservation context you'd see on a guest thread — guest name, listing name, and a link to the booking — so you have everything you need to act on the support request without leaving your inbox. **Q: A guest says they texted me a photo but I couldn't see it before. Will I see their future photos now?** A: Yes. Guest photos sent by text message now appear in your conversation, including photos sent without any caption text and multiple photos sent in a single message. This was previously broken and is now fixed — any new photo messages from guests will show up correctly in your inbox. **Q: If a guest sends several photos at once in a text message, will I see all of them?** A: Yes, all photos from a single message are displayed together in the conversation thread. Previously, only the first photo in a multi-photo text would appear at best; now every photo comes through. -------------------------------------------------------------------------------- # Availability & Stay Rules URL: https://www.vanio.ai/docs/availability-stay-rules Tags: availability, stay-rules, minimum-nights, booking-window, turnover, airbnb, calendar Control minimum stays, booking windows, and check-in restrictions across all channels with property defaults, per-date overrides, and Airbnb-specific rules that are now more effectively enforced. -------------------------------------------------------------------------------- Stay rules — minimum and maximum nights, how far ahead guests can book, preparation time between stays, advance notice, day-of-week restrictions — control which dates guests can book and how long they can stay. Vanio gives you three levels of control: property defaults, per-date overrides on the calendar, and per-channel fine-tuning for Airbnb. > **Looking for a specific setting?** Different platforms use different names for the same concept. Here's the translation: > > - **Minimum nights / minimum stay / min nights** → property-level "Minimum Nights" (Listings → Content → Availability), or per-channel override under Airbnb Calendar Settings > - **Maximum nights / maximum stay / max nights** → "Maximum Nights" in the same place > - **Advance notice / how far ahead guests can book / booking horizon / max days notice** → "Advance Booking" (property level) or "Maximum Days Notice" (Airbnb) > - **Preparation time / prep time / turnover time / gap nights / buffer between bookings** → "Turnover Days" (property level and Airbnb) > - **Booking lead time / cutoff time / minimum notice / how late can guests book** → "Booking Lead Time" (Airbnb only) > - **Check-in days / check-in restrictions / Saturday-only stays** → "Allowed Check-in Days" (Airbnb only) ## Quick start: set property defaults **Where:** Listings → [your property] → Content → Availability This is the master setting. Whatever you put here applies to every channel unless you override it later. Two cards, four fields, auto-saves as you type. ### Stay Length - **Minimum Nights** — the shortest stay you'll accept (e.g. 2) - **Maximum Nights** — the longest stay you'll accept (e.g. 30) ### Booking Window - **Advance Booking** — how far in the future guests can book, in days (e.g. 365 means a full year out) - **Turnover Days** — buffer nights between two reservations, so a guest can't check in the same day another guest checks out That's it for the property level. Save is automatic. ## Override a specific date **Where:** Calendar → click any date For peak weekends, holidays, or anything you want to charge differently for, the date-settings popover lets you override values for that single date — or for a whole range. You can change: - **Base price** and per-channel markups (Airbnb / Booking.com / VRBO) - **Availability** — open the date, block it, or set a specific number of available units - **Minimum nights** for stays starting on that date (e.g. force a 4-night minimum on Christmas week) - **Notes** — anything you want to remember about this date - **Restrictions** To apply changes to a range, shift-click the start and end date in the calendar. When you have multiple dates selected, every field gets a small "Skip" toggle next to it — that way you can update just one thing (say, minimum nights) without touching the rest. The calendar shows a small badge on each date with the active minimum-nights value, so you can see at a glance which dates have an override. ## Airbnb advanced rules **Where:** Listings → [your property] → Platforms → expand the Airbnb card → Calendar Settings Airbnb supports more granular rules than the property defaults. These overrides only apply to your Airbnb listing, and Vanio pushes them to Airbnb when you save. ### Basic - **Minimum Nights** and **Maximum Nights** — override the property defaults for Airbnb specifically - **Allow Request to Book above max nights** — if a guest wants a longer stay than your max, they can send you a request you can approve manually ### Booking Window - **Booking Lead Time** — how many hours before check-in guests can still book (0–24). Set this to 24 if you don't want last-minute bookings. - **Allow Request to Book for shorter notice bookings** — accept last-minute requests as RTB even when they're inside your lead-time window - **Maximum Days Notice** — the furthest out guests can book (Airbnb's term for advance booking). Vanio now enforces this rule more effectively by filtering out conflicting updates from Airbnb that would override your setting. - **Turnover Days** — nights between bookings (the same idea as the property-level Turnover Days, but Airbnb-specific) > **How Maximum Days Notice works:** When you set a limit on how far ahead guests can book, Vanio prevents Airbnb from syncing availability changes beyond that window. This ensures your booking horizon stays consistent — even when Airbnb tries to push updates for dates outside your allowed range. ### Day of Week Restrictions - **Allowed Check-in Days** — pick which days of the week guests can check in. Common pattern: Saturday-only check-in for week-long rentals. - **Allowed Check-out Days** — same idea for checkout ### Day-specific Minimum Nights A different minimum-night requirement per day of the week. The most common setup: 2-night minimum Monday through Thursday, 3-night minimum Friday through Sunday. Expand the section and set the value for each day. When you click **Save Calendar Settings**, Vanio writes the changes to Airbnb. The card shows the last sync time so you know it went through. ## Booking.com, VRBO and other channels Property-level stay rules from Vanio (Listings → Content → Availability) apply to all your channels through calendar sync — so your minimum nights, maximum nights, advance booking window, and turnover days are honored everywhere. Channel-specific rules beyond that — Booking.com restrictions, VRBO booking policies, channel-specific prep time — are managed today on each channel's own admin (Booking.com extranet, VRBO dashboard). Vanio shows you the connection but doesn't yet expose those channel-native fine-tuning controls inline. Native editing inside Vanio for Booking.com and VRBO is on the roadmap. ## Common scenarios **"I want a 2-night minimum normally, but 3 nights on weekends."** Listings → Content → Availability → Minimum Nights = 2. Then Listings → Platforms → Airbnb → Calendar Settings → Day-specific Minimum Nights → set Friday, Saturday, Sunday to 3. **"I need at least one full day to clean between guests."** Listings → Content → Availability → Turnover Days = 1. **"Guests are booking too close to check-in and we can't turn the unit around in time."** Listings → Platforms → Airbnb → Calendar Settings → Booking Lead Time → 24 (or whatever buffer you need). Optionally toggle "Allow Request to Book for shorter notice" if you still want last-minute requests as a manual approval. **"I only want week-long stays, Saturday to Saturday."** Listings → Content → Availability → Minimum Nights = 7, Maximum Nights = 7. Listings → Platforms → Airbnb → Calendar Settings → Allowed Check-in Days = Saturday only, Allowed Check-out Days = Saturday only. **"I want to block Christmas week to use the place myself."** Calendar → shift-click December 22 through December 28 → toggle Available off in the popover. The dates will be blocked across every channel within minutes. **"I want to charge a 4-night minimum on Christmas week and double my normal rate."** Calendar → shift-click December 22 through December 28 → in the popover, set Minimum Nights = 4 and Base Price = your peak rate. Save once for the whole range. **"I set a 60-day booking window but guests are still booking further out."** Check your Airbnb Calendar Settings → Maximum Days Notice. Once set, Vanio automatically blocks any calendar updates from Airbnb that would allow bookings beyond your chosen window. -------------------------------------------------------------------------------- # Expenses & Approvals URL: https://www.vanio.ai/docs/task-expenses-approvals Tags: expenses, operations, approvals, billing, owner-reporting, tasks Track, approve, and manage every expense your team logs against a task — now with one-click approve and un-approve directly from the board and list views. -------------------------------------------------------------------------------- Track every cost your team logs against a task — supplies, repairs, labor — and move it through a clear approval flow before it lands on the right property's books. ## How expenses flow Each expense moves through four stages: - **Submitted** — logged against a task by whoever did the work, waiting for review. - **Approved** — a manager has signed off on the cost. If you need to make a change, you can move it back to Submitted (see below). - **Billed** — the approved cost has been transferred to the property's ledger. This is the final step. - **Rejected** — the cost was declined (with a reason), and can be reopened later if needed. Only owners, admins, and managers can approve, reject, or bill. Anyone on your team can submit an expense from a task. ## The approval board Open **Expenses** from the main menu (it's also a tab inside Tasks). You'll see a board with a column for each stage. - Drag a card from **Submitted** to **Approved** to sign off on it. - Drag an **Approved** card to **Billed** to push the cost to the property. - Drag anything to **Rejected** to decline it — you'll be asked for a reason. Each column shows how many expenses are in it and the running total, so you always know what's waiting on you and how much is in flight. Prefer a spreadsheet view? Switch to the **Table** layout to select multiple expenses and approve or bill them in bulk. ## One-click approve and un-approve You no longer need to open an expense to approve or un-approve it. Inline action buttons appear directly on board cards and list rows, so you can act without leaving your current view. **On the board (Board view)** - Any **Submitted** card shows an **Approve** button at the bottom of the card. Click it to approve the expense instantly — the card moves to the **Approved** column. - Any **Approved** card shows an **Un-approve** button. Click it to move the expense back to **Submitted** if corrections are needed. [Screenshot: Board view showing a Submitted expense card with the green Approve button at the bottom, and an Approved expense card with the amber Un-approve button] **In the table (Table view)** - Each **Submitted** row shows an **Approve** button beneath its status badge. Click it to approve without opening the expense. - Each **Approved** row shows an **Un-approve** button beneath its status badge. Click it to revert the expense to Submitted. [Screenshot: Table view showing a Submitted expense row with the Approve button under the status badge, and an Approved row with the Un-approve button] These buttons are only visible to owners, admins, and managers. If you don't see them, check with your account owner about your role. ## Un-approving an expense Made a mistake, or does an approved expense need corrections before it goes to billing? You can move it back to **Submitted** without losing the underlying expense record. You can do this from three places: **From the board (Board view)** 1. Open **Expenses** from the main menu. 2. Find the **Approved** card you want to revert. 3. Click the **Un-approve** button at the bottom of the card. 4. The expense returns to **Submitted** status — the approval is cleared, and it's ready to be reviewed and approved again once any corrections are made. **From the expense detail view (main dashboard)** 1. Open **Expenses** from the main menu. 2. Click any **Approved** expense to open its detail view. 3. Select **Reopen back to submitted** from the available actions. 4. The expense returns to **Submitted** status — the approval is cleared, and it's ready to be reviewed and approved again once any corrections are made. **From Table view** 1. Switch to **Table** view and find the approved expense you want to revert. 2. Click the **Un-approve** button (or the undo icon ↩) on that expense's row. 3. The expense returns to **Submitted** status — the approval is cleared, and it's ready to be reviewed and approved again once any corrections are made. This works only for expenses that are currently **Approved**. Once an expense has been **Billed**, it's locked and can't be moved back. [Screenshot: Approved expense detail view on the main dashboard with the 'Reopen back to submitted' action highlighted] [Screenshot: Approved expense row in Table view with the undo icon highlighted on the right side of the row] ## Reopening a rejected expense If an expense was declined and needs to be reconsidered, you can reopen it from the same expense detail view or from the task's Expenses panel. Select **Reopen back to submitted** to return it to the queue for review. ## Reviewing expenses in the table When you switch to **Table** view, each expense row shows its own dedicated **Property** and **Date** columns — property names and dates are no longer tucked inside the expense title, so you can see at a glance which property a cost belongs to and when it was submitted. **Sorting the table** Click any sortable column header to order the list: - **Property** — sorts expenses alphabetically by property name (A → Z on first click, Z → A on second). Expenses with no property assigned always appear at the bottom. - **Date** — sorts by submission date, newest first by default. Click again to reverse the order. Clicking the same column header a second time reverses the sort direction. Switching to a different column resets to that column's default direction. Sorting applies across all pages, so you're always working with a consistent, complete view — not just the current page. [Screenshot: Table view showing separate Property and Date columns, each with a sort arrow in the column header] ## Seeing all costs for a task in one place When you open a parent task — say, a "Turnover" job broken into subtasks like "Replace kitchen faucet" or "Restock supplies" — the **Expenses** panel now shows every expense logged against the parent task and all of its subtasks together. You don't need to open each subtask individually to add up the costs. For each rolled-up expense that came from a subtask, you'll see a small label indicating which subtask it belongs to, so you can always tell at a glance where each cost originated. [Screenshot: Parent task expenses panel showing both direct expenses and subtask expenses, each subtask expense labeled with the subtask name] This gives you a complete picture of what a job is costing before you approve it — including any costs your team logged deeper in the task hierarchy. ## Subtask expenses and property assignment When your tasks are organized with subtasks — for example, a main "Turnover" task broken into subtasks like "Replace kitchen faucet" or "Restock supplies" — any expense you add to a subtask is automatically linked to the same property as the parent task. You don't need to assign the property manually. Vanio AI looks up which property the parent task belongs to and carries that through to the subtask expense, so your records stay organized from the moment the cost is logged. This also means that when a subtask expense comes through the approvals flow, reviewers and approvers will see the correct property displayed on the expense card — no missing or blank property fields to track down before billing. [Screenshot: Expense card for a subtask showing the inherited property name in the approval board] ## Billing transfers the cost to the property When you bill an expense, Vanio AI posts it to that property's ledger automatically, so it shows up in your accounting and owner reporting without any double entry. An expense can only be billed once it's **approved** and has a **property assigned**. If a cost isn't linked to a property yet, assign one first — Vanio AI will prompt you. ## Currencies Expenses support **USD, EUR, GBP, BGN, and CAD**. When you open the expense form, the currency is automatically pre-selected to match your account's default currency — so if your account is set up for Canadian dollars, the form opens on CAD every time. You can always change the currency for any individual expense, and your manual selection will be remembered for that entry. > **Canadian property managers:** you no longer need to switch away from USD on every expense. Once your account's default currency is set to CAD, the form handles it for you. [Screenshot: Expense form showing the currency dropdown pre-selected to the account default] ## Filtering and exporting Filter the board or table by date range, category, or property. The counts and totals update to match what you've filtered. Use **Export CSV** at any time to download the current view — including who submitted and approved each cost and when it was billed — for your accountant or owner statements. ## On the go The Expenses section is built for your phone. Tap a status to filter, tap any expense to open its full detail, and approve, reject, or bill it right from the bottom sheet — no desktop required. ## Tips & best practices - **Set your account's default currency early.** Go to **Settings → Account** and confirm your primary currency. Every new expense form will pre-select it automatically, saving your team time on every entry. - **Assign a property before approving.** Expenses without a property can't be billed — catch unlinked costs at the Submitted stage to avoid delays later. In Table view, the dedicated Property column makes unassigned expenses easy to spot at a glance. - **Approve without opening.** When you're working through a backlog, use the **Approve** button directly on each board card or table row — it's faster than opening every expense individually. Save the detail view for expenses that need a closer look. - **Un-approve from wherever you're working.** If you approved an expense in error or the details need to change, you can revert it from the board card, the table row, or the expense detail view on the main dashboard — whichever is fastest for you. Once corrected and resubmitted, approve it again as normal. - **Add expenses to subtasks without worrying about property assignment.** If you're logging a cost on a subtask, Vanio AI automatically picks up the property from the parent task. You'll see it filled in on the expense right away. - **Review total job costs from the parent task.** Open the parent task's Expenses panel to see every cost across all subtasks in one list — no need to open each subtask one by one before approving. - **Use the subtask label to trace a cost back to its source.** When reviewing a rolled-up expense on a parent task, look for the subtask name shown beneath the expense category. Tap or click the expense for full details. - **Sort by Property to work through a single property at a time.** Click the **Property** column header in Table view to group all expenses for the same property together, then bulk-approve or bill them in one pass. - **Sort by Date to catch stale submissions.** Click the **Date** column header and sort ascending to surface the oldest, longest-waiting expenses first. - **Use bulk actions for busy periods.** Switch to Table view after a big turnover week and approve or bill multiple expenses in one go instead of card by card. - **Add a note when rejecting.** A clear reason helps your team correct and resubmit quickly without a back-and-forth. - **Export before owner statements.** Pull a filtered CSV by property and date range so your numbers are ready before you run reports. ## Common questions **How do I see all the costs for a job, including its subtasks?** Open the parent task and go to its **Expenses** tab. You'll see every expense logged on that task and on any of its subtasks in one list. Expenses that came from a subtask are labeled with the subtask name so you can tell where each cost originated. **How do I sort the expense table by property or date?** Switch to **Table** view, then click the **Property** or **Date** column header. The list re-sorts immediately. Click the same header again to reverse the direction. The sort applies across all pages, so you're always seeing a consistent order as you page through results. **Why does the currency on the expense form change automatically?** Vanio AI reads your account's default currency and pre-selects it whenever you open a new expense. If your account is set to CAD, you'll see CAD. If it's set to USD, you'll see USD. You can always change it for a specific expense — your pick won't be overwritten. **Which currencies can I use for expenses?** You can log expenses in USD, EUR, GBP, BGN, or CAD. Select the currency from the dropdown in the expense form before saving. **Can I approve an expense without opening it?** Yes. If you're a manager, admin, or owner, any **Submitted** expense shows an **Approve** button directly on its board card and on its row in Table view. Click it once and the expense is approved — no need to open the detail view. The same applies to un-approving: **Approved** expenses show an **Un-approve** button in both places. **Can I undo an approval after I've signed off on an expense?** Yes — as long as the expense hasn't been billed yet. You have three ways to do it: click the **Un-approve** button on the board card, click the **Un-approve** button on the table row, or open the expense detail view from the main **Expenses** dashboard and select **Reopen back to submitted**. Either way, the approval is cleared and the expense returns to **Submitted** so you or another manager can review and re-approve it once any corrections are in place. Once an expense reaches **Billed**, it's locked and can't be moved back. **Can an expense be billed more than once?** No. Once an expense reaches **Billed**, it's locked. If you need to make a correction, reject the expense and have it resubmitted with the right details. **I added an expense to a subtask and the property was filled in automatically — is that right?** Yes, that's exactly how it should work. When you log an expense on a subtask, Vanio AI automatically links it to the same property as the parent task. This means the property is already set when the expense enters the approvals flow, so your managers can review and approve it without needing to assign a property first. -------------------------------------------------------------------------------- # Operations Dashboard — Morning Briefing & Task Tracking URL: https://www.vanio.ai/docs/operations-dashboard Tags: operations, dashboard Your daily command center for managing cleaning teams, maintenance tasks, and property turnover with complete infrastructure visibility across all hosting providers -------------------------------------------------------------------------------- # Operations Dashboard — Morning Briefing & Task Tracking ## What it does The Operations Dashboard is your daily command center for managing cleaning teams, maintenance tasks, and property turnover across your entire portfolio. Open it each morning to see exactly what needs to happen today, who is handling it, and where problems are brewing — all updated in real time. ## Getting started ### Accessing the dashboard 1. Navigate to **Operations** from the main sidebar 2. The dashboard loads with today's date selected by default 3. Use the date picker at the top to view past or future days ### Understanding the KPI bar The top of the dashboard displays four key metrics for the selected day: - **Total Tasks** — Number of tasks scheduled, broken down by status (pending, in progress, completed) - **Active Team** — How many team members have tasks assigned today - **Estimated Hours** — Total projected work hours based on task durations - **Completion Rate** — Percentage of tasks finished versus total scheduled These numbers update every 30 seconds as your team completes work in the field. ### Data reliability indicators When the dashboard displays statistics, watch for reliability indicators: - **Partial data badge** — Appears when some statistics are still updating or incomplete. Numbers are accurate for the data available, but the full picture may take a few minutes to load. - **Last updated timestamp** — Shows when statistics were last refreshed. Under heavy system load, updates may be delayed but will catch up automatically. ## How it works ### Task list The main panel shows every task for the selected day. Group tasks by: - **Time** — See tasks in chronological order with start times - **Assignee** — View each team member's workload at a glance - **Property** — Check all tasks for a specific listing Each task card shows the property name, task type, assignee, estimated duration, and current status. Click any task to open its full details, checklist, and photo uploads. ### Team panel The right sidebar displays your active team members with capacity bars showing how much of their day is allocated. A full bar means the cleaner has no availability left. Use this to spot overloaded or underutilized staff before the day begins. ### Problem drawer Click the alert icon in the top-right corner to open the problem drawer. This surfaces issues that need your attention: - Tasks with no assignee - Overlapping assignments (same cleaner, overlapping times) - Late starts (task should have begun but has no check-in) - Missed checklist items from completed tasks The badge count on the alert icon tells you how many active problems exist. ### Fleet monitoring view For superadmins, the Atlas coverage map provides a complete geographic overview of your infrastructure deployment. The map displays server locations across all hosting providers, giving you an accurate view of your entire fleet's distribution. This helps you understand regional capacity and identify areas where additional resources may be needed to support operations. ## Key features - **Auto-refresh** — Data updates every 30 seconds without reloading the page - **Quick reassign** — Drag a task from one assignee group to another, or click the assignee name to pick a different team member - **Bulk actions** — Select multiple tasks to reassign, reschedule, or mark complete in one action - **SMS dispatch** — Send the day's schedule to your entire team or individual cleaners directly from the dashboard - **AI auto-assign** — Click "Auto-assign" to let Vanio AI distribute unassigned tasks based on team proximity, skill level, and current workload - **Reliable statistics** — Dashboard statistics update consistently even during peak usage, with clear indicators when data is still loading - **Complete infrastructure visibility** — Atlas coverage map shows all server locations across every hosting provider for comprehensive fleet monitoring ## Tips & best practices **Start each morning here.** Open the Operations Dashboard before your team begins work. Review the KPI bar, check the problem drawer for overnight issues, and confirm assignments are balanced. **Use the problem drawer proactively.** Address unassigned tasks and overlaps before they become same-day emergencies. The earlier you catch a gap, the easier it is to fill. **Group by assignee for team standups.** Switch to assignee view when briefing your team so each person sees only their tasks for the day. **Monitor completion rate throughout the day.** A dropping completion rate late in the day signals tasks are running behind — check individual team members to find the bottleneck. **Wait for complete data when making major decisions.** If you see a partial data badge, give the dashboard a minute to fully load before making scheduling changes based on the statistics. **Review fleet distribution regularly.** For superadmins, use the Atlas coverage map to ensure your infrastructure is optimally positioned to serve your markets and identify regions that might benefit from additional capacity. ## Common questions **Why do I sometimes see a "partial data" indicator?** When the system is processing large amounts of data or under heavy load, some statistics may take longer to calculate than others. The partial indicator lets you know the dashboard is still updating, ensuring you have the most reliable information for decision-making. **How often do statistics refresh?** Task data refreshes every 30 seconds, while property statistics update several times per hour. During peak usage, property statistics may take a few extra minutes to fully update. **What should I do if data seems stuck or stale?** The dashboard automatically retries failed updates, but if you notice statistics haven't updated for an unusually long time, try refreshing your browser or contact support. **Why does the coverage map now show more server locations?** The Atlas coverage map previously only displayed locations from one hosting provider. It now shows your complete infrastructure across all providers, giving you a more accurate picture of your geographic distribution and helping you make better decisions about regional capacity planning. -------------------------------------------------------------------------------- # Cancellation Policy URL: https://www.vanio.ai/docs/cancellation-policy Tags: cancellation, refund, policy, airbnb, booking-com, vrbo Set cancellation policies for accommodations and rentals, with automatic guest self-serve cancellation and tiered refund structures. -------------------------------------------------------------------------------- Your cancellation policy decides what happens when a guest cancels — how much they get back, when the cutoff is, and whether last-minute cancellations are refundable at all. It's set per property and pushed to every connected channel that supports the policy you pick. > **Quick reference:** Cancellation, refund policy, refund window, refundable, non-refundable, partial refund, grace period, free cancellation, cancellation window — these all map to the same setting in Vanio: **Listings → [your property] → Content → Policies → Cancellation Policy.** ## Where to set it **Listings → [your property] → Content → Policies** The first card on the page is **Cancellation Policy**. Pick one option from the list and the change auto-saves. Vanio pushes the new policy to every connected channel that supports it (Airbnb honors all standard options, Booking.com and VRBO have their own equivalents Vanio maps to automatically). ## How guest self-serve cancellation works Guests can cancel their own reservations directly from their trip portal without contacting you first. When they visit their reservation link, they'll see: - **Exact refund amount** — calculated in real-time based on how close they are to pickup - **Clear cancellation tiers** — grace period, early, late, or no-show with transparent explanations - **One-click cancellation** — no back-and-forth needed for straightforward cases When a guest cancels: 1. **Refund processes automatically** — issues within minutes to their original payment method 2. **Calendar reopens** — those dates become available for new bookings immediately 3. **You get notified** — email and dashboard notification with cancellation details 4. **Tasks update** — any scheduled cleaning or prep work gets removed ## Rental-specific cancellation tiers For vehicle rentals, Vanio uses a tiered system that's more precise than traditional accommodation policies: ### Grace Period (100% refund) - **Within 1 hour of booking** — full refund, no questions asked - **48+ hours before pickup** — full refund of trip cost and cleaning fee ### Early Cancellation (100% refund) - **24-48 hours before pickup** — full refund (same as grace period) ### Late Cancellation (partial refund) - **Less than 24 hours before pickup** — trip cost minus one day's average, cleaning fee fully refunded - **Trips of 2 days or less** — trip cost minus half day's average ### No-Show (minimal refund) - **2+ hours after scheduled pickup, never picked up** — trip cost minus two day averages, cleaning fee fully refunded - **Trips of 2 days or less** — trip cost minus three-quarters of a day average *Security deposits are always released regardless of cancellation timing.* ## Standard accommodation policies These are the policies most hosts use for traditional stays. Pick the one that matches how flexible you want to be. ### Flexible Guests get a full refund if they cancel **at least 24 hours before check-in**. After check-in, they pay for the first night plus any nights they actually stayed. Best for: hosts who want maximum bookings and don't mind last-minute changes. ### Moderate (default) Full refund if they cancel **at least 5 days before check-in**. After that, they pay for the first night plus any nights stayed, plus 50% of all unused nights. Best for: most hosts. This is Vanio's default. It balances guest flexibility with revenue protection. ### Firm Full refund if they cancel **at least 30 days before check-in**. Between 7 and 30 days out: 50% refund. Less than 7 days out: non-refundable. Best for: properties with high demand where late cancellations are hard to rebook. ### Strict Two refund windows: full refund within 48 hours of booking AND at least 14 days before check-in. Between 7 and 14 days out: 50% refund. Less than 7 days out: non-refundable. Best for: peak-season properties, weekend rentals where last-minute relistings rarely fill. ### Limited 50% refund if they cancel between 7 and 14 days before check-in. After that, non-refundable. Best for: shorter-term protection without going fully strict. ### Super Strict 30 Days 50% refund if they cancel **at least 30 days before check-in**. After that, non-refundable. (Note: this is 50%, not 100% — even early cancellations only get half back.) Best for: high-end properties with major prep costs. ### Super Strict 60 Days Same as above but the 60-day window. 50% refund if they cancel at least 60 days out. Otherwise non-refundable. Best for: villas, large properties, anything that needs months of advance planning. ### Non-refundable The booking is non-refundable from the moment it's confirmed. Only cleaning fees come back if they cancel. Best for: discounted rates where the guest gets a price break in exchange for committing. ## Italy-specific policies If your property is in Italy, Airbnb requires Italy-specific cancellation policies that follow local consumer protection law. Vanio offers all five: - **Flexible (Italy)** — full refund 24h+ before check-in - **Moderate (Italy)** — full refund 7+ days before check-in - **Strict (Italy)** — full refund 30+ days before check-in - **Super Strict 30 Days (Italy)** — full refund 30+ days, non-refundable after - **Super Strict 60 Days (Italy)** — full refund 60+ days, non-refundable after These behave like their standard counterparts but follow Italian timing rules and refund-calculation methods. Use these for Italian listings — the standard policies will not sync correctly to Airbnb for an Italy-based property. ## Long-term policies For stays of 28 nights or longer, Airbnb uses a different policy structure. Vanio supports all three: - **Firm (Long-term)** — full refund 30+ days before check-in. After that, the guest pays for nights stayed plus 30 additional nights. - **Strict (Long-term)** — full refund within 48 hours of booking AND at least 28 days before check-in. After that, nights stayed plus 30 additional nights. - **Long-term (Italy)** — Italy-specific long-term equivalent. These only apply to bookings of 28+ nights. Shorter stays still use your standard policy. ## When guests can't cancel themselves Self-serve cancellation isn't available in these situations: - **Trip already started** — once they've picked up keys/vehicle, contact them directly to arrange early return - **Payment still processing** — reservations in "pending payment" status need to complete first - **Already cancelled** — prevents duplicate cancellation attempts - **Completed trips** — finished reservations can't be retroactively cancelled In these cases, guests see a clear message explaining why they need to contact you instead. ## Managing cancellations as a host When unusual situations arise, you have full override control: **Dashboard → Reservations → [reservation] → Actions** - **Manual refund** — refund any amount up to the total paid, regardless of policy timing - **Approve identity manually** — for guests who can't complete automatic verification - **Override cancellation** — cancel on the guest's behalf with custom refund amounts [Screenshot: reservation actions menu showing refund and cancellation options] ## What syncs to which channel - **Airbnb** — every policy above syncs natively. The exact name and timing match Airbnb's host dashboard. - **Booking.com** — Vanio maps to Booking.com's closest equivalent. Booking.com's policy structure is different (they use "free cancellation until X" with custom dates), so the mapping is best-effort. For perfect parity, set your cancellation rules directly in Booking.com's extranet — Vanio's calendar sync still respects them. - **VRBO** — VRBO uses Relaxed / Moderate / Firm / Strict / No Refund tiers. Vanio maps Vanio policies to the closest VRBO tier on connect. - **Direct booking website** — uses your Vanio-set policy verbatim. The guest sees the exact wording on the booking page and in the confirmation email. ## How refunds happen when a guest cancels When a guest cancels through Airbnb, Vanio syncs the cancellation within minutes — the reservation moves to "cancelled" status, the calendar reopens, and any cleaning task already scheduled gets removed. If a refund is owed, Airbnb processes it directly to the guest's original payment method (Vanio doesn't touch the money for OTA bookings). For direct bookings on your branded website, Vanio handles the refund through payment processing using whichever portion your policy allows. The refund hits the guest's card, your payout for that reservation reverses (or partially reverses), and the audit trail records who triggered it and why. ## Common scenarios **"I want to be flexible during low season but strict during peak."** Vanio doesn't have seasonal cancellation policies (Airbnb itself doesn't support that). Pick one policy that matches your most common case. For peak-only stricter terms, use the per-date overrides on the calendar to add a "non-refundable" pricing rule on those specific dates instead. **"My guest is asking to cancel outside their refund window — can I refund them anyway?"** Yes. Use the dashboard reservation modal → **Refund** action. You can refund any amount up to the total paid, regardless of policy. Useful for goodwill cases (guest illness, family emergency). **"Can I require a non-refundable deposit on top of a moderate policy?"** Not via the cancellation policy itself. Use the Damage Deposit field on the same Policies page — that's held separately and refunded after checkout if there's no damage. **"A guest booked on Booking.com — what cancellation rules apply?"** Booking.com uses whatever policy you set in their extranet, NOT what's in Vanio's Policies page. Vanio respects their cancellation when it syncs, but the rules themselves are managed there. Going forward, channel-native cancellation editing inside Vanio is on the roadmap. **"Why can't my guest cancel their rental themselves?"** The most common reason is they haven't completed identity verification yet. For security, guests must verify their identity before they can access pickup instructions or cancel. If verification is complete but cancellation still isn't available, check if the trip has already started or if there's a payment issue. -------------------------------------------------------------------------------- # Schedule Board — Visual Team Timeline URL: https://www.vanio.ai/docs/schedule-board Tags: operations, scheduling Gantt-style visual timeline showing each cleaner's tasks as blocks across the day, with drag-and-drop reassignment and AI auto-scheduling. -------------------------------------------------------------------------------- # Schedule Board — Visual Team Timeline ## What it does The Schedule Board gives you a Gantt-style visual timeline of your entire team's day. Each row represents a team member, and each block represents a task — sized and positioned by its scheduled start time and duration. See gaps, overlaps, and bottlenecks at a glance, then drag and drop to fix them. ## Getting started ### Accessing the board 1. Navigate to **Operations** from the main sidebar 2. Click the **Schedule** tab at the top of the operations page 3. The board loads showing today's timeline from 6:00 AM to 8:00 PM ### Reading the timeline - Each **row** is a team member (cleaner, maintenance tech, or inspector) - Each **block** is a task, color-coded by status: gray (pending), blue (in progress), green (completed), red (overdue) - The **red vertical line** marks the current time, moving across the board in real time - **Block width** corresponds to the estimated task duration ## How it works ### Drag-and-drop reassignment To move a task from one team member to another: 1. Click and hold the task block 2. Drag it to the target team member's row 3. Drop it at the desired time slot 4. The system confirms the reassignment and notifies the team member via push notification The board automatically checks for conflicts — if the drop would create an overlap, you will see a warning before confirming. ### AI auto-assign Click the **Auto-assign** button in the top toolbar to let Vanio AI distribute all unassigned tasks. The algorithm considers: - Team member proximity to each property - Current workload and remaining capacity - Historical task completion speed per cleaner - Property-specific skill requirements (e.g., deep cleans, luxury units) After auto-assign runs, review the result on the board and make manual adjustments if needed. ### SMS schedule dispatch Once the schedule looks right, click **Send Schedule** to dispatch the day's assignments to your team via SMS. Each team member receives their personalized task list with property addresses, start times, and special instructions. ## Key features - **Current time indicator** — The red line moves in real time so you can see which tasks should be active right now - **Zoom controls** — Zoom in to see 2-hour windows or zoom out for the full day view - **Task details on hover** — Hover over any block to see property name, address, task type, checklist item count, and notes - **Filter by role** — Show only cleaners, only maintenance, or all team members - **Multi-day view** — Switch to a 3-day or 7-day view to plan ahead - **Unassigned task tray** — Tasks without an assignee appear in a tray at the bottom, ready to be dragged onto the board ## Tips & best practices **Plan the night before.** Open the Schedule Board in the evening, run AI auto-assign for tomorrow, review the result, and send schedules before your team starts their morning. **Watch the current time line.** If the red line has passed a task block that is still gray (pending), that task is late. Click it to check in with the assigned team member. **Use the unassigned tray.** Newly created tasks land here automatically. Check the tray regularly to make sure nothing slips through. **Combine with the Operations Dashboard.** Use the Schedule Board for visual planning and the Operations Dashboard for real-time status tracking during the day. -------------------------------------------------------------------------------- # Pricing & Discounts URL: https://www.vanio.ai/docs/pricing-and-discounts Tags: pricing, discounts, rates, fees, early-bird, last-minute, airbnb, booking-com, vrbo Set nightly rates, fees, discounts, and Smart Pricing with enhanced calendar controls for instant price adjustments and strategy management. -------------------------------------------------------------------------------- Pricing in Vanio is set per property and pushed to every connected channel. You set a base nightly rate, optional weekend rate, cleaning fee, security deposit, extra-guest fee, length-of-stay discounts (weekly/monthly), and dynamic discounts that change based on how far ahead a guest books or how close to check-in they are. Smart Pricing gives you AI-powered recommendations or can automatically adjust your rates based on market conditions. > **Quick reference:** Nightly rate, base price, daily price, weekly discount, monthly discount, early bird, last-minute, smart pricing, dynamic pricing, weekend rate, cleaning fee, security deposit, extra guest fee, per-guest pricing, currency — these all live on **Listings → [your property] → Content → Pricing**. ## Where to set it **Listings → [your property] → Content → Pricing** The page has five cards plus the Smart Pricing section. Every change auto-saves and pushes to every connected channel within minutes. ## Calendar Pricing Controls Your calendar now provides instant access to pricing details and adjustments: - **Single-click any date** — Opens the pricing popover showing current price, AI recommendations, and competitor analysis with factor breakdown. Apply price changes instantly from this view. - **Double-click any date** — Opens full date settings for comprehensive availability, pricing, and rule overrides. - **Strategy button** — Toggle the pricing strategy panel to adjust your Smart Pricing settings without leaving the calendar. - **Revenue bar** — View monthly revenue projections and average rates directly above your calendar. [Screenshot: Calendar with pricing popover showing "Why This Price" breakdown and Apply button] ### Using the pricing popover When you click any calendar date, the pricing popover shows: - **Current price** vs. **recommended price** - **Booking probability** at current vs. recommended rate - **Factor breakdown** — why the system suggests this price (seasonality, demand, competition, events) - **Apply button** — instantly update the price for that date This gives you the full context behind every pricing decision without opening multiple screens. ## Smart Pricing AI-powered pricing that analyzes market demand, competitor rates, seasonality, and local events to optimize your rates automatically or provide recommendations. ### Three modes to choose from: - **Suggest** — Get AI recommendations on your calendar that you can apply manually - **Auto** — Let the system adjust your prices automatically based on market conditions - **Off** — Full manual control using only your base rates below ### How to configure Smart Pricing 1. Go to **Listings → [your property] → Content → Pricing** 2. Find the **Smart Pricing** section at the top of the page 3. Choose your preferred mode (Suggest, Auto, or Off) 4. Configure your pricing strategy settings: - **Price Range** — Set minimum and maximum rates the system can use - **Weekend Markup** — Extra percentage for Friday/Saturday nights - **Occupancy Target** — Your desired booking rate percentage - **Event Boost** — Extra percentage during local events - **Comp Position** — How competitive you want to be vs. similar properties - **Owner Min Monthly Payout** — Minimum revenue target per month 5. Click **Save** to apply your changes **Alternative:** Use the **Strategy** button on your calendar page to adjust these settings without leaving your calendar view. ### What happens in each mode **Suggest mode:** Daily recommendations appear on your calendar with green ↑ (raise price) or red ↓ (lower price) indicators. Click any indicator or date to see the detailed reasoning and apply the suggestion manually using the pricing popover. **Auto mode:** Prices adjust automatically within your set price range. You'll see the changes reflected on your calendar and they sync to all channels immediately. Pricing recommendations are only marked as applied after they successfully update your listings' calendars, ensuring Vanio and your booking platforms stay perfectly in sync. **Off mode:** Only your manually set base rates and any calendar overrides are used. No AI recommendations or automatic adjustments. [Screenshot: Smart Pricing section showing three mode buttons and configuration options] ### When Smart Pricing makes adjustments The system analyzes your pricing continuously and makes recommendations or adjustments when: - Market demand shifts significantly for upcoming dates - Competitor prices change in your area - Local events or seasonality create pricing opportunities - Your current rate is notably above or below optimal Recommendations typically appear 1-60 days before the target date, depending on booking patterns in your market. ### Reliable price syncing When using Auto mode, pricing updates only show as "applied" in Vanio after they've successfully synced to all your connected booking platforms. This prevents pricing mismatches between Vanio and your channels — if a channel sync fails, the recommendation stays pending and will be retried on the next pricing update. ## Base Rates Two fields that serve as your fallback rates when Smart Pricing is off or has no recommendation: - **Default Daily Price** — your standard nightly rate. This is what guests pay on a normal weekday. - **Weekend Price** — your Friday and Saturday rate. Optional. If left blank, weekends use the daily price. Both are in your selected currency (set in the Currency card below). ## Fees Three fields charged on top of the nightly rate: - **Cleaning Fee** — flat fee added to every booking, regardless of length. Shown to the guest as a separate line item. - **Security Deposit** — held during the stay and refunded after checkout if there's no damage. Not charged unless you file a claim. - **Per Extra Guest** — added per guest above your "Guests Included in Base Price" number (set in the next card). ## Discounts & Capacity Length-of-stay discounts that automatically apply when bookings cross a threshold: - **Weekly Discount** — % off for stays of 7+ nights. Common range: 5-15%. - **Monthly Discount** — % off for stays of 28+ nights. Common range: 15-30%. Plus: - **Guests Included in Base Price** — how many guests can stay before the per-extra-guest fee kicks in. Most hosts set this to the bedroom count or the typical comfortable capacity. ## Currency The currency for everything on this listing. Pick once and Vanio handles the conversion when displaying to guests on different channels. You can't mix currencies on a single listing. ## Dynamic Discounts Two timing-based discount engines that automatically adjust your rate based on when the booking comes in: ### Early Bird Discount Reward guests who book well in advance. - **Discount** — % off the nightly rate - **Days in Advance** — how many days before check-in the booking has to be to qualify Example: 10% off when booked 30+ days ahead. The discount applies automatically — no codes, no manual approval. ### Last Minute Discount Fill empty dates near check-in. - **Discount** — % off the nightly rate - **Within Days** — how close to check-in the booking has to be to qualify Example: 15% off when booked within 3 days of check-in. Useful for filling gap nights you'd otherwise lose. ## How discounts stack Discounts apply in this order, and the best applicable discount wins (they don't compound): 1. **Early Bird** — if booked X+ days ahead 2. **Last Minute** — if booked within Y days of check-in 3. **Weekly** — if stay is 7+ nights 4. **Monthly** — if stay is 28+ nights So a 10-night stay booked 35 days out gets EITHER the Early Bird OR the Weekly discount — whichever is higher. The cleaning fee and security deposit are never discounted. ## What syncs to which channel - **Airbnb** — every field above syncs natively, including Smart Pricing adjustments. Pushed via the Airbnb API within a few minutes of saving. - **Booking.com** — base price, weekend price, length-of-stay discounts sync. Booking.com handles its own dynamic pricing differently (their "Genius" program). Vanio respects it. - **VRBO** — base price, fees, and the Vanio-set weekly/monthly discounts sync. VRBO has fewer dynamic pricing controls. - **Direct booking website** — uses every field above verbatim, including real-time Smart Pricing adjustments. Guests on your branded site see the exact same rates and discounts. ## Per-date overrides To charge different rates on specific dates (peak weekends, holidays, special events) without changing the base price for the whole property, use the calendar: **Calendar → click a date** opens the pricing popover for quick price adjustments with full context. **Double-click a date** opens the comprehensive date settings popover for complex overrides including per-channel markups. See [Availability & Stay Rules](/docs/availability-stay-rules) for the full rundown of what you can override per date. ## Common scenarios **"I want to charge $150 weekdays, $200 weekends, $300 on holidays."** Default Daily Price = 150. Weekend Price = 200. For holidays, open the calendar, click the holiday dates, and use the pricing popover to set the new rate instantly. **"I want guests to pay 10% less if they book a month ahead but I don't want to give weekly stays a discount."** Early Bird Discount = 10, Days in Advance = 30. Leave Weekly Discount blank. **"I want a different cleaning fee per channel — Airbnb pays $80, my direct site pays $60."** Vanio doesn't have per-channel cleaning fees. The fee is set once at the property level. For per-channel pricing tweaks, use **per-channel price markups** in the calendar date popover (those let you adjust the nightly rate per channel by a percentage). Cleaning fees stay flat. **"I want AI pricing suggestions but not automatic changes."** Set Smart Pricing to **Suggest** mode. You'll see recommendations on your calendar that you can review and apply manually using the pricing popover. **"Smart Pricing set my rate too high/low — how do I override it?"** Go to your calendar, click the date, and use the pricing popover to instantly adjust the price. This overrides both Smart Pricing and your base rates for that specific date. **"I applied a Smart Pricing suggestion but want to revert to my original price."** Go to your calendar, click the date, and manually set the price back to your preferred rate using the pricing popover. Once you've manually overridden it, Smart Pricing won't make another automatic adjustment for that date. **"How do I add a pet fee?"** There's no dedicated pet fee field on the Pricing page. Set it under **Listings → Content → Policies → Pet Fee** instead — that's part of the pet policy and only charges when a guest books with pets. **"How do I quickly adjust my pricing strategy while looking at my calendar?"** Use the **Strategy** button on your calendar page to open the pricing strategy panel. You can adjust all Smart Pricing settings without leaving your calendar view. -------------------------------------------------------------------------------- # Staff Performance — Leaderboard, Alerts & Rate Optimization URL: https://www.vanio.ai/docs/staff-performance Tags: operations, analytics Track cleaner quality scores, speed metrics, and on-time rates with a ranked leaderboard, automatic alerts for performance drops, and AI-suggested rate adjustments. -------------------------------------------------------------------------------- # Staff Performance — Leaderboard, Alerts & Rate Optimization ## What it does The Staff Performance page ranks your team members by quality, speed, and reliability so you can reward top performers, coach those who are slipping, and optimize pay rates based on actual output. It combines guest review scores, checklist photo quality, task completion times, and on-time arrival rates into a single performance view. ## Getting started ### Accessing performance data 1. Navigate to **Operations** from the main sidebar 2. Click the **Performance** tab 3. Select a date range using the date picker — defaults to the current month ### Reading the leaderboard The leaderboard ranks team members from highest to lowest overall score. Each row shows: - **Name and avatar** — The team member - **Quality score** — Derived from guest review scores and checklist photo ratings - **Speed** — Average task completion time versus estimated duration - **On-time rate** — Percentage of tasks started within 15 minutes of scheduled time - **Tasks completed** — Total count for the selected period - **Overall rank** — Composite score combining all metrics Click any row to open that team member's detailed performance profile. ## How it works ### Alert system The Performance page automatically flags concerning trends: - **Quality drop** — A team member's quality score falls below the portfolio average or drops more than 15% from their own trailing average - **Speed decline** — Average completion time increases significantly compared to the same team member's historical pace - **Reliability warning** — On-time rate drops below 80% Alerts appear as badges next to the team member's name and in the problem drawer on the Operations Dashboard. ### Economics tab Click **Economics** to switch to the financial view. This tab shows: - **Per-cleaner pay rate** — Current hourly or per-task rate - **Cost per task** — Average payout per completed task - **Efficiency ratio** — Revenue generated per dollar of labor cost - **AI rate suggestions** — Vanio AI analyzes performance data and suggests rate adjustments Rate suggestions consider quality scores, speed, reliability, and market benchmarks. A top performer consistently completing tasks faster than estimated with high quality scores may warrant a rate increase to retain them. A team member with declining metrics may need coaching before a rate discussion. ## Key features - **Ranked leaderboard** — See your entire team sorted by composite performance score - **Configurable date ranges** — Analyze performance over any period with date presets (this week, this month, last quarter) - **Trend charts** — View each team member's performance over time to spot improvements or declines - **Quality alerts** — Automatic notifications when metrics fall below thresholds - **Rate optimization** — AI-generated suggestions for pay rate adjustments based on actual performance data - **CSV export** — Download performance data for payroll discussions or HR records ## Tips & best practices **Review weekly, not daily.** Daily fluctuations are normal. Weekly reviews give you a more accurate picture of trends. **Use the economics tab during pay reviews.** Come to rate discussions with data — show the team member their quality score, speed metrics, and how they compare to the team average. **Act on alerts quickly.** A quality drop alert often signals a personal issue, burnout, or a training gap. Address it early before it affects guest satisfaction. **Share the leaderboard with your team.** Transparency motivates top performers and gives everyone a clear target. Consider bonuses or recognition for the top-ranked cleaners each month. -------------------------------------------------------------------------------- # Calendar — Per-Date Overrides URL: https://www.vanio.ai/docs/calendar-overrides Tags: calendar, overrides, pricing, block-dates, minimum-nights, multi-unit Override nightly price, minimum nights, availability, and per-channel markups for specific dates or ranges from the Calendar. -------------------------------------------------------------------------------- The calendar is where you make per-date adjustments to a property — special pricing for holidays, blocked dates, custom minimum nights, channel-specific markups, or just notes to remember why a date is special. Everything you change in the calendar overrides your property defaults for those specific dates only. > **Quick reference:** Block dates, blocked nights, holiday pricing, peak pricing, custom prices, calendar overrides, calendar blocks, owner stays, off dates, special rates, date-specific minimum nights — all live on the **Calendar** page. ## Where to find it **Calendar** in the left sidebar. You see a multi-month grid of every property you manage. Each cell is one date for one property and shows: the active price, the minimum-nights requirement (small badge in the corner if there's an override), any reservation that covers that date, and any task scheduled for that date. ## Open the date settings popover Click any date cell. A popover opens with editable fields. Click off to close, or click **Apply** to save changes. The change syncs to every connected channel within minutes. ## What you can override per date ### Base Price Override the nightly rate for this date only. The property-level Default Daily Price stays unchanged for everything else. ### Per-channel Markups On top of the base price, you can add a per-channel percentage markup. Three channels are supported in the popover: Airbnb, Booking.com, VRBO. Use this when one channel takes a higher commission and you want to pass it through (e.g. +15% on Booking.com to absorb their fee). ### Available Units For multi-unit listings, set how many units are available on this date. Set to 0 to block the date entirely. Set to 1+ to make it bookable. ### Available Toggle Single switch — on means the date is bookable, off means blocked. Same effect as Available Units = 0 but easier to read. ### Minimum Nights Force a different minimum-night requirement starting on this date. Common pattern: bump min nights to 4-7 on holiday weeks so you don't lose them to single-night stays. The badge on the date cell updates to show the new minimum so you can scan the calendar at a glance. ### Notes Free-form text. Anything you want to remember about this date — "Owner using property", "Local event — high demand", "Cleaner unavailable, schedule check-out clean for the day after". Notes are visible to your team but not to guests. ### Restrictions Lower-level flags for special restrictions (closed-to-arrival, closed-to-departure, etc). Most hosts don't touch these — they're for advanced use cases. ## Multi-date editing To apply changes to a range: 1. **Shift-click** the start date and the end date in the calendar — the range highlights 2. The popover opens for the whole range 3. Each field gets a small **Skip** toggle next to it 4. Set the fields you want to change. Toggle **Skip** on the ones you don't. 5. Click **Apply** This lets you, say, set Christmas week to "min nights 4, base price $300, available yes" without touching the other fields. It's the fastest way to handle peak periods. ## What stays in sync Every override pushes to every connected channel within minutes: - **Airbnb** — base price, minimum nights, availability all push via the Airbnb API. Per-channel markup applies before push. - **Booking.com** — same fields. Booking.com's calendar reflects the change. - **VRBO** — same. - **Direct booking website** — uses Vanio's calendar directly, no sync delay. If you block a date, every channel marks it unavailable. No risk of double bookings. ## Common scenarios **"Block Christmas week so I can use the place myself."** Calendar → shift-click Dec 22 to Dec 28 → toggle Available off → Apply. **"Charge $400/night the week between Christmas and New Year."** Same range → set Base Price = 400 → Skip everything else → Apply. **"4-night minimum on the 4th of July weekend, normal price."** Shift-click Jul 3 to Jul 6 → set Minimum Nights = 4 → Skip everything else → Apply. **"I'm doing renovation Mar 10-20 — block the dates AND leave a note."** Shift-click Mar 10 to Mar 20 → Available off → Notes = "Renovation, do not unblock without checking with Mike" → Apply. **"Add 15% to Booking.com prices to cover their commission."** This is usually a property-level setting, not a per-date one. For per-date, use the channel markup field in the popover. For property-level, ask support — that's currently configured at the platform-connection layer. **"Block one specific unit of my multi-unit listing without blocking the others."** Use Available Units in the popover. If you have 5 units and one needs maintenance, set Available Units = 4 for those dates. ## What you can't do here These are NOT per-date settings — they live elsewhere: - **Maximum nights** — property-level only. Set on Listings → Content → Availability. - **Advance booking window** — property-level. Same place. - **Turnover days** — property-level. Same place. - **Lead time** — Airbnb-only and channel-level. Listings → Platforms → Airbnb. - **Cleaning fee** — property-level. Listings → Content → Pricing. The calendar is for date-specific OVERRIDES of price, availability, and minimum nights. Everything else lives at the property level. See [Availability & Stay Rules](/docs/availability-stay-rules) for the full picture. ## How the calendar uses the date popover under the hood Every change you make in the popover writes to Vanio's calendar database, then a background sync pushes the change to each connected channel. You'll see a brief "Saving..." indicator in the popover, then "Saved" when the sync completes. For Airbnb, the actual push to their servers usually finishes within 2-3 minutes. If a sync fails (rare), the calendar shows a small warning badge on the affected date. Click it to retry. -------------------------------------------------------------------------------- # Owner Management — CRM, Pipeline & Portfolio Tracking URL: https://www.vanio.ai/docs/owner-management Tags: owners, crm Manage property owners through their full lifecycle — pipeline, contacts, documents, revenue analytics, and external links — all in one place. -------------------------------------------------------------------------------- # Owner Management — CRM, Pipeline & Portfolio Tracking ## What it does The Owner Management section is a purpose-built CRM for property management companies. Track every property owner from first contact through onboarding to active management, with pipeline visualization, contact records, document storage, and per-owner revenue analytics. ## Getting started ### Accessing owner management 1. Navigate to **Owners** from the main sidebar 2. The default view shows all owners in a list, sorted by most recently active 3. Use the pipeline toggle at the top to switch between list view and pipeline view ### Adding a new owner 1. Click **Add Owner** in the top-right corner 2. Fill in the owner's name, email, and phone number 3. Set the initial pipeline stage (defaults to "Lead") 4. Click **Save** — the owner profile is created and ready for enrichment ## How it works ### Pipeline stages Owners progress through six lifecycle stages: 1. **Lead** — Initial contact or referral, not yet reached out 2. **Contacted** — First conversation has happened 3. **Proposal** — Management agreement or proposal sent 4. **Onboarding** — Agreement signed, property setup in progress 5. **Active** — Fully managed, generating revenue 6. **Churned** — No longer under management Drag owner cards between columns in pipeline view, or update the stage from the owner's profile page. ### Owner profiles Each owner profile contains: - **Contact information** — Phone, email, address, preferred communication method - **Notes** — Free-text notes with timestamps, visible to your whole team - **Documents** — Upload management agreements, tax forms, insurance certificates, and property photos - **Linked listings** — All properties this owner has under your management, with ownership type (sole owner, co-owner, representative) and agreement start/end dates - **Revenue summary** — Total revenue generated across all linked listings, broken down by month and by property - **Links** — External URLs such as a personal website, portfolio, or booking page, displayed as clickable buttons in the sidebar ### Assigning properties to an owner The **Properties** tab on every owner profile lets you assign and remove properties without leaving the page. **To assign a property:** 1. Open the owner's profile and click the **Properties** tab. 2. Click **Assign property** in the top-right corner of the tab. 3. A search picker opens showing all properties in your portfolio that aren't already assigned to this owner. [Screenshot: Assign property picker with search field and scrollable property list] 4. Type any part of the property name or city to filter the list. 5. Click the property you want to assign — it is linked instantly and the list refreshes automatically. **To remove a property:** 1. On the **Properties** tab, find the property you want to unlink. 2. Click the remove button (×) that appears when you hover over the property row. 3. Confirm the removal in the dialog that appears. 4. The property is unlinked and the tab updates immediately. > **Note:** You can only assign properties that belong to your own portfolio. Properties managed by other accounts will not appear in the picker. ### Managing external links The **Links** section appears in the owner profile sidebar, just below Contacts. Use it to attach any relevant external URLs to an owner — a personal website, online portfolio, direct booking page, or anything else you want quick access to. [Screenshot: Links section in the owner profile sidebar showing two example links as clickable buttons] **To add a link:** 1. Open the owner's profile. 2. Find the **Links** section in the sidebar and click **Add**. 3. Enter the URL in the field that appears. You can type the full address (e.g. `https://example.com`) or just the domain (e.g. `example.com`) — Vanio will fill in the `https://` prefix automatically. 4. Optionally, type a **Label** to give the link a friendly name (for example, *Owner Website* or *Booking Page*). If you leave the label blank, the link will display the web address instead. 5. Press **Enter** or click the green checkmark to save. The link appears immediately in the sidebar. > **Tip:** Labels are limited to 255 characters. Keep them short and descriptive so they're easy to scan at a glance. **To open a link:** Click any link in the **Links** section. It opens in a new browser tab, so you stay on the owner profile. **To remove a link:** 1. Hover over the link you want to remove — a trash icon appears on the right. 2. Click the trash icon. 3. A confirmation dialog will ask you to verify the removal. Click **Remove** to confirm, or **Cancel** to keep the link. 4. The link is removed from the profile immediately. > **Note:** Removing a link only deletes it from the owner profile — it has no effect on the external website or any other data. ## Key features - **Pipeline visualization** — Kanban board showing all owners by stage, with drag-and-drop progression - **Advanced filtering** — Filter owners by stage, revenue range, number of properties, or last contact date - **Revenue per owner** — See exactly how much each owner's portfolio generates, helping you prioritize high-value relationships - **Document storage** — Keep management agreements and owner documents organized and accessible - **Activity timeline** — Every interaction, note, and status change is logged with timestamps - **Bulk actions** — Select multiple owners to update stages, send emails, or export data - **Search** — Find owners by name, email, phone, or linked property name - **Searchable property picker** — Assign any property from your portfolio to an owner directly from their profile, with live search filtering - **External links** — Attach clickable URLs to any owner profile, with optional labels, so important web resources are always one click away ## Tips & best practices **Keep pipeline stages current.** Update stages as conversations progress. A stale pipeline gives you a false picture of your growth funnel. **Log every interaction as a note.** When you call an owner, send a proposal, or receive feedback, add a note. This creates an audit trail your entire team can reference. **Review churned owners quarterly.** Owners who left may return if circumstances change. A quick check-in call with churned owners can reactivate relationships. **Use revenue data in owner conversations.** Show owners their property's performance with real numbers. This builds trust and strengthens the relationship, especially during agreement renewal discussions. **Assign properties as soon as onboarding is complete.** Linking a property to an owner the moment their agreement is signed ensures revenue data, documents, and communications are all tied to the right person from day one. **Add links during onboarding.** When you set up a new owner, save their website or booking page in the Links section right away. Having those URLs a click away saves time every time you need to reference them. ## Common questions **A property I want to assign isn't showing up in the picker — why?** The picker only shows properties that are part of your portfolio and not already assigned to this owner. If a property is missing, confirm it has been added to your account under the Listings section before trying to assign it. **Can I assign the same property to more than one owner?** Yes. A property can be linked to multiple owners — for example, when two people co-own a property. Assign each owner separately, and both profiles will reflect the shared listing. **What happens to revenue data when I remove a property from an owner?** Removing the link between an owner and a property removes it from their Properties tab and revenue summary going forward. Historical data already recorded for that owner is not deleted. **Do I need to include "https://" when adding a link?** No. If you type a plain web address like `example.com`, Vanio will automatically add `https://` for you. The link will still open correctly in your browser. **What if I add a link without a label — what will it show?** If you don't provide a label, the link displays a shortened version of the web address (the domain and path, with `www.` removed). You can always add or change the label by removing the link and re-adding it with the label filled in. -------------------------------------------------------------------------------- # Declining Reservations URL: https://www.vanio.ai/docs/decline-reservations Tags: decline, reservations, request-to-book, cancellation, airbnb Decline guest requests directly from your dashboard with automated confirmation handling and reliable delivery to booking platforms. -------------------------------------------------------------------------------- When a guest sends a Request to Book or an inquiry that you can't accept, you decline it directly from the Vanio dashboard. The decline is sent to Airbnb (or whichever channel the request came from), the calendar reopens, and the guest gets the message you wrote explaining why. > **Quick reference:** Decline reservation, reject booking, decline RTB, decline request to book, refuse booking, say no to a request, decline inquiry — all done from the **dashboard reservation modal → Decline button**. ## Where to find it When a Request to Book or pending reservation comes in, it shows up in your dashboard with a **Pending** status. Click the reservation to open the modal. The modal has a **Decline** button next to **Accept**. (For inquiries that aren't bookable yet, you don't decline — you just reply or let them expire.) ## How to decline 1. Open the pending reservation in the dashboard. 2. Click **Decline**. A dialog opens. 3. Pick a **Reason** from the dropdown: - **Dates unavailable** — the property is taken or blocked for those dates - **Not comfortable** — something about the guest, group size, or trip purpose feels wrong - **Unsuitable for listing** — the property doesn't fit what they're looking for (party, large group, pets when not allowed, etc.) - **Maintenance issue** — the property has an active maintenance problem - **Other** — anything that doesn't fit the above 4. Write a **Message to the guest**. This is required and limited to 500 characters. Be respectful — the guest will read this. 5. Click **Decline** to submit. Vanio automatically handles the technical details — it finds the confirmation code for the reservation and sends the decline + your message to Airbnb (or the originating channel). Airbnb notifies the guest. The reservation moves to "Declined" status in the dashboard. The dates that were tentatively held are released back to your calendar. ## What happens after you decline - **The dates reopen.** Other guests can book them again immediately. - **Your acceptance rate.** Airbnb tracks how often you decline. A high decline rate can affect Superhost status and search ranking. Use it sparingly — see "When NOT to decline" below. - **The guest is notified.** They see the reason category and your message. - **The conversation thread stays open.** If the guest replies, you'll see it in your inbox. You can offer different dates or a different property. - **The reservation stays in your records** under the Declined filter, so you can see history and patterns. ## When NOT to decline Declining is the wrong tool for some situations: - **Guest wants to change dates** → Use **Modify dates** instead. Don't decline and ask them to rebook. - **Guest is asking questions before booking** → It's an inquiry, not a request. Reply normally; no decline needed. - **You want to accept but not at this price** → Use **Special offer** to send them a custom price quote. See [Pre-approval and special offers](/docs/special-offers-preapprovals). - **You want to block these dates from everyone for non-guest reasons** → Use the calendar to block the dates BEFORE the request comes in. Once a request is in, declining is the only way to release the hold. - **You have second thoughts after accepting** → That's a cancellation, not a decline. See "Cancelling an accepted reservation" below. ## Cancelling an accepted reservation Different from declining. Once a reservation is accepted (paid, confirmed), the right action is **Cancel**, not Decline. Vanio has a Cancel action in the dashboard modal too. Picking it opens a separate dialog with these reasons: - Calendar conflict - Maintenance issue - Unable to host - Other Cancellations can carry penalties from Airbnb (loss of Superhost, refund to guest, fee). Vanio doesn't decide the penalty — Airbnb does, based on their host cancellation policy. The cancel goes through, the reservation is marked cancelled by host, and any payment Airbnb collected is refunded to the guest per their cancellation policy. For your direct booking website, cancellation works the same way but Vanio handles the refund through payment processing (full or partial refund based on your set policy). ## Common scenarios **"A guest with a 4.2 rating sent an RTB and I'm worried about parties."** Open the request → Decline → Reason: Not comfortable → Message: "Thanks for your interest. I'm only able to host guests with a 4.7+ rating for these dates. Wishing you a great trip." Don't make excuses you don't believe; the guest can tell. **"They want to bring 8 people, my listing is for 6."** Decline → Reason: Unsuitable for listing → Message: "Thanks for the request — unfortunately the property is set up to comfortably host a maximum of 6 guests. I'd recommend looking for a larger place for your group." Don't accept and figure it out later. **"They're asking for dates I already had blocked but Vanio shows them as available somehow."** Don't decline yet — first check the calendar (Calendar → click those dates) and see why they're showing available. Could be a sync glitch from when you blocked them. Fix the block, then decline with Reason: Dates unavailable. **"They want to cancel a reservation they already paid for."** That's a guest cancellation, not a host action. They cancel from Airbnb's side. Once they do, Vanio gets the cancellation event and updates the reservation status automatically. You don't need to do anything. **"I accepted yesterday and now I realize I can't host that week."** Open the reservation → Cancel → Reason: Unable to host → write the message. Be aware Airbnb may charge a host cancellation fee depending on how close to check-in you are. ## Why you decline matters The reason you pick matters for two reasons: 1. **Airbnb uses it for ranking and warnings.** Picking "Not comfortable" triggers different downstream behavior than "Dates unavailable." Don't pick "Dates unavailable" if the dates ARE available — that's flagged as misleading. 2. **It's logged in your audit trail.** Vanio records every decline with reason, timestamp, who clicked, and the message sent. Useful when reviewing patterns later or training new team members. ## Tips & best practices - **Be clear and honest.** Airbnb can detect when hosts give misleading decline reasons. Pick the reason that actually matches your situation. - **Keep your message professional.** The guest will see your exact words, and they may reply or leave a review comment about their experience. - **Don't overthink it.** If you can't or don't want to host, declining is better than accepting reluctantly and providing poor service. - **Monitor your patterns.** Check your decline rate monthly. If it's consistently high, consider adjusting your listing requirements or pricing to attract better-matched guests. ## If declining doesn't work In rare cases, technical issues can prevent a decline from going through properly. If you click Decline and the reservation stays in Pending status, try these steps: 1. **Refresh the page** and check if the decline went through 2. **Wait a few minutes** — sometimes there's a delay while Vanio syncs with Airbnb 3. **Try declining again** — the system will automatically find the confirmation details it needs 4. **Contact support** if the reservation is still stuck after multiple attempts Vanio automatically handles the technical communication with booking platforms, so most declines work immediately. When they don't, it's usually a temporary sync issue that resolves quickly. -------------------------------------------------------------------------------- # Portfolio Analytics — Revenue, Occupancy & Platform Performance URL: https://www.vanio.ai/docs/portfolio-analytics Tags: analytics, revenue Multi-listing analytics with revenue, occupancy, ADR, and RevPAR KPIs, platform distribution breakdowns, per-listing performance tables, and CSV export. -------------------------------------------------------------------------------- # Portfolio Analytics — Revenue, Occupancy & Platform Performance ## What it does Portfolio Analytics gives you a complete financial picture of your property management business. See revenue, occupancy, average daily rate (ADR), and revenue per available room (RevPAR) across your entire portfolio, broken down by listing, platform, and time period. ## Getting started ### Accessing analytics 1. Navigate to **Analytics** from the main sidebar 2. The dashboard loads with "This Year" as the default date range 3. Use the date picker to select custom ranges or quick presets (This Month, Last Month, This Quarter, This Year) 4. Date selections persist in the URL — bookmark or share any view with your team ### Reading the KPI cards Four headline metrics appear at the top: - **Revenue** — Total earned across all listings and platforms for the selected period - **Occupancy** — Average percentage of nights booked versus nights available - **ADR (Average Daily Rate)** — Revenue divided by number of booked nights - **RevPAR (Revenue Per Available Room)** — Revenue divided by total available nights (booked + unbooked) Each card shows the current value and a percentage change compared to the previous equivalent period. ## How it works ### Platform distribution The platform breakdown chart shows what percentage of your revenue comes from each booking channel: - **Airbnb** — All Airbnb bookings - **Booking.com** — All Booking.com reservations - **VRBO** — VRBO/HomeAway bookings - **Direct** — Reservations from your direct booking website - **Other** — Owner bookings, manual entries, and other sources Use this to understand channel dependency. If 80% of revenue comes from one platform, you have concentration risk. ### Per-listing breakdown The table below the charts lists every property with its individual metrics: - Property name and thumbnail - Revenue for the selected period - Occupancy rate - ADR and RevPAR - Number of reservations - Average guest rating Click any column header to sort. Click any row to drill into that property's detailed analytics. ### Trend charts Toggle between revenue, occupancy, and ADR trend lines to see how your portfolio performs over time. Identify seasonal patterns, the impact of pricing changes, and growth trends month over month. ## Key features - **Multi-property KPIs** — Revenue, occupancy, ADR, and RevPAR calculated across your entire portfolio - **Platform breakdown** — Visualize channel distribution to manage concentration risk - **Per-listing tables** — Sort and compare individual property performance - **Trend analysis** — Line charts showing performance over time with configurable granularity (daily, weekly, monthly) - **Date presets** — Quick access to common ranges (this month, last quarter, year to date) - **URL persistence** — Date ranges encode in the URL for bookmarking and sharing - **CSV export** — Download the full per-listing table for reporting, owner statements, or accounting ## Tips & best practices **Check platform distribution monthly.** Diversification protects your business. If one channel dominates, invest in direct booking and secondary channels. **Compare ADR across listings.** Properties with similar size and location should have similar ADR. A significant gap may indicate a pricing issue. **Use CSV exports for owner reports.** Filter to a specific owner's properties, select the reporting period, and export. Attach the CSV to your monthly owner statement. **Bookmark your most-used views.** The URL captures the date range, so save a bookmark for "This Month" and "Last 90 Days" for quick access. -------------------------------------------------------------------------------- # Photo Wall — Visual Quality Verification URL: https://www.vanio.ai/docs/photo-wall Tags: operations, quality Visual grid of cleaning photos with automatic room detection and content analysis for remote quality verification. -------------------------------------------------------------------------------- # Photo Wall — Visual Quality Verification ## What it does The Photo Wall displays a grid of photos uploaded by your cleaning team as they complete checklist items. Instead of visiting each property after every turnover, scroll through the day's photos to verify beds are made correctly, bathrooms are spotless, and amenities are in place. Vanio automatically analyzes each photo to identify rooms and categorize images, making it easier to find specific areas of your properties. ## Getting started ### Accessing the photo wall 1. Navigate to **Operations** from the main sidebar 2. Click the **Photos** tab 3. The wall loads showing today's photos in a grid layout 4. Use the date picker to navigate to previous days ### Browsing photos - Photos appear in a masonry grid, ordered by upload time (most recent first) - Each thumbnail shows a small label with the property name and automatically detected room type - Scroll down to load more photos — the wall paginates automatically ## How it works ### Where photos come from When your team completes tasks, they check off items on the task checklist within the Vanio mobile app. Checklist items that require photos prompt the cleaner to take and upload a picture before marking the item complete. These photos flow directly into the Photo Wall. ### Automatic photo analysis As photos upload, Vanio automatically analyzes each image to: - **Identify room types** — Detect whether the photo shows a bedroom, bathroom, kitchen, living area, or other space - **Categorize content** — Recognize furniture, fixtures, and cleaning-related items in the image - **Generate descriptions** — Create searchable tags that help you find specific photos later This happens in the background — you'll see the categorization appear within moments of upload without any manual tagging required. ### Lightbox view Click any photo to open it in a full-screen lightbox. The lightbox displays: - **The photo** at full resolution, with zoom and pan controls - **Listing name** — Which property this photo is from - **Checklist item** — What the photo is verifying (e.g., "Master bedroom — bed made," "Kitchen — counters clean") - **Task title** — The parent task (e.g., "Turnover clean — Unit 4B") - **Completed by** — The team member who took the photo - **Timestamp** — When the photo was uploaded - **Auto-detected tags** — Room type and content identified by photo analysis Use the left/right arrows or keyboard shortcuts to navigate between photos without closing the lightbox. ### Filtering Use the filters at the top of the Photo Wall to narrow down what you see: - **Property** — Show photos from a specific listing only - **Team member** — Show photos from a specific cleaner - **Checklist category** — Filter by room type or item category - **Room type** — Use auto-detected room categories (bedroom, bathroom, kitchen, etc.) ## Key features - **Daily photo grid** — All checklist photos from your team organized by date - **Automatic room detection** — Photos are categorized by room type without manual tagging - **Smart photo descriptions** — Search and filter using automatically generated content tags - **Full-screen lightbox** — Inspect photos at full resolution with property and task context - **Date navigation** — Quickly jump between days to review past turnovers - **Advanced filters** — Narrow by property, team member, checklist category, or detected room type - **Remote verification** — Confirm cleaning quality without driving to each property ## Tips & best practices **Make it part of your morning routine.** After checking the Operations Dashboard, scroll through yesterday's Photo Wall to catch any quality issues before guests check in. **Require photos for critical checklist items.** In your task templates, mark high-impact items (beds, bathrooms, kitchen, welcome amenities) as "photo required." This ensures your Photo Wall always has the images you need. **Use automatic room filtering.** Take advantage of the auto-detected room categories to quickly review all bathroom photos or bedroom setups across multiple properties. **Use photos in performance reviews.** The Photo Wall creates a visual record of each cleaner's work. Reference specific photos during coaching sessions — both to praise excellent work and to address quality issues with concrete examples. **Flag issues immediately.** If you spot a problem in a photo — a stain on sheets, a missing towel set — contact the cleaner right away while they may still be nearby or reassign a quick fix task. ## Common questions **How accurate is the automatic room detection?** Vanio's photo analysis correctly identifies room types and content in the vast majority of cases. If you notice any misidentified photos, the system learns and improves over time. **Can I still manually tag photos?** The automatic analysis supplements rather than replaces your checklist item descriptions. Your original task context ("Master bedroom — bed made") remains the primary identifier, with auto-detected tags providing additional filtering options. **What if a photo doesn't analyze properly?** Rarely, very dark, blurry, or unusual photos may not generate automatic tags. These photos still appear in the Photo Wall with their original checklist context and can be viewed and filtered normally. -------------------------------------------------------------------------------- # Reservation Price Breakdown URL: https://www.vanio.ai/docs/price-breakdown Tags: price-breakdown, payout, commission, taxes, fees, reconciliation See exactly how every reservation total is calculated — and track the complete history of any pricing changes, from the original booking price through date modifications, add-ons, and more. -------------------------------------------------------------------------------- The price breakdown shows you exactly how a reservation's total adds up — what the guest paid, what the channel kept as commission, what the cleaning crew gets, what taxes pass through, and what lands in your account. Every reservation in the dashboard has one, and it's the source of truth when a guest asks "why did I pay this much?" or when you reconcile payouts. Vanio also keeps a complete history of every pricing change on a reservation, so you can always see what the original price was and track how it evolved — whether dates changed, an add-on was applied, or a security deposit was captured. > **Quick reference:** Price breakdown, payout breakdown, what's in this reservation, total guest paid, host payout, net payout, commission, channel fee, service fee, cleaning fee breakdown, taxes, VAT, city tax, tourist tax, processing fee, fees, line items, pricing history — all on the **dashboard reservation modal → Financials section**. ## Where to find it Open any reservation in the dashboard (click any reservation card or any "?item=" link). The reservation modal opens. Scroll to the **Financials** section — you'll see a clean line-by-line breakdown of every charge that contributed to the booking. To view the full pricing history for a reservation, open the reservation modal and look for the **Pricing History** section within Financials. Each entry shows what changed, when it changed, and what the pricing looked like before and after. ## What you'll see Reservations vary in complexity but the breakdown follows the same structure: ### Room Fee The nightly rate × number of nights, plus any per-extra-guest charges. This is the "base" of the reservation before fees. If you've set per-extra-guest pricing (Listings → Content → Pricing → "Per Extra Guest") and the booking is over your "Guests Included in Base Price" number, those charges roll into Room Fee here. **Special offer pricing:** For Airbnb bookings where you quoted a custom price to the guest (special offers), the Room Fee shows the total custom amount you quoted, not a calculated nightly rate. These custom-quoted bookings now display the correct base price instead of showing $0. ### Cleaning Fee The cleaning fee you set on the property (Listings → Content → Pricing → Cleaning Fee). One-time, regardless of stay length. ### Add-ons Anything the guest paid for through Vanio's upsell system — early check-in, late checkout, mid-stay clean, parking, etc. Each add-on appears as its own line. See [Upsells](/docs/upsells) for how add-ons work. ### Discounts Any discount that applied automatically (Weekly, Monthly, Early Bird, Last Minute) appears as a negative line. Hover for which rule triggered. ### Pass-through Taxes Taxes the channel collected on the host's behalf and passes through to the host as part of the payout. Common types: - **VAT** — value-added tax, common in Europe - **City Tax** — municipal lodging tax - **Tourist Tax** — varies by region These are NOT yours to keep — most jurisdictions require you to remit them to the local tax authority. Vanio shows them so you know exactly what came in pass-through. Some channels (Airbnb in some regions) collect AND remit these directly without passing them through; in those cases the line is labeled as "Collected by [channel]" and isn't included in your payout. ### Service Fee / Host Fee The commission the channel keeps. Airbnb host service fee, Booking.com commission, VRBO service fee — whatever the channel charges. This appears as a negative line if it's deducted from your payout (Airbnb's model), or it might be invoiced separately depending on the channel and country. ### Processing Fee For direct bookings on your branded site, this is the payment processing fee. For OTA bookings, this is usually $0 from your side because the channel handles processing. ### Subtotal Room fee + cleaning + add-ons − discounts. The "natural" total before taxes and fees. ### Guest Paid Total What the guest actually paid out of pocket. This is the number on their receipt. It includes everything above plus any guest-side service fees the channel charged the guest (those are not in your payout — Airbnb keeps them). ### Net Payout (your money) What lands in your bank or your connected account. This is Subtotal + pass-through taxes − host fees − processing fees. For the multi-property summary, this is what the **Monthly Summary** card on the dashboard adds up. ## Pricing history Vanio automatically records a snapshot of your reservation's pricing every time a financial change occurs. This gives you a complete, chronological audit trail — from the original booking price through every modification — without any action required on your part. **What gets tracked:** - The original pricing at the time of booking - Date changes (check-in or check-out moved) - Add-ons applied or reversed (upsells accepted, declined, or refunded) - Manual pricing edits - Security deposit captures - Any other repricing event **What you can see for each entry:** - What changed and why (for example, "Reservation dates modified" or "Early check-in add-on applied") - The complete pricing snapshot before the change - The complete pricing snapshot after the change - When the change happened and whether it was made by you or processed automatically **Where to find it:** Open the reservation modal → scroll to the **Financials** section → look for **Pricing History**. Entries are listed oldest-first so you can follow the full story of the reservation's price from start to finish. [Screenshot: Pricing History section within the Financials tab of a reservation modal, showing a timeline of pricing changes with before/after amounts] This history is permanent — even if you make further changes later, earlier states are always recoverable. This is especially useful when: - A guest questions why their price changed after a date modification - You need to verify what an add-on cost before it was reversed - You're reconciling a payout that reflects a price different from today's breakdown - You want to confirm the original nightly rate before a relocation ## How totals are calculated Vanio automatically ensures your price breakdown totals are accurate, even when channels send partial payment information: **For partial payments:** When Airbnb sends information about installment payments or long-stay bookings where the guest hasn't paid the full amount upfront, Vanio calculates the correct booking total by adding your host payout + channel fees + taxes. This ensures your dashboard always shows the actual booking value, not just what the guest has paid so far. **Automatic corrections:** If Vanio detects that payout amounts appear higher than the reported total (which can happen with partial payments), it automatically reconstructs the correct total to maintain accurate financial records. This happens automatically in the background — you'll always see the correct booking totals and payout amounts without any action required on your part. ## Special offer pricing fix **Update:** We've resolved an issue affecting Airbnb reservations with special offers (custom host-quoted prices). These bookings were previously showing $0 base price instead of the actual quoted amount. **What we fixed:** - Special offer bookings now display the correct base price that you quoted to the guest - All affected reservations have been automatically updated across your account - Your pricing reports and reservation details now reflect accurate base amounts for all special offer bookings **No action needed:** The fix has been applied automatically to all existing special offer bookings. If you see any pricing discrepancies, refresh the page to see the corrected amounts. ## Important pricing fix for Airbnb bookings **Update:** We've resolved a critical issue that was affecting Airbnb reservation pricing since May 12th. Previously, some new Airbnb bookings were showing incorrect nightly rates and base prices, which impacted your revenue forecasts and owner payout calculations. **What we fixed:** - Base price calculations now display correctly for all new Airbnb reservations - Nightly rates show the actual amounts guests are paying - Revenue forecasts and owner payouts are now accurate - Historical reservations affected by this issue have been automatically corrected **No action needed:** All affected reservations have been updated automatically. If you notice any pricing discrepancies in your dashboard, refresh the page — the corrected amounts should now display properly. ## Where the numbers come from For OTA bookings, every line is sourced directly from the channel's API at the time the reservation was created or last modified: - **Airbnb** — Vanio pulls the price breakdown via the Airbnb reservations API. The fields match Airbnb's internal model exactly. When a reservation is altered (dates change, guests change), Vanio re-pulls the breakdown automatically. For special offer bookings, Vanio now correctly recognizes custom-quoted pricing and displays the full quoted amount. - **Booking.com** — Same pattern. Booking.com sends a price snapshot with the reservation; Vanio stores it and refreshes it on each sync. - **VRBO** — VRBO sends its own price model; Vanio normalizes it to the same shape. - **Direct booking website** — Vanio is the source of truth. The breakdown is calculated from your own pricing rules at the moment the guest hit Confirm. Every time any of these sources triggers a pricing change, Vanio automatically saves the before-and-after state to the reservation's pricing history. ## Why the breakdown matters - **Reconciling payouts.** When your channel deposits a payout, you can match each line item against what you expected. Discrepancies usually mean a guest cancellation, refund, or alteration that you should investigate. - **Tax filing.** Pass-through taxes need to be remitted. The breakdown lets you total them per quarter without manual tracking. - **Guest disputes.** When a guest asks "what's this charge for?", the breakdown gives you the answer in 3 seconds. - **Owner statements.** For PMs managing on behalf of owners, the breakdown is what you base owner payouts on. See [Owner Reporting](/docs/owner-reporting). - **Pricing history and audit trail.** When a reservation's price has changed — due to a date modification, an add-on, or a deposit capture — you can look back at every step and see the original price alongside the current one. No pricing detail is ever lost. - **Quality control.** If a number looks wrong (e.g. cleaning fee shows $0 when you charge $80), it's usually a sync glitch — the channel didn't pass the value back. You can update Vanio to use the correct property-level value. ## Common questions **"The guest paid $850 but my payout shows $720 — where did $130 go?"** Open the breakdown. You'll see the line for the host service fee (Airbnb takes 3% by default on most listings, more on certain plans). The $130 is probably the Airbnb commission plus any pass-through taxes the platform collected directly (those don't end up in your payout because Airbnb remits them). **"The breakdown shows zero cleaning fee but I have one set — what's wrong?"** This usually means the channel didn't pull the latest property settings before the reservation was created. Update the reservation manually (Edit pricing in the dashboard modal → set the cleaning fee → save). Vanio will use that value going forward. **"Why is there a 'Processing fee' line on my direct booking but not on Airbnb bookings?"** Direct bookings go through your connected payment account, and payment processing carries a transaction fee. Airbnb handles its own payment processing, so you never see a processing fee on Airbnb bookings — it's baked into their commission. **"I gave the guest a manual $50 refund — does it show in the breakdown?"** The refund shows as a separate transaction in the dashboard modal's Payments tab, NOT inside the breakdown lines themselves. The breakdown shows what the guest was charged at booking time. Refunds, additional charges, and damage claims live in the Payments history. **"My Airbnb long-stay booking shows the right total now, but it was wrong before — what changed?"** Vanio now automatically handles Airbnb's partial payment scenarios. When guests book long stays with installment payments, Airbnb initially reports only what the guest has paid so far, not the full booking total. Vanio now calculates the correct total from your payout and fee information, so you'll always see accurate booking values regardless of the guest's payment schedule. **"My Airbnb reservation used to show $0 for the base price — is that fixed?"** Yes, this was part of the pricing issue we resolved. All affected reservations now show the correct base price that guests actually paid. Your revenue reports and owner statements will reflect the accurate amounts. **"I quoted a custom price to an Airbnb guest — will that show up correctly?"** Yes, special offer bookings (where you quoted a custom price) now display the correct total amount you quoted to the guest. Previously these were showing $0, but they've been automatically corrected across all your reservations. **"The guest's dates changed — can I see what the price was before the change?"** Yes. Open the reservation modal → Financials → Pricing History. You'll see an entry for the date change showing the original pricing alongside the updated amounts, including the reason for the change. Every date modification, add-on, and repricing event is captured automatically. **"I captured a security deposit for damages — will that show in the history?"** Yes. Security deposit captures are recorded in the pricing history with a note indicating the deposit was captured, along with a before-and-after snapshot of the reservation's financials at that moment. **"How do I get a CSV of breakdowns for the month?"** Reservations page → filter by date range → Export. The CSV includes every line item from the breakdown for every reservation in the range. -------------------------------------------------------------------------------- # Auto-Review Your Guests URL: https://www.vanio.ai/docs/host-review-of-guest Tags: reviews, host-review, guest-review, workflows, automation, airbnb Set up a workflow to automatically write a review of every guest after checkout. Templates, star rating, recommend toggle, and how to do it responsibly. -------------------------------------------------------------------------------- After every reservation, you have 14 days to write a review of the guest. Vanio can do this for you automatically — set up a workflow once with your review template and star rating, and every Airbnb reservation gets a review submitted on your behalf the moment it's eligible. > **Quick reference:** Write a guest review, host review of guest, review the guest, leave guest a review, post-stay review, host writes review, recommend guest, star rating for guest, automatic guest reviews — set up under **Workflows → Add Action → Host Review**. ## What's a "host review of the guest"? Airbnb (and most channels) lets both sides leave a review after a stay. The guest reviews the host and the property; the host reviews the guest. Both reviews are blind for 14 days — neither side sees the other's review until both are submitted, or until the 14 days expire (whichever comes first). Writing a review of every guest is good practice because: - It helps other hosts decide whether to accept the guest in the future - Guests who get reviewed are more likely to leave you a review back (boosting your visibility) - It triggers the unblinding of the guest's review of you — so you see what they wrote sooner The downside: writing a thoughtful review for every guest manually takes time. Vanio automates this. ## Set it up once with a workflow **Workflows → New Workflow → Add Trigger → "Reservation completed"** (fires after checkout) Then **Add Action → Host Review**. The action panel shows: ### Public Review (required) The text Airbnb makes public, attributed to you, that other hosts will see when they look up this guest. Use template variables to personalize for every guest: ``` {{guest.firstName}} was a wonderful guest at {{listing.title}}. They communicated clearly, followed the house rules, and left the property in great condition. I'd happily host them again. ``` Common variables: `{{guest.firstName}}`, `{{guest.lastName}}`, `{{listing.title}}`, `{{reservation.checkIn}}`, `{{reservation.nights}}`. The full list is in the variable picker (click the {{}} button next to the field). ### Private Feedback (optional) A private message that only the guest sees. Use it to give them coaching or thanks that doesn't belong in the public record. Optional — leave blank if you don't want to send anything privately. ``` Thanks again {{guest.firstName}} — really appreciate you locking up properly when you left. ``` ### Overall Rating Pick a star rating from 1 to 5. Most automated reviews use 5 — if you wouldn't give every guest 5 stars, you probably shouldn't auto-review (or you should add a condition to the workflow that excludes problem stays). ### Recommend Guest Toggle on or off. "Recommend" means you'd happily host this guest again — Airbnb shows this to other hosts when they get a request from this person. Default to on for auto-review workflows; off for guests you'd rather not see again. ### Save the workflow Click save. From now on, every reservation that matches the trigger conditions gets a review submitted automatically the moment Airbnb makes it eligible. ## Limitations - **Airbnb only.** Other channels (Booking.com, VRBO) don't expose host-writes-guest-review APIs the same way. The action only fires for Airbnb reservations. - **One-way.** This action SUBMITS a review. It doesn't pull what the guest wrote about you — that's a separate feed (see [Reviews Management](/docs/reviews) for the inbox side). - **14-day window.** Airbnb only accepts host reviews in the 14 days after checkout. Vanio respects this — if your trigger fires later, the review is skipped. - **No editing after submission.** Once a review is submitted, you can't change it. Make sure your template + star rating are right before turning on the workflow. ## How to use this responsibly Auto-reviewing every guest 5 stars is fine when most of your stays are clean and uneventful. But there are cases where you should NOT auto-review: - **Guests with maintenance issues, complaints, or damage claims.** Add a workflow condition like "exclude reservations flagged with damage" or "only run for reservations with no escalations" so problem stays don't get a glowing 5-star auto-review. - **First-time guests with no review history.** Some hosts only auto-review guests who already have positive history (rating ≥ 4.5) and review first-timers manually so they can be more thoughtful. - **High-touch properties (luxury, large groups).** Auto-review at scale doesn't fit boutique operations. Manual review is fine here — Vanio won't pressure you. The point of the automation is to free you from the mundane case (90% of stays are great, 5-star, recommended) so you can spend your time on the 10% that need a real human touch. ## Suggested workflow structure A safe pattern most hosts use: 1. **Trigger:** Reservation completed 2. **Condition:** Reservation has no open escalations AND no damage claim 3. **Condition:** Stay length ≤ 14 nights (longer stays often warrant a manual touch) 4. **Action:** Host Review - Public Review: thoughtful template with guest name + property - Overall Rating: 5 - Recommend: on 5. **Wait 6 hours** (gives any post-checkout issues time to surface) 6. **Action:** Send a "thank you" message via the unified inbox encouraging them to leave their own review This way, the auto-review only fires for genuinely uneventful stays, and you still get reviews going out at scale. ## Where the action lives in the codebase If you're curious or building custom workflows: this action is the `host_review` action type in the Workflows engine. It fires through the Vanio Agent's handler layer and submits via the Airbnb reviews API. The result (success, failure, skipped) is logged in the workflow run history under that reservation's timeline. ## Common scenarios **"I want to auto-review only my repeat guests."** Trigger: Reservation completed → Condition: Guest has previous reservations with us → Action: Host Review (5 stars, recommend on). **"I want different review templates for different property types."** Create one workflow per property group. Use Listing Groups (Settings → Listing Groups) to organize. The workflow trigger filter lets you pick which group it applies to. **"My templates use the guest's name — what if it's missing?"** Vanio falls back gracefully. `{{guest.firstName}}` becomes "your guest" if the field is empty. Test by previewing the workflow before enabling. **"Can I auto-review on Booking.com too?"** Not yet. Booking.com's API doesn't expose host-writes-guest-review submission the same way Airbnb does. The action will skip Booking.com reservations and log it. **"What if a guest I auto-reviewed turned out to be terrible — can I undo?"** No. Airbnb doesn't allow editing or deleting reviews after submission. This is why the workflow conditions matter — exclude flagged stays before they get auto-reviewed. -------------------------------------------------------------------------------- # Payroll — Per-Cleaner Breakdown & CSV Export URL: https://www.vanio.ai/docs/payroll Tags: operations, payments Per-cleaner payroll breakdown for any date range showing tasks completed, gross amount, platform fee, and net pay, with full CSV export for accounting. -------------------------------------------------------------------------------- # Payroll — Per-Cleaner Breakdown & CSV Export ## What it does The Payroll page calculates exactly how much each team member earned for a given period, factoring in completed tasks, per-task rates, bonuses, and platform fees. Export the final numbers as a CSV for your accounting software or payroll processor. ## Getting started ### Accessing payroll 1. Navigate to **Operations** from the main sidebar 2. Click the **Payroll** tab 3. Select a date range using the date picker — common choices are "Last 2 Weeks" or "This Month" 4. The payroll table populates with per-cleaner totals ### Reading the payroll table Each row represents one team member and shows: - **Name** — The team member - **Tasks completed** — Number of tasks finished in the selected period - **Gross amount** — Total earned before fees - **Platform fee** — Vanio's processing fee (displayed as both percentage and dollar amount) - **Net pay** — Final amount after fees — this is what you owe the team member Click any row to expand and see the individual task breakdown: each task with its property name, date, duration, and payout amount. ## How it works ### How pay is calculated Payroll amounts are based on the rates configured in each team member's profile: - **Per-task rate** — A fixed amount per completed task, which can vary by task type (standard clean, deep clean, maintenance) - **Hourly rate** — If configured, pay is calculated from actual task duration (check-in to check-out timestamps) - **Bonuses** — Manual bonuses added by managers for exceptional work or last-minute assignments The system uses whichever rate type is configured for each team member. You can set different rates for different task types in **Settings > Team > [Member] > Pay Rates**. ### Platform fee Vanio charges a processing fee on task payouts processed through the platform. The fee percentage is visible in **Settings > Billing**. The payroll table shows the fee amount deducted from each team member's gross pay. ### CSV export Click **Export CSV** in the top-right corner to download the full payroll data. The CSV includes: - Cleaner name - Task name and property - Task date - Duration (hours and minutes) - Gross amount - Fee amount - Net amount - Task status Import this file into QuickBooks, Xero, or any payroll system that accepts CSV uploads. ## Key features - **Per-cleaner totals** — See exactly what each team member earned at a glance - **Task-level detail** — Expand any row to see individual task payouts - **Configurable date ranges** — Calculate payroll for any period - **Fee transparency** — Platform fees displayed clearly alongside gross and net amounts - **CSV export** — One-click download formatted for accounting software - **Rate configuration** — Set per-task or hourly rates by team member and task type ## Tips & best practices **Run payroll on a consistent schedule.** Whether bi-weekly or monthly, process payroll on the same dates so your team knows when to expect payment. **Verify task completion before exporting.** Check the Operations Dashboard for any tasks still marked "in progress" that should be complete. Incomplete tasks will not appear in payroll calculations. **Reconcile with the Photo Wall.** Cross-reference the payroll task list with Photo Wall uploads to confirm work was actually performed before processing payment. **Save exported CSVs.** Keep a copy of each payroll export for your records. The date range is included in the filename for easy reference. -------------------------------------------------------------------------------- # AI Review Analysis URL: https://www.vanio.ai/docs/ai-review-analysis Tags: reviews, ai, analysis, sentiment, cleanliness, insights Vanio reads every guest review and breaks it down — categorized issues, severity, action items per role, sentiment, business impact, cleanliness deep-dive. -------------------------------------------------------------------------------- When a guest review lands in Vanio, an AI doesn't just store it — it reads it, breaks it down, and tells you what's actually wrong (or right) and what to do about it. Within seconds you get categorized issues, severity levels, suggested action items per role, sentiment per category, business-impact flags, and cleanliness-specific feedback you can hand to your housekeeper. > **Quick reference:** AI review analysis, review insights, review breakdown, review categorization, review sentiment, review issues, recommendation risk, cleanliness analysis, multi-unit issues, repeat problems, what's wrong with my reviews, why is my rating dropping — all live in **the review itself in your dashboard inbox**, generated automatically. ## Where to find it Open any review in your dashboard inbox (or click any review notification). Below the review text you'll see an **AI Analysis** section with the breakdown. It runs automatically the moment a review syncs in — no setup, no toggle. ## What it gives you For every review the AI produces a structured analysis with seven sections: ### 1. Summary For long reviews (200+ characters), a 1-2 sentence summary at the top. Useful when you're catching up on a week's worth of reviews and don't have time to read every word. ### 2. Issues A list of every distinct problem the guest mentioned. Each issue has: - **Category**: amenity / maintenance / cleanliness / service / safety / communication / other - **Description**: what specifically went wrong, in plain language - **Severity**: critical / high / medium / low - **Affects multiple units?**: true if the issue is likely a building-wide or property-group-wide problem (broken elevator, no hot water, pests) rather than a single-unit issue - **Action items**: a to-do list for resolving the issue, each item assigned to a role (maintenance, housekeeping, host, property manager, customer service) with a priority (immediate, next 24h, this week, when possible) So a review saying "the AC didn't work and the bathroom was dirty" produces TWO separate issues — one maintenance (high severity, assigned to maintenance, immediate) and one cleanliness (medium severity, assigned to housekeeping, next 24h) — each with its own action items. ### 3. Sentiment The AI's read on the guest's overall feeling, plus per-category scores (1-5 for location, cleanliness, communication, value, accuracy) even if the channel didn't ask for them. This catches mismatches: a 5-star overall rating that's actually mixed sentiment is a leading indicator that the next review from the same guest type might be worse. ### 4. Guest Satisfaction - **Score** (1-100): a single number the AI uses to rank reviews. Useful for sorting your inbox by "worst first" when you have a backlog. - **Likely to return**: true/false. Based on tone, complaints, and stated intent. - **Recommendation risk**: high / medium / low. How likely the guest is to actively warn other people about your property. ### 5. Business Impact - **Reputational risk**: high / medium / low. The AI's read on whether this review is likely to damage your search ranking or future bookings. - **Potential revenue loss**: true if the review describes something likely to repeat and cause future problems. - **Requires immediate action**: true if there's a safety, health, or critical maintenance issue that can't wait. - **Affects multiple units**: true if the issue likely shows up in other reviews from the same building or group. ### 6. Cleanliness Deep-Dive (when applicable) If the review mentions cleaning, hygiene, tidiness, or anything related, the AI extracts a separate cleanliness section: - **Direct quotes** from the guest about cleanliness - **Specific issues** (e.g. "hair in shower", "dust on shelves", "stained sheets") - **Positives** (e.g. "spotless bathroom", "fresh towels") - **Recommendations for the cleaning provider** — actionable, specific - **Recommendations for management** — process or policy improvements - **Overall assessment** — a constructive paragraph you can copy-paste into a message to your housekeeper Use this section to give your cleaning team feedback they can actually act on, instead of just telling them "the guest complained, do better." ## Why this matters Manual review reading at scale doesn't work. If you have 30 properties, 200+ reviews a month, and each review is 100-300 words, that's 30-60 minutes of reading per week just to keep up. And that's BEFORE you've categorized them, escalated the problems, or done anything about them. The AI analysis cuts that to about 5 minutes: - Sort by satisfaction score (worst first) - Open the top 5 - Read the AI's summary + action items - Click "create task" to dispatch the action items to your housekeeper, maintenance team, or yourself - Move on Issues that affect multiple units get auto-flagged so you spot building-wide problems (HVAC, elevator, pests) before they show up in five more reviews. ## How it picks up multi-unit patterns If your property is part of a Listing Group (Settings → Listing Groups), the AI knows about the other units in that group. When a review describes something that's almost certainly building-wide (broken elevator, no hot water, loud construction next door), it flags `affectsGroup: true` and includes the group context — group ID, unit count, location key. This means a single review can prompt action across every property in the group at once. Useful when one guest at unit 3B mentions the elevator being out — you can react before guests at 5A, 6C, and 7B post the same complaint. ## Where the analysis lives Every analysis is stored alongside the review. You can: - See it inline when you open the review in the dashboard - Filter your reviews list by analysis fields (e.g. "show me all reviews with reputational risk = high") - Export it via the CSV export on the reviews page - Use it as a workflow trigger ("when a review comes in with severity ≥ high, notify me on Slack") For deep-dive trend analysis, the per-property review dashboard rolls up the analysis fields into category trends — see [Reviews Management](/docs/reviews) for the dashboard side. ## Common scenarios **"I have 50 properties and I want to know which ones have the worst trending issue right now."** Reviews → Filter by date (last 30 days) → Sort by guest satisfaction score (low to high) → look at the issues categories. Patterns will jump out within seconds. **"I want to be alerted on Slack when a review comes in with critical severity."** Workflows → Trigger: Review received → Condition: severity = critical → Action: Send Slack message. The AI analysis fields are available as workflow conditions. **"My cleaning team won't take vague feedback. I need specific items."** Open the review → scroll to the Cleanliness Deep-Dive → copy the Recommendations for Provider section → paste into a message to your housekeeper. They'll get the exact issues and direct quotes, not a vague "be more careful." **"Why is my rating dropping at one specific property?"** Open the property → Reviews tab → look at the most common issue categories from the last 90 days. The AI analysis aggregates them so you see "cleanliness mentioned in 8 of last 12 reviews, severity trending up" instead of having to read every review to spot the pattern. **"I want a summary of all the issues mentioned across all my properties this week."** Reviews → Date range = last 7 days → Export. The CSV includes the AI analysis fields. Pivot in a spreadsheet by category and severity. Done in 30 seconds. ## What it can't do (yet) - The AI doesn't AUTO-FIX issues. It surfaces them and suggests action items. You (or your team) still have to act on them. - It doesn't write the response to the review — that's a separate AI feature, see [Reviews Management](/docs/reviews) for the auto-reply side. - It doesn't predict future ratings. The reputational-risk score is based on the current review, not a forecast. - It analyzes English and major European languages well; less common languages get a more basic analysis. -------------------------------------------------------------------------------- # Calendar & Multi-Property Scheduling URL: https://www.vanio.ai/docs/calendar Tags: calendar, scheduling View all properties side-by-side, create direct bookings that automatically open for immediate editing, manage pricing with AI recommendations, and detect scheduling conflicts across multi-unit properties. -------------------------------------------------------------------------------- # Calendar & Multi-Property Scheduling ## What it does The Calendar shows all your properties side-by-side with reservation blocks, task overlays, and real-time availability. Create reservations directly from the calendar, detect scheduling conflicts, and manage multi-unit dependencies like whole-house bookings that span individual rooms. The calendar loads quickly and shows available information right away, even when some data is still loading in the background. ## Getting started ### Accessing the calendar 1. Navigate to **Calendar** from the main sidebar 2. The multi-calendar loads showing all properties in rows, with dates as columns 3. Use the navigation arrows or date picker to move between weeks and months 4. Toggle between month view and week view using the controls in the top-right corner ### Reliable calendar loading The calendar is designed to load quickly and reliably: - Your calendar and reservations appear immediately when you open the page - If there are temporary issues loading upcoming actions or tasks, the calendar still displays with your core booking information - Any missing details (like automated task schedules) load separately in the background without blocking your view - You can start working with your calendar right away while additional information fills in ### Reading the calendar - Each **row** represents one property - **Colored blocks** are reservations, color-coded by platform (Airbnb, Booking.com, Direct, etc.) - **Task icons** appear as small overlays on dates where cleaning or maintenance tasks are scheduled - **Gray cells** indicate blocked or unavailable dates - **Empty white cells** are available nights ## How it works ### Creating reservations from the calendar 1. Click and drag across empty cells on a property's row to select a date range 2. A reservation creation form opens with the property and dates pre-filled 3. Fill in guest details, pricing, and notes 4. Click **Create** — Vanio automatically opens the new reservation so you can immediately view and edit its details ### AI pricing assistance When viewing individual property calendars, Atlas pricing intelligence is integrated directly into the calendar interface: - **Single-click any date** to view pricing details and comparison information (appears after a brief moment) - **Double-click any date** to open full date settings where you can edit availability, pricing rules, and restrictions - The pricing comparison shows why Atlas recommends a specific price, including market demand, seasonality, competition, and quality factors, plus any PriceLabs suggestions for that date - Click **Apply** in the pricing popover to accept the recommended price for that date - **The pricing popover now appears directly below the calendar cell you click**, making it easier to view and edit rates without the popup appearing in unexpected locations ### Calendar interaction guide The calendar responds to two distinct clicking patterns: - **Single-click**: Opens the pricing comparison view after a short delay, showing your current price alongside Atlas and PriceLabs recommendations - **Double-click**: Immediately opens the full date settings editor for comprehensive availability and pricing control This gives you quick access to pricing information while keeping detailed editing just a double-click away. The pricing popover is positioned precisely below the date you click for a more intuitive experience. ### Pricing strategy management 1. Go to **Listings → [Property] → Calendar** 2. Click the **Strategy** button in the toolbar to open the pricing strategy panel 3. Configure your pricing approach: minimum/maximum prices, occupancy targets, weekend markups, and competitive positioning 4. The pricing strategy panel appears as a side panel next to your calendar, allowing you to adjust settings while viewing booking patterns 5. The revenue intelligence bar above the calendar shows projected earnings and average rates for the visible month 6. Atlas continuously adjusts recommendations based on your strategy settings and real-time market conditions ### Reservation overlays Click any reservation block to see a summary popup with: - Guest name and contact info - Check-in and check-out dates and times - Platform source - Total price and payment status - Quick links to the full reservation detail and guest profile ### Moving or cancelling reservations from the dashboard When you move or cancel a reservation using the dashboard modal, your multi-calendar updates instantly — no manual refresh needed. As soon as the change is confirmed, all affected properties reflect the new availability across every calendar row. [Screenshot: Multi-calendar refreshing automatically after a reservation is moved from the dashboard modal] ### Task overlays Small icons on the calendar indicate scheduled tasks. Hover to see the task type, assignee, and time. Click to open the full task detail. This lets you see at a glance whether a turnover clean is scheduled between back-to-back reservations. ### Calendar dependencies For properties with multiple units that can be booked individually or as a whole (e.g., a house with separately bookable rooms): 1. Go to **Settings > Listings > [Property] > Calendar Dependencies** 2. Link the individual units to the parent property 3. When the whole house is booked, individual room calendars are automatically blocked 4. When all rooms are booked separately, the whole-house calendar blocks automatically This prevents double-bookings across related units. ### Conflict detection The calendar highlights conflicts automatically: - **Overlapping reservations** — Red border on conflicting blocks - **Missing turnover time** — Warning icon when back-to-back bookings have no gap for cleaning - **Dependency conflicts** — Alert when a room booking conflicts with a whole-house reservation ## Key features - **Reliable loading** — Calendar displays immediately even when some data is still loading in the background - **Instant calendar updates** — Moving or cancelling a reservation from the dashboard automatically refreshes the multi-calendar so you always see current availability - **Auto-open new reservations** — After creating a direct booking, Vanio automatically opens the new reservation so you can view and edit details right away - **Multi-property view** — All listings in one scrollable calendar - **Platform color-coding** — Instantly identify which channel each booking came from - **Drag-to-create** — Click and drag to create new reservations - **Smart click interactions** — Single-click for pricing details, double-click for full date editing - **AI pricing comparison** — Quick access to Atlas and PriceLabs pricing recommendations with improved positioning - **Pricing strategy panel** — Configure automated pricing rules and occupancy targets in a side panel - **Revenue intelligence** — See projected earnings and performance metrics above the calendar - **Task visibility** — See cleaning and maintenance tasks alongside reservations - **Calendar dependencies** — Sync availability across related units (rooms, whole house) - **Conflict detection** — Automatic alerts for overlaps, missing turnovers, and dependency conflicts - **Reservation popups** — Quick summary without leaving the calendar view - **iCal sync** — Import and export calendars via iCal URLs for external channel sync ## Tips & best practices **Use single-click for quick pricing comparisons.** When you see a date that needs repricing, single-click to compare Atlas and PriceLabs recommendations side-by-side rather than switching between different screens. The pricing popover will appear right below the date you click for easy reference. **Double-click for detailed date editing.** When you need to block dates, set minimum stays, or configure complex pricing rules, double-click to access the full date settings. **Configure your pricing strategy first.** Set up your minimum prices, occupancy targets, and competitive positioning in the Strategy panel before relying on daily recommendations. **Check the revenue intelligence bar regularly.** It shows whether your current month is tracking above or below projected earnings, helping you spot pricing opportunities. **Don't worry if the calendar loads without all task details.** Your core reservations and availability always load first, with automated task schedules filling in moments later. You can start creating reservations and checking availability immediately. **Complete the new reservation details while you're there.** When you create a direct booking, Vanio opens the reservation for you right away — take that opportunity to confirm payment details, add notes, or send a welcome message before returning to the calendar. **Check the calendar after every new booking.** Confirm no conflicts were introduced, especially for properties with calendar dependencies. **Use task overlays to verify turnover coverage.** If you see two reservation blocks touching with no task icon between them, a cleaning task may be missing. Create one immediately. **Set up calendar dependencies during property onboarding.** Doing this upfront prevents double-booking issues from day one. **Use the calendar for owner communication.** Screenshot or share the calendar URL to show owners their property's booking density and upcoming availability. ## Common questions **What's the difference between single-click and double-click on calendar dates?** Single-click shows pricing details and recommendations after a brief moment, perfect for quick price adjustments. The pricing popover appears directly below the date you clicked. Double-click immediately opens the comprehensive date settings where you can modify availability, pricing rules, restrictions, and minimum stays. **What happens after I create a direct booking from the calendar?** Vanio automatically opens the new reservation for you as soon as it's created. You'll land directly on the reservation details where you can review pricing, add notes, or take any follow-up actions — no need to search for the booking manually. **How does Atlas determine pricing recommendations?** Atlas analyzes market demand, seasonal trends, competitor pricing, your property's quality score, booking velocity, and day-of-week patterns to suggest optimal prices that balance occupancy and revenue goals. **Do I need to refresh the calendar after moving or cancelling a reservation?** No. When you move or cancel a reservation from the dashboard, the multi-calendar refreshes automatically. You'll see the updated availability across all your properties right away without any manual refresh. **What happens if some calendar data is slow to load?** The calendar shows your reservations and availability immediately, even if automated tasks or workflow actions are still loading. This ensures you can always access your core booking information and create new reservations without waiting. Any missing details appear automatically once they finish loading in the background. **Can I override Atlas recommendations?** Yes, absolutely. The pricing comparison shows Atlas and PriceLabs suggestions, but you can modify the price before applying it or ignore the recommendations entirely and set your own prices in the date settings. -------------------------------------------------------------------------------- # Market Report & Comp Benchmarks URL: https://www.vanio.ai/docs/market-report Tags: market intelligence, pricing, occupancy, competitors, revenue, calendar, benchmarks, comp set See exactly how your property performs against comparable nightly rentals in your building, with separate monthly rental comparisons and expanded drill-down to 50 competitors for complete market analysis. -------------------------------------------------------------------------------- Every listing's calendar now shows you something most hosts never get to see: exactly how your property is performing against its **real competitive set** — the comparable listings in your building. No more guessing whether your rates are right or your occupancy is healthy. You see it at a glance, with Vanio AI explaining the *why* and telling you what to do next. ## The Market Report Click the **Market report** button on any listing's calendar to open the full competitive breakdown. It answers the questions every revenue decision depends on: [Screenshot: Calendar header showing Market report button next to Strategy and Relocation buttons] The report **loads in under a second** — your performance numbers appear instantly thanks to complete database optimization. We've eliminated the 10+ second wait times that previously made checking competitive data feel slow. All your performance metrics now appear immediately when you open a report. ### Your unit vs the building See your occupancy and median price side by side with **the building's competitors** — the other comparable listings in your same building or complex. This comparison tells you whether a soft month is a *you* problem or a *building* problem — and each one calls for a completely different response. The Market Report now focuses on **short-term nightly rentals only** — properties that compete for the same 1-7 night bookings as your listing. Monthly and long-term rentals (properties requiring 28+ night stays) are automatically separated into their own comparison section, giving you cleaner and more accurate pricing benchmarks for your nightly rates. This separation means your competitive data reflects true nightly competitors rather than being skewed by monthly rentals that price completely differently and don't compete for the same guest bookings. **For properties without curated comparables**, the report automatically shows building data instead of leaving sections blank, so you still get the market context you need. ### Monthly and long-term rental comparison Properties near you that require long stays (28+ nights minimum) appear in a **separate Monthly comparison section**. While these aren't your nightly competitors, they do compete for month-long bookings, so the report shows how their effective nightly rates (monthly total ÷ nights) compare to your nightly pricing. [Screenshot: Monthly comparison section showing long-term rentals with effective nightly rates] This section appears when you have long-term rental competitors nearby and shows: - **Effective nightly rates** — what guests pay per night for monthly stays at nearby long-term properties - **Monthly totals** — the full monthly price guests pay - **Building vs area** — long-term competitors in your building versus the surrounding area - **Direct comparison** — how these effective rates compare to your nightly ADR The monthly comparison helps you understand the full competitive landscape when guests are considering longer stays, while keeping your main nightly benchmarks focused on true short-term competitors. ### Comprehensive competitor drill-down When you click into a specific date, you now see **up to 50 comparable properties** across your building and neighborhood instead of just 13. This expanded view gives you a complete picture of your competitive set with detailed information about each property's pricing, availability, and guest ratings. [Screenshot: Date drill-down showing expanded list of 50 competitors with pricing and availability] The expanded drill-down shows: - **All building competitors first** — properties in your same building or complex - **Neighborhood properties** — comparable listings in the surrounding area - **Complete pricing data** — current rates, availability, and guest-facing totals - **Property details** — ratings, review counts, and Superhost status - **Distance and context** — how far each competitor is from your listing This comprehensive view ensures you're seeing the full competitive picture when making pricing decisions for specific dates, not just a small sample. ### What's actually winning bookings The report breaks down booked versus available listings to reveal the **real drivers** of who's getting reserved and who's sitting empty. It looks at the factors that move guests: - **Price** — are the booked listings priced differently from the empty ones? - **Rating** and **review count** — is guest trust tipping bookings away from you? - **Superhost status** — is the badge making the difference in your market? Instead of assuming "I need to drop my price," you see which lever is genuinely deciding bookings in your competitive set. ### Your booking velocity Compare how fast your listing is filling its calendar against the pace of the building. If competitors are booking faster, that's an early signal to revisit pricing or availability before the dates go stale. ### Your typical booking lead time See how far in advance your guests tend to book. Knowing your lead time tells you when last-minute discounts make sense and when holding firm on price is the smarter call. ### Monthly performance trends Track how your competitive position changes over time with month-by-month benchmarks. Spot seasonal patterns and see whether your recent pricing changes are moving you closer to or further from the market. ## Standard 12-month occupancy tracking Occupancy rates now use the **12-month trailing period** — the standard way hotels and vacation rental operators measure performance. This smooths out seasonal variations and gives you a stable baseline that matches industry benchmarks. Instead of forward-looking estimates that can make healthy properties look empty (when bookings simply haven't landed yet), you see actual occupancy over the past year. This trailing view tells you how full your listing really is, independent of booking lead times. ## Vanio AI explains the why — and what to do Numbers tell you *what's* happening. **Vanio AI** tells you *why* — and what to do about it. Every Market Report includes a written analysis from Vanio AI that reads your whole competitive picture at once and turns it into plain-language insight: why your occupancy is where it is, what's driving (or blocking) your bookings, and a **prioritized list of actions** ranked by impact. You get a clear next step, not a wall of charts. The AI analysis appears quickly after your performance data loads — no more waiting endlessly for insights to arrive. The analysis refreshes when the market moves so the guidance you read always reflects current conditions. ## Specific, executable actions: from insight to execution in seconds Market Report suggestions are now **specific and immediately actionable**. When Vanio AI identifies vacant nights priced above comparable properties, it shows you the exact dates and current prices, not vague estimates. Click the action and you'll jump straight to your calendar to make those changes. [Screenshot: Action card showing "Cut price on vacant, overpriced nights" with specific dates "Jun 14 USD 310→268 · Jun 15 USD 295→268" and blue "Open calendar" button] **Specific actions include:** - **Vacant overpriced nights** — see each empty date with its current price and the target to drop to (e.g., "Jun 14 USD 310→268"), then click to open your calendar with those exact nights ready to adjust - **Intro pricing for new listings** — set competitive rates for your first bookable nights to build momentum and reviews - **Minimum stay optimization** — adjust booking requirements for new properties to capture short-term reservations - **Strategy-level pricing** — shift your overall pricing approach based on established performance patterns Each specific action shows: - **Exact dates and prices** — no "about USD X" estimates, only real current prices from your calendar with precise targets - **Clear impact** — how many nights it could help fill or revenue it could recover - **Direct navigation** — calendar actions open your calendar, strategy actions open your pricing settings - **Market backing** — the specific comparable data driving each recommendation ### Real per-date pricing, not estimates When Market Report identifies overpriced vacant nights, it reads your actual calendar prices and compares them to the building median for each specific date. You'll see "Jun 14 USD 310→268 · Jun 15 USD 295→268" — those are your real current nightly rates and the exact target prices, not approximations. The action only appears when we can show you the specific dates and real prices. If your calendar data isn't available, the suggestion simply doesn't fire rather than giving you vague guidance. ### Smart action prioritization Actions appear in order of likely impact. **High severity** actions (like new listing intro pricing or significant vacant date recovery) appear first. **Medium severity** actions (like established listing price adjustments) follow. This ranking is based on your listing's specific situation — tenure, review count, competitive position, and booking patterns. ### Real-time market data Every action is backed by current market signals the report has already computed: - **Vacancy patterns** — dates where your occupancy lags while prices exceed comparables - **Booking velocity** — how your reservation pace compares to the building - **Competitive positioning** — where your rates sit relative to successful listings - **Seasonal trends** — whether market dynamics are shifting in your favor No guesswork, no generic advice — each recommendation responds to what's actually happening around your property right now. ## Accurate pricing comparisons: all-in guest pricing Market Report pricing is now calculated the same way guests see it — including cleaning fees, taxes, and all charges — giving you an accurate comparison against competitor listings. This "all-in" pricing approach replaces the previous host payout basis that often made properties appear underpriced by 25-40%. **Your ADR and competitive benchmarks now reflect:** - Base nightly rate - Cleaning fees (calculated over a representative 3-night stay) - Service fees and taxes - All additional charges guests actually pay This like-for-like comparison ensures you're measuring your true market position against what competitors are actually charging guests, not what they receive after platform fees. [Screenshot: Market report showing ADR comparison with tooltip "All-in nightly the guest pays (incl. cleaning & fees) vs competitors' all-in rates — like-for-like"] ## Smart date picker defaults When you open the market report, the date picker now **automatically selects your first available upcoming date** (where your listing isn't booked) instead of potentially showing a booked date that offers no actionable insights. The system prioritizes Fridays when possible since they align with typical vacation rental booking patterns. **The smart selection works like this:** 1. **First available upcoming Friday** where your listing is open for booking 2. **First available upcoming date** if no Friday slots are open 3. **First upcoming Friday** regardless of availability 4. **First upcoming date** as a fallback 5. **First date in the range** if no upcoming dates exist This ensures you immediately see market conditions for dates where you can actually make pricing decisions that drive bookings, rather than analyzing dates you're already booked. [Screenshot: Date picker showing Friday selected with available status highlighted] ## Sharing and deep-linking Every Market Report can be **shared directly via URL**. When you open a report, the page URL automatically updates to include the report parameter, making it easy to bookmark or share specific market analysis with your team. Paste a market report link and it opens straight into the analysis. ## Getting started 1. **Go to any listing** and click **Calendar** in the sidebar 2. **Click Market report** in the calendar header to see the full competitive analysis 3. **Review the performance breakdown** to understand your position vs nightly competitors — the data loads instantly 4. **Check the Monthly comparison section** if you have long-term rental competitors nearby 5. **Use the smart date picker** — it automatically shows your first available upcoming date (preferring Friday) for actionable insights 6. **Click into specific dates** to see up to 50 comparable properties with complete pricing and availability details 7. **Read Vanio AI's analysis** for specific recommendations ranked by impact 8. **Click specific actions** — "Open calendar" buttons take you to the exact dates mentioned, "Open pricing" buttons take you to strategy settings 9. **Navigate between dates** to see how your competitive position changes over time 10. **Share the report** by copying the URL when the analysis panel is open ## How it works The competitive benchmarking happens automatically in the background: - **Your competitive set is identified** based on location, property type, and similar characteristics - **Nightly vs long-term segmentation** automatically separates short-term rentals (your true competitors) from monthly rentals (28+ night minimums) - **Market data is collected** continuously from comparable nightly rentals in your building and neighborhood - **All-in guest pricing is calculated** including cleaning fees, taxes, and charges over representative stays to match what competitors actually charge - **Your performance is compared** against the median rates and occupancy of active nightly competitors using like-for-like pricing - **Monthly rental comparison is computed** showing effective nightly rates from long-term properties for month-long booking context - **Comprehensive competitor data** for up to 50 properties is prepared for detailed drill-down analysis - **12-month trailing occupancy is calculated** using the industry standard measurement period that smooths seasonality - **The full report updates** as you change dates, showing benchmarks for whatever time period you're viewing - **Date picker defaults intelligently** to your first available upcoming date (preferring Friday) for actionable, current market analysis - **Building data provides context** even when specific comparable properties aren't available - **Performance metrics load instantly** with fully optimized database queries that eliminate the previous 10+ second delays - **AI narrative generation happens quickly** — the analysis section loads promptly after your performance data appears - **Action opportunities are detected** using real vacancy patterns, pricing gaps, and booking velocity signals - **Specific pricing data is read** from your actual calendar to show current nightly rates and precise targets, not estimates - **Direct navigation commands are prepared** for calendar and pricing pages with the exact context needed ## Key features - **Instant loading** — performance data appears in under a second with fully optimized database performance - **Nightly vs long-term segmentation** — clean separation of short-term competitors from monthly rentals for accurate nightly benchmarks - **Comprehensive drill-down** — see up to 50 comparable properties with complete details when clicking into specific dates - **Monthly comparison section** — understand how long-term rental effective rates compare to your nightly pricing - **All-in pricing comparisons** — ADR includes cleaning fees, taxes, and charges for accurate like-for-like benchmarking against competitors - **Standard 12-month occupancy** — trailing occupancy uses the industry standard measurement period that smooths seasonality and matches hotel benchmarks - **Smart available date defaults** — automatically opens to your first available upcoming date (preferring Friday) for actionable market analysis - **Quick AI insights** — the narrative section loads promptly without the endless waiting - **Specific executable actions** — see exact dates and real prices ("Jun 14 USD 310→268") instead of vague estimates - **Direct calendar navigation** — pricing actions open your calendar with the mentioned dates ready to adjust - **Smart action ranking** — opportunities ordered by severity and likely impact based on your listing's specific situation - **Real market signals** — every recommendation backed by current vacancy patterns, competitive positioning, and booking data - **Direct sharing** — copy and paste report URLs to share market analysis with your team - **Building-focused comparison** — your unit vs curated nightly building competitors to isolate what's driving performance - **Smart fallbacks** — properties without curated comparables show building data instead of blanks - **Booking driver analysis** — understand whether price, ratings, or other factors are deciding bookings - **Date-range tracking** — analyze performance across different time periods with easy date navigation - **Vanio AI insights** — get plain-language explanations and prioritized action items that load quickly - **Unified action system** — the same executable action cards used across Market Report and Health tabs for consistency ## Tips & best practices - **Trust the smart date selection** — the system automatically picks available dates where you can act on the insights - **Focus on nightly competitor benchmarks** — the main comparison now excludes monthly rentals for cleaner short-term pricing guidance - **Check the Monthly comparison** — understand long-term rental context when guests might consider extended stays - **Use the expanded drill-down** — click into specific dates to see all 50 comparable properties for complete market context - **Focus on all-in pricing comparisons** — the new methodology shows your true competitive position including all guest-facing charges - **Use the building comparison** — focus on your most direct competitors who share your location and compete for the same guests - **Trust the 12-month occupancy baseline** — the trailing view gives you stable performance measurement that matches industry standards - **Watch booking velocity** — if competitors fill faster, test small rate adjustments before assuming you need big cuts - **Act on specific vacant-date actions quickly** — when you see "Jun 14 USD 310→268," those are real empty nights losing value as they approach - **Use calendar deep-links** — vacant pricing actions open your calendar with the exact dates ready to adjust - **Review confirmations carefully** — actions that adjust pricing show exactly what will change before you apply them - **Let new listing intro pricing run its course** — short-term lower rates build the momentum and reviews that drive long-term success - **Review regularly** — competitive dynamics shift, especially during seasonal transitions - **Bookmark key reports** — save market analysis URLs for properties you monitor regularly - **Check reports more frequently** — with instant loading, you can stay on top of competitive shifts without any wait - **Compare forward-looking available dates** — focus on dates where you can still make pricing changes that matter ## Common questions **Q: Why don't I see competitive benchmarks on some listings?** A: Benchmarks appear when we have sufficient comparable data in your area. Properties without curated comparables will show building market data instead. **Q: How often do the competitive numbers update?** A: The competitive data refreshes continuously as market conditions change. Your report will show the latest comparison whenever you view it. **Q: Can I see which specific listings are in my competitive set?** A: The Market Report shows you the anonymous competitive data and booking drivers, but doesn't identify individual competitor listings by name. When you drill into specific dates, you'll see up to 50 comparable properties with details. **Q: Why does my ADR look different than before?** A: ADR now reflects the all-in price guests actually pay (including cleaning fees, taxes, and charges) rather than just host payout. This gives you accurate like-for-like comparison with competitor rates and typically shows 25-40% higher than the previous calculation. **Q: Why does my occupancy rate look different now?** A: Occupancy now uses the 12-month trailing period (the industry standard) instead of forward-looking estimates. This gives you a stable baseline that smooths seasonality and matches how hotels and vacation rental operators measure performance. **Q: What's the difference between the main comparison and the Monthly comparison section?** A: The main comparison focuses on short-term nightly rentals (your true competitors for 1-7 night stays). The Monthly comparison shows long-term rentals (28+ night minimums) and their effective nightly rates, which compete for month-long bookings but price completely differently. **Q: Why do I now see up to 50 competitors when I drill into a date?** A: The expanded view gives you a complete picture of your competitive landscape across your building and neighborhood, rather than the limited sample you saw before. This helps with more informed pricing decisions. **Q: Are the prices in vacant-overpriced actions my real current rates?** A: Yes — when you see "Jun 14 USD 310→268," that USD 310 is your actual current nightly price for June 14th read directly from your calendar, and USD 268 is the specific target based on comparable properties. **Q: Why does the date picker show a specific date when I open the report?** A: The system automatically selects your first available upcoming date (where you're not booked) and prefers Fridays when possible. This ensures you're immediately looking at dates where you can act on the market insights. **Q: Why do some actions say "Open calendar" while others say "Open pricing"?** A: Per-date pricing actions (vacant nights, intro pricing, minimum stays) take you to your calendar where you set individual night prices. Strategy-level actions (overall pricing approach) take you to your pricing settings page. **Q: What happens if I don't see specific dates and prices in a vacant-overpriced action?** A: The action only appears when we can read your real calendar prices and show exact dates. If that data isn't available, you won't see a vague "about USD X" version — the suggestion simply won't appear. ## Related - [Listing Health](/docs/listing-health) — turn performance insights into executable actions - [Pricing & Discounts](/docs/pricing-and-discounts) — set the rates the Market Report helps you tune - [Calendar Overview](/docs/calendar) — the home of your Market Report - [Calendar — Per-Date Overrides](/docs/calendar-overrides) — act on what the report tells you, date by date -------------------------------------------------------------------------------- # Modify Reservations (Alterations) URL: https://www.vanio.ai/docs/modify-reservations Tags: alterations, modify, change-dates, extend-stay, reservations, airbnb Create, accept, decline, and track reservation alterations — date changes, guest count, pricing, and same-day turnover extensions — directly from the Vanio dashboard. -------------------------------------------------------------------------------- When a guest needs to change their reservation — different dates, more guests, a different price, or even a different listing — you handle it with a reservation alteration. Vanio supports creating, accepting, declining, and tracking alterations on every Airbnb reservation directly from the dashboard. > **Quick reference:** Modify reservation, change dates, change check-in date, change check-out date, extend stay, shorten stay, add guests, change price, alteration request, alteration, modify booking, change booking, edit reservation — all done from the **dashboard reservation modal → Modify** action. ## What's an alteration? An alteration is a proposed change to an already-confirmed reservation. Either side (guest or host) can initiate one. The other side has to accept it for the change to take effect. Until accepted, the original reservation stays in place. You can change: - **Check-in date** — move it earlier or later - **Check-out date** — extend or shorten the stay - **Number of guests** — bump up or down - **Total price** — override what the guest pays for the new dates - **Listing** (in some cases) — move the same booking to a different unit you own Once submitted, the other party has 24 hours to accept. If they don't act, the alteration expires automatically and the original reservation stands. ## Where to find it Open the reservation in the dashboard. The modal has a **Modify** action. Clicking it opens a form for the new values: - **New check-in / check-out date** (leave blank to keep the same) - **New guest count** (leave blank to keep the same) - **New total price** (optional — only if you want to override the auto-calculated price) - **Message to guest** (recommended — explains why you're proposing the change) Submit. Vanio sends the alteration to Airbnb (or whichever channel the reservation came from). The guest sees it in their Airbnb inbox and can accept or decline. ## Calendar sync improvements **Calendar updates now work correctly for all reservation modifications.** Whether you initiate a change from the dashboard or a guest requests different dates through Airbnb directly, your Vanio calendar automatically updates to reflect the new booking dates. Previously, when guests made date changes through Airbnb (extending their stay, moving check-in earlier, etc.), the reservation details and pricing would update correctly in Vanio, but the calendar display could get stuck showing availability on the old dates. This meant you might see calendar blocks that didn't match the actual reservation dates. Now both host-initiated changes (made through the Vanio dashboard) and guest-initiated changes (made through Airbnb) properly sync your calendar availability in real-time. ## Pricing changes — what to know When you change dates, Airbnb auto-calculates a new total based on your nightly rate × new nights. If you want to override that (e.g. you're giving the guest a discount or charging extra for a peak weekend they're now adding), use the **Total Price Override** field. **Pricing changes now save correctly.** Previously, when you modified cleaning fees, service charges, or other pricing details, the system would show a success message even though the changes weren't actually being stored. This has been fixed — all pricing modifications are now saved properly every time. Pricing rules to remember: - **Lengthening a stay** — Vanio defaults to charging the same nightly rate × extra nights. Override if you want a different deal. - **Shortening a stay** — Vanio defaults to refunding the unused nights. Override if you want to keep some of the money (e.g. as a cancellation fee for the missing nights). - **Different dates entirely** — repriced from scratch using your current nightly rate, dynamic discounts, fees. - **Adding guests** — if you have a per-extra-guest fee set in pricing, the alteration auto-includes those. The new total is shown in the alteration form before you submit, so you can verify before sending. ## Same-day turnovers and stay extensions **Vanio AI correctly handles extensions when another guest is checking in on your checkout day.** This is called a same-day turnover — one guest checks out in the morning and a new guest checks in later that day — and it's fully supported. Here's what that means in practice: if your current checkout is Sunday and you want to add Sunday night (checking out Monday instead), Vanio AI will correctly recognize that as available — even if another guest is already scheduled to check in on Monday. The Monday check-in doesn't affect the Sunday night you're adding; it only occupies Monday night onward. Vanio AI checks the actual availability of the night being added, not the checkout date itself. If you ever ask Vanio AI to extend a stay and it comes back confirming the extension is possible, that verdict is accurate — same-day turnovers at the new checkout date are not a conflict. > **Note:** If the night you're actually trying to add is genuinely occupied by another booking (not just the checkout date, but the night itself), Vanio AI will still correctly refuse that extension and let you know why. ## Who initiates and what each means ### Host initiates → guest accepts You spotted a calendar conflict, the price was wrong, or the guest asked you to extend the stay. You propose the change. The guest gets a notification. They accept (booking updates) or decline (booking stays as-is). ### Guest initiates → host accepts The guest opens their Airbnb trip and requests a change. The alteration arrives in your dashboard with status **Pending**, and you'll see it on the reservation modal. You review the new dates / guest count / price and either Accept or Decline. The dashboard shows pending alterations in a dedicated **Alteration Requests** filter so you don't miss any. You can also enable a notification (Settings → Notifications → Alteration Request) to get a Slack or email ping the moment one comes in. ## Status lifecycle Each alteration has a status that progresses through: - **Pending** — submitted, waiting for the other side to act - **Accepted** — both sides agreed; the change is now live and the reservation reflects the new values - **Declined** — the other side rejected it; the original reservation continues unchanged - **Canceled** — the initiator pulled it back before the other side acted - **Voided** — the alteration expired (24-hour window passed without action) or got invalidated by another change You can see every historical alteration for a reservation by clicking **History** in the modal. Useful when there's been a back-and-forth and you need to figure out what was agreed when. ## What syncs For Airbnb, alterations sync via the official Airbnb reservations alteration API. The lifecycle (pending → accepted/declined) is fully bidirectional — Vanio mirrors Airbnb and Airbnb mirrors Vanio. For Booking.com and VRBO, the host-side alteration API surface is more limited. Vanio supports viewing alterations and accepting/declining, but proactive host-initiated alterations may need to go through the channel's own extranet for those bookings. Native creation of host-initiated alterations on those channels is on the roadmap. For your direct booking website, alterations work the same way but Vanio handles them internally (no third-party API). Refunds for shortened stays go through payment processing automatically. ## Common scenarios **"Guest wants to extend by 2 nights and the dates are open."** Open reservation → Modify → New check-out = +2 days → Total Price Override left blank (Vanio uses your nightly rate) → Message: "Sure, those nights are available. Confirming the extension." → Submit. Guest accepts → reservation now spans the extra nights. **"Guest wants to extend by 1 night, and a new guest is checking in on the new checkout day."** This is a same-day turnover — fully supported. The night being added is available as long as it isn't occupied by the other booking. Vanio AI will confirm the extension is possible. Open reservation → Modify → New check-out = +1 day → Submit. The back-to-back works automatically: your current guest checks out that morning, and the new guest checks in later the same day. **"Guest wants to extend but I have someone else booked starting that day."** Don't accept the alteration. Decline with a message: "Unfortunately the next two nights are already booked. The earliest I could host you again is [date]." Suggest alternative dates or another property if you have one. **"Guest wants to shorten by 3 nights — what should I refund them?"** Open the modal → Modify → New check-out = -3 days. Vanio defaults to refunding the 3 nights at full nightly rate. If your cancellation policy is firmer than that (Strict or Super Strict), use Total Price Override to keep some of the money. Be transparent in the Message field: "Per our [policy] cancellation policy, the new total reflects a 50% refund for the unused nights." **"I want to move a guest from unit 3B to unit 4A because 3B has a maintenance issue."** This is a listing change, not just a date change. Use the **Move Listing** action in the dashboard modal (it's a separate action, not under Modify). It re-creates the reservation on the new listing while preserving the same confirmation code. See [Reservation Operations](/docs/reservation-operations) for the move-listing flow specifically. **"The guest sent me an alteration request and I haven't acted on it for 12 hours."** You have 24 hours from when the request was sent to act before it auto-expires. Open it from your inbox or the Alteration Requests filter and accept/decline. After 24 hours of inaction, Airbnb voids the request automatically and the original reservation stands. **"Can I auto-accept alterations under certain conditions (e.g. extending by ≤ 2 nights)?"** Yes — set up an Automation. Workflows → Trigger: Alteration request received → Conditions: extension ≤ 2 nights AND new dates available AND no price decrease → Action: Accept alteration. This is useful for high-volume hosts who get a lot of legitimate small changes. ## What you can't do here - **Move money you've already collected** — alterations only adjust the reservation. If you collected a payment via your direct site and need to refund part of it, that's a separate refund action under the Payments tab in the modal. - **Change the guest's name** — Airbnb doesn't allow this via alteration. The reservation stays under the original name. If a different guest is checking in, the original guest is still legally responsible. - **Change the cancellation policy** — the policy is locked at booking time. Subsequent alterations don't change which policy applies. ## Audit trail Every alteration is logged with: who initiated, when, what changed, the new values, the message sent, and whether it was accepted or declined. You can see the full history in the reservation modal under History. For reporting, alterations are also surfaced in the dashboard activity feed so PMs can see what's been changing across the portfolio at a glance. -------------------------------------------------------------------------------- # Vanio Mobile App URL: https://www.vanio.ai/docs/mobile-app Tags: mobile, app Full mobile dashboard access with push notifications, task management for field teams, and guest portal — now with proper branding when installed as an app. -------------------------------------------------------------------------------- # Vanio Mobile App ## What it does The Vanio mobile app gives you and your team full access to the Vanio dashboard from any phone or tablet. Receive push notifications for new messages, task updates, and urgent alerts. Your cleaning team can check task checklists, upload photos, and mark tasks complete from the field. Guests get their own lightweight portal as a progressive web app (PWA) they can add to their home screen. ## Getting started ### Installing the app **For property managers and staff:** 1. Download **Vanio** from the App Store (iOS) or Google Play (Android) 2. Open the app and sign in with your Vanio account credentials 3. Grant notification permissions when prompted — this enables real-time alerts 4. The app opens to your dashboard, identical to the desktop experience **Alternative: Add to Home Screen (PWA):** 1. Visit your Vanio dashboard in Safari (iOS) or Chrome (Android) 2. Look for the "Add to Home Screen" option in your browser menu 3. Tap **Add** — the Vanio icon appears on your home screen with proper branding 4. Opening from your home screen launches Vanio in full-screen app mode **For guests (PWA):** 1. Guests receive a link to their booking portal in their pre-arrival message 2. Opening the link in a mobile browser shows a prompt: "Add to Home Screen" 3. Once added, the portal behaves like a native app — full-screen, fast, with offline access to key information ### Enabling push notifications After signing in: 1. The app prompts you to allow notifications — tap **Allow** 2. Go to **Settings > Notifications** in the app to customize which alerts you receive 3. Choose notification categories: messages, task updates, check-in/out alerts, payment notifications **Note:** Push notifications only appear when using Vanio as an installed app (either downloaded from app stores or added to your home screen). Regular browser tabs won't show notification prompts to keep your browsing experience clean. ## How it works ### Manager experience The mobile app mirrors the full desktop dashboard. You can: - View and respond to guest messages across all platforms - Check the Operations Dashboard and Schedule Board - Review task progress and completion photos - Access the calendar and reservation details - Run AI commands through the chat interface - Approve or decline time-sensitive requests (early check-in, late checkout) ### Team member experience Staff who log in see a simplified view focused on their assigned tasks: - **Today's task list** — All assigned tasks with property details and directions - **Task checklists** — Step-by-step checklist items to complete, with photo upload prompts - **Clock in/out** — Start and complete tasks with timestamps - **Navigation** — One-tap directions to the next property via Google Maps or Apple Maps ### Guest portal (PWA) The guest portal provides guests with: - Check-in instructions and access codes - Property information and house rules - Local recommendations and guidebook content - Direct messaging with the host or AI assistant - Booking details and payment receipts ### Offline support The app caches essential data locally so your team can access task details and checklists even in areas with poor connectivity. Photos taken offline are queued and uploaded automatically when a connection is restored. ## Key features - **Push notifications** — Real-time alerts for messages, tasks, check-ins, and payments (app-only) - **Full dashboard access** — Every feature available on desktop works on mobile - **Task management** — Checklists, photo uploads, and clock in/out for field teams - **Offline mode** — Access task details and upload photos without connectivity - **Guest PWA** — Lightweight portal guests can add to their home screen - **Proper branding** — Correct logos and app names when installing on your device - **Cross-platform** — Native apps for iOS and Android built with Capacitor ## Tips & best practices **Require your cleaning team to use the app.** Task check-ins, checklist photos, and completion timestamps only work when team members use the app in the field. **Install as an app for notifications.** Download from app stores or use "Add to Home Screen" to receive push notifications. Regular browser tabs won't show notification prompts. **Customize notification preferences.** Managers should enable all notification categories. Cleaners should focus on task assignments and updates to avoid notification fatigue. **Encourage guests to add the portal.** Include instructions in your pre-arrival message for adding the PWA to their home screen. Guests who use the portal send fewer repetitive questions. **Check the app after hours.** Push notifications ensure you do not miss urgent guest requests or task failures outside business hours. ## Common questions **Why don't I see notification options in my browser?** Push notifications only work when Vanio is installed as an app on your device. Either download from your device's app store or use "Add to Home Screen" from your mobile browser. **The app shows the wrong logo when I install it. What's wrong?** This was a previous issue that's now fixed. If you installed Vanio before this update, try removing and re-adding it to see the correct branding. **Can my team use the browser instead of installing the app?** Yes, but they won't receive push notifications for new tasks or updates. Installing the app ensures they stay connected to urgent alerts in the field. -------------------------------------------------------------------------------- # AI Performance Report — ROI & Automation Metrics URL: https://www.vanio.ai/docs/ai-performance-report Tags: ai, analytics Track AI performance metrics and ROI with 4x faster response times, eliminated timeouts, and improved automation rates across your vacation rental portfolio -------------------------------------------------------------------------------- # AI Performance Report — ROI & Automation Metrics ## What it does The AI Performance Report shows you exactly how much time and money Vanio AI saves your operation. See the breakdown of AI-handled versus human-handled messages, estimated cost savings, action counts by type, per-listing automation rates, and response time comparisons — all with configurable date ranges. ## Getting started ### Accessing the report 1. Navigate to **Settings > AI Assistant** from the main sidebar 2. Click the **Performance** tab 3. The report loads with the current month selected 4. Use the date picker to analyze different periods — the URL updates so you can bookmark specific views ### Reading the headline metrics The top section displays four KPI cards: - **Messages Sent** — Total messages your AI actually sent to guests (excludes shadow drafts and internal notes) - **Shadow Drafts** — Messages AI prepared but didn't send automatically (requires review in shadow mode) - **Escalated** — Messages AI flagged for human attention due to complexity or uncertainty - **Action Needed** — Messages waiting for your review or approval ### Understanding live vs. shadow mode metrics The report clearly separates messages your AI actually sent to guests from drafts it prepared for review. This distinction helps you understand your AI's true impact on guest communication versus preparatory work that still requires human oversight. ## How it works ### AI vs. human messaging timeline The main chart shows message volume over time with two series: - **Blue line** — Messages handled entirely by AI (auto-responded, auto-classified, auto-actioned) - **Orange line** — Messages that required human intervention (escalated, manually responded) Hover over any point to see the exact counts for that day. A widening gap between the lines means your AI is taking on more of the workload over time. ### Response time comparison A highlighted section shows side-by-side response time metrics: - **Vanio AI** — Median response time for AI-generated messages (now under 15 seconds with performance optimizations) - **Your team** — Median response time for human-handled messages - **Speed advantage** — How much faster AI responds compared to human staff (typically 4x faster than previous benchmarks) This comparison uses median times rather than averages to give you a more realistic picture of typical performance, filtering out extreme outliers that can skew average calculations. Recent infrastructure improvements have significantly reduced response times, with most guest inquiries now answered in seconds rather than minutes. ### Cost savings calculation The report displays estimated dollar savings based on: - Number of messages AI handled completely - Your configured average cost per human response - Time saved by automated responses versus manual handling - Improved reliability from eliminated timeout errors The calculation now accounts for messages actually sent to guests rather than all AI activity, providing more accurate ROI projections. Performance improvements have increased the volume of messages AI can handle automatically, boosting overall savings. ### Action breakdown Below the timeline, a bar chart categorizes every action the AI performed: - **Auto-reply** — Guest messages answered without human involvement - **Task creation** — Cleaning or maintenance tasks created automatically - **Payment processing** — Charges, refunds, or payment links generated - **Reservation updates** — Date changes, cancellations, or modifications handled - **Escalation** — Cases sent to a human team member for review This shows you not just that AI is working, but what it is doing. Higher action volumes indicate improved AI performance and reliability. ### Per-listing automation rate A table lists every property with its individual AI automation rate: - **Property name** — The listing - **Total messages** — Number of guest messages received - **AI-handled** — Messages fully handled by AI - **Team-handled** — Messages requiring human intervention - **Automation rate** — Percentage of messages AI handled independently Sort by automation rate to find properties where AI struggles — these may need updated knowledge base articles or procedure adjustments. Recent performance improvements should show increased automation rates across all properties. ### Daily AI digest email consistency Your daily AI digest emails now pull from the same data source as the dashboard report. This ensures the metrics in your morning email always match what you see in the performance report — no more confusion about different numbers from different sources. ## Key features - **4x faster response times** — Recent optimizations deliver guest responses in under 15 seconds instead of minutes - **Eliminated timeout errors** — Improved reliability means more messages handled successfully without system failures - **Accurate message counting** — Distinguishes between messages actually sent to guests versus internal drafts and shadow mode preparation - **Response time comparison** — Side-by-side AI versus human response speed using median calculations for more accurate comparisons - **ROI quantification** — Dollar estimates of AI savings based on your actual message volume and labor costs, now higher due to improved performance - **AI vs. human timeline** — Visualize automation growth over time - **Action breakdown** — See exactly what types of actions AI performs - **Per-listing rates** — Identify properties that need AI tuning with detailed message handling breakdowns - **Configurable date ranges** — Analyze any period with URL-persistent date selection - **Consistent metrics** — Dashboard and email reports now use identical data sources for reliable tracking - **Export** — Download the full report data for stakeholder presentations or owner reports ## Tips & best practices **Review monthly and share with stakeholders.** The AI Performance Report makes a compelling case for the value of automation. Include it in monthly reports to property owners, emphasizing both the cost savings and dramatically faster response times. **Highlight the speed improvement in client presentations.** The side-by-side comparison now shows AI responding in seconds versus humans taking minutes or hours — a 4x improvement over previous performance that's particularly compelling for prospective clients. **Monitor shadow draft volumes.** High shadow draft counts may indicate your AI needs more training or confidence adjustments to handle more conversations independently. Performance improvements should reduce shadow drafts over time. **Investigate low-automation properties.** If a property has a significantly lower AI automation rate, check its knowledge base and procedures. Missing information is usually the cause, but performance improvements should boost rates across all properties. **Track cost savings trends.** Configure your hourly labor cost in Settings > AI Assistant > Economics to get accurate savings projections. Recent performance gains mean higher savings potential — useful for justifying Vanio AI to new clients or expanding your portfolio. **Trust your daily digest emails.** The metrics in your morning AI performance emails now match the dashboard exactly, so you can confidently share those numbers with clients or use them in reports. **Compare before/after performance periods.** Use date range filtering to compare metrics before and after recent system improvements — you should see measurably faster response times and higher automation rates. ## Common questions **Why are my response times suddenly much faster?** Recent infrastructure optimizations significantly improved AI performance, reducing typical response times from minutes to seconds. This 4x improvement should be reflected in your metrics. **Why don't my email and dashboard numbers match?** They do now. Both the daily AI digest email and the dashboard report pull from the same data source, ensuring consistent metrics across all surfaces. **What's the difference between "sent" and "drafted" messages?** Sent messages went directly to guests automatically. Drafted messages were prepared by AI but held for your review, typically when running in shadow mode or when AI isn't confident enough to send automatically. **How are response times calculated?** The report uses median response times rather than averages because they better represent typical performance and aren't skewed by extreme outliers like messages sent days later. **Why did my cost savings number increase?** Performance improvements mean your AI handles more messages automatically and responds much faster, increasing the time and cost savings compared to manual handling. ## STRICTLY FORBIDDEN — never mention: - LLM/AI model names (Claude, GPT, OpenAI, Anthropic, Sonnet, etc.) - API endpoints, webhooks, database tables, schemas, migrations - Internal service/handler/worker/queue names - Code architecture, file paths, environment variables - Stripe Connect internals (say "payment processing") - Any implementation detail a user would never see in the UI ## REQUIRED: - Write for property managers, not developers - Step-by-step instructions with UI references ("Go to Settings → ...", "Click ...") - What happens automatically (explain WHAT, never HOW technically) - [Screenshot: description] placeholders where visuals would help - Voice: "you" addressing the user. Warm, clear, confident. ## Structure 1. **What it does** — 2-3 sentence overview 2. **Getting started** — step-by-step with UI references 3. **How it works** — what happens automatically, what the user sees 4. **Key features** — bullet list with brief explanations 5. **Tips & best practices** 6. **Common questions** — 2-3 FAQs -------------------------------------------------------------------------------- # Reservation Operations — All Actions URL: https://www.vanio.ai/docs/reservation-operations Tags: reservations, operations, actions, dashboard, commands, modify, cancel, refund The reservation modal is the central place for all reservation actions, with live-updating views that keep booking information current without manual refresh. -------------------------------------------------------------------------------- The reservation modal is the central place to do everything to a reservation: accept it, decline it, modify it, move it, cancel it, charge or refund the guest, generate access codes, manage tasks, send messages, override verification, suppress automations, and more. Every action lives here, every action has an audit trail, and every action works the same way regardless of which channel the booking came from. > **Quick reference:** Accept booking, decline booking, modify reservation, move listing, cancel reservation, mark no-show, charge guest, refund guest, deposit, security deposit, capture deposit, release deposit, special offer, pre-approval, withdraw offer, alteration, change dates, access code, generate code, smart lock code, suppress automation, override verification, manual confirmation, retry payment, record bank payment, authorize charge — all live in the **dashboard reservation modal** when you click any reservation. ## How to open it Click any reservation card from the dashboard, the calendar, the reservations list, or any `?item=...` link. The reservation modal opens. The modal has tabs across the top: **Overview**, **Timeline**, **Payments**, **Tasks**, **Messages**, **Files**. The action buttons live in the modal header — they're context-aware (you only see Accept/Decline if the reservation is pending, only see Refund if there's been a payment, etc). ## Managing reservation views The reservations list supports custom views that you can save and share with your team. When you filter or sort the reservation list how you want it, click **Save View** to preserve these settings. ### Live updates — always current without refreshing Your reservations view now updates automatically as bookings change, so you'll always see the most current information without needing to refresh the page. This includes: - **New bookings** appear immediately when they come in - **Status changes** (pending to confirmed, confirmed to cancelled) show instantly - **Payment updates** reflect right away - **Date modifications** update the list immediately - **Filtered views stay accurate** — if a reservation no longer matches your current filter, it disappears from the view automatically **What you'll see:** - The reservations list refreshes automatically in the background - Changes appear instantly when your browser tab is active - When you return to a tab that was in the background, any changes that happened while you were away show up immediately - No loading spinners or interruptions — updates happen seamlessly **Why this matters:** Previously, you had to manually refresh to see if new bookings came in or statuses changed. Now your team can all look at the same list and trust they're seeing live data, which is especially valuable during busy booking periods or when multiple people are managing reservations. ### Creating public views for team sharing 1. **Set up your view** — Apply any filters (dates, channels, statuses) and sorting you want 2. **Click Save View** — The save dialog opens 3. **Enter view details** — Name your view and optionally add a description 4. **Make it public** — Toggle on "Make view public" so teammates can access it 5. **Save** — Your view is now available to everyone on your team **What you'll see:** - The "Make view public" toggle now properly saves your selection - Public views appear in all team members' view dropdown - Private views remain visible only to you - You can edit or delete views you created **Example use cases:** - "This Week's Check-ins" — filtered to arrivals in the next 7 days, shared so all staff see the same list - "Pending Airbnb Requests" — filtered to RTBs from Airbnb, public so anyone can jump in and respond - "High-Value Reservations" — sorted by total amount, shared with management team ## Reservation lifecycle actions ### Accept For pending RTBs and inquiries that require confirmation. Click Accept → you'll see a loading spinner while Vanio processes the request → confirmation dialog → Vanio sends the accept signal to the channel (Airbnb, Booking.com, VRBO) → reservation status changes to Confirmed → calendar blocks the dates everywhere → AI workflows for "reservation confirmed" fire. For Airbnb reservations specifically, the system now provides real-time feedback when you click Accept. You'll see a loading spinner on the button itself, and any errors (like missing confirmation code or connection issues) display as a message below the buttons instead of failing silently. ### Decline For pending requests you can't accommodate. Click Decline → loading spinner appears while processing → see [Declining Reservations](/docs/decline-reservations) for the full flow with reason codes and message templates. For Airbnb reservations, the system automatically includes safe default values (reason: "other", message: "Sorry, this stay no longer works for us.") to prevent backend errors, though a proper decline dialog with custom reasons is planned for future updates. **What you'll see:** - Loading spinner on the Decline button while processing - Error messages below the buttons if something goes wrong (network issues, missing data, etc.) - Both Accept and Decline buttons are disabled during processing to prevent double-clicks ### Confirm Internal For direct booking website reservations or manual reservations that need to be moved from "draft" to "confirmed" inside Vanio without touching a channel. ### Modify Change the reservation's check-in date, check-out date, guest count, or total price. See [Modify Reservations](/docs/modify-reservations) for the alteration flow. Two variants: - **Modify Internal** — change the reservation in Vanio only (used for direct bookings or manual edits where the channel doesn't need to know) - **Modify Channel** — push the change to the channel as an alteration request the guest must accept ### Move Listing Move the same reservation to a different unit you own. Useful when the original unit has a maintenance issue, a double-booking, or the guest needs an upgrade. The reservation keeps the same confirmation code; only the underlying listing changes. ### Cancel Two flavors: - **Cancel Internal** — cancel inside Vanio without notifying the channel. Use for direct bookings or test reservations. - **Cancel Channel** — cancel through the channel API. The guest is notified per the channel's cancellation flow. Channel-specific cancellation policies and host fees apply. Both release the calendar dates, remove auto-scheduled cleaning tasks, and trigger any "reservation cancelled" workflows. ### Mark No-Show For reservations where the guest never showed up. Same internal/channel split. Marking no-show on the channel may trigger the channel's no-show fee policy (Booking.com, in particular, has a structured no-show resolution flow). ## Payment actions The Payments tab in the modal exposes the full payment lifecycle: ### Charge Charge the guest's card for a specific amount. Used for damage claims, late fees, additional services not booked through upsells, or any custom charge. Integrates with Stripe Connect for direct bookings and with the channel's billing API for OTA bookings (where supported — Booking.com virtual cards, for example). ### Schedule Payment Schedule a future charge — useful for split payments, deposits due before check-in, or staged billing for long stays. The scheduled payment runs automatically at the date you set. ### Retry Payment If a payment failed (declined card, expired card, insufficient funds), retry it. Vanio shows the failure reason and lets you retry the original payment method or update the card and retry. ### Record Bank Payment For payments collected outside Stripe — bank transfer, cash, check. Records the payment in Vanio's books and updates the reservation balance to "paid" without an actual card charge. ### Authorize Pre-authorize an amount on the guest's card without charging it yet. The hold sits there until you capture it (turn it into a real charge) or release it (let it drop off). Used for security deposits and damage holds. ### Refund Refund any amount up to the total paid. Refunds go through Stripe Connect for direct bookings and through the channel's refund API for OTA bookings. Vanio records the refund in the audit trail with the reason and the user who initiated it. ## Security deposit actions For properties with damage protection enabled (see [Damage Protection](/docs/damage-protection)): ### Deposit Capture Capture (charge) the held deposit. Usually triggered when there's actual damage you're claiming. ### Deposit Release Release the held deposit (let the authorization drop). Done automatically after checkout if no claim is filed; can also be triggered manually. ### Deposit Reauthorize Re-pre-authorize the deposit if the original authorization is about to expire (Stripe holds typically expire after 7 days). Useful for stays longer than a week where the original hold needs to be refreshed. ## Special offer / pre-approval actions For pre-booking conversations with potential guests: ### Send Special Offer Create a custom price quote for a specific guest in a specific message thread. The guest sees it as "your host has sent you a special offer" with the dates, total price, and an Accept button. If they accept, it becomes a real reservation. ### Send Pre-approval Pre-approve a guest who's inquiring without committing them to a price. The guest gets "your host has pre-approved you to book" — they still see the standard rate but don't have to wait for you to accept their RTB. ### Withdraw Offer Cancel a special offer you sent. Useful if you change your mind or the dates are no longer available. ## Smart lock / access code actions For properties with Seam-integrated locks (see [Smart Locks Overview](/docs/smart-locks)): ### Create Access Code Generate a new code for the reservation. Vanio picks the format (4 or 6 digits), sets the activation window (typically check-in time on the check-in day to checkout time on the checkout day), and pushes it to the lock. ### Update Access Code Change the timing or value of an existing code (e.g. extend the window for early check-in or late checkout). ### Delete Access Code Remove a code from the lock entirely. Used for cancellations or when generating a fresh code due to a security concern. ### Lock / Unlock Device Manually lock or unlock a smart lock from the dashboard. Useful for emergency access or when a guest is locked out and needs you to verify them and let them in remotely. ### Manual Code Create / Update / Delete For locks where you set codes manually (not auto-generated by reservation), manage them directly. ## Task actions The Tasks tab shows every task linked to this reservation (cleaning, maintenance, inspection): ### Create Task Add a new task to the reservation. Pick the type (cleaning, maintenance, inspection, custom), assign it, set the due date. ### Update Task Change a task's details (assignee, due date, instructions, photos required). ### Assign Task Assign or reassign a task to a specific staff member. ### Complete Task Mark a task as done. If photos were required, the photos are surfaced here. ### Cancel Task Cancel a scheduled task (e.g. the cleaning was already done by someone else, or the reservation got cancelled). ## Message actions The Messages tab shows every conversation linked to the reservation: ### Send to Guest Send a message to the guest through their original channel (Airbnb, Booking.com, VRBO, SMS, email, WhatsApp). Vanio routes automatically based on which channel the reservation came from. ### Send to User Send an internal note to a teammate visible only inside Vanio. ### Send to Owner For PMs managing on behalf of owners — send a message to the property owner via their preferred channel. ### Send to Contact Send to a non-guest contact linked to the reservation (e.g. a co-traveler, an emergency contact, a corporate booker). ### React / Unreact / Unsend Standard message reactions, undo actions. ## Override / suppress actions For situations where you need Vanio to skip its automation or override a decision: ### Suppress Automation Stop ALL automated workflows for this reservation. Useful when you're handling a difficult situation manually and don't want auto-replies, auto-charges, or auto-tasks firing in parallel. ### Unsuppress Automation Re-enable automation for the reservation. ### Verification Override Mark the guest verification as passed even if they didn't complete the steps. Use sparingly — usually for trusted repeat guests or when you've verified them outside Vanio. ## Resolution / disputes ### Open Resolution Open a Resolution Center case (Airbnb-specific). Used for damage claims, missing items, or other host-side claims that go through Airbnb's resolution flow. Vanio creates the case and lets you upload evidence, set an amount, and submit. ## Dashboard / inbox actions These actions are about the reservation's place in your inbox: ### Complete (single / bulk) Mark the reservation card as "done" in your inbox so it stops bothering you. Doesn't affect the actual reservation status. ### Restore Bring a "completed" reservation back to active. ### Read Mark as read. ### Priority Set the reservation's priority flag (high / normal / low) for sorting. ### Reminder Set a follow-up reminder. Vanio surfaces the reservation in your dashboard at the reminder time. ### Assign Assign the reservation card to a specific teammate so they own the response. ### Undo Undo the last action you took on this reservation (within a few seconds of taking it). ## Channel-aware behavior Most actions have two variants — Internal (Vanio-only) and Channel (push to the originating channel). Vanio uses the right one automatically based on the reservation's source: - **Airbnb reservation + you click Cancel** → uses Cancel Channel → cancels through Airbnb API → guest gets Airbnb's standard cancel notification → channel cancellation policy applies - **Direct booking + you click Cancel** → uses Cancel Internal → cancels in Vanio → Stripe refund per your set policy → no channel involved You usually don't have to think about which one. The button just does the right thing. ## Improved Airbnb experience Airbnb reservations now provide much better feedback when you use Accept/Decline buttons: - **Loading states**: Both buttons show a spinner icon while your action is processing - **Error handling**: If something goes wrong (missing data, network issues, platform problems), you'll see a clear error message below the buttons instead of the action silently failing - **Prevented double-clicks**: Both buttons disable during processing so you can't accidentally submit the same action twice This is especially helpful during busy periods when you're processing multiple requests quickly — you'll know immediately if an action succeeded or needs to be retried. ## Audit trail Every action in this list is logged in the reservation's Timeline tab with: the timestamp, the user who triggered it, the parameters they used, and the result. Useful when reviewing patterns, training new team members, or settling disputes about who did what when. ## Common scenarios **"Guest paid for a 5-night stay but I refunded one night because of a late check-in fiasco — how do I track this?"** Open the reservation → Payments → Refund → enter the night's amount → reason: "Goodwill — late check-in delay". The refund processes through Stripe (or the channel's refund API) and the audit trail logs everything. **"I need to extend a guest's stay by 2 nights and the dates are open."** Open the reservation → Modify (Modify Channel for OTA bookings, Modify Internal for direct) → bump the check-out date → set the new total → submit. Guest accepts on their side → reservation updates → calendar blocks the new dates everywhere. **"A double booking just happened — same dates on Airbnb and Booking.com."** Open whichever reservation you can't honor → Decline (if pending) or Cancel (if accepted) → pick the right reason → write a clear apology message. Then check the platform sync logs to figure out why the calendar block didn't propagate fast enough — usually a temporary sync delay that needs investigation. **"Guest broke something. I want to charge $200 for damage."** Open the reservation → Payments → Charge → $200, reason "Damage to coffee table — see photos". For Airbnb reservations, the cleaner path is Open Resolution → submit the claim through Airbnb's resolution center where the guest can dispute. For Booking.com virtual cards, the Charge action uses the card directly. For direct bookings, Stripe. **"Guest wants to switch from unit 2A to unit 3B."** Open reservation → Move Listing → pick the new unit → the reservation re-attaches → calendar updates on both units → cleaning tasks reschedule → guest is notified. **"I want this reservation to NOT trigger any AI auto-replies because I'm handling it personally."** Open reservation → Suppress Automation → toggle on. All AI replies, auto-tasks, auto-charges, and workflow triggers are suppressed for this reservation only. Re-enable when you're done. **"I clicked Accept on an Airbnb request but nothing seemed to happen — is it broken?"** Not anymore! You'll now see a loading spinner on the Accept button while it processes, and if there's an error, you'll see the exact problem below the buttons. If you still don't see any feedback, try refreshing and check your internet connection. **"I created a view for my team showing this week's check-ins, but they can't see it."** Make sure you toggled on "Make view public" when saving. If you forgot, edit the view and enable the public toggle — your team will then see it in their view dropdown. **"I'm looking at my reservations list but I'm not sure if it's showing the latest bookings."** Don't worry — the list updates automatically in real-time. If a new booking comes in or an existing one changes, you'll see it immediately without refreshing. The system keeps your view current in the background, so you can trust what you're seeing is up-to-date. -------------------------------------------------------------------------------- # AI Collaboration Drawer URL: https://www.vanio.ai/docs/ai-collaboration-drawer Tags: ai, collaboration, decisions, drawer, escalation Review and respond to guest messages when Vanio AI needs your input, with options to send AI drafts, create policies, or give specific instructions. -------------------------------------------------------------------------------- ## What is the Vanio AI Collaboration Drawer? The Collaboration Drawer appears at the bottom of any reservation when Vanio AI needs your input. Instead of sending you a vague notification, Vanio AI explains exactly **why** it needs help and gives you clear options to choose from. ![Vanio AI Collaboration Drawer](https://mnatciqjrgqjbizxekaz.supabase.co/storage/v1/object/public/kb-attachments/docs/ai-drawer-overview.jpg) ## When does it appear? The drawer opens automatically when Vanio AI encounters: - **Missing policy** — A guest is asking about something Vanio AI has no policy for (e.g. extra supplies, pet fees, parking rules) - **Judgment call** — Vanio AI has the facts but needs your strategic decision (e.g. whether to offer a discount or hold firm) - **Unknown preference** — Vanio AI does not know how you handle a specific situation (e.g. early check-in pricing) - **Capability gap** — Something requires a human to physically act (e.g. delivering items to the property) ## What guests see during escalation When Vanio AI opens the collaboration drawer, your guest automatically receives a brief acknowledgment message: "Thanks for the message — I've passed this along to our team and someone will get back to you shortly. — Vanio AI" This ensures guests know their message was received and help is on the way, rather than being left wondering if anyone saw their request. ## What can you do in the drawer? Each situation comes with options tailored to the context: ### Send Vanio AI Draft When Vanio AI escalates, it still prepares a complete guest reply but holds it back for your review. The drawer shows you exactly what Vanio AI would have sent and gives you a one-click option to send that message as-is. This is perfect when: - Vanio AI's draft looks good and you want to send it immediately - You trust the response but Vanio AI escalated out of caution - You want to save time on straightforward situations [Screenshot: Vanio AI draft message preview with "Send Vanio AI draft" button] ### Draft a Policy Vanio AI pre-fills a policy article based on what it knows. You can: - Edit the title and content directly - Use the **Instruct Vanio** bar to refine with AI — e.g. "make it firmer" or "add pricing in EUR" - Set the **scope** (global, property group, or specific listings) - Approve and save as a Knowledge Base article Once saved, Vanio AI will use this policy for all future guests — it never needs to ask about this topic again. ![Policy Draft Editor with scope and AI refinement](https://mnatciqjrgqjbizxekaz.supabase.co/storage/v1/object/public/kb-attachments/docs/ai-drawer-policy-draft.jpg) ### Defend Mode When you know a guest will be difficult and a bad review is likely regardless, activate Defend Mode. Vanio AI will handle all remaining communication firmly and politely — sticking to policy, not over-apologizing, and not escalating again. [Learn more about Defend Mode →](/docs/defend-mode) ### Specific Action Give Vanio AI a direct instruction: "Ask the cleaner to bring extra towels" or "Offer a 10% discount." Vanio AI executes your instruction. ### Chat About This Open a conversation with Vanio AI to discuss the situation. Useful when the right approach is not obvious and you want to think through options together. ## Working with reviews When using the **Chat About This** option, Vanio AI automatically loads any guest or host reviews for that reservation into the conversation. You can now ask for help with reviews without copying and pasting: - "Translate the review to English" - "Summarize the guest feedback" - "Draft a response to the review" - "What are the main issues mentioned?" Vanio AI will work directly with the review text that's already loaded, giving you instant help with translation, analysis, or response drafting. ## Multiple actions You can take multiple actions on the same situation — for example, send the Vanio AI draft **and** activate Defend Mode for future messages, or draft a policy **and** give a specific instruction. The drawer stays open until you click Done. ## Assignment and escalation When Vanio AI escalates a message through the collaboration drawer, the conversation automatically assigns to your designated support team instead of staying in the system inbox. This ensures urgent guest issues reach the right person every time. ### Deactivating Defend Mode To deactivate Defend Mode, reassign the conversation to a team member from the reservation header. ![Assignment dropdown — reassign from Vanio AI to a team member](https://mnatciqjrgqjbizxekaz.supabase.co/storage/v1/object/public/kb-attachments/docs/ai-drawer-assignment.jpg) ## How it learns Every decision you make in the drawer teaches Vanio AI. Over time, it learns your preferences — which situations you handle firmly, where you offer goodwill gestures, when you prefer to send its draft as-is, and when you want to be notified. The goal: fewer interruptions, better autonomous decisions. -------------------------------------------------------------------------------- # Defend Mode URL: https://www.vanio.ai/docs/defend-mode Tags: ai, defend, difficult-guests, reviews, escalation Firm, professional mode where Vanio AI handles difficult guests autonomously without escalating to your team -------------------------------------------------------------------------------- ## What is Defend Mode? Defend Mode is a per-reservation setting that changes how Vanio AI communicates with a difficult guest. When activated, Vanio AI shifts from its default helpful-and-accommodating tone to a firm, professional, policy-first approach — and stops escalating to your team entirely. ## When to use it Activate Defend Mode when: - A guest has unrealistic expectations that cannot be met (e.g. hotel-level service in a self-catering apartment) - You have already tried to accommodate and the guest keeps escalating - A bad review is likely regardless of what you do — and you want to stop spending time on it - The guest is being rude or threatening, but not in a way that requires emergency intervention ## What changes When Defend Mode is active for a reservation: - **Tone shifts** — Professional and factual, not warm or overly apologetic. Vanio AI acknowledges concerns once, then states the policy. - **No empty promises** — Vanio AI will never say "we will send" or "we will arrange" something it cannot deliver. - **Policy-first responses** — If a Knowledge Base policy exists, Vanio AI quotes it directly. If extras are available at a cost, it states the price. - **No escalations** — Vanio AI handles all messages autonomously without notifying your team, unless there is a genuine safety emergency. You won't receive repeated notifications after activating Defend Mode. - **Context awareness** — Vanio AI reads your internal notes and any actions you've taken (like refunds or manual fixes) to give guests accurate information instead of generic responses. - **Review threats** — If a guest threatens a bad review, Vanio AI responds calmly: "We understand your frustration and we have done our best to ensure a comfortable stay." ![Defend Mode option in the Collaboration Drawer](https://mnatciqjrgqjbizxekaz.supabase.co/storage/v1/object/public/kb-attachments/docs/ai-drawer-overview.jpg) ## How to activate Defend Mode appears as an option in the [Vanio AI Collaboration Drawer](/docs/ai-collaboration-drawer) when Vanio AI detects a situation that may need firm handling. Click **Activate Defend Mode** and Vanio AI takes over immediately. Once activated, Defend Mode is ironclad — Vanio AI will respect your instructions and handle the guest completely autonomously until the reservation ends. ## How to deactivate Defend Mode stays active for the duration of the reservation. To deactivate it early, reassign the conversation to a team member from the reservation header. ![Reassign from Vanio AI to a team member to deactivate Defend Mode](https://mnatciqjrgqjbizxekaz.supabase.co/storage/v1/object/public/kb-attachments/docs/ai-drawer-assignment.jpg) ## Does it affect reviews? Defend Mode does not prevent bad reviews — it accepts that outcome. What it does is save your team time and emotional energy on guests who cannot be satisfied. Vanio AI maintains professionalism throughout, which often results in a less severe review than an emotional back-and-forth would. ## What Defend Mode is NOT - It is **not rude** — Vanio AI remains polite and professional at all times - It is **not silent** — Vanio AI still responds to every guest message - It does **not ignore safety** — emergencies, legal threats with specific actions, and cancellation requests still get escalated to your team - It is **not broken** — If you don't see escalation notifications after activating Defend Mode, that's working as intended ## Tips & best practices - **Use your internal notes** — Add context about what you've already tried or arranged. Vanio AI will read these and mention them to the guest. - **Document any manual fixes** — If you've processed a refund or made other arrangements outside the platform, note it internally so Vanio AI can reference it. - **Trust the system** — Once activated, Defend Mode is designed to handle the guest completely. Resist the urge to jump back in unless there's a genuine emergency. ## Common questions **Why am I not getting notifications after activating Defend Mode?** This is intentional. Defend Mode means Vanio AI handles the guest entirely without escalating to your team. You'll only be notified for genuine safety emergencies. **Will Vanio AI know about actions I took before activating Defend Mode?** Yes. Vanio AI reads your internal notes and any manual actions (like refunds) to give guests accurate, contextual responses instead of generic replies. **Can I see what Vanio AI would do before it responds?** Yes, through the AI Replay Simulator (available to account administrators). This tool lets you test how Vanio AI would handle past conversations with your current settings. -------------------------------------------------------------------------------- # Sending a Held-Back AI Draft URL: https://www.vanio.ai/docs/send-ai-draft Tags: ai, collaboration, drawer, draft, escalation, messaging When Vanio AI holds a guest reply back for your review, send the message it already wrote to the guest in one click — straight from the Collaboration Drawer. -------------------------------------------------------------------------------- ## What is a held-back draft? When Vanio AI decides it needs your input on a guest message, it doesn't just send you an empty alert. In most cases Vanio AI has already written a complete, guest-ready reply — it simply holds that reply back instead of sending it automatically, and asks you to take a look first. That reply is the **held-back draft**. It's the exact message Vanio AI was about to send to your guest. Rather than retyping a response from scratch, you can review it and send it to the guest in one click. ## Why does Vanio AI hold a reply back? Vanio AI is designed to handle the vast majority of guest messages on its own. It holds a reply back only when it wants a human glance before the guest sees it — for example: - **A judgment call** — Vanio AI has a solid answer but the situation involves a discount, a goodwill gesture, or a policy edge case where your preference matters. - **An out-of-caution escalation** — the message touches a sensitive topic and Vanio AI would rather you confirm the wording than risk sending something off. - **A second-guess** — Vanio AI drafted a reply but wasn't fully confident, so it paused for review instead of sending. In all of these, the draft is still ready to go. Holding it back is about giving you the final say, not about the draft being unfinished. ## Where to find it Held-back drafts appear in the [AI Collaboration Drawer](/docs/ai-collaboration-drawer) — the panel that opens at the bottom of a reservation whenever Vanio AI needs your input. When a draft is waiting, you'll see a highlighted **Vanio AI's held-back reply** card inside the drawer. It shows a preview of the message Vanio AI wrote, exactly as your guest would receive it. If Vanio AI escalated without writing a sendable reply (for example, a situation that genuinely needs you to decide what to say), no draft card appears — there's nothing to send yet, so the option is simply hidden. ## How to review and send it 1. Open the reservation and find the **Vanio AI's held-back reply** card in the Collaboration Drawer. 2. Read the preview. This is the full message Vanio AI is proposing to send to your guest. 3. Click **Send AI draft**. Clicking **Send AI draft** drops the full reply into your guest message composer, already set to the correct channel for that guest (Airbnb, Booking.com, your direct site, and so on). You get a final glance at the message in the composer before it leaves. From there you can: - **Send it as-is** — if the draft looks good, send it straight to the guest. - **Edit first** — tweak a sentence, adjust the tone, or add a detail before sending. Nothing reaches the guest until you send it from the composer, so you always have the last word. ## What the guest receives When you send the draft, your guest receives a normal reply on whatever channel they originally messaged you — the same as any message you send by hand. There's no "this was AI-generated" label and no indication that the reply was reviewed first. To the guest, it's simply a prompt, well-written response from your team. ## When to use it Sending a held-back draft is ideal when: - Vanio AI's reply already says what you would have said, and you just want it out the door. - You trust the response but appreciate that Vanio AI paused to check with you. - You want to save time on routine situations without giving up oversight. If the draft isn't quite right, you have the full set of [Collaboration Drawer](/docs/ai-collaboration-drawer) options instead — give Vanio AI a specific instruction, save a new policy so it handles this on its own next time, or turn on [Defend Mode](/docs/defend-mode) for a difficult guest. ## How it makes Vanio AI smarter Every time you send a held-back draft as-is, you're signaling to Vanio AI that its reply was on the mark for that kind of situation. Over time this teaches Vanio AI where it can act more autonomously — meaning fewer drafts held back for review and more messages handled end to end, while the ones that truly need your judgment still come to you. ================================================================================ ## FOR SERVICE PROVIDERS ================================================================================ -------------------------------------------------------------------------------- # What Vanio Does for Cleaning Companies URL: https://www.vanio.ai/docs/sp-introduction Tags: cleaning-co, maintenance-co, getting-started Vanio AI gives cleaning companies one dashboard to manage turnovers across all host clients, with AI scheduling, SMS-based staff dispatch, and automatic payments. -------------------------------------------------------------------------------- ## One Dashboard for All Your Host Clients ![Operations Dashboard — all tasks from all hosts in one view](/docs/operations-dashboard.png) Instead of juggling separate calendars, group chats, and spreadsheets for each host you work with, Vanio puts every turnover from every client into a single dashboard. When a guest checks out from any connected property, a cleaning task appears automatically. ## How It Works 1. **Hosts connect their calendars or PMS** — Vanio pulls reservation data from Airbnb, Booking.com, VRBO, or any property management system your hosts use. 2. **Turnovers auto-create** — When a checkout is detected, Vanio creates a cleaning task with the property address, checkout time, next check-in time, and any special instructions. 3. **AI assigns the right cleaner** — The system matches tasks to staff based on proximity, skills, workload, and availability. No manual scheduling required. 4. **Staff get dispatched via SMS** — Your cleaners receive a text message with the task details. They reply "1" to accept. No app to install, no login to remember. 5. **Inspections are documented** — Staff send photos via MMS text. Photos attach to the task automatically for before/after documentation. 6. **Payments process automatically** — Completed tasks trigger payment. Your cleaners get paid, you get paid. No invoicing back-and-forth. ## What You Need to Get Started - A Vanio account (free to create at app.vanio.ai) - At least one host client connected (via Vanio workspace, email forwarding, iCal, or PMS integration) - Staff phone numbers added to the system ## What Your Staff Need A phone that can send and receive text messages. That is it. No smartphone required, no app install, no training session. If they can text, they can use Vanio. -------------------------------------------------------------------------------- # Creating Your Service Provider Account URL: https://www.vanio.ai/docs/sp-account-setup Tags: cleaning-co, maintenance-co, getting-started Sign up at app.vanio.ai, select the Service Provider workspace type, add your company details, and invite your first team member. -------------------------------------------------------------------------------- ## Step 1: Sign Up Go to [app.vanio.ai](https://app.vanio.ai) and create an account with your email address. ## Step 2: Select Workspace Type During onboarding, select **Service Provider** as your workspace type. This configures your dashboard for managing cleaning staff, turnovers, and host client relationships. ## Step 3: Add Company Details - **Company name** — displayed to hosts when they receive your connection request - **Phone number** — your business contact number - **Service area** — the cities or regions you cover ## Step 4: Invite Your First Team Member ![Team settings — add staff with name and phone number](/docs/settings-team.png) Go to **Settings → Team** and add a team member: - Their **name** - Their **phone number** (how they receive task dispatches) - Their **role** — Cleaner, Inspector, or Manager Team members who are cleaners do not need a Vanio account. They work entirely via SMS. Only add Vanio accounts for people who need dashboard access. ## Step 5: Connect Your First Host Four options to start receiving turnovers: - **Vanio workspace** — if your host already uses Vanio - **Email forwarding** — connect your Gmail or IMAP inbox that receives booking confirmations - **iCal calendar** — paste a calendar URL from Airbnb or Google Calendar - **PMS integration** — connect through the app marketplace ## What Happens Next Once a host is connected and a checkout is detected, your first turnover task will appear on the dashboard and be dispatched to your team via SMS. -------------------------------------------------------------------------------- # How Turnovers Auto-Create from Host Calendars URL: https://www.vanio.ai/docs/sp-turnovers-auto-create Tags: cleaning-co, scheduling When a guest checks out from any connected property, Vanio automatically creates a cleaning task, assigns it, and dispatches via SMS. -------------------------------------------------------------------------------- ## The Flow ![Schedule view showing turnovers across properties](/docs/operations-schedule.png) ``` Guest checkout detected → Cleaning task created → Assigned to primary cleaner → SMS dispatched ``` This happens automatically. No manual entry, no copy-pasting from calendars. ## What Triggers a Turnover A turnover task is created when Vanio detects a gap between one reservation's checkout and the next reservation's check-in at the same property: - **Same-day turnovers** — guest checks out at 11am, next guest checks in at 3pm - **Gap days** — one or more empty nights between reservations - **Back-to-back bookings** — the most time-sensitive scenario, flagged as high priority ## What the Task Contains - **Property name and address** - **Checkout date and time** - **Check-in date and time** (your deadline) - **Guest count** for the next reservation - **Special instructions** from the host - **Checklist** if configured for that property ## How Assignment Works The system checks for a **primary cleaner** assigned to that property. If one exists, they get the task directly via SMS. If unavailable, the AI auto-assignment engine evaluates proximity, workload, skills, and availability to find the best match. ## When Changes Happen - **Date change** — task moves to the new checkout date - **Cancellation** — task is cancelled, staff notified via SMS - **New booking added** — new turnover created if needed You do not need to monitor calendars for changes. The system handles it. -------------------------------------------------------------------------------- # AI Auto-Assignment URL: https://www.vanio.ai/docs/sp-ai-assignment Tags: cleaning-co, maintenance-co, scheduling Vanio automatically assigns cleaning tasks to the best available staff member based on proximity, skills, workload limits, and availability. -------------------------------------------------------------------------------- ## How the AI Picks a Cleaner When a turnover task is created and no primary cleaner is assigned, the AI evaluates all available staff: ### 1. Availability Calendar Staff marked as unavailable are excluded immediately. Set availability in **Settings → Team → [Staff Member] → Availability**. ### 2. Skill-Based Routing If a property requires specific skills (deep clean, laundry, pet cleanup), only qualified staff are considered. Tag skills under **Settings → Team → [Staff Member] → Skills**. ### 3. Proximity Matching The system calculates distance between staff and the property. Closer staff are preferred. ### 4. Workload Caps Each staff member has a daily limit (default: 5 hours). If adding this task exceeds the cap, they are skipped. Adjust in **Settings → Team → [Staff Member] → Daily Limit**. ### 5. Current Task Load Between equally qualified cleaners, the one with fewer tasks that day gets the assignment. ## What Happens After Assignment 1. Task assigned on the dashboard 2. SMS sent with task details 3. Staff reply "1" to accept or "2" to decline 4. If declined or no response, task moves to the **offer cascade** ## Overriding the AI You can always manually assign from the dashboard. Click the task, select **Assign**, pick a staff member. -------------------------------------------------------------------------------- # Offer Cascade URL: https://www.vanio.ai/docs/sp-offer-cascade Tags: cleaning-co, maintenance-co, scheduling Automatically offer tasks to the right person first, with maintenance vendors always receiving an SMS that includes the exact unit name. -------------------------------------------------------------------------------- When a new task is ready, Vanio doesn't blast it to everyone at once. Instead, it offers the job to the best-fit person first, gives them a short window to accept, then moves on if they pass. This is called the **offer cascade** — it keeps your best staff busy without overwhelming anyone. ## How it works 1. A task becomes ready (a reservation ends, a maintenance request is filed, etc.) 2. Vanio picks the top-priority person for that property and role 3. That person gets an SMS and push notification 4. They have a set window (default 10 minutes) to accept or decline 5. If they accept, the task is theirs. If they decline or don't respond, it passes to the next person 6. The cascade continues until someone accepts or the list is exhausted If no one on your internal team accepts, the task can optionally fall through to the marketplace (see **Marketplace Fallback**). > **Note:** Some properties are set up to route tasks directly to a dedicated team member — for example, a concierge who manages all requests for a specific property. When a property has this kind of direct routing configured, the offer cascade is bypassed entirely: the task is assigned immediately and that person is notified through their in-app inbox, not via SMS. If you expect cascade behavior for a property but aren't seeing it, check whether a direct routing rule is in place for that property (see **Direct routing** below). ## Maintenance requests and external vendors When a guest files a maintenance report — for example, a broken AC, a plumbing issue, or an appliance failure — Vanio immediately sends an SMS to the assigned external vendor for that property, even if your account's general SMS offer cascade is turned off. This applies to all maintenance and repair task types, including: - General maintenance and repairs - Plumbing - HVAC - Electrical - Handyman work - Appliance issues The SMS the vendor receives includes the property address, a description of the issue, the urgency level, and the **exact unit name** — so they know precisely where to go without any follow-up call. For example, a vendor will receive the specific unit identifier (such as "Signature 18604") rather than a generic reference to "the property." **What counts as an external vendor?** External vendors are companies or contractors who don't have a Vanio app account — they can only be reached by text message. This is typical for third-party service businesses (like a plumbing company or an HVAC contractor) that you've added to your vendor list. Internal staff members who log in to the Vanio app work differently: for maintenance tasks assigned to them, the task appears in their in-app inbox as usual, without an SMS offer. > **This does not affect routine cleaning or internal staff scheduling.** The immediate SMS dispatch applies only to maintenance and repair tasks going to external vendors. Cleaning tasks and tasks assigned to your internal team continue to work exactly as before. [Screenshot: An example vendor SMS showing the exact unit name (e.g. "Signature 18604"), issue description, and urgency level] ## Maintenance tasks from guest conversations When a maintenance task is created through an AI-assisted guest conversation, it automatically appears on the correct conversation thread in your dashboard — the one you were working in when the task was created. This means you can open any guest conversation, create a maintenance task from it, and immediately see that task on the same thread without having to search for it elsewhere. This works correctly even when a guest has multiple reservations or when the conversation thread is linked to a different unit than the one originally reported. [Screenshot: A conversation thread showing a maintenance task surfaced directly on the dashboard item where it was created] ## Setting priority order 1. Open a property 2. Go to **Assigned Staff** 3. Drag staff into your preferred order 4. Save The person at the top gets first offer. You can set different orders per role (cleaner, maintenance, etc.) and per day of the week. ## Adjusting the response window Default is 10 minutes, but you can tighten or loosen it: 1. Go to **Settings → Task Offers** 2. Change **Offer Window** (1-60 minutes) 3. Save Shorter windows fill tasks faster but give staff less time to respond. Longer windows are gentler but slow down scheduling on busy days. ## Same-time offers For urgent situations, you can switch a property to **Broadcast Mode** — the task goes to everyone at once and the first to accept wins. Use this sparingly; it can feel like a race. ## Direct routing Some properties are assigned a dedicated internal team member — such as a concierge — who handles all tasks for that property. When this is configured: - **The offer cascade does not run** for that property. There is no SMS offer sequence. - The task is assigned directly and the team member sees it in their **in-app inbox** instead. - This applies to whichever task types the rule covers — maintenance, cleaning, or both. - Your guests are still kept informed as normal. This setup is ideal when a specific person is always the right contact for a property and you don't need the cascade to evaluate other candidates first. If you're unsure whether a property has direct routing configured, contact your Vanio account team. ## Common questions **What if everyone declines?** The task is flagged as unassigned and you get an alert. You can manually assign, extend the cascade, or push to the marketplace. **Can I see who's been offered?** Yes — open the task and look at the **Offer History** timeline. You'll see every person it went to, when, and how they responded. **Do declines hurt a staff member's score?** No. Declining is normal and expected. Only no-shows and late cancellations affect reliability. **I expected the cascade to run for a property, but it didn't — why?** If a property has a direct routing rule set up, the cascade is skipped and the task goes straight to the assigned team member. Check the task's assignment history to see how it was routed, or reach out to your Vanio account team to review the property's routing settings. **My general SMS cascade is turned off — will maintenance vendors still get texted?** Yes. External vendors assigned to maintenance and repair tasks always receive an immediate SMS when a maintenance report is filed, regardless of your account's global cascade setting. This is separate from the standard offer cascade and only affects those specific task types going to vendors without a Vanio app account. Routine cleaning tasks and internal staff are not affected. **Will my vendor's SMS always show the specific unit?** Yes. Every maintenance offer SMS now includes the exact unit name — for example, "Signature 18604" — so your vendor knows precisely which unit to go to. If for any reason the unit name isn't included in the message body, Vanio automatically appends it before the SMS is sent. **I created a maintenance task from a guest conversation but can't find it on that thread — what happened?** Maintenance tasks created from guest conversations now always appear on the conversation thread where you opened them. If you created a task before this was fixed and it isn't showing up, try opening the task directly from the **Tasks** view and checking its linked reservation there. The cascade is what makes Vanio feel automatic. Set it up once and tasks route themselves. -------------------------------------------------------------------------------- # Connect via Vanio Workspace URL: https://www.vanio.ai/docs/sp-connect-vanio Tags: cleaning-co, maintenance-co, connections If your host client already uses Vanio, connect directly through the platform to see their turnovers and communicate in one place. -------------------------------------------------------------------------------- # Connect via Vanio Workspace If you already run your properties on Vanio, turning on the staff and cleaning module takes about two minutes. Everything is already connected — your properties, reservations, guests, and payment accounts flow straight into the task system. ## Turning it on 1. Go to **Settings → Staff & Tasks** 2. Click **Enable Staff Module** 3. Confirm your time zone and default task offer window 4. Save That's it. From now on, every reservation automatically creates a turnover task scheduled between checkout and the next check-in. ## What gets imported automatically - **Properties** — all active listings appear in the Staff module immediately - **Reservations** — past, current, and upcoming - **Check-in / check-out times** — used to schedule tasks - **Mid-stay cleans** — if the guest booked one, it's scheduled too - **Access codes** — shared with the assigned cleaner at the right moment - **Guest count and stay length** — used to pick the right checklist ## What to do next 1. **Add your staff** — go to **Staff → Add Staff** and invite your cleaners and maintenance crew 2. **Assign them to properties** — open each property and pick the preferred cleaner 3. **Attach checklists** — pick one of the templates or build your own 4. **Set payouts** — choose hourly, per-task, or per-property rates Once these are in place, tasks are generated and offered automatically for every new reservation. ## Staying in sync Any change you make to a reservation — new booking, cancellation, date change, early check-in — automatically updates the associated task. If a guest cancels, the task is canceled. If they extend, the turnover moves to the new checkout date. You never have to tell the staff module anything; it's already listening. ## Common questions **Can I turn it off for specific properties?** Yes. Open any property and toggle **Auto-create tasks** off. You can still manually create tasks for that property when needed. **Does this work with multiple calendars?** Yes. If a property is listed on Airbnb, Booking.com, VRBO, and your direct site, tasks are scheduled from the merged calendar so turnovers never collide. **Does it cost extra?** The staff module is included in your standard plan. Marketplace and payroll are pay-as-you-go. -------------------------------------------------------------------------------- # Connect via Email Forwarding URL: https://www.vanio.ai/docs/sp-connect-email Tags: cleaning-co, maintenance-co, connections Connect your Gmail or any IMAP inbox. Booking confirmation emails are automatically parsed into cleaning tasks. -------------------------------------------------------------------------------- # Connect via Email Forwarding No PMS? No problem. If your properties are booked through platforms that send confirmation emails, you can plug Vanio in by simply forwarding those emails — no integrations, no API keys. ## How it works Vanio gives you a unique forwarding address (e.g. yourteam@in.vanio.ai). When a new booking confirmation arrives in your inbox — from Airbnb, Booking.com, VRBO, your website, or any other source — forward it to this address. Vanio reads the email, extracts the reservation details, and creates a turnover task automatically. ## Setup 1. Go to **Settings → Connections** 2. Click **Email Forwarding** 3. Copy your unique forwarding address 4. In your email provider (Gmail, Outlook, Apple Mail), create a filter or rule: - **From**: the booking platform (e.g. noreply@airbnb.com) - **Action**: forward to your Vanio address 5. Save the rule Do this once per platform. From that moment on, every new booking flows into Vanio automatically. ## What gets extracted - Guest name - Check-in and check-out dates and times - Number of guests - Property name or address - Reservation total (used for payout calculations) - Special requests (early check-in, late checkout, etc.) If the email includes a mid-stay clean request, that's extracted too. ## Matching properties The first time a booking for a new property arrives, Vanio asks you to match the email's property name to one in your Vanio account. After that, it remembers the mapping and all future bookings match automatically. ## What to do if something doesn't import Some email formats are more reliable than others. If a booking fails to parse: 1. Go to **Connections → Email Log** 2. Find the failed email 3. Click **Map Fields** and correct anything that's missing 4. Save — Vanio remembers the format for next time ## Common questions **Is email forwarding secure?** Yes. Your forwarding address is unique, random, and tied only to your account. Only emails forwarded to it are processed. **Can I forward cancellations and changes too?** Yes — update emails are processed the same way, and your tasks adjust automatically. **Should I use this or a direct integration?** If a direct integration exists for your PMS or channel manager, use it — it's faster and more reliable. Email forwarding is best for platforms without an API. -------------------------------------------------------------------------------- # Connect via iCal Calendar URL: https://www.vanio.ai/docs/sp-connect-ical Tags: cleaning-co, maintenance-co, connections Paste an iCal URL from Airbnb, Google Calendar, or any platform. Vanio imports events and auto-creates turnovers that stay in sync. -------------------------------------------------------------------------------- # Connect via iCal Calendar If your bookings live in a calendar that publishes an iCal feed — Airbnb, VRBO, Google Calendar, Apple Calendar, or any other platform — you can plug them into Vanio in about a minute. No API keys, no account linking, just a URL. ## What you need - The iCal URL from your booking platform (usually found under **Calendar → Export** or **Sync**) - One URL per property ## Adding an iCal feed 1. Go to **Properties** and open the property you want to connect 2. Click **Calendars** → **Add iCal** 3. Paste the iCal URL 4. Give it a label (e.g. "Airbnb", "VRBO") 5. Save Vanio fetches the feed immediately and imports every future reservation it finds. From then on, it refreshes every 15-30 minutes so new bookings, cancellations, and date changes flow in automatically. ## What gets imported - Check-in and check-out dates - Reservation ID from the source platform - Guest name (if the feed includes it — Airbnb hides it) - Notes or special requests (if included) iCal feeds are usually anonymous — you won't see guest contact info or pricing. That's a limit of the format, not Vanio. ## Multiple calendars on one property Most hosts list a single property on multiple platforms. Add one iCal per platform and Vanio merges them into a single master calendar. Conflicts (double-bookings) are flagged immediately so you can fix them before they become a problem. ## Turnover scheduling from iCal Even though iCal gives limited info, it's enough for Vanio to schedule turnover tasks. As soon as a new booking appears, a cleaning task is created for the checkout date and offered to your team. ## Common questions **How fast does a new booking show up in Vanio?** Usually within 15 minutes. Some platforms push faster than others. **Can guests see their name in Vanio if I use iCal?** Only if the source feed includes it. Most platforms redact guest names in iCal for privacy. **Is iCal as reliable as a direct integration?** For scheduling tasks, yes. For full guest messaging, pricing, and payments, you'll want a direct integration (Airbnb API, Booking.com partner feed, etc.). **Can I remove an iCal later?** Yes — open the calendar in Vanio and click **Remove**. Historical reservations are kept; future ones stop syncing. -------------------------------------------------------------------------------- # Connect via PMS Integration URL: https://www.vanio.ai/docs/sp-connect-pms Tags: cleaning-co, maintenance-co, connections If your host uses a PMS, connect through the Vanio app marketplace for the most complete reservation data. -------------------------------------------------------------------------------- # Connect via PMS Integration If you already use a property management system (PMS) — Hostaway, Hostfully, Guesty, Smoobu, OwnerRez, Lodgify, or another — Vanio can connect directly to it. Bookings, guests, pricing, and messages sync automatically in both directions. ## Supported PMS Vanio has direct integrations with: - Hostaway - Hostfully - Guesty - Smoobu - OwnerRez - Lodgify - Uplisting - And more being added regularly If yours isn't on the list, check **Settings → Connections** — new integrations roll out often. For platforms we don't yet support directly, use iCal or email forwarding. ## Connecting 1. Go to **Settings → Connections** 2. Click **Add PMS** 3. Pick yours from the list 4. Follow the sign-in prompts (you'll be taken to your PMS to authorize) 5. Vanio starts importing your properties and reservations Initial import takes anywhere from 30 seconds to 10 minutes, depending on how much data you have. ## What syncs - **Properties** — every active listing - **Reservations** — past, current, and future (plus cancellations) - **Guests** — names, emails, phone numbers (where the PMS exposes them) - **Pricing** — nightly rates, fees, totals - **Messages** — guest/host threads from Airbnb, Booking.com, VRBO - **Check-in / check-out times** - **Availability calendars** - **Special requests** — early check-in, late checkout, pet fees Changes in either system (Vanio or your PMS) sync within seconds, so both stay in lockstep. ## Mapping properties The first time you connect, Vanio asks you to confirm how properties should be mapped. If you already have some listings in Vanio, you can merge them with the PMS import instead of creating duplicates. ## What flows back to the PMS Vanio pushes cleaning status, task notes, and damage reports back to the PMS so your existing dashboards stay accurate. Messages you send in Vanio also appear in the PMS thread. ## Disconnecting If you decide to switch, go to **Connections → [PMS name] → Disconnect**. Historical data is preserved — only the sync stops. ## Common questions **Can I run Vanio and my PMS side by side?** Yes. Many hosts use Vanio for operations (staff, cleaning, messaging, AI) and keep their PMS for channel management. Both stay in sync. **What if I get a double booking?** Vanio flags conflicts immediately on the calendar view so you can resolve before it becomes a problem. **Does Vanio replace my PMS?** It can — Vanio has its own channel manager (Repull) — but you don't have to migrate. Use what works for you. -------------------------------------------------------------------------------- # How Cleaners Work With Vanio — Just Text Messages URL: https://www.vanio.ai/docs/sp-sms-overview Tags: cleaning-co, maintenance-co, sms No app to install, no password to remember. Your team accepts jobs, sends photos, and marks work done with plain text messages. -------------------------------------------------------------------------------- ## Why text messages Cleaning teams come from all walks of life. Some have the latest iPhone, some have a basic flip phone, and some have a brand new smartphone but no patience for one more app to install. Vanio works for all of them by running the entire workflow through standard text messages on whatever phone they already use. No app to download. No password to forget. No training session. If they can text their cousin, they can work with Vanio. ## What the workflow looks like ### 1. The job offer A text shows up on the cleaner's phone: > New job: Sunset Villa, 456 Beach Rd. Checkout April 6 at 11am, next check-in 3pm. 3BR/2BA. Reply 1 to accept, 2 to decline. ### 2. Accept or decline The cleaner replies **1** to accept or **2** to decline. If they accept, they immediately get the full details: address, access code, parking, special instructions, and the checklist for that property. If they decline, the job moves to the next cleaner automatically. No one is left hanging. ### 3. On the way and on site While they're working, they can text natural updates: - "On my way" - "Here, starting now" - "Running 15 minutes late" - "What's the wifi password?" - "Out of trash bags" Vanio understands plain language and updates the timeline in real time. The manager and host both see the status without having to ask. ### 4. Photos by text When the cleaner takes photos of finished rooms, they just send them as picture messages to the same number. The photos attach to the job automatically and show up in the report. ### 5. Marking it done When the job's finished, the cleaner texts **done**, **finished**, or **listo**. Vanio confirms, calculates total time on site, and generates the polished task report for the host. ## Auto-translation Cleaners can text in any language they're comfortable with — Spanish, Portuguese, Russian, Polish, Tagalog, Arabic, and many others. Vanio replies in the same language. Managers and hosts always see everything in their own language. Nobody has to translate anything by hand. ## What managers see While the cleaner just sees a friendly text conversation, you (as a manager or host) see the full picture in your dashboard: - Live status for every active job - Every text message in the job timeline - Photos as they come in - Flagged issues - Total time on site - The final shareable report ## Why this matters Most software for cleaning teams fails for the same reason: cleaners won't use it. They forget passwords, they don't have data, they speak a different language, they never installed the app in the first place. The job ends up getting tracked over WhatsApp by the manager, who then has to retype everything into the dashboard. Vanio skips that whole problem. The cleaner uses what they already know — text messages — and the dashboard fills in by itself. No double entry. No training. No frustrated cleaners deleting the app on day three. ## Common questions **Do cleaners need a data plan?** No. Standard SMS works on any phone. Picture messages need a camera, which most modern phones have. **Can I still use a normal app for cleaners who prefer one?** Yes — there's a web dashboard for anyone who wants it. The two stay in sync. **What if a cleaner doesn't reply?** The job is reassigned automatically and the manager is notified. **How does Vanio know which job a message is about?** It tracks the cleaner's active jobs and asks when there's any doubt. -------------------------------------------------------------------------------- # Accept and Finish Jobs by Text URL: https://www.vanio.ai/docs/sp-sms-accept-complete Tags: cleaning-co, maintenance-co, sms Reply 1 to take a job, send photos as you go, text 'done' when you're finished. Works in any language, on any phone. -------------------------------------------------------------------------------- ## The simplest way to work You don't need an app, a login, or a smartphone with a fancy data plan. Everything you need to accept, work on, and finish a cleaning job happens through plain text messages on the same number that sent you the job offer. ## Accepting a job When a new job is offered, you'll get a text like this: > New job: Sunset Villa, 456 Beach Rd. Checkout April 6 at 11am, next check-in 3pm. 3BR/2BA. Reply 1 to accept, 2 to decline. To accept, reply with: - **1** - **yes** - **accept** - **ok** Any of those work. You'll get a confirmation right back with the address, the access code, parking notes, and the checklist. To decline, reply with: - **2** - **no** - **decline** The job moves to the next available cleaner. There's no penalty for declining — sometimes you're just not free. ## While you're working You can text the same number anytime during the job. Vanio understands plain language: - **"On my way"** — your status switches to *In Transit* and the host can see you're heading over. - **"I'm here"** — your status switches to *In Progress* and the timer starts. - **"Running 20 minutes late"** — the host gets a heads-up automatically so they're not wondering. - **"The dishwasher is broken"** — an issue is created and the host is notified. - **"What's the gate code?"** — Vanio replies with the code right away. - **"Need more towels"** — flagged for the host to restock before the next guest. You don't need to remember exact words. Type whatever feels natural — Vanio figures it out. ## Sending photos Take photos with your phone camera and send them as picture messages to the same number. They attach to your active job automatically. See **Send Photos by Text** for details on how many to take and what to capture. ## Finishing the job When you're done, just text: - **done** - **finished** - **complete** - **listo** (or whatever the equivalent is in your language) You'll get a confirmation: > Task completed! Sunset Villa marked done at 1:45pm. Total time: 2h 15m. Great work. If photos were required and you forgot some, Vanio will ask for them before closing the job. ## Multiple languages Vanio understands and replies in over 20 languages. Just text in whatever language you're comfortable with — Spanish, Portuguese, Russian, Polish, Tagalog, Arabic, and many more. You don't need to set anything up. The system picks up on your language from the first message. ## More than one active job If you have two or three jobs going at once, Vanio keeps track of which is which. If something is unclear, it'll just ask: > You have 2 active jobs right now. Reply A for Sunset Villa or B for Ocean Apt 3B. ## What happens if you don't reply If you don't accept or decline a job offer within a few minutes, the job automatically moves to the next cleaner so the host isn't left hanging. You'll get a short note letting you know it was reassigned. If you stop replying mid-job, your manager (or the host, if you're independent) gets a heads-up so they can check on you. ## Common questions **Do I need a smartphone?** No. Any phone that can send and receive text messages works. Picture messages need a camera, but everything else works on basic phones. **What if I make a typo?** Don't worry — Vanio is forgiving with spelling and short replies. **Can I stop getting offers?** Yes — text **pause** to stop receiving offers, or **resume** to start again. -------------------------------------------------------------------------------- # Send Photos by Text URL: https://www.vanio.ai/docs/sp-sms-photos Tags: cleaning-co, maintenance-co, sms Send photos via text message during cleaning tasks and get instant AI feedback with improved image analysis and room detection. -------------------------------------------------------------------------------- ## How it works When you're working on a cleaning or maintenance job, you can document everything by simply sending photos as picture messages to the same number you get task offers from. There's nothing to download, no app to log into, no upload screen to wait on. Take the photo, hit send, and it's attached to your active task within seconds. What's new: Vanio AI now analyzes your photos reliably and texts you back with instant feedback — while you're still at the property. Photo analysis has been improved to correctly identify and describe every image you send. ## Sending a photo 1. Take the photo with your phone's regular camera. 2. Open your text messages. 3. Find the conversation with the Vanio number (the same one that texted you the job). 4. Attach the photo and send it like any picture message. That's it. Vanio matches your photo to the next checklist item on your active task and runs AI verification. ## What happens after you send Within seconds, you get a text back: - **Passed** — "Make the bed with fresh linens — Passed! Bed looks neatly made with fresh white linens, pillows arranged symmetrically." - **Needs attention** — "Clean kitchen counters — Needs attention. Spots visible on counter near sink. Please wipe down and resend." If something didn't pass, fix it while you're still there, take another photo, and send again. The AI re-checks and texts you the new result. No callbacks, no surprises later. ## Improved photo analysis Vanio now correctly identifies and describes every photo you send. The automated tagging and room detection features work as intended, so your property images are properly categorized and matched to the right checklist items. This means more accurate feedback and fewer photos being skipped or misidentified. ## AI feedback in your language If your preferred language isn't English, the AI feedback arrives translated. A Bulgarian cleaner gets the result in Bulgarian, a Spanish cleaner in Spanish. Both the original and translated versions are stored. ## Sending multiple photos You can send as many photos as you need: - **All in one message** — attach several photos to a single MMS and send them together. - **One at a time** — send them as separate messages. Each one is matched to the next checklist item that needs a photo. ## How many photos to send A good rule of thumb is **two to three photos per room**: - One wide shot from the doorway showing the whole room - One close-up of any area that needed extra attention (made bed, cleaned counter, polished mirror) - One of anything unusual — damage, low supplies, something the host should know about For a typical 2-bedroom turnover, that's around 12 to 18 photos. For a deep clean, more is better. ## Photo guidelines - **Open the blinds and turn on the lights.** Dark photos score lower in AI verification. - **Match the reference angle.** If the host set a reference image for a checklist item, try to match the same angle — it helps the AI compare accurately. - **Hold the phone level.** Blurry or crooked photos may fail verification. - **Skip personal items.** Don't photograph guest belongings. ## Reporting damage or issues If you find damage, take a photo and add a short description in the same message: > "Tile cracked behind toilet in master bath — was already like this when I arrived." The photo and your note are flagged on the task as an issue, so the host sees it right away. ## Where photos show up Every photo you send is added to: - The **task timeline** — visible to the host in real time - The **checklist item** — matched to the specific step it verifies, with the AI result - The **task report** — shown as Expected vs. Approved with any previous attempts and rejection reasons - The **property history** — searchable later ## Common questions **What if AI says my photo failed but I think it's fine?** Move on — the host can review and override. AI is a helper, not the final judge. **Do I have to retake every failed photo?** No. You can skip and continue. But fixing issues while on-site means fewer callbacks and better ratings. **Do photos cost me anything?** Just whatever your phone carrier charges for picture messages. **What if I send a photo to the wrong task?** Text "wrong task" and Vanio will help you reattach it. -------------------------------------------------------------------------------- # Auto-Translation for Multilingual Teams URL: https://www.vanio.ai/docs/sp-sms-translation Tags: cleaning-co, maintenance-co, sms Staff text in their native language. Vanio AI translates to English for the manager and translates responses back. -------------------------------------------------------------------------------- # Auto-Translation for Multilingual Teams If your cleaning and maintenance crews speak different languages, Vanio handles translation automatically so you never have to think about it. ## How it works When you send a task, message, or checklist to a staff member, Vanio detects their preferred language from their profile and translates the text before it leaves your phone. When they reply — by SMS, WhatsApp, or in the app — their response is translated back into your language before it reaches your inbox. Both the original and translated versions are stored in the conversation, so you can always see exactly what was sent and received. ## Setting a staff member's language 1. Go to **Staff** in the sidebar 2. Click the staff member you want to update 3. Under **Preferred Language**, pick from English, Spanish, Portuguese, French, Polish, Romanian, Bulgarian, and more 4. Click **Save** From that moment on, every message and task sent to that person will arrive in their language. ## What gets translated - Task offers ("New cleaning at 123 Main St, 2pm") - Checklists and instructions - Photo captions and notes - Replies from staff - Schedule changes and reminders - **AI inspection feedback** — when Vanio AI checks a cleaner's photo and sends back a result, the feedback is translated to the cleaner's language automatically Property addresses, access codes, and brand names stay in their original form so nothing gets garbled. ## AI feedback in context When a cleaner sends a photo by MMS and Vanio AI responds with a pass or fail result, the entire feedback message — including specific issues to fix — arrives in the cleaner's preferred language. The host sees the English version on their dashboard. This means a Spanish-speaking cleaner gets: "Hacer la cama con sabanas frescas — Aprobado! La cama se ve limpia y ordenada." while the host sees the English equivalent in the task timeline. ## What you see in the inbox Every message in a translated conversation shows a small flag or language label. Hover or tap it to see the original text alongside the translation. This is useful when you want to double-check a detail or copy an exact phrase. ## Common questions **Does translation cost extra?** No — it's included in your plan. **Can staff change their own language?** Yes. They can reply with "language spanish" (or any supported language) to any SMS, or update it from their profile in the app. **What if a message is partly in another language?** Vanio translates the whole message into the recipient's preferred language, preserving numbers, addresses, and links. **Is voice supported?** Voice notes are transcribed, translated, and shown as text. The original audio is kept in the thread so you can still listen. Multilingual teams are one of the biggest causes of miscommunication in hospitality. Auto-translation removes that friction entirely so your crew can focus on the work. -------------------------------------------------------------------------------- # Photo Documentation, Room by Room URL: https://www.vanio.ai/docs/sp-photo-docs Tags: cleaning-co, inspections AI-verified photo documentation with automated room detection and categorization for vacation rental turnovers. -------------------------------------------------------------------------------- # Photo Documentation, Room by Room Every property is different, and Vanio makes sure your photo documentation matches the standard your host expects — with AI verification that gives you real-time feedback while you're still on-site. ## Why photo documentation matters When a host wakes at 6am to guest complaints, they need proof the unit was clean. Photos provide instant answers and protect cleaners in disputes about damage, missing items, or checkout timing. > Strong photo documentation is the single biggest thing that turns one-time work into a long-term relationship with a host. ## What to capture For each room, take at least: - **One wide shot from doorway** showing the whole room - **One detail shot** of the area requiring most effort (made bed, polished counter, folded towels, clean shower) - **One after shot of any problem area** — stains that won't come out or low supplies needing restocking A typical 2-bedroom turnover requires 12-18 photos; deep cleans need more. ## AI-verified photo inspection Vanio AI checks your photos in real time as you upload them. For each checklist item that requires a photo, the system: 1. Shows you a **reference image** — what the host expects the result to look like 2. You take your photo 3. **AI compares your photo to the reference** and checks it against the host's quality criteria 4. You get an instant result: **pass** or **specific feedback** on what to fix If something doesn't pass — linens are wrinkled, counters have spots — you see the exact issue while you're still at the property. Fix it, retake the photo, and move on. > No more callbacks two hours later saying "the bed wasn't made right." You know before you leave. ## Automated room detection and categorization When you upload photos, Vanio automatically: - **Identifies room types** — bedroom, bathroom, kitchen, living room, etc. - **Categorizes photos by content** — bed, countertop, shower, appliances, furniture - **Tags images with descriptions** — "blue sofa with ottoman," "king bed with white linens," "granite kitchen counter" - **Groups photos by area** — all bedroom photos appear together, all kitchen photos together This happens instantly as you upload. No need to manually organize or label your photos — the system recognizes what it's looking at and files everything properly. ## Three ways to send photos - **From the task checklist** — open the task, tap each checklist item, take the photo. AI feedback appears immediately - **By text message** — MMS a photo to the conversation. Vanio matches it to your next checklist item and texts back the AI result - **From the upload link** — tap the link in your text message, see each item with its reference image, upload one by one All three methods produce identical results — photos are stored on the checklist item, AI runs the same verification, results appear in the task report. ## What gets recorded with each photo Every photo is automatically tagged with: - **Timestamp** — exact capture time - **Room type and content** — "master bedroom," "kitchen island," "guest bathroom shower" - **Checklist item** — which specific task step it verifies - **AI verification result** — pass/fail with confidence score - **AI feedback** — specific notes on what was good or what to fix - **Rating** — star rating, pass/fail, or thumbs up/down depending on the checklist setup ## Ratings per item Hosts can configure different rating types per checklist item: - **Pass / Fail** — binary, for items like "is the bed made?" - **Stars (1-5)** — for quality items like "bathroom cleanliness" - **Yes / No** — for stock checks like "are toiletries present?" - **Thumbs up / down** — quick approval - **Scale (1-10)** — detailed quality assessment You complete the rating as you work through each item. Required ratings must be filled before you can mark the step done. ## What hosts see Hosts receive a task report with: - **Photos organized by room** — all bedroom photos together, all kitchen photos together, automatically categorized - **Expected vs. Approved** — side-by-side comparison of the reference image and your approved photo - **Previous attempts** — if you retook a photo, the earlier attempts are visible with the AI's rejection reason - **AI quality summary** — how many items passed, average confidence score, any flagged issues - **Per-item ratings** — your self-assessment alongside the AI's assessment - **Room completion overview** — visual progress showing which areas are documented and verified > Cleaners with strong photo records and high AI pass rates get rated higher, win more bids, and earn more repeat business. ## Flagging an issue For broken appliances, stubborn stains, or low supplies, photograph the issue and add brief notes. The photo is flagged on the task timeline, the host sees it immediately, and it appears in the final report. ## Tips for great photos - **Open blinds and turn on lights** — dark photos score lower in AI verification - **Match the reference angle** — the closer your shot matches the reference image, the higher your confidence score - **Hold phone steady and level** — blurry photos may fail AI verification - **Don't photograph guest belongings** — photograph abandoned items separately - **Take clear, focused shots** — the AI needs to clearly see details to properly categorize and verify your work ## Common questions **What if AI says my photo failed but I know it's fine?** Move to the next item — the host can review and override. AI is a helper, not the final judge. **Do I have to retake every failed photo?** No. You can skip and move on. But fixing issues while on-site means fewer callbacks and higher ratings. **Does the AI work in every language?** Yes — AI feedback is automatically translated to your preferred language. **What if the AI categorizes my photo wrong?** Hosts can see the actual image and will judge based on what they see, not the AI's category. The categorization helps with organization, but the visual verification is what matters for quality control. -------------------------------------------------------------------------------- # Checklists Per Property Type URL: https://www.vanio.ai/docs/sp-checklists Tags: cleaning-co, inspections Create custom cleaning checklists for each property with automatic task assignment, AI inspection, and clear override indicators for special requirements. -------------------------------------------------------------------------------- # Checklists Per Property Every property is different. A studio needs a 20-minute turnover; a 5-bedroom villa needs two hours and a linen swap. Vanio lets hosts build checklists once and automatically apply them to every task — with per-property customization when needed. ## How checklists work Hosts create checklist templates in **Settings > Checklists**. Each template has items organized by room, with options per item: - **Photo required** — you must take a photo to complete this step - **AI inspection** — Vanio AI checks your photo against a reference image - **Rating type** — pass/fail, stars, thumbs up/down, yes/no, or 1-10 scale - **Reference image** — shows you exactly what the host expects When a task is created, the right checklist is automatically attached based on the property and task type. ## Property-level customization Hosts can customize checklists per property in **Settings > Checklists > Property**. A beachfront condo might add "rinse outdoor shower" while a ski chalet adds "check hot tub chemicals." You see the checklist specific to the property you're cleaning — no guessing. ### Assigning checklists to properties To assign a different checklist to a specific property: 1. Go to **Settings > Checklists > Property** 2. Find your property in the list 3. Click the dropdown next to the property name — the name of the currently assigned checklist and number of items will be displayed 4. Select the checklist template you want to use 5. Changes save automatically and persist when you refresh the page [Screenshot: Property checklist assignment interface showing dropdown selection] **Understanding override badges**: When a property has a custom checklist that differs from the default template, you'll see an "OVERRIDE" badge next to the checklist name. This makes it easy to identify which properties have special requirements at a glance. Each property can use a different checklist template, or you can create property-specific versions of existing templates. The system automatically applies the right checklist when tasks are created for that property. ## Working through a checklist When you start a task, the checklist appears step by step: 1. Read the item title and expectations 2. If there's a **reference image**, look at what the host expects 3. Do the work 4. If a **photo is required**, take a photo — AI gives you instant feedback 5. If a **rating is required**, rate the item 6. Tap **Complete Step** to move to the next item You can't mark the task complete until every required step is done. This prevents missed items before they become a problem. ## AI-generated checklists Hosts can use **Generate with Vanio AI** to create checklists automatically from property details — number of bedrooms, bathrooms, amenities. The AI suggests items organized by room with appropriate photo requirements and rating types. ## Via text message Don't have the app open? When a host sends you a task by text, you can: 1. Tap the upload link in the message 2. See each checklist item with its reference image 3. Take photos item by item 4. Get AI feedback instantly 5. Fix issues before leaving If you just MMS a photo back, Vanio matches it to your next checklist item and texts you the AI result. ## Templates Hosts can install ready-made templates from the **community library** — proven checklists shared by other property managers. They can also publish their own templates for others to use. ## Common questions **Can I add notes to a step?** Yes — tap any step to add a note or flag an issue (low supplies, broken item). **What if a step doesn't apply to this visit?** Non-required steps can be skipped. Required steps must be completed. **Can I see the checklist before starting the task?** Yes — the full checklist is visible in the task details before you begin. **What does the override badge mean?** The "OVERRIDE" badge appears when a property uses a custom checklist that's different from the standard template. This helps you quickly identify properties with special requirements. **What if my checklist assignment doesn't save?** Checklist assignments now save reliably. If you're still having issues, try refreshing the page after making changes to confirm they've been applied. -------------------------------------------------------------------------------- # Send Hosts a Polished Task Report URL: https://www.vanio.ai/docs/sp-shareable-reports Tags: cleaning-co, inspections Every finished job becomes a clean, shareable report with photos, checklist, and time spent. Send the link to anyone — no login needed. -------------------------------------------------------------------------------- ## What a task report is When you finish a cleaning or maintenance job, Vanio automatically builds a one-page report that shows exactly what was done. It includes photos, a completed checklist with AI verification results, time spent on site, ratings, and any notes or flagged issues. You can share it with the host, the property owner, or a prospective client with a single link. Think of it as proof of work that does the talking for you. ## What's in the report Every report includes: - **Property name and address** - **Job type** — turnover, deep clean, mid-stay, maintenance - **Cleaner or team** who did the work - **Start and end time**, with total time on site - **Checklist** — every item with completion status, rating, and AI verification result - **AI quality summary** — how many items were verified by AI, pass rate, average confidence score - **Expected vs. Approved photos** — side-by-side comparison of reference images and the cleaner's submitted photos - **Previous attempts** — if a photo was retaken, earlier attempts are shown with the AI's specific rejection reason - **Ratings per item** — star ratings, pass/fail, thumbs up/down depending on how the checklist was configured - **Flagged issues** — anything that needs the host's attention, like a broken appliance or low supplies - **Host rating** — once the host has reviewed the job ## AI quality summary At the top of every report with AI-verified items, a summary banner shows: - Total items verified by AI and how many passed - Average confidence score across all verifications - Number of failed items (if any) - Number of items rated by the cleaner This gives the host an instant quality read before scrolling through individual items. ## Expected vs. Approved For checklist items with reference images, the report shows a side-by-side: - **Expected** — the reference photo the host uploaded showing what the result should look like - **Approved** — the cleaner's photo that passed AI verification If the cleaner retook a photo multiple times, the previous attempts appear below with the AI's specific feedback explaining why each was rejected. This is a transparent quality record — hosts can see the full verification journey. ## When reports are generated Reports are built automatically the moment you mark a task as done. You don't need to do anything extra — as long as you've sent your photos and texted "done", the report is ready. The host gets a notification right away with a link to view it. ## Sharing a report manually 1. Open the finished task from your dashboard or task list. 2. Tap **Share Report**. 3. Copy the link. 4. Send it by text, email, or any messaging app. The link works in any browser. Whoever opens it doesn't need a Vanio account, a password, or the app. ## Good ways to use the link - **Forward it to the property owner.** A lot of hosts manage properties for someone else and like to pass along proof of cleaning. - **Show it to a prospective client.** A real report with AI verification results beats any sales deck. - **Settle a dispute.** If a guest claims the unit wasn't clean, the timestamped photos, AI pass results, and checklist usually end the conversation. - **Train new staff.** Reports with Expected vs. Approved photos are a great way to show what "done right" looks like. ## Privacy and access The link is unguessable, but it is public — anyone with the link can view the report. Treat it like a Google Doc shared with a link: share it with people you trust. If you ever need to pull a report back, open the task and tap **Revoke Link**. The old link will stop working immediately. Personal guest information (full names, phone numbers, payment details) is **never** included in shareable reports. ## Common questions **Can I edit a report after it's published?** You can add late photos or notes for up to 24 hours. After that, the report is locked. **Can the host leave a tip from the report page?** Yes — there's a **Leave a tip** button that goes straight to you. **Does the report show how much I was paid?** No. Pricing is never shown to anyone you share the link with. -------------------------------------------------------------------------------- # Build a Portfolio That Wins You Work URL: https://www.vanio.ai/docs/sp-portfolio Tags: cleaning-co, inspections Turn your past task reports into a portfolio that proves your quality to new hosts — and stop competing on price alone. -------------------------------------------------------------------------------- ## Why a portfolio matters When you're pitching a new host, words only go so far. "We're thorough and reliable" sounds the same coming from every cleaning company. What actually wins the job is showing real proof — real photos, real AI verification results, real ratings from other hosts who already trust you. A portfolio of past task reports does exactly that. It's the difference between competing on price (where you'll always lose to someone cheaper) and competing on trust (where you can charge what you're worth). ## What goes into a portfolio A good portfolio is a small, curated set of your best task reports. Each report already includes everything a prospective host wants to see: - Photos of the property after you finished, with Expected vs. Approved comparisons - AI verification results showing your pass rate and confidence scores - The full checklist you completed with per-item ratings - Time spent on site - Any issues you flagged and how you handled them - The host's rating and comments Your job is to pick the strongest examples and put them in one place. ## AI pass rate as a selling point Your AI verification pass rate is one of the most powerful numbers in your portfolio. When a prospective host sees "94% AI pass rate across 200 verified items," they know your work consistently meets standards — verified by an objective third party, not just self-reported. Cleaners with high AI pass rates: - Win more bids on the task marketplace - Get priority in auto-assignment - Earn higher ratings from hosts - Can charge premium rates ## Building your portfolio 1. Open the **Reports** section in your dashboard. 2. Filter by **5-star** ratings to see your best work. 3. Open a report you're proud of. 4. Tap **Add to Portfolio**. 5. Repeat for 8 to 15 reports that show range — different property types, different sizes, different challenges. You can add and remove reports from the portfolio anytime. Quality beats quantity. A focused 10-report portfolio lands better than 50 average ones. ## What to include Aim for variety and depth: - **Different property types** — a studio, a 2-bedroom apartment, a large house, a condo - **Multiple reports from the same property** to show consistency over time - **Thorough checklists** — every box ticked, with ratings - **High AI pass rates** — reports where most or all items passed AI verification on the first attempt - **Clear photo documentation** — Expected vs. Approved side-by-side, good lighting, sharp angles - **High ratings** — mostly 5-star reports - **Issue handling** — at least one or two reports where you spotted a problem and handled it like a pro The "issue handling" examples are surprisingly powerful. Hosts know things go wrong — what they want to see is how you respond when they do. ## Sharing your portfolio Once you've added reports, tap **Share Portfolio** to get a single link. Send it to anyone — a host you're pitching, an owner asking for proof of quality, a property manager doing background checks. The link works in any browser. No login, no account, no app needed. ## Using it in sales conversations - **Send the link before the meeting.** Hosts who arrive having already seen your work are halfway sold. - **Walk through one or two standout reports.** Point out the AI verification results: "See here — every item passed on the first photo. That's our standard." - **Let real ratings do the talking.** A real 5-star rating from another host carries more weight than anything you could say about yourself. ## Common questions **Will hosts see other hosts' names in my reports?** No — property names and personal details are removed when reports are shared in a portfolio. **Can I update my portfolio after sharing the link?** Yes. The same link will always show your current selection. **How often should I refresh it?** Every couple of months, swap in newer reports with better AI pass rates as your work improves. **Can I have more than one portfolio?** Yes — create separate portfolios for different niches (luxury, budget, large homes) and share the most relevant one with each prospect. -------------------------------------------------------------------------------- # Adding & Assigning Staff to Properties URL: https://www.vanio.ai/docs/sp-add-staff Tags: cleaning-co, maintenance-co, team Add team members by name and phone number, set their roles, assign them to properties, and configure rates. -------------------------------------------------------------------------------- # Adding & Assigning Staff to Properties Build your team and match the right person to the right job. Vanio supports cleaners, maintenance techs, inspectors, and managers — each with their own permissions and pay rates. ## Adding a staff member 1. Go to **Staff** in the sidebar 2. Click **Add Staff** 3. Fill in name, phone number, email, and role 4. Pick a pay model — hourly, flat per task, or per-property rate 5. Save The new staff member gets an invite by SMS and email. When they tap the link, they set a password (or just use SMS-only mode if they don't want an app). ## Assigning to properties Once a person is in your team, decide which properties they work on: 1. Open a property 2. Go to **Assigned Staff** 3. Click **Add**, pick the person, choose their role for this property (cleaner, backup cleaner, maintenance, inspector) 4. Set priority — who gets offered first, who's the backup 5. Save You can assign multiple people to the same role. Vanio offers work in priority order and falls back to the next person automatically if the first declines or is unavailable. ## Bulk assignment Got 20 properties and 3 cleaners? Use **Bulk Assign**: 1. Go to **Staff → [name] → Properties** 2. Click **Bulk Assign** 3. Tick the properties to add 4. Pick role and priority 5. Save ## Roles and permissions - **Cleaner** — sees assigned tasks, checklists, photos, and pay - **Maintenance** — receives work orders, uploads parts receipts - **Inspector** — audits completed cleanings, approves or flags issues - **Manager** — full access to the properties they oversee - **Owner** — sees reports and payouts for properties they own You can mix roles — a single person can be both cleaner and inspector on different properties. ## Removing or pausing someone To temporarily stop offering work to a staff member without deleting them, toggle **Active** off on their profile. To remove entirely, click **Remove** — past tasks and pay history are preserved for records. ## Common questions **Can staff work for multiple companies?** Yes. A cleaner in the Vanio network can work for several hosts at once. Each host sees only their own tasks and pay. **Do I need to onboard each person through Stripe?** Only if you're paying them through Vanio. Staff set up payouts themselves through a secure link the first time they're assigned a paid task. -------------------------------------------------------------------------------- # Workload Caps & Burnout Prevention URL: https://www.vanio.ai/docs/sp-workload-caps Tags: cleaning-co, maintenance-co, team Set daily maximum hours per team member. The system never over-assigns. Prevents burnout and keeps quality consistent. -------------------------------------------------------------------------------- # Workload Caps & Burnout Prevention Great staff are hard to find and harder to keep. Vanio protects your team from burnout with workload caps — simple rules that prevent anyone from being overbooked. ## What a cap does A workload cap is a limit on how much work one person can be assigned in a given period. When the cap is hit, Vanio automatically skips that person and offers the next task to someone else, even if they're the top-priority staff member. Common cap types: - **Max tasks per day** (e.g. no more than 5 cleanings) - **Max hours per day** (e.g. no more than 8 hours of scheduled work) - **Max back-to-back turnovers** (e.g. no more than 3 in a row) - **Required rest between shifts** (e.g. 10 hours off between end of one day and start of next) - **Max days in a row** (e.g. no more than 6 days without a day off) ## Setting caps 1. Go to **Staff** and open a person 2. Click **Workload Caps** 3. Set the limits that apply to them 4. Save You can set company-wide defaults under **Settings → Workload** so new staff inherit sensible limits automatically. ## What staff see When a staff member hits their cap, they simply stop getting offered new work until the period resets. They don't need to do anything — the system protects them silently. If they want to take extra work anyway, they can tap **Request Extra Work** in the app to override the cap for one day. ## What you see On the scheduling dashboard, any staff member close to their cap is shown with a yellow indicator. Hitting the cap turns it red. This gives you an instant view of who's maxed out so you can bring in backup before things break. ## Common questions **Can I override a cap for one emergency?** Yes. Open the task, click **Assign Anyway**, and pick the capped person. You'll see a warning but the assignment goes through. **Do caps count marketplace work?** Yes — any work accepted through Vanio counts, internal or marketplace, so the protection is real. **What's a good default?** For full-time cleaners, 5 tasks/day and 10 hours rest between shifts works for most teams. Start there and tune based on feedback. Happy staff stay longer. Caps are the easiest way to show you care. -------------------------------------------------------------------------------- # Availability Scheduling URL: https://www.vanio.ai/docs/sp-availability Tags: cleaning-co, maintenance-co, team Staff mark which days and hours they're available. Tasks only dispatch to available team members. -------------------------------------------------------------------------------- # Availability Scheduling Tell Vanio when you and your team are available, and the system will only offer tasks during those windows. No more declining jobs at 6am or on your day off. ## Setting your weekly schedule 1. Go to **Staff** and pick a person (or set your own if you're a provider) 2. Open the **Availability** tab 3. For each day of the week, set working hours (e.g. Mon-Fri 8am-5pm, Sat 9am-1pm) 4. Click **Save** Vanio uses these hours to decide who gets offered which task. A cleaner who's off Sundays will never see a Sunday offer. ## Time off and vacations Need a week off? Add a **Time Off** block: 1. On the Availability tab, click **Add Time Off** 2. Pick start and end dates 3. Optional: add a note ("Family trip") 4. Save During that period, the person is skipped automatically. When the block ends, they're back in rotation without you having to remember. ## One-off changes For a single day — doctor's appointment, school pickup — use **Quick Block**: 1. Tap the day on the calendar 2. Choose a time range (or "All day") 3. Save These one-offs don't affect the weekly schedule. They apply only to that date. ## Different hours per property If a staff member only cleans certain properties on certain days, you can set per-property availability. Open the property, go to **Assigned Staff**, and set custom hours for that person at that address. ## What staff see Staff can manage their own availability from the Vanio mobile app or by replying to any SMS with: - **off** — mark today as unavailable - **off friday** — block a specific day - **available monday** — reopen a day Changes sync instantly. If they're already assigned to a task in a newly-blocked slot, you'll get an alert so you can reassign. ## Common questions **What if I get sick mid-shift?** Use Quick Block for the rest of the day. Any unstarted tasks are reoffered automatically. **Can I set different hours in summer vs winter?** Yes — save the schedule as a **Season** and switch between them from the Availability tab. **Does this affect the marketplace?** Yes. Public marketplace offers respect your hours the same way internal tasks do. -------------------------------------------------------------------------------- # Performance Analytics URL: https://www.vanio.ai/docs/sp-performance Tags: cleaning-co, maintenance-co, team Track per-staff metrics: completion time, ratings, task count, and documentation quality. Identify top performers early. -------------------------------------------------------------------------------- # Performance Analytics Know who's great, who's slipping, and where to invest. Vanio tracks every task, photo, hour, and guest reaction so you can run your team on evidence instead of gut feel. ## The dashboard Open **Staff → Performance** to see your whole team at a glance. Each row shows: - Tasks completed this month - Average task duration - On-time start rate - Photo quality score - Guest-linked issues (complaints traceable to that person's work) - Earnings this period - Reliability score (0-100) Sort by any column to find top performers or the people who need a conversation. ## Deep dive into one person Click any staff member for their profile: - Full task history with photos - On-time vs late breakdown - Trend lines over time (improving, flat, declining) - Guest ratings that mention them - Incidents and reports - Tip totals (a surprisingly good quality signal) You can leave notes on their profile — private feedback you can reference in reviews. ## Property-level view Flip to **Properties → Performance** to see things the other way around. Which properties are fastest to turn? Which get the most complaints? Which have the biggest photo-to-task ratios (usually a sign of attention-to-detail)? This view helps you spot properties that need more time budget, different checklists, or a different crew. ## Metrics to watch - **On-time rate** — great teams hit 95%+. Below 85% is a red flag. - **Average turnover time** — compare similar properties. Outliers usually mean inefficiency or skipped steps. - **Photo compliance** — are staff sending the required shots? - **Guest-linked complaints** — issues that trace back to cleanliness or setup - **Reliability score** — Vanio's overall health score, combining all the above ## Setting goals Under **Team → Goals**, set targets like "95% on-time rate" or "0 complaints this week." Staff see their own progress in the app; you see everyone's at once. Goals boost motivation and make feedback less awkward — it's about hitting the number, not about you picking on someone. ## Exporting Every view exports to CSV for your records or further analysis. Use it for reviews, bonuses, or just to spot trends. ## Common questions **Are scores visible to staff?** Yes — staff see their own reliability score and goal progress, but not each other's. This keeps competition healthy without being toxic. **What if someone disputes a metric?** Every data point is traceable back to the task and photo. Open the task, see exactly what happened, and adjust if there's a genuine error. **How often is the data updated?** Immediately — every task completion feeds the dashboard in real time. Good data makes good managers. Use it weekly. -------------------------------------------------------------------------------- # Getting Paid on Task Completion URL: https://www.vanio.ai/docs/sp-getting-paid Tags: cleaning-co, maintenance-co, payments When a task is completed, payment transfers to your account automatically. No invoicing, no chasing payments. -------------------------------------------------------------------------------- # Getting Paid on Task Completion Vanio pays your team the moment their work is approved — no weekly spreadsheets, no Venmo chasing, no "I'll get you next Friday." This section covers how instant pay works, when it kicks in, and how to control it. ## How instant pay works 1. Staff completes a task and uploads any required photos 2. Photos pass review (automatic for standard checklists, manual for flagged cases) 3. Vanio calculates pay from the staff member's rate 4. Funds move from your account to theirs 5. Staff sees the deposit in their bank within minutes This works for cleaners, maintenance techs, inspectors, and anyone else you pay through Vanio. ## Turning it on 1. Go to **Settings → Payouts** 2. Under **Release Schedule**, pick **Instant on approval** 3. Save You can also choose daily, weekly, or on-demand release. Instant is the default for most hosts because it's the biggest retention tool — cleaners love it. ## What about funding? For instant payouts to work, your Stripe account needs available balance. Vanio shows your current balance at the top of the Payouts page and warns you before it runs low. You can top up manually, auto-fund from your bank, or let incoming guest payments cover outgoing staff payouts. ## Approvals You can set tasks to auto-approve (fastest — staff get paid the instant they tap Done) or manual approve (you review photos before releasing pay). Most hosts use auto-approve with spot-check inspections to keep things fast and honest. ## Tips and adjustments Add a tip or adjustment from the task detail page: - **Tip** — bonus on top of base pay (staff sees this clearly) - **Adjustment** — positive (fill-in supplies reimbursement) or negative (deduction for damage) Both are logged and included in the same payout batch. ## Per-staff controls Some staff might prefer weekly payouts over instant. Under **Staff → [name] → Payout Preferences**, you can override the default per person. ## Statements and taxes Staff get a monthly and yearly statement in the app. For US contractors, Vanio issues 1099s at year-end automatically. ## Common questions **Who pays the payout fees?** You do. They're deducted from your balance, not from staff pay. **What happens if payout fails?** Vanio retries, alerts you, and asks the staff member to update their bank details. **Can I claw back pay for a bad job?** Yes, within 24 hours of release. After that, disputes have to go through normal payroll adjustment. Instant pay is one of the easiest ways to keep a happy team. Turn it on and watch retention climb. -------------------------------------------------------------------------------- # Staff Payout Setup URL: https://www.vanio.ai/docs/sp-staff-payout Tags: cleaning-co, maintenance-co, payments Staff receive an SMS link to set up payouts in 60 seconds. Bank details through a secure form, future payments arrive automatically. -------------------------------------------------------------------------------- # Staff Payout Setup Paying your team should be boring — reliable, on-time, and hands-off. Vanio sends payouts directly to your staff's bank accounts the moment a task is approved, or in batches on your schedule. ## How it works 1. You complete a task and approve it 2. Vanio calculates pay based on the staff member's rate (hourly, flat, or per-property) 3. Funds move from your account to theirs 4. Staff see a confirmation in the app and on their bank statement Payouts work in USD, EUR, GBP, CAD, AUD, and 30+ other currencies. Staff in different countries get paid in their local currency automatically. ## Onboarding a staff member for payouts The first time a staff member is assigned a paid task, they get a secure onboarding link: 1. They tap the link (no app download required) 2. Enter bank details or card 3. Verify identity (driver's license or passport) 4. Save You never see their bank details — everything is encrypted and handled by our payment partner (Stripe). ## Pay rate models Under **Staff → [name] → Pay**, pick one: - **Hourly** — staff log clock-in and clock-out; pay = hours × rate - **Flat per task** — same fee for every job of a type (e.g. $50 per turnover) - **Per-property** — custom rate per property (e.g. $40 for Studio A, $75 for Villa B) - **Custom** — mix any of the above on a per-task basis You can also add bonuses for same-day work, back-to-back turnovers, or large properties. ## When payouts go out By default, payouts release the moment a task is approved. You can change this under **Settings → Payouts**: - **Instant** — released on approval (small fee) - **Daily** — bundled at end of day - **Weekly** — bundled every Friday (most common) - **On-demand** — you release manually when ready ## Tips and adjustments Add tips, adjustments, or deductions from the task detail page. Everything is logged and visible to the staff member so there are no surprises. ## Common questions **Who pays the fees?** You do — they're deducted from your funding source, not from staff pay. **What if a payout fails?** Vanio retries automatically, notifies you, and asks the staff member to update their details. **Can staff see lifetime earnings?** Yes — they see a full earnings history in the app and can download statements for taxes. -------------------------------------------------------------------------------- # Track Your Team's Earnings URL: https://www.vanio.ai/docs/sp-earnings Tags: cleaning-co, maintenance-co, payments See exactly what your company and each cleaner earned, run payroll in minutes, and export clean reports for your accountant. -------------------------------------------------------------------------------- ## What the earnings dashboard does If you run a cleaning company with multiple staff, the earnings dashboard shows you everything your team has earned across every property and every host you serve. You can see the big picture, drill into individual cleaners, and export the data straight into payroll. ## Opening the dashboard In your dashboard, go to **Operations → Earnings**. You'll land on a summary screen with three key numbers at the top: - **This period** — total earnings for the date range you've selected - **Outstanding** — money that's been earned but not yet paid out - **Paid out** — money that's already landed in your team's accounts ## Filtering by period Use the date selector to switch between **Today**, **This Week**, **This Month**, **This Year**, or a **Custom Range**. Custom ranges are useful for biweekly payroll cycles or quarterly reviews. The page updates instantly when you change the range — no need to refresh. ## Per-staff breakdown Below the totals you'll see a list of every staff member with: - Number of jobs completed - Total earned - Average rating from hosts - On-time percentage Tap any staff member to see every job they did in the selected period, the property, the amount, and the payment status. This is the view to use when you're calculating payroll, identifying your top performers, or following up on a cleaner whose ratings are slipping. ## Per-property view Switch to the **Properties** tab to see earnings broken down by property and host. This is the view to use when: - A host asks for an invoice or summary of your work - You want to see which clients are most valuable - You're deciding whether to raise rates with a particular host ## Payment status Each job is tagged with one of three statuses: - **Pending** — job done, awaiting host approval - **Processing** — approved and on the way to the bank - **Paid** — money has landed You can filter the list by status to see exactly what's still owed. ## Exporting for payroll 1. Set the date range you want to pay out (for example, the last two weeks). 2. Tap **Export**. 3. Choose **CSV** or **PDF**. 4. The file includes one row per cleaner with their total earnings, job count, and the property breakdown. The CSV is formatted to import directly into QuickBooks, Gusto, and most other payroll tools. If you use a tool that needs a different layout, the columns are simple enough to remap in a spreadsheet. ## QuickBooks and Gusto For QuickBooks, import the CSV under **Banking → File Upload**. For Gusto, use **Run Payroll → Import Hours**. Both will pick up the staff names automatically as long as they match the names in your payroll system. ## Common questions **Can I pay my staff directly through Vanio?** Yes — set up payouts under **Settings → Team Payouts** and Vanio will route each cleaner's share to their bank account automatically after the host approves the job. **Why is a job missing from a cleaner's totals?** It's probably still pending host approval. Check the **Pending** filter. **Can I give one staff member access to only their own earnings?** Yes. In **Team → Permissions**, set their role to **Cleaner** instead of **Manager**. -------------------------------------------------------------------------------- # Using Alongside QuickBooks & Gusto URL: https://www.vanio.ai/docs/sp-quickbooks-gusto Tags: cleaning-co, maintenance-co, payments Vanio handles operations. Your existing QuickBooks and Gusto handle finances. They work alongside each other. -------------------------------------------------------------------------------- # Using Alongside QuickBooks & Gusto Vanio handles task scheduling, time tracking, and staff payouts — but if you already run payroll through QuickBooks or Gusto, you don't have to change a thing. Vanio fits in next to them without duplication. ## Two models **Model A — Vanio pays staff directly.** Cleaners and contractors get paid through Vanio the moment a task is approved. You export a summary to QuickBooks monthly for your books. **Model B — Vanio tracks, QuickBooks/Gusto pays.** Vanio records every task, hour, and approval, then exports a payroll-ready file to QuickBooks or Gusto for you to run through your existing payroll cycle. Most hosts use a mix — contractors through Vanio, W-2 employees through Gusto. ## Exporting to QuickBooks 1. Go to **Reports → Payroll Export** 2. Pick the date range (usually a pay period) 3. Choose **QuickBooks** 4. Download the file 5. Import into QuickBooks Online under **Expenses → Import** The file includes staff name, task count, hours, and total pay, mapped to your QuickBooks categories. ## Exporting to Gusto Same steps, but pick **Gusto** as the format. Gusto accepts the file directly under **Payroll → Import Hours**. Hourly staff pay imports as hours; flat-task pay imports as a bonus line. ## Matching categories The first time you export, you'll map Vanio task types (turnover, deep clean, maintenance, inspection) to your QuickBooks or Gusto expense categories. After that, the mapping is saved and every future export uses it automatically. ## 1099s for contractors Vanio tracks total pay per contractor per calendar year. At year-end, go to **Reports → 1099 Summary** to download the per-contractor totals. Paste them into your QuickBooks 1099 workflow or send directly to your accountant. ## Common questions **Do I need to re-enter hours in both systems?** No — that's the whole point. Track once in Vanio, export to the other. **Can I auto-sync instead of exporting manually?** Auto-sync to QuickBooks Online is on the roadmap. Today it's a one-click export. **What about tax withholding?** Vanio doesn't withhold taxes. If staff are W-2 employees, run the export through Gusto, which handles withholding as normal. **Does this work for international teams?** Yes — Vanio supports USD, EUR, GBP, CAD, AUD, and more. Exports match your local payroll tool's format. -------------------------------------------------------------------------------- # Receiving Maintenance Requests URL: https://www.vanio.ai/docs/sp-maint-requests Tags: maintenance-co, dispatch Hosts submit maintenance requests through Vanio. You see them with details, photos, and priority. AI can auto-assign by issue type. -------------------------------------------------------------------------------- # Receiving Maintenance Requests Guests report broken stuff. Cleaners spot damage. Hosts notice wear and tear. Vanio turns every one of these signals into a maintenance task that routes to the right person automatically. ## Where requests come from - **Guest messages** — Vanio's AI reads every guest message and flags maintenance issues ("the AC isn't cooling") - **Cleaner reports** — when a cleaner marks an issue during a turnover, a maintenance task is created - **Inspections** — inspectors can flag anything they find during a walk-through - **Manual entry** — you can create a request from any property page - **Smart devices** — noise alerts, smoke detectors, water leak sensors, and thermostats can all trigger tasks ## What happens next When a new request lands: 1. Vanio classifies it (urgency, category, affected area) 2. Picks the right maintenance person for that property and skill 3. Sends an offer (SMS + push) 4. Tracks acceptance, arrival, and completion 5. Logs parts, hours, and photos If no one on your internal team picks up, the request can fall through to the marketplace just like cleaning tasks. ## Urgency levels - **Emergency** — anything affecting safety or guest stay (no water, no power, lockout, smoke). Routed immediately with priority alerts. - **Urgent** — issues that need same-day attention (broken AC in summer, stopped-up toilet) - **Standard** — fix within a few days (chipped paint, loose drawer) - **Plan** — nice-to-have improvements, batched for the next maintenance window You can adjust urgency manually on any request. ## Parts and receipts When the technician picks up parts, they snap a photo of the receipt in the app. The cost is logged against the property automatically and can be billed to the owner or deducted from the security deposit if guest-caused. ## Linking to reservations If a request came from a specific guest, it's automatically linked to their reservation. You'll see it on the reservation timeline alongside payments, messages, and cleaning photos. ## Common questions **Can I set warranty info per property?** Yes — attach warranty docs to appliances under **Property → Equipment**. When a related request comes in, the warranty info is shown to the technician. **Who pays for repairs?** You do, by default. But you can optionally route owner-billable repairs to the property owner automatically. **Can I schedule preventive maintenance?** Yes — set up recurring tasks (quarterly HVAC, annual roof check) under **Settings → Recurring Tasks**. -------------------------------------------------------------------------------- # Finding Nearby Work URL: https://www.vanio.ai/docs/sp-marketplace-find Tags: cleaning-co, cleaning-individual, marketplace The marketplace shows you tasks based on proximity, skills, and availability. Filter by type, pay, and distance. -------------------------------------------------------------------------------- # Finding Nearby Work The Vanio marketplace is an open pool of cleaning and maintenance tasks posted by hosts in your area. If you have free time and want more work, you can browse and claim jobs whenever you like. ## Browsing the marketplace 1. Open the Vanio app 2. Tap **Marketplace** 3. You'll see a map with pins for every open task near you Each pin shows the pay, distance, scheduled time, and any bonuses. Tap a pin to see full details: - Full address (revealed after you claim) - Property type (studio, 2BR, villa, etc.) - Checklist preview - Estimated duration - Host rating - Pay and any bonuses ## Filtering Narrow the list with filters: - **Distance** — only show jobs within X miles - **Date** — today, tomorrow, this week - **Task type** — turnover, deep clean, maintenance, inspection - **Minimum pay** - **Duration** Save a filter as a **Saved Search** to reuse it without setting it up each time. ## Claiming a job Found one you want? Tap **Claim**. The job is yours immediately — the host gets a notification and the task moves into your **Today** or **Upcoming** list. The address and access code are released at the standard time (usually the day of the job). ## Staying notified Don't want to check the app? Turn on **Alerts** for your saved searches. You'll get an SMS or push whenever a new job matches — be the first to claim it. ## How the marketplace stays fair Jobs are offered to everyone who matches the host's requirements. Reliability matters — the more jobs you complete on time and with good photos, the higher you rank in search results and the more likely you are to win claims on popular jobs. ## Common questions **Is there a fee to use the marketplace?** No. It's free to browse and claim. A small service fee is deducted from each job you complete — it's shown clearly before you claim. **What if I claim a job and can't do it?** Cancel as early as possible so someone else can pick it up. Last-minute cancellations hurt your reliability score. **Can I set a minimum radius?** Yes, in **Settings → Marketplace Preferences**. You can also set a home base so distance is measured from your actual starting point. **Do I need to onboard separately?** Once — a one-time identity and payout setup that takes about 5 minutes. -------------------------------------------------------------------------------- # Win Work on the Task Marketplace URL: https://www.vanio.ai/docs/sp-marketplace-bid Tags: cleaning-co, cleaning-individual, marketplace Browse open cleaning jobs in your area, place a competitive bid, and grow a track record that wins you more work over time. -------------------------------------------------------------------------------- ## What the marketplace is The task marketplace is where hosts post cleaning, turnover, and maintenance jobs that aren't already assigned to a regular team. Cleaning companies and independent cleaners place bids, the host picks the one they like best, and the winner gets the job. It's the fastest way to pick up extra work and prove your quality to new hosts. ## Finding open tasks 1. Open the **Marketplace** tab in your dashboard. 2. Filter by city, distance from your base, date, or task type (turnover, deep clean, mid-stay, maintenance). 3. Tap a task to see the full details: property name, address, checkout time, next check-in, bedrooms and bathrooms, parking notes, and any special requests from the host. You'll also receive a text message whenever a new task is posted in your service area, so you don't have to keep checking. ## Placing a bid 1. On the task page, tap **Place Bid**. 2. Enter your **price** for the full job. 3. Enter your **estimated time** so the host knows when the property will be ready. 4. Add a short **note** if you want to stand out — for example, "We've cleaned this building before" or "Available to start by 11am sharp." 5. Tap **Submit Bid**. You can edit or withdraw your bid anytime before the host picks a winner. ## How the host picks The host sees every bid side by side, along with your average rating, total jobs completed, on-time rate, and a link to your portfolio of past task reports. They're not just looking at the lowest price — most hosts pick the cleaner with the best balance of price, reliability, and reviews. If you're new and don't have ratings yet, your note matters more. Mention experience with similar properties, certifications, or insurance. ## Win and lose notifications - **You won**: You'll get a text confirming the assignment, with the address, access code, and checklist. Reply **1** to confirm you're on it. - **You lost**: You'll get a short notification so you can stop holding the time slot. No penalty, no fee. ## Building your reputation Every job you complete adds to your bid history. After about ten completed tasks with good ratings, you'll start winning bids even when you're not the cheapest option. Hosts pay more for cleaners they trust. ## Tips for winning more bids - **Bid quickly.** Hosts often pick within an hour or two of posting. - **Price fairly for the work.** Lowballing wins the first job but loses the relationship. - **Always send photos** when you complete a task. Strong reports drive repeat business. - **Keep your profile current** with service area, team size, and the types of jobs you specialize in. - **Show up on time.** On-time rate is one of the top filters hosts use. ## Common questions **Do I pay a fee to bid?** No. Bidding is free. **Can I bid on multiple tasks at once?** Yes, as long as you can realistically cover the schedule. **What if I need to cancel after winning?** Open the task and tap **Cancel**. Cancel rarely — repeated cancellations lower your standing on the marketplace. -------------------------------------------------------------------------------- # Auto-Matching — Tasks Come to You URL: https://www.vanio.ai/docs/sp-marketplace-auto Tags: cleaning-co, cleaning-individual, marketplace The system automatically matches you with tasks based on location, skills, availability, and workload. -------------------------------------------------------------------------------- # Auto-Matching — Tasks Come to You If you don't want to sit and browse the marketplace, turn on auto-matching. Vanio learns what kind of work you like — where, when, for how much — and sends matching jobs straight to your phone the moment they're posted. ## Turning it on 1. Open the Vanio app 2. Go to **Marketplace → Auto-Match** 3. Tap **Enable Auto-Match** 4. Set your preferences (see below) 5. Save From that point on, any job that matches gets sent to you as an SMS or push notification — usually within seconds of being posted. ## What to set - **Home base** — the address distance is measured from - **Max distance** — how far you're willing to drive (e.g. 15 miles) - **Working days** — which days to receive offers - **Working hours** — what time of day you can start - **Minimum pay** — don't bother me for less than $X - **Task types** — cleanings, maintenance, inspections, or all - **Auto-accept** — if you want, let Vanio claim jobs automatically as long as they match every rule ## Auto-accept vs notify **Notify (default)** — you get the alert and tap to claim. Safer for most people. **Auto-accept** — Vanio claims the job for you the moment it appears. Best for people who want to lock in every matching job without delay. You can set a daily cap so you never wake up to too much work. ## Priority boost The more jobs you complete reliably, the earlier auto-match sends you offers. Top-rated cleaners see matches before anyone else in their area — a real advantage during busy weekends. ## Pausing Going on vacation? Tap **Pause Auto-Match** at the top of the screen. No new matches will be sent until you resume. Resume from the same screen when you're back. ## Common questions **Will I miss jobs if I'm not watching my phone?** No — jobs you miss stay in the marketplace. You can still browse and claim them manually. **Can I have different rules on weekends?** Yes — set separate preferences per day of the week. **What counts as a "match"?** A job matches if it's within your distance, on a working day in your working hours, above your minimum pay, and of a task type you accept. **Is there a fee?** Auto-match is free. Standard marketplace service fees apply only on jobs you complete. Auto-match is the easiest way to keep your calendar full without any manual effort. -------------------------------------------------------------------------------- # How It Works — Tasks via Text Message URL: https://www.vanio.ai/docs/cleaner-introduction Tags: cleaning-individual, maintenance-individual, getting-started Get cleaning tasks by text message. Accept, complete, and get paid — no app needed. -------------------------------------------------------------------------------- # How It Works — Tasks via Text Message Vanio is built to be the simplest possible way for cleaners and maintenance crews to get work and get paid. If you can send a text message, you can use Vanio. No app download is required — though the app makes some things even easier. ## The basics 1. You get an SMS when a job is offered to you 2. You reply **1** to accept or **2** to decline 3. You show up, do the work, and reply **done** when finished 4. You send photos (also by text) 5. You get paid — usually within minutes That's the entire flow. No logins, no paperwork, no chasing invoices. ## Signing up Your host or company sends you an invite by SMS. Tap the link, enter your name, and set up payouts (one-time, about 3 minutes). After that, every offer arrives as a regular text. If you want, you can also install the Vanio app from the App Store or Google Play. It's not required, but it gives you: - A map of all open jobs - Your full schedule and pay history - Photo upload from the gallery - Instant push notifications (faster than SMS) - Chat with hosts ## Your first job The first time you accept a job, you'll see: - Full address and map - Check-in instructions (door code, lockbox, etc.) - A checklist — tap each step as you complete it - Required photos — taken in the app or texted in When you're done, tap **Mark Complete** or text **done**. That's it. ## Getting paid Most hosts use instant pay, which means your money is in your bank within minutes of finishing a job. Some hosts pay weekly — either way, everything is tracked and you never need to invoice. ## Getting more work - Keep your availability up to date - Complete jobs on time - Send good photos - Turn on the Vanio marketplace for extra jobs in your area The more reliable you are, the more offers you'll see and the faster they'll come in. ## Getting help Reply **help** to any SMS and you'll reach a real person. For the full help center, visit help.vanio.ai in any browser. Welcome to Vanio. Let's get started. -------------------------------------------------------------------------------- # Receiving Task Offers via SMS URL: https://www.vanio.ai/docs/cleaner-receive-offers Tags: cleaning-individual, maintenance-individual How cleaning and turnover offers arrive by SMS, how to respond, and how maintenance task assignments work differently. -------------------------------------------------------------------------------- # Receiving Task Offers via SMS Every new cleaning or turnover offer comes to you as a regular text message. There's nothing to download and no app required — if you can text, you can work. > **Note:** The offer-and-accept flow described on this page applies to **cleaning and turnover tasks only.** Maintenance tasks work differently — vendors are assigned directly by text message, with no offer to accept or decline. See [Managing Maintenance Tasks](#) for details. ## What an offer looks like You'll get a message like this: > Vanio: New turnover offered. 2BR in downtown, Sat 11am-2pm. $65 + $10 same-day bonus. Reply 1 to accept, 2 to decline. Full details: [link] Tap the link for the full address, checklist preview, and any photos or special notes from the host. The address and access code are released closer to the job — usually the morning of. ## Responding - **1** — accept. The job is yours. - **2** — decline. Next cleaner in line gets it. - **?** — ask a question (goes to the host) - Nothing — after the response window (default 10 minutes) the offer passes to the next person. No penalty. ## Getting more context Tap the link in the SMS for: - Full address (revealed when you accept) - Map and drive time from your current location - Complete checklist - Previous photos from that property (helpful if you've never been before) - Pay breakdown (base + bonuses + tips) - Host rating and how many jobs you've done for them ## Offer windows Most hosts set a 10-minute response window. For same-day urgent offers, it may be shorter (2-5 minutes). For offers scheduled a week out, it may be longer (30+ minutes). The window is always shown in the SMS. ## Getting notified faster Even if you only use SMS, turn on SMS notifications in your phone's settings so you hear the alert instantly. For the fastest response times, use the Vanio app — push notifications come through within a second of an offer being posted. ## Missing offers If you miss one, the job goes to someone else — it's gone. You don't lose standing for missing offers (only for accepting and then canceling late). If you're missing offers often, check your availability settings and make sure you're not blocking working hours by accident. ## How maintenance task assignments work Maintenance tasks are handled separately from cleaning offers. When a maintenance issue comes in, Vanio assigns it directly to the right vendor and sends them a plain text message — there's no offer to accept or decline. As a vendor, you'll receive a straightforward assignment with the relevant details. Once the issue is resolved, guests are automatically notified, so no one on your team needs to follow up manually. Any messages between your team and the vendor are tracked in Vanio, organized by maintenance issue so the full conversation stays in one place — not scattered across individual reservations. [Screenshot: Maintenance task view showing vendor conversation and status in Vanio] ## Common questions **What if my phone can't receive links?** Reply **details** and Vanio sends a plain-text version with everything. **Can I get offers by email instead?** Yes — turn on email offers in **Settings → Notifications**. SMS is still recommended for speed. **What if I want to see all open offers at once?** Open the Vanio app and tap **Offers**. Everything in your area is listed, even ones you haven't been directly offered. **Do I need to accept or decline maintenance assignments?** No. Unlike cleaning offers, maintenance assignments are sent to you directly — the job is assigned to you automatically, with no reply needed to claim it. Simply follow the instructions in the text message. -------------------------------------------------------------------------------- # Accepting Tasks — Reply "1" URL: https://www.vanio.ai/docs/cleaner-accept Tags: cleaning-individual, maintenance-individual Reply "1" to a task offer and you get the address, access code, and checklist right away. -------------------------------------------------------------------------------- # Accepting Tasks — Reply "1" When a new cleaning or turnover is offered to you, you'll get a text message with the property address, date, time, and pay. Accepting the task is as simple as replying with a single character. ## How to accept When the offer arrives, just text back: > **1** That's it. The task is yours. You'll get an immediate confirmation text with: - The full address - Check-in / check-out times - Any special instructions from the host - A link to the checklist - Access code or lockbox info (released closer to the time) ## How to decline If you can't take the job, reply: > **2** The task is immediately offered to the next available cleaner. No penalty, no awkward message — just tap and move on. ## What if I don't reply? If you don't respond within the offer window (usually 10-15 minutes), the task automatically passes to the next cleaner in the rotation. You won't lose standing for missing an offer, but replying promptly — even with a "2" — keeps you at the top of the list for future work. ## Seeing all offers in one place Open the Vanio app and tap **Offers** to see every open offer with full details before deciding. The app shows: - Distance from your current location - Estimated time to complete - Pay for the job - Any bonuses (same-day, back-to-back, tough turnover) Tap **Accept** or **Decline** right in the app if you prefer not to text. ## After you accept The task moves into your **Today** or **Upcoming** list. You'll get reminders the day before and the morning of. When it's time to start, tap **On my way** so the host knows you're en route. ## Common questions **Can I accept and then cancel?** Yes, but do it as early as possible so someone else can pick it up. Cancellations close to the start time affect your reliability score. **What if I want to ask a question first?** Reply with your question instead of "1" or "2". The host gets a notification and can answer directly in the thread. **Do I get paid automatically?** Yes — as soon as you mark the task complete and your photos pass review, the payout is released. -------------------------------------------------------------------------------- # Completing Tasks — Text "Done" URL: https://www.vanio.ai/docs/cleaner-complete Tags: cleaning-individual, maintenance-individual When you finish, text "done" to the same number. The system understands any language. -------------------------------------------------------------------------------- # Completing Tasks — Text "Done" When you've finished cleaning, marking the task complete is as simple as replying **done** to any SMS from Vanio. You can also tap **Mark Complete** in the app — whichever is easier. ## The text-based way From the job thread on your phone: > **done** Vanio confirms and asks for any required photos: > Great! Please send photos of: made beds, clean bathrooms, final kitchen view. Reply with photos (up to 10 in one message). When all required photos are in, the task is complete and your pay is released. ## The app-based way 1. Open the Vanio app 2. Tap the task in **Today** 3. Tick off any remaining checklist steps 4. Tap **Mark Complete** 5. Upload photos if you haven't already ## What happens next - **Instant payout** — if the host uses instant pay, your money is on its way within minutes - **Photo review** — the host sees your photos on the reservation timeline - **Next task** — if you're assigned more work that day, it moves to the top of your list - **Rating** — once the guest checks in and doesn't report issues, your reliability score ticks up ## Reporting issues Found something broken? Low on supplies? Stained sofa? Don't just text "done" — report it first: > **issue** Or tap **Report Issue** in the app. Pick a category (damage, low supplies, maintenance), add a photo and a note, and submit. The host is notified instantly and can respond before the next guest arrives. You still get paid — reporting issues is part of the job and never delays your payout. ## Can't finish the job? Sometimes things go wrong — you get sick mid-clean, or a guest hasn't checked out yet. Text: > **help** Or tap **Need Help**. The host is alerted and can send backup or reschedule. ## Common questions **What if I forget a photo?** Vanio will ask for it before releasing pay. Just reply with the photo. **Can I undo "done" if I sent it by mistake?** Yes — text **undo** within 5 minutes to reopen the task. **How fast do I get paid?** If the host uses instant pay, usually within 10 minutes of photo approval. Otherwise, per the host's payout schedule (often weekly). -------------------------------------------------------------------------------- # Sending Photos via MMS URL: https://www.vanio.ai/docs/cleaner-photos Tags: cleaning-individual, maintenance-individual Take photos of each room and send them as picture messages. They attach to your task automatically. -------------------------------------------------------------------------------- # Sending Photos via MMS Photos are proof of work — they protect you and reassure the host. Vanio makes sending them as simple as a regular text, and now Vanio AI checks your photos instantly and tells you if anything needs fixing before you leave. ## How to send photos From the Vanio SMS thread on your phone: 1. Open the thread like any other text conversation 2. Tap the camera or photo icon 3. Take a new photo or pick from your gallery 4. Hit send That's it. Vanio matches your photo to the next checklist item on your task and runs AI verification automatically. ## What happens next Within seconds, you get a text back with the AI result: - **Pass** — "Make the bed — Passed! Bed looks great, linens are fresh and pillows arranged neatly." - **Needs fixing** — "Clean kitchen counters — Needs attention. Water spots visible near the sink. Please wipe down and resend a photo." Fix the issue, take another photo, send it. The AI checks again. You keep going until everything passes or you move on. > The AI catches things while you're still at the property — no more surprise callbacks two hours later. ## What photos to send Most hosts set up checklists that tell you exactly what to shoot. Common shots: - Made beds (one per bedroom) - Bathrooms after cleaning (toilet, shower, sink) - Kitchen sparkle shot (sink and counters) - Final living room view - Trash taken out - Any damage or issues you spotted If a checklist item has a **reference image**, the AI compares your photo against it. Try to match the same angle as the reference for the best results. ## Ratings Some checklist items ask for a rating — stars, pass/fail, thumbs up/down, or yes/no. You complete these in the app or upload page. If a rating is required, you can't skip it. ## Photo quality tips - Turn on the lights before shooting — dark photos score lower in AI verification - Hold the phone steady — blurry photos may fail review - Shoot from the doorway so the whole room is in frame - Match the reference image angle when one is provided - Don't use filters — the host needs to see real colors ## What the host sees Every photo lands on the task report with: - **Expected vs. Approved** — your photo next to the reference image - **AI verification result** — passed or failed with specific feedback - **Previous attempts** — if you retook a photo, earlier versions and their rejection reasons are visible - **Your ratings** — any ratings you gave per checklist item Thorough photographers with high AI pass rates get more work, better ratings, and earn more. ## In your language AI feedback arrives in your preferred language automatically. If you speak Spanish, the pass/fail result comes in Spanish. The host sees the English version on their end. ## Privacy Photos you send to Vanio are only visible to the host and the task report. They're not shared publicly, not used for marketing, and you can request deletion from any task by replying **delete photo**. ## Common questions **What if AI says my photo failed but I know it's fine?** Move on — the host can review and override. AI helps catch issues but isn't the final judge. **Do I have to use MMS?** No — you can also use the upload link in your text message, or the Vanio app. MMS is just the fastest. **Is there a file size limit?** Standard MMS limits apply (around 1MB per image). Vanio compresses automatically. Great photos + high AI pass rates = fast pay + more job offers. Make them part of your routine. -------------------------------------------------------------------------------- # Setting Up Your Payouts URL: https://www.vanio.ai/docs/cleaner-payout-setup Tags: cleaning-individual, maintenance-individual Tap the link in your welcome text, enter bank details, and payments arrive automatically. -------------------------------------------------------------------------------- # Setting Up Your Payouts To get paid through Vanio, you need to set up your payout destination — the bank account or card where your money lands. It takes about 3 minutes and you only have to do it once. ## When to set up The first time a host assigns you a paid task, Vanio sends you an SMS with a secure setup link: > Vanio: You've got your first paid task! Set up payouts here to get paid: [link] Tap the link and follow the steps. You don't need to download anything. ## What you'll enter - Your full legal name - Date of birth - Address - Phone and email - Bank account details (routing + account number) or a debit card - ID verification (driver's license or passport photo) This info is handled by Stripe, our payment partner. Vanio never stores or sees your bank details — they go straight to Stripe and are encrypted end-to-end. ## How long does verification take? Most accounts verify instantly. If Stripe needs a second look (e.g. your ID photo is blurry), it can take a few hours. You can still accept and complete jobs during verification — your pay is held safely and released as soon as verification clears. ## Bank account vs debit card - **Bank account** — payouts arrive in 1-2 business days. Lower fees. - **Debit card** — instant payouts (within minutes). Small fee per payout. Most cleaners pick the bank account for normal pay and enable instant-to-card for emergencies. ## Changing your payout destination Open the Vanio app or any Vanio SMS thread: 1. Tap **Menu → Payouts** 2. Tap **Update payout method** 3. Enter the new details 4. Verify Your next payout will go to the new destination. ## Getting paid in different currencies Vanio supports payouts in USD, EUR, GBP, CAD, AUD, and 30+ other currencies. Your payouts arrive in your local currency automatically — if a host in a different country pays you, Stripe handles the conversion at the interbank rate. ## Common questions **Is there a fee?** Standard bank payouts are free. Instant-to-card payouts have a small fee (shown before you confirm). **What if I don't have a bank account?** You can use a prepaid debit card that supports direct deposit. Ask the host for recommendations if you're not sure. **Where can I see my history?** Tap **Menu → Earnings** in the app for a full history of tasks, pay, and tips. **What happens at tax time?** Vanio issues a 1099 (US) or equivalent statement (other countries) each January. You can also download CSVs any time. -------------------------------------------------------------------------------- # See What You've Earned URL: https://www.vanio.ai/docs/cleaner-earnings Tags: cleaning-individual, maintenance-individual Track every payment, see what's coming, and get paid faster — all from your phone. -------------------------------------------------------------------------------- ## Where to find your earnings Open your dashboard and tap **Earnings**. If you mostly work by text message, you can also just text the Vanio number: - "How much did I earn today?" - "What did I make this week?" - "When is my next payout?" You'll get a reply within a few seconds with your totals. ## What you'll see The earnings page is split into four views: - **Today** — every job you finished today and what each one paid. - **This week** — totals from Monday to Sunday, with a daily breakdown. - **This month** — totals for the current month plus a weekly chart. - **All time** — everything you've earned since you joined. Tap any time period to drill into the individual jobs. ## Per-task breakdown Every job in the list shows: - The property name - The type of job (turnover, deep clean, mid-stay, maintenance) - The date you completed it - The amount you earned - The current payment status Tap a job to open the full report — checklist, photos, time spent, and any host rating or tip. ## Payment status Payments move through three stages: - **Pending** — the job is finished and your payment is queued for the next payout cycle. - **Processing** — the money is on its way to your bank. - **Paid** — the money is in your account. Most payouts land within one to two business days after the job is approved by the host. ## Instant pay If you need the money sooner, you can request **Instant Pay** on any pending payment. Tap **Get Paid Now** next to the job and confirm. The funds usually arrive within 30 minutes. A small instant-pay fee is shown before you confirm, so there are no surprises. Instant Pay is optional — if you do nothing, your money still arrives in the standard payout cycle at no cost. ## Tips When a host adds a tip, it shows up as a separate line on the same job and is included in your earnings totals. Tips follow the same payout schedule as regular pay. ## Tax export At tax time, set the date range to the full year and tap **Export**. You'll get a CSV or PDF with every job, date, property, and amount. You can hand it to your accountant or upload it to your tax software. ## Common questions **Why is a payment still pending?** The host hasn't approved the task yet, or the payout cycle hasn't run. Most jobs are approved within a few hours. **A payment looks wrong — what do I do?** Tap the job and use **Report an Issue**. Someone will review it and reply by text or email. **Where do payouts go?** To the bank account you connected during setup. You can update it anytime under **Settings → Payouts**. **Are tips taxed?** Yes — they show up in your annual export alongside regular pay. -------------------------------------------------------------------------------- # Setting Your Availability URL: https://www.vanio.ai/docs/cleaner-availability Tags: cleaning-individual, maintenance-individual Tell the system when you're free. You only get task offers during your available hours. -------------------------------------------------------------------------------- # Setting Your Availability Vanio only offers you work when you're actually free. Setting your availability is the single most important thing you can do to get the right jobs at the right times. ## The simple way — text You can manage availability from any SMS: - **off** — block today - **off tomorrow** — block tomorrow - **off friday** — block the next Friday - **off aug 10-14** — block a date range - **available monday** — unblock a day - **hours 8-5** — set today's working hours Every command is confirmed instantly. No app needed. ## The app way 1. Open the Vanio app 2. Tap **Availability** 3. Set your weekly hours (e.g. Mon-Fri 8am-5pm, Sat 9am-1pm) 4. Tap any day on the calendar to add time off or change hours just for that date Drag on the calendar to block multi-day periods (vacations, sick leave). ## Weekly schedule Most people set a baseline weekly schedule once and adjust from there. Under **Weekly Hours**, pick start and end times for each day. Days you leave empty mean you don't work that day. ## Time off and vacations Taking a week off? Add a **Time Off** block with start and end dates. You won't get any offers during that window, and when it ends you're back in rotation automatically. ## Changing hours for one day Doctor's appointment on Wednesday? Tap Wednesday and set custom hours (e.g. 1pm-5pm only). The change applies just to that date; next Wednesday reverts to your normal schedule. ## Marketplace vs assigned work Availability applies everywhere: jobs your assigned hosts offer you, and jobs you see on the marketplace. If you're off Sundays, you won't see Sunday marketplace jobs either. ## Common questions **What if I get sick on a workday?** Text **off** or tap **Today → Block**. Any unstarted tasks are reassigned automatically. **Can hosts still assign me outside my hours?** They'll see a warning if they try, but they can override for emergencies. You'll get a notification and can decline. **Do I still get paid for blocked time?** You only get paid for work you actually do. Availability just controls when offers come in. Keep your availability up to date and Vanio does the rest. -------------------------------------------------------------------------------- # Finding Work on the Marketplace URL: https://www.vanio.ai/docs/cleaner-marketplace Tags: cleaning-individual, maintenance-individual Browse available tasks from nearby hosts. See details, bid on what you want, and grow your client list. -------------------------------------------------------------------------------- # Finding Work on the Marketplace The Vanio marketplace is an open pool of cleaning and maintenance jobs posted by hosts in your area. Anyone in the Vanio network can browse and claim them — so if you have free time, you can pick up extra work whenever you want. ## Opening the marketplace 1. Open the Vanio app 2. Tap **Marketplace** at the bottom 3. You'll see a map with every open job near you Zoom and pan around the map, or switch to list view for a simpler scroll. ## What each job shows - Pay (base + any bonuses) - Distance from your current location - Scheduled date and time - Task type (turnover, deep clean, maintenance) - Rough neighborhood (full address after you claim) - Host rating - Estimated duration Tap a job for the complete details. ## Claiming a job Tap **Claim**. The job is yours instantly — no bidding, no waiting. The host gets a notification, the address and access info are scheduled for release, and the task moves into your **Today** or **Upcoming** list. ## Filters Narrow the list to what you actually want: - Distance (within X miles) - Date (today, tomorrow, this week) - Task type - Minimum pay - Duration Save a filter as a **Saved Search** to reuse it without resetting each time. ## Notifications Don't want to check the app constantly? Turn on alerts on your saved searches. Every time a new job matches, you get an SMS or push. For even less effort, enable **Auto-Match** and Vanio sends matching jobs straight to you automatically. ## Ranking and visibility The marketplace is largely fair — every cleaner sees the same open jobs — but reliable cleaners get a small boost. Complete jobs on time, send good photos, keep your reliability score high, and you'll see popular jobs a few seconds before anyone else. ## Fees It's free to browse and claim. A small service fee is deducted from each job you complete and is shown clearly before you claim. No subscription, no ads, no upsells. ## Common questions **Do I need to be a member of a specific team?** No — the marketplace is open to any verified Vanio cleaner. **What if I claim a job by mistake?** Cancel as early as possible so another cleaner can take it. Last-minute cancellations affect your reliability score. **Can I see a host's past work before claiming?** Yes — tap the host rating to see their history with other cleaners. **Can I message the host before claiming?** Tap **Ask a Question** on any listing. Your message goes to the host; they can reply before you decide. ================================================================================ ## INTEGRATIONS ================================================================================ -------------------------------------------------------------------------------- # AI Messaging Across Platforms URL: https://www.vanio.ai/docs/openclaw-skill Tags: messaging, integrations, ai-assistant, whatsapp, slack, telegram Control your entire vacation rental operation through WhatsApp, Slack, and Telegram with full AI assistant access to reservations, guests, tasks, and smart home controls. -------------------------------------------------------------------------------- # AI Messaging Across Platforms Your Vanio AI assistant can now communicate with you and your team through WhatsApp, Slack, and Telegram — giving you instant access to all 140+ tools for managing reservations, guests, tasks, smart locks, payments, and analytics from any messaging platform. ## Getting Started ### Connect WhatsApp 1. Go to **Settings → Integrations** in your Vanio dashboard 2. Find the **Messaging Platforms** section 3. Click **Connect WhatsApp** 4. Scan the QR code with your phone's WhatsApp camera 5. Send a test message like "What are today's check-ins?" to confirm the connection ### Connect Slack 1. In **Settings → Integrations**, click **Add to Slack** 2. Choose which Slack workspace and channel to connect 3. Authorize Vanio to access your workspace 4. The Vanio bot will appear in your selected channel 5. Try mentioning `@Vanio` with a question about your properties ### Connect Telegram 1. Click **Connect Telegram** in the integrations section 2. Start a chat with the @VanioBot on Telegram 3. Send the unique connection code shown in your dashboard 4. Once connected, you can message the bot directly or add it to group chats ## How It Works Once connected, your AI assistant works identically across all platforms. You can ask questions in natural language, and the assistant automatically: - **Searches your data** — reservations, guest profiles, property details, tasks - **Takes actions** — sends guest messages, creates tasks, unlocks doors, processes payments - **Provides context** — includes relevant details like reservation numbers, guest names, property addresses - **Maintains conversations** — remembers what you discussed earlier in the chat thread The assistant has the same capabilities as your dashboard — it's like having a team member who knows everything about your properties and can handle requests instantly. ## Key Features • **Full property management access** — Everything from your dashboard is available through chat: reservations, guests, tasks, payments, analytics, and smart home controls • **Smart context awareness** — The assistant understands which property or reservation you're discussing and provides relevant information automatically • **Multi-platform sync** — Start a conversation on WhatsApp and continue it on Slack — your assistant remembers the context • **Team collaboration** — Add the bot to group chats so your entire team can get instant answers and updates • **Guest communication** — Ask the assistant to send messages to guests, and it will automatically use the right channel (Airbnb, Booking.com, SMS, or email) • **Real-time notifications** — Get alerts about new bookings, check-ins, maintenance issues, or guest messages directly in your preferred messaging app • **Voice messages** — Send voice notes on WhatsApp and Telegram, and the assistant will transcribe and respond appropriately ## Common Use Cases **Quick status checks:** - "What are today's check-ins?" - "Any maintenance tasks for Beach House?" - "Show me this week's revenue" **Guest management:** - "Send WiFi password to the guest in room 5" - "What time is the Smith family checking out?" - "Has the guest at Alpine Lodge paid their security deposit?" **Property operations:** - "Create a cleaning task for unit 3 after checkout" - "Unlock the front door at Sunset Villa" - "Block next weekend at Mountain Cabin for maintenance" **Team coordination:** - "@Vanio update the team on today's turnovers" - "What properties need inspection this month?" - "Send arrival instructions to all today's check-ins" ## Tips & Best Practices **Be specific with property names** — If you manage multiple properties, mention the property name or address to get accurate information: "What's the occupancy rate at Beach House?" **Use group chats for team updates** — Add the Vanio bot to your operations group chat so everyone can see property updates, task assignments, and guest communications in real-time. **Set up notification preferences** — In **Settings → Notifications**, choose which alerts you want to receive in messaging apps vs. email to avoid overwhelming your chat. **Try voice messages** — On WhatsApp and Telegram, voice messages are often faster than typing, especially for complex requests like "Create a maintenance task for the broken shower head in unit 4 and assign it to our plumber contact." **Use conversation threads** — Keep related discussions in the same chat thread so the assistant maintains full context about ongoing issues or projects. ## Common Questions **Can I use multiple messaging platforms at once?** Yes, you can connect WhatsApp, Slack, and Telegram simultaneously. Your conversations and data sync across all platforms, so you can switch between them freely. **Is my property data secure in messaging apps?** Yes, all communication is encrypted and your property data never leaves Vanio's secure servers. The messaging platforms only receive the responses you see — no underlying guest information or business data is shared. **Can I limit what the assistant can do through messaging?** Yes, go to **Settings → AI Assistant** to set permissions for high-impact actions like processing refunds, canceling reservations, or unlocking doors. You can require dashboard confirmation for sensitive operations. -------------------------------------------------------------------------------- # Branded Connection Experience URL: https://www.vanio.ai/docs/repull-oauth-connect Tags: integrations, airbnb, oauth, branding, security Provide property managers with a secure, branded experience to connect their Airbnb accounts with real-time notifications keeping all integrations synchronized. -------------------------------------------------------------------------------- # Branded Connection Experience ## What it does The Branded Connection Experience lets you provide your property managers with a seamless, professional way to connect their Airbnb accounts to your platform. Instead of sharing login credentials or navigating through generic connection pages, your users get a secure, branded experience that matches your company's look and feel—similar to how businesses connect their bank accounts through trusted payment processors. Property managers can now choose their preferred access level during connection, giving them more control over what permissions they grant. ## Getting started ### Step 1: Configure your branding settings 1. Go to **Settings** → **Integrations** → **Connection Branding** 2. Upload your company logo and choose your brand colors 3. Set your default redirect URL (where users land after successful connections) 4. Click **Save Changes** [Screenshot: Connection branding configuration page showing logo upload, color picker, and redirect URL field] ### Step 2: Set up connection flows for your users 1. Navigate to **Property Managers** → **[Manager Name]** → **Integrations** 2. Click **Connect Airbnb Account** 3. The system generates a secure connection link branded with your company identity 4. Share this link with your property manager, or they can initiate it directly from their dashboard [Screenshot: Integration page showing the "Connect Airbnb Account" button and generated connection link] ### Step 3: Guide your users through the connection process When your property managers click the connection link, they'll see: 1. A branded welcome page with your company logo and colors 2. **Access level selection** — they can choose between full access or read-only permissions 3. Clear instructions about what permissions are needed for their selected access level 4. A secure redirect to Airbnb for authorization 5. A confirmation page to verify their account details 6. Automatic return to your specified redirect URL ## How it works Once you've configured the branded experience, the connection process is completely automatic: **For your property managers:** - They see your branding throughout the entire connection flow - **Choice of access level** — select full access for complete property management or read-only for reporting and analytics - No need to share passwords or login credentials - Clear visibility into what data access they're granting based on their chosen permission level - Instant confirmation when the connection is successful - **Smooth authorization without redirect errors** — we've resolved connection issues that previously interrupted the flow **For you:** - **Real-time notifications when connections change** — instantly know when new Airbnb accounts are connected or when existing connections are lost - **Automatic sync begins immediately** after connection, respecting the chosen access level - **Connected services stay synchronized** — third-party integrations automatically receive updates when accounts are connected or disconnected - Full visibility into connection status, health, and permission levels - Easy troubleshooting tools if connections need attention **Security features:** - All connections use industry-standard OAuth protocols - **Granular permission control** — property managers grant only the access level they're comfortable with - Session tokens expire automatically for security - Users can revoke access at any time through their Airbnb account - No sensitive credentials are ever stored on your servers [Screenshot: Example of branded connection flow showing company logo, colors, and access level selection] ## Key features • **Custom branding**: Your logo, colors, and messaging throughout the connection experience • **Flexible access levels**: Property managers choose between full access and read-only permissions during setup • **Secure authentication**: No password sharing—users authorize directly with Airbnb • **One-click connections**: Simple process that takes less than 2 minutes to complete • **Reliable authorization flow**: Resolved connection issues that previously caused authorization failures • **Automatic confirmation**: Users verify their account details before final connection • **Flexible redirects**: Send users wherever makes sense for your workflow • **Real-time status updates**: Instant notifications when connections are established or lost • **Integration synchronization**: Connected services automatically stay informed of account changes • **Easy troubleshooting**: Built-in tools to resolve connection issues quickly • **Mobile-friendly**: Works perfectly on phones and tablets • **Backward compatibility**: Existing connections continue working seamlessly with their original settings ## Tips & best practices **Create clear onboarding materials** Prepare a simple guide or video showing your property managers what to expect during the connection process, including how to choose the right access level for their needs. Even though it's straightforward, a quick walkthrough builds confidence. **Help users choose the right access level** Provide guidance on when to use full access (for complete property management) versus read-only (for reporting and analytics only). Most property managers will want full access, but read-only can be perfect for financial reporting or performance tracking scenarios. **Set helpful redirect URLs** Consider where users should land after connecting—perhaps a dashboard showing their newly imported properties, or a "next steps" page with additional setup tasks. **Monitor connection health regularly** Check your integration dashboard weekly to ensure all connections remain active. The system will alert you to any issues, but proactive monitoring helps catch problems early. **Communicate the security benefits** Remind your property managers that this connection method is more secure than sharing passwords. They maintain full control, can choose their comfort level for data access, and can revoke access anytime through their Airbnb account settings. **Test the experience yourself** Periodically go through the connection flow to ensure your branding displays correctly and the user experience remains smooth. Try both access levels to understand what your users will see. **Leverage automatic notifications** Take advantage of the real-time connection updates to provide immediate support when accounts disconnect unexpectedly, or to welcome new users as soon as they complete their setup. ## Common questions **What's the difference between full access and read-only connections?** Full access allows complete property management through your platform—updating listings, managing bookings, adjusting pricing, and more. Read-only access provides visibility into property performance, booking data, and financial reporting without the ability to make changes. Property managers can choose what works best for their comfort level and use case. **What happens if a property manager's connection stops working?** You'll receive automatic alerts about connection issues. From your admin dashboard, you can see exactly which connections need attention and guide users through reconnection if needed. Users can also reconnect themselves using the same branded flow, and they can change their access level during reconnection if desired. **Can property managers connect multiple Airbnb accounts?** Yes, if a property manager works with multiple Airbnb host accounts, they can connect each one separately through the same branded experience. Each connection is managed independently with its own access level and sync settings. **How do I update my branding after it's set up?** Go to **Settings** → **Integrations** → **Connection Branding** anytime to update your logo, colors, or redirect URLs. Changes apply immediately to all new connection flows, though existing connections retain their original branding until reconnection. **Will existing connections be affected by the new access level options?** No, all existing connections continue working exactly as they did before. The new access level selection only applies to new connections. If a property manager wants to change their access level, they can reconnect through the updated flow. **How quickly are other services notified when connections change?** Connected services receive instant notifications whenever accounts are connected or disconnected, ensuring your entire integration ecosystem stays synchronized in real-time. This prevents delays or confusion when property managers make connection changes. **I heard there were previous connection issues—are those resolved?** Yes, we recently fixed a connection issue that was preventing some property managers from completing their Airbnb authorization. The authorization flow now completes smoothly without redirect errors, so your users should have a seamless experience from start to finish. -------------------------------------------------------------------------------- # Enhanced Reservation Export with Discount Breakdown URL: https://www.vanio.ai/docs/legacy-export-api Tags: exports, accounting, discounts, integrations Complete discount breakdown now included in reservation exports for accurate accounting and seamless third-party integration. -------------------------------------------------------------------------------- # Enhanced Reservation Export with Discount Breakdown Your reservation exports now include complete discount information, making it easier to reconcile your accounting records and integrate with third-party clearing tools. Whether discounts come from promotional codes, length-of-stay deals, or platform-specific offers, they're now clearly itemized alongside your fees and taxes. ## Getting Started ### Accessing Your Enhanced Exports 1. **Navigate to Reports** - Go to **Reports** → **Reservations** in your Vanio AI dashboard - [Screenshot: Reports navigation menu with Reservations highlighted] 2. **Generate Your Export** - Select your desired date range using the date picker - Choose **Export Format** → **Legacy CSV** (for accounting tool compatibility) - Click **Generate Export** - [Screenshot: Export dialog showing date range and format options] 3. **Download and Review** - Once processing completes, click **Download** to save your file - Open the CSV to see the new discount columns alongside existing data ## How It Works ### Automatic Discount Detection Vanio AI automatically identifies and categorizes all discounts applied to your reservations: - **Promotional codes** entered by guests during booking - **Length-of-stay discounts** for weekly or monthly stays - **Platform-specific discounts** from booking channels - **Seasonal promotions** you've configured - **Custom discount codes** you've created ### Export Structure Each reservation in your export now includes: - **Total Discounts**: The complete discount amount as a single figure - **Discount Line Items**: Individual breakdown of each discount applied - **Discount Details**: Name, type, amount, and description for each discount [Screenshot: Sample CSV showing discount columns with example data] ### Integration with Accounting Tools The discount information follows the same format as your existing fees and taxes, ensuring seamless integration with popular accounting and clearing tools like QuickBooks, Xero, and custom financial systems. ## Key Features • **Complete Visibility**: See every discount applied to each reservation, no matter the source • **Consistent Formatting**: Discounts appear in the same structure as fees and taxes for easy processing • **Accurate Totals**: Automatically calculated totals that account for percentage-based and fixed-amount discounts • **Historical Data**: All existing reservations show discount information when exported • **Multiple Discount Support**: Handle reservations with multiple stacked discounts clearly separated • **Channel Compatibility**: Works with discounts from direct bookings, Airbnb, VRBO, and other platforms ## Tips & Best Practices ### Reconciling Your Books - **Review discount totals** against your revenue reports to ensure accuracy - **Use the line-item breakdown** to categorize discounts by type in your accounting system - **Cross-reference with platform reports** to verify channel-specific discount amounts ### Working with Accounting Software - **Map discount types** to appropriate accounts in your chart of accounts - **Set up automatic rules** in your accounting software to categorize common discount types - **Create separate income accounts** for different discount categories if needed for reporting ### Monthly Reconciliation - Export data monthly to maintain consistent accounting practices - Compare discount totals with your marketing spend to measure promotion effectiveness - Use the detailed breakdown to analyze which discount types drive the most bookings ## Common Questions ### What happens to reservations with no discounts? **Reservations without discounts will show empty discount arrays and zero totals**, maintaining consistency with how fees and taxes are displayed. This ensures your accounting tools can process all reservations uniformly. ### Are percentage-based discounts calculated correctly? **Yes, all discount amounts appear as final dollar values** in your export, regardless of whether they were originally percentage-based or fixed amounts. Vanio AI automatically converts percentage discounts to their actual dollar impact for accurate accounting. ### Can I export discount data for past reservations? **Absolutely.** When you export historical reservation data, discount information is included automatically. This means you can reconcile past periods with complete discount visibility, even for reservations created before this enhancement was available. -------------------------------------------------------------------------------- # Real-Time Integration Updates URL: https://www.vanio.ai/docs/repull-webhooks Tags: integrations, automation, real-time, webhooks Receive instant notifications in your connected apps whenever reservations change or guests send messages, with consistent real-time delivery across all booking platforms. -------------------------------------------------------------------------------- # Real-Time Integration Updates Your connected apps and integrations now receive instant notifications whenever reservations change in Vanio. When you create, modify, or cancel a booking — or when guests send messages — your third-party tools stay perfectly synchronized without delays. ## Getting started ### Enable real-time updates for your integrations 1. Go to **Settings → Integrations** in your Vanio dashboard 2. Find the integration you want to enable real-time updates for 3. Click **Configure** next to the integration name 4. Toggle on **Real-time updates** in the integration settings 5. Click **Save changes** [Screenshot: Integration settings page showing real-time updates toggle] ### Verify your integration is receiving updates 1. Navigate to **Settings → Integrations → Activity Log** 2. Look for recent "Update sent" entries next to your connected apps 3. Green checkmarks indicate successful delivery 4. If you see warning icons, click for troubleshooting details [Screenshot: Integration activity log showing successful update deliveries] ## How it works When you make changes to reservations in Vanio, the system automatically sends instant notifications to your connected integrations. Here's what triggers updates: **New reservations** — Whether bookings come from Airbnb, Booking.com, direct guests, or manual entry, your tools receive immediate notification with reservation details. **Reservation changes** — Date modifications, guest count updates, or status changes instantly sync to your connected apps. **Cancellations** — When reservations are cancelled by guests, hosts, or booking platforms, your integrations are notified immediately with cancellation details. **Guest messages** — When guests, bookers, or co-travelers send you messages through any channel, your integrations receive instant notification with the message content and sender details. This now works consistently across all platforms including Airbnb, Booking.com, your website, and email communication. Your connected tools receive these updates within seconds, ensuring your property management workflow stays synchronized across all platforms. ## Key features • **Instant synchronization** — Updates reach your integrations within seconds of changes in Vanio • **Comprehensive coverage** — All reservation lifecycle events and guest communications are captured • **Multiple trigger sources** — Works with bookings and messages from any channel including Airbnb, Booking.com, VRBO, and direct bookings • **Consistent message delivery** — All guest messages trigger real-time notifications regardless of which platform they come from, ensuring no communication is missed • **Reliable delivery** — Built-in retry logic ensures your integrations receive updates even during temporary connectivity issues • **Activity monitoring** — Track which updates were sent and verify successful delivery to each integration • **Change tracking** — For reservation modifications, your tools receive both current and previous values to understand exactly what changed ## Tips & best practices **Monitor your integration activity regularly** — Check the Activity Log weekly to ensure your connected apps are receiving updates consistently. This helps catch connectivity issues early. **Test with a sample booking** — After enabling real-time updates, create a test reservation and modify it to verify your integration responds correctly to the notifications. **Test messaging across all channels** — Send yourself test messages through each of your booking channels (Airbnb, Booking.com, etc.) to confirm your integration receives guest message notifications properly from all platforms. **Keep integration credentials current** — Real-time updates require valid connection credentials. If an integration stops receiving updates, check that your API keys or OAuth connections haven't expired. **Don't duplicate automation** — Since your integrations now receive instant updates, you may be able to disable slower polling or manual sync processes in your connected apps. **Use change tracking effectively** — When your integration receives an "updated" notification, it includes information about which fields changed and their previous values, helping you build smarter automation rules. ## Common questions **What happens if my integration is temporarily offline?** Vanio automatically retries failed deliveries for up to 24 hours. Once your integration comes back online, it will receive all pending updates in the order they occurred. **Do I need to change anything in my connected apps?** Most modern integrations automatically support real-time updates. However, you may want to adjust sync frequencies in your connected tools since they'll now receive instant notifications instead of polling for changes. **Can I see what information is sent to my integrations?** Yes, go to Settings → Integrations → Activity Log and click on any update entry to see exactly what reservation data was shared with your connected app. This includes reservation ID, dates, status, guest information, and message content according to your integration's permissions. **What information do integrations receive about guest messages?** When guests send messages, your integrations receive the message text, sender details (guest, booker, or co-traveler), the communication channel (Airbnb, Booking.com, etc.), and timing information. This works consistently across all booking platforms and helps you build automated responses or route urgent messages to the right team members. -------------------------------------------------------------------------------- # Signature Portal Multi-Unit Sync URL: https://www.vanio.ai/docs/signature-portal-integration Tags: integrations, signature-portal, multi-unit, channels Automatically creates separate portal reservations for each unit in combo listings with mandatory guest verification, duplicate prevention, and enhanced error handling -------------------------------------------------------------------------------- # Signature Portal Multi-Unit Sync The Signature Portal multi-unit sync feature automatically creates separate portal reservations for each physical unit in your combo listings. When you have a property with multiple units behind a single Vanio listing, each unit can now sync independently to the Signature Portal with its own credentials—eliminating booking conflicts and ensuring all units stay properly updated. ## Getting Started ### Step 1: Access Your Listing Settings 1. Navigate to **Properties** in your dashboard 2. Select the multi-unit property you want to configure 3. Click the **Settings** tab at the top of the listing page 4. Scroll down to find the **Signature Units** section [Screenshot: Listing settings page showing the Signature Units configuration panel] ### Step 2: Configure Unit Credentials 1. In the Signature Units section, you'll see your current unit count (starts at 1) 2. Click **Add Unit** to register additional physical units (up to 10 maximum) 3. For each unit, enter the required credentials: - **Username**: The portal login for this specific unit - **Password**: The corresponding password - **Label** (optional): A friendly name to help identify the unit ### Step 3: Save and Test 1. Enter credentials for each unit and press Enter or click outside the field to save 2. Watch for the green "Signature value saved" confirmation 3. Your multi-unit sync is now active—future reservations will automatically create separate portal bookings for each unit [Screenshot: Completed Signature Units configuration showing multiple units with masked passwords] ## How It Works Once configured, the multi-unit sync operates seamlessly in the background: **When you create a reservation:** - Vanio automatically detects that your listing has multiple Signature Portal units configured - Instead of creating one portal reservation, the system creates separate reservations for each unit - Each portal reservation uses the specific credentials you've set for that unit - All units stay synchronized with your internal booking calendar **Automated guest check-in:** - When guests complete verification through your property's portal link (ID verification, payment method, damage protection, and estimated arrival), Vanio automatically creates their portal reservation - The system ensures guests have completed all required verification steps before processing their reservation—preventing incomplete bookings that could leave guests stuck at check-in - Portal reservations are created only once per unit to prevent duplicate bookings, even if the verification process is triggered multiple times - If the portal is temporarily unavailable or returns an error, the system provides clear feedback about what went wrong and how to resolve it **What you'll see:** - Your Vanio dashboard shows one reservation as normal - The Signature Portal shows individual reservations for each unit - Availability blocks correctly across all units - Guest check-ins process automatically once verification is complete - Clear error messages if any step fails, with specific guidance on next steps - No more "invisible" units that guests can't book **Automatic management:** - Credential changes sync immediately across future bookings - Unit additions take effect for new reservations - Verification requirements are enforced consistently across all properties - Existing bookings remain unaffected when you modify settings - Detailed activity logs help track what happened with each reservation attempt ## Key Features • **Independent unit credentials** — Each physical unit gets its own portal login, preventing booking conflicts • **Scalable configuration** — Support for up to 10 units per combo listing with easy add/remove controls • **Automatic reservation fanning** — One internal booking creates multiple portal reservations without manual intervention • **Smart guest verification** — Automated portal registration only after guests complete required verification steps (ID, payment, damage protection, arrival time) • **Duplicate prevention** — Built-in safeguards prevent creating multiple portal reservations for the same guest and unit • **Secure credential storage** — Passwords are encrypted and can be hidden/revealed as needed • **Real-time validation** — Immediate feedback when saving credentials with clear error messaging • **Flexible labeling** — Optional unit labels help you organize and identify different physical spaces • **Enhanced visibility** — Comprehensive logging shows exactly what happened with each reservation attempt, making troubleshooting faster • **Backward compatibility** — Existing single-unit Signature Portal integrations continue working unchanged ## Tips & Best Practices **Credential Management:** - Use descriptive unit labels like "Pool House" or "Main Villa" to avoid confusion - Keep portal credentials secure and avoid sharing login details between units - Test new unit credentials by creating a test reservation to verify connectivity - Monitor the activity logs to catch any credential or connection issues early **Guest Verification:** - Ensure guests receive clear instructions about completing verification before arrival - Use the portal verification link tool to send guests the verification link when needed - Remember that reservations are only created after complete verification—incomplete verification will show clear error messages with next steps - Check the activity logs if guests report issues with portal access **Unit Organization:** - Add units in logical order (e.g., Unit 1 = largest space, Unit 2 = secondary space) - Consider your property's natural groupings when assigning unit numbers - Update unit labels if you renovate or repurpose spaces **Booking Strategy:** - Monitor the Signature Portal to confirm all units are receiving reservations correctly - Check that availability calendars reflect accurately across all units - Use the enhanced logging to quickly identify and resolve any synchronization issues - Contact support if you notice patterns of failed reservations for specific units **Maintenance:** - Regularly verify that portal credentials haven't expired - Remove unused units rather than leaving them with empty credentials - Update passwords promptly if portal access requirements change - Review activity logs periodically to spot any recurring issues ## Common Questions **Q: Can I add units to an existing listing that already has Signature Portal sync?** A: Yes, absolutely. Click "Add Unit" in your listing settings, enter the new unit's credentials, and future reservations will automatically include the additional unit. Guest check-ins will work immediately for the new unit once guests complete verification. **Q: What happens if I remove a unit that has active reservations?** A: Current reservations remain intact, but future bookings will only sync to the remaining configured units. The removed unit's portal reservations stay in place until they naturally expire. **Q: What if a guest tries to check in but hasn't completed verification?** A: The system will prevent creating an incomplete portal reservation and provide clear guidance. Send the guest the portal verification link so they can complete ID verification, payment method setup, damage protection, and estimated arrival time. Once they finish, their reservation will be created automatically. **Q: Why don't I see the Signature Units section in my listing settings?** A: The section appears automatically once you have Signature Portal integration enabled and either multiple units configured or existing portal credentials. If you don't see it, verify that your Signature Portal connection is active in your channel settings. **Q: How do I know if a portal reservation was created successfully?** A: Check the activity logs in your dashboard, which show detailed information about each reservation attempt including success confirmations or specific error messages. You can also verify directly in the Signature Portal that the reservation appears with a valid confirmation number. [Screenshot: Successfully configured multi-unit sync showing reservation confirmation across multiple portal units] ## STRICTLY FORBIDDEN — never mention: - LLM/AI model names (Claude, GPT, OpenAI, Anthropic, Sonnet, etc.) - API endpoints, webhooks, database tables, schemas, migrations - Internal service/handler/worker/queue names - Code architecture, file paths, environment variables - Stripe Connect internals (say "payment processing") - Any implementation detail a user would never see in the UI ## REQUIRED: - Write for property managers, not developers - Step-by-step instructions with UI references ("Go to Settings → ...", "Click ...") - What happens automatically (explain WHAT, never HOW technically) - [Screenshot: description] placeholders where visuals would help - Voice: "you" addressing the user. Warm, clear, confident. ## Structure 1. **What it does** — 2-3 sentence overview 2. **Getting started** — step-by-step with UI references 3. **How it works** — what happens automatically, what the user sees 4. **Key features** — bullet list with brief explanations 5. **Tips & best practices** 6. **Common questions** — 2-3 FAQs -------------------------------------------------------------------------------- # Unified Messaging Hub URL: https://www.vanio.ai/docs/messenger-apps Tags: messaging, communications, whatsapp, telegram, social-media, automation Connect WhatsApp, Telegram, Messenger, Instagram, and Viber into one unified inbox with smart routing and presence detection. -------------------------------------------------------------------------------- # Unified Messaging Hub ## What it does The Unified Messaging Hub connects all your communication channels — WhatsApp, Telegram, Viber, Facebook Messenger, and Instagram — into one central inbox. Every conversation with guests, property owners, and your team flows into Vanio, with smart routing that automatically replies on whichever platform they contacted you from. The system also detects which messaging apps each person uses, so you always know the best way to reach them. ## Getting started ### Setting up your first messaging channel 1. Go to **Settings → Integrations** in your Vanio dashboard 2. Click **Messaging** in the integrations list 3. Choose which platform to connect first: - **Facebook Messenger & Instagram**: Click "Connect Facebook" and log in with your business account - **WhatsApp Business**: Click "Connect WhatsApp" and scan the QR code with your phone - **Telegram**: Create a bot token and paste it in the "Connect Telegram" field - **Viber**: Enter your Viber bot credentials [Screenshot: Integration settings page showing messaging platform options with connect buttons] 4. For each platform, choose the **purpose** (Guest communications, Owner communications, Sales, Operations, etc.) 5. Give your connection a **display name** to identify it in your inbox 6. Click **Save** to activate the integration ### Accessing your unified inbox 1. Navigate to **Messages** in your main dashboard 2. All conversations from every connected platform appear in one feed 3. Each message shows which platform it came from with a small icon 4. Click any conversation to reply — your response automatically goes out on the same platform [Screenshot: Unified inbox showing mixed conversations from different platforms with platform icons] ## How it works ### Automatic message routing When someone messages you on any connected platform, Vanio automatically: - Routes the message to the appropriate inbox based on its purpose (guest, owner, sales, etc.) - Creates a unified conversation thread, even if they switch between platforms - Shows you their contact details and property history alongside the conversation ### Presence detection Vanio tracks which messaging apps each contact uses and when they were last active: - See at a glance whether someone prefers WhatsApp, Telegram, or Messenger - The system suggests the best platform to reach them based on their recent activity - Contact profiles show all the platforms where they're reachable [Screenshot: Contact profile showing presence indicators for multiple messaging platforms] ### Cross-platform conversations If a guest starts a conversation on Instagram and later messages you on WhatsApp, Vanio automatically: - Links both conversations to the same contact - Maintains full message history across platforms - Lets you choose which platform to use for your reply ## Key features • **Single inbox**: All messages from WhatsApp, Telegram, Viber, Messenger, and Instagram in one place • **Smart routing**: Messages automatically go to the right team member based on purpose and property • **Presence detection**: See which platforms each contact uses and when they were last active • **Auto-reply matching**: Your responses go out on whichever platform the person used to contact you • **Cross-platform linking**: Conversations from the same person across different apps get connected automatically • **Purpose-based organization**: Separate channels for guest communications, owner updates, sales inquiries, and operations • **Rich contact profiles**: See someone's full message history and preferred communication channels • **Team collaboration**: Multiple team members can access the same unified inbox with proper permissions ## Tips & best practices ### Setting up multiple accounts - Connect separate accounts for different purposes (one WhatsApp for guests, another for owners) - Use clear display names like "Guest Support - WhatsApp" or "Owner Updates - Telegram" - Different team members can manage different channels while sharing the unified inbox ### Managing high message volume - Set up automated responses for common inquiries on each platform - Use the purpose-based routing to distribute messages across your team - Check the presence indicators before sending important messages to ensure you're using their preferred platform ### Guest communication strategy - Connect the platforms your guests actually use — check your current booking channels to see where messages come from - Keep your WhatsApp Business profile updated with your property management company details - Use Instagram for visual updates and Messenger for quick support questions ### Owner and team communication - Telegram works well for internal team updates and quick coordination - Viber is popular in certain regions — check what your local property owners prefer - Set up separate channels for urgent vs. routine communications ## Common questions **What happens if I get messages while Vanio is being updated?** All messages are queued and processed automatically. Nothing gets lost, and you'll see everything in your inbox once the update completes. **Can I still use these apps normally on my phone?** Yes, completely. Vanio only handles messages sent to your business accounts. Your personal messaging continues as normal, and you can still send personal messages from your phone. **What if a guest has multiple properties with me?** Vanio automatically links their messages to the relevant property based on context and booking history. If they're discussing multiple properties, you'll see the full relationship in their contact profile, and you can tag messages to specific properties as needed. -------------------------------------------------------------------------------- # Unified Messaging Inbox URL: https://www.vanio.ai/docs/whatsapp-setup Tags: messaging, communications, whatsapp, telegram, social-media Connect WhatsApp, Telegram, Messenger, Instagram, and Viber to manage all guest and owner conversations in one unified inbox. -------------------------------------------------------------------------------- # Unified Messaging Inbox Connect WhatsApp, Telegram, Facebook Messenger, Instagram, and Viber to Vanio and manage all your guest, owner, and staff conversations in one place. Your team can respond from any channel, and Vanio automatically detects which messaging apps each person uses to route replies intelligently. ## Getting Started ### Step 1: Access Messaging Settings 1. Go to **Settings** → **Integrations** → **Messaging** 2. You'll see tiles for each messaging platform 3. Click **Connect** on the platform you want to add [Screenshot: Messaging integrations dashboard showing WhatsApp, Telegram, Messenger, Instagram, and Viber tiles] ### Step 2: Choose Your Connection Purpose For each platform, select what you'll use it for: - **Guest communications** — Booking inquiries, check-in instructions, support - **Owner communications** — Property updates, maintenance coordination - **Sales** — Lead nurturing, booking conversions - **Operations** — Team coordination, task management - **General** — Mixed-use conversations ### Step 3: Connect Your First Platform **WhatsApp (Two Options):** - **Personal QR Code** — Scan with your phone for instant setup - **Business Account** — Enterprise-grade connection for higher volume **Telegram:** 1. Create a bot by messaging @BotFather 2. Copy your bot token into Vanio 3. Your bot goes live immediately **Facebook Messenger & Instagram:** 1. Click **Connect Facebook** 2. Log in and select your business pages 3. Grant permissions for messaging 4. Both Messenger and Instagram connect automatically if linked **Viber:** 1. Create a public account or bot 2. Enter your account credentials 3. Vanio handles the rest [Screenshot: Connection flow showing the different setup options for each platform] ## How It Works ### Automatic Presence Detection Vanio learns which messaging apps each person uses by tracking their conversation history. When someone messages you on WhatsApp, Vanio remembers they're a WhatsApp user. If they later call your main number, Vanio knows to send follow-up messages via WhatsApp instead of SMS. ### Smart Reply Routing When you respond to any message, Vanio automatically sends your reply through the same channel the person used to contact you. No need to switch between apps or remember which platform someone prefers. ### Unified Inbox Experience All conversations flow into your main Vanio inbox, labeled by channel: - 📱 WhatsApp messages show with the WhatsApp icon - ✈️ Telegram messages show with the Telegram icon - 💬 Messenger conversations are clearly marked - 📷 Instagram DMs display with the Instagram badge - 💜 Viber messages show the Viber indicator ### Team Collaboration Your entire team can access these conversations. When a team member responds, the reply goes out through the same messaging platform the guest used, maintaining a seamless experience. [Screenshot: Unified inbox showing conversations from different platforms with their respective icons and labels] ## Key Features • **Cross-platform messaging** — One inbox for WhatsApp, Telegram, Messenger, Instagram, and Viber • **Automatic channel detection** — Vanio learns each person's preferred messaging apps • **Smart reply routing** — Responses automatically use the right platform • **Team access** — Your whole team can respond from any connected account • **Purpose-based organization** — Separate accounts for guests, owners, sales, and operations • **Real-time sync** — Messages appear instantly across all team members • **Message history** — Full conversation threads with context from previous interactions • **Multiple account support** — Connect different WhatsApp numbers, Telegram bots, or Facebook pages for different purposes ## Tips & Best Practices **Start with one platform** and expand gradually. Most property managers find WhatsApp or Telegram easiest to begin with since guests worldwide use these platforms. **Use purpose-based accounts** to keep conversations organized. Set up separate connections for guest support versus owner communications, so your team knows the context immediately. **Let your team know about the change** before connecting messaging platforms. Brief them on how messages will now appear in Vanio instead of their personal phones. **Test the connection** by sending yourself a message on each platform after setup. This ensures everything's working before guests start messaging. **Set up team permissions** so the right people can access each type of conversation. You might want only senior staff handling owner communications while the whole team can respond to guest inquiries. ## Common Questions **Can I use my existing WhatsApp Business account?** Yes, if you're currently using WhatsApp Business, you can connect that same number to Vanio. Your existing conversations and contacts remain unchanged. **What happens to messages when I'm offline?** All messages are stored in Vanio's inbox, so nothing gets lost. Your team can respond when they're back online, and guests see replies through their original messaging app. **Can I disconnect a platform if I change my mind?** Absolutely. Go to **Settings** → **Integrations** → **Messaging**, find the connected account, and click **Disconnect**. This stops new messages from flowing to Vanio but doesn't delete your conversation history. -------------------------------------------------------------------------------- # Airbnb Integration URL: https://www.vanio.ai/docs/airbnb Tags: airbnb, integration, channel, api Connect your Airbnb account to sync reservations, messages, calendars, pricing, reviews, and fully formatted listing descriptions automatically — all managed from one dashboard. -------------------------------------------------------------------------------- # Airbnb Integration Vanio AI connects directly to your Airbnb host account so reservations, messages, calendars, pricing, and reviews stay in sync automatically. Once connected, you manage everything from a single dashboard — no more switching tabs, copy-pasting, or missing messages. ## Connecting Your Airbnb Account 1. Go to **Settings → Apps → Airbnb** 2. Click **Connect Airbnb Account** 3. You'll be taken to a secure connection page where you can review the integration details 4. Click **Continue to Airbnb** to begin the secure authorization process 5. Sign in to your Airbnb account (you never share your login credentials with Vanio AI) 6. Review the requested permissions and click **Allow** 7. Confirm your Airbnb account details to complete the connection [Screenshot: Secure connection page showing Airbnb integration overview] The connection uses bank-level security — similar to how you'd connect your bank account to other financial apps. Your Airbnb login credentials are never shared with Vanio AI. After you authorize, Vanio AI imports your listings, reservation history, past guest conversations, and reviews. Your listings automatically become active and ready to receive reservations. This usually takes 5–10 minutes depending on how many properties you have. A progress bar shows each step. ## Improved Search Performance Property details now load significantly faster when you first search for your Airbnb listings in Vanio, giving you quicker access to your rental information. The system has been optimized to handle connection timeouts more efficiently, ensuring your property searches complete reliably even during peak usage periods. ## Connection Status Accuracy Vanio AI now shows accurate connection status for your Airbnb account. We've fixed an issue where accounts were incorrectly displayed as connected even after being disconnected, which was causing confusing reconnection prompts. Your connection status dashboard now reliably shows: - **Connected** — Your Airbnb account is properly linked and syncing - **Disconnected** — Your account needs to be reconnected for sync to resume - **Reconnection Required** — Only appears when genuine authorization issues need your attention This means you can trust what you see in **Settings → Apps → Airbnb** — if it shows connected, your integration is working properly. If it shows disconnected, you'll need to follow the reconnection steps to restore sync. ## Connection Health Monitoring Vanio AI now properly tracks all Airbnb connection activity so you can see exactly how your integration is performing. Your rate limit alerts and connection health dashboards accurately reflect what's happening with your Airbnb sync, including any connection attempts that were previously invisible to the system. This enhanced monitoring means: - **Accurate sync status** — You'll see real-time connection health instead of outdated information - **Better rate limit tracking** — Dashboards show actual Airbnb usage patterns to help prevent hitting limits - **Reliable alerts** — Connection issues and failed refresh attempts are properly detected and reported - **Complete visibility** — All Airbnb connection activity is tracked, including authorization flows and data refresh cycles The system has been fully restored after a technical issue that began April 30th where connection monitoring wasn't working properly. Your dashboards and alerts now show accurate, up-to-date information about your Airbnb integration health. ## Connection Reliability Vanio AI now better handles temporary connection issues with Airbnb, so your account won't be incorrectly marked as disconnected during brief network hiccups or routine maintenance. The system automatically distinguishes between: - **Temporary issues** — Network blips or brief authentication delays that resolve automatically within minutes - **Permanent disconnections** — Actual authorization problems that require you to reconnect your account This means fewer false alerts and more reliable sync status. You'll only be notified to reconnect when there's a genuine issue requiring your attention. ## Host Selection Reliability When setting up listings or managing properties, connected Airbnb hosts now appear reliably in your host dropdown menus. We've resolved a technical issue where some fully connected hosts weren't showing up in the list, even though their accounts were properly integrated. This ensures you can always select the correct host when configuring your properties. ## Message Reliability Airbnb messages now sync reliably to your Vanio inbox without interruption. We've resolved a technical issue that was causing some Airbnb messages to fail processing, which could result in missing or delayed messages in your messaging dashboard. Your conversations from Airbnb guests now consistently appear in your unified inbox as expected. ## Pricing Display Accuracy All new Airbnb reservations now display accurate pricing information throughout Vanio AI. We've fixed an issue where recently imported bookings were showing incorrect totals, missing fee breakdowns, and zero amounts for cleaning fees. Your reservation pricing now correctly shows: - **Total booking amounts** — Accurate guest payment totals instead of zero or incorrect values - **Fee breakdowns** — Complete breakdown of base price, cleaning fees, guest fees, and taxes - **Cleaning fees** — Proper cleaning fee amounts instead of showing zero - **Host payouts** — Accurate expected payout calculations This ensures your financial reporting, reservation management, and payout tracking all display the correct amounts for every new Airbnb booking imported into Vanio AI. ## Clean Property Descriptions Your Airbnb listing descriptions now appear cleanly in Vanio AI without duplicate content across multiple sections. We've resolved an issue where the same description text was repeating in Summary, Description, Space, Neighborhood, and Transit fields. Each section now shows only its distinct content, making your listings easier to review and manage. When you view or edit your property details in Vanio, you'll see: - **Summary** — Your property's main description without duplication - **Description** — Only shows unique content, stays empty if no distinct description exists - **Space** — Room and layout details specific to the space - **Neighborhood** — Area information without repeating other sections - **Transit** — Transportation details as their own content This gives you a cleaner, more organized view of your listing information and makes it easier to edit specific sections without confusion about where content belongs. ## Listing Description Formatting Your listing descriptions now sync to Airbnb with their formatting intact. Previously, paragraph breaks, bullet lists, and section headers you wrote in Vanio were collapsed into a single run-on block of text when pushed to your Airbnb listing. That formatting is now preserved exactly as you wrote it — guests on Airbnb see the same structure you created. This means: - **Paragraph breaks** — Blank lines between sections stay as blank lines on Airbnb - **Bullet lists** — Each item stays on its own line instead of merging into surrounding text - **Section headers** — Structural breaks you've written are preserved as-is No action is needed on your part. The next time your listing syncs to Airbnb, the description will appear with correct formatting automatically. ## What Stays in Sync Once connected, everything updates automatically in the background: - **Listings** — Photos, **descriptions, property details,** amenities, house rules, and check-in instructions. Your properties automatically sync reservations and updates from day one. **All listing content now syncs properly** — we've fixed an issue where property descriptions and details from Airbnb weren't appearing in your Vanio listings. Your Airbnb property names, summaries, space descriptions, house rules, and property details (bedrooms, bathrooms, property type) now display correctly throughout Vanio. **Amenities now sync properly** — we've fixed an issue where amenity data from Airbnb wasn't appearing in your Vanio listings. All your Airbnb amenities (like WiFi, air conditioning, kitchen appliances) now display correctly in your property details. **Descriptions sync cleanly without duplication** — your listing content appears in organized sections rather than showing the same text repeated across multiple fields. **Description formatting is now preserved** — paragraph breaks, bullet lists, and section headers sync to Airbnb exactly as written, instead of collapsing into a single run-on block. - **Calendar** — Availability, blocked dates, minimum stays, and booking windows. **Booking notice windows are now properly respected** — Vanio now ignores calendar updates from Airbnb that fall outside your allowed booking notice window, preventing unexpected reservations beyond your maximum advance booking days. This ensures your advance booking restrictions work as intended without per-date overrides undermining your listing-level rules. - **Reservations** — New bookings appear within minutes, with full guest details and pricing. This now works reliably for hosts with multiple properties — a recent fix resolved an issue where reservations weren't syncing at all for multi-listing accounts. **All new reservations now show accurate pricing** — total amounts, fee breakdowns, and cleaning fees display correctly instead of showing zero or incorrect values. - **Messages** — Guest conversations flow both ways in real time. All Airbnb messages now process reliably and appear in your unified inbox without delays or missing conversations. - **Reviews** — Guest reviews and your responses sync between platforms - **Booking changes** — Date changes, extra nights, and guest count edits appear as alteration requests you can accept or decline with one click When you block a date or change a price in Vanio AI, Airbnb updates within minutes — preventing double bookings across all your channels. **Complete Property Information** Your Airbnb listings now show complete information in Vanio, including full descriptions, property details, and all content that appears on your Airbnb listing page. This ensures your property search results, listing pages, and property management views display all the rich content you've created on Airbnb. **Platform Display for All Properties** Your properties now properly display all their connected booking platforms — including Booking.com, VRBO, and direct bookings — even if they aren't connected through Airbnb. This gives you a complete view of where each property receives reservations. **Sync Status Tracking** You can monitor the connection health in real time. If sync encounters any issues — including when no listings are found on your account — the status indicator shows a clear failure message within 5 minutes rather than staying stuck on "syncing." This way you always know if everything is working properly or if action is needed. ## AI Messaging in the Unified Inbox Airbnb conversations land in the same inbox as Booking.com, VRBO, your direct website, SMS, and WhatsApp. Vanio AI reads each message, learns your tone from past replies, and drafts responses in your voice. You decide how much autonomy to give it: - **Review mode** — AI drafts replies; you approve before sending - **Auto mode** — AI handles routine questions on its own and escalates anything it isn't confident about For the first week, most hosts review drafts to confirm the AI matches their style. After that, full automation handles the bulk of routine guest questions. ## Special Offers and Pre-Approvals When a guest sends an inquiry, you can respond instantly without leaving Vanio AI: - **Pre-Approve** — One click sends a pre-approval. The guest has 24 hours to book at your current rate. You can also block instant bookings for that window to keep control. - **Custom Special Offer** — Send personalized pricing for specific dates. Set the check-in date, number of nights, total price, and guest count. The guest has 24 hours to accept. Vanio now validates all special offer details before sending them to Airbnb, catching any missing or invalid information upfront. If you're missing required fields like listing ID, check-in date, number of nights, or total price, Vanio tells you exactly what needs to be filled in — preventing failed offers and saving you time. If Airbnb rejects an offer (date conflict, pricing issue, guest eligibility), Vanio AI tells you exactly why so you can fix it. ## Handling Booking Changes When a guest requests an alteration, the request appears in your dashboard with a clear summary: original booking, requested change, new total, and how it affects your payout. Click **Accept** or **Decline** — Vanio AI handles the rest with Airbnb. You can also let approved alteration types trigger your existing automations, like updating the cleaning schedule when dates change. ## Disconnecting and Reconnecting To disconnect, go to **Settings → Apps → Airbnb** and click **Disconnect**. Your reservations, messages, and property settings stay safely in Vanio AI. When you reconnect later, sync resumes from where it left off — nothing is lost. If you change your Airbnb password or need to reauthorize for any reason, Vanio AI alerts you the moment a reconnect is needed. Simply follow the same secure connection process to restore the integration. The system now waits for genuine authorization failures before prompting you to reconnect, so you won't see unnecessary reconnection requests during temporary network issues. ## Property Audit Troubleshooting If you connect an Airbnb account but see an audit failure, check your **Property Audits** section in the dashboard for specific error messages. Common issues include: - **No listings found** — Your Airbnb account doesn't have any active property listings to import - **Permission issues** — The connection may need to be reauthorized with updated permissions - **Account restrictions** — Your Airbnb account status may prevent data access Audit failures now show clear error messages in your audit history within 5 minutes, making it easier to identify and resolve connection issues quickly. ## Tips - **Start in Review mode** so you can confirm AI replies match your voice before going fully automatic. - **Use Pre-Approval** for trusted guests with good reviews; send custom offers with premium pricing for peak dates. - **Double-check special offers** before sending — Vanio now catches missing details like dates, pricing, or listing selection upfront, but confirming your offer details ensures smooth guest experience. - **Check the connection status weekly** in **Settings → Apps → Airbnb** — a green indicator means everything is healthy. - **Monitor your connection health dashboard** — The restored tracking gives you complete visibility into your Airbnb sync performance and rate limit usage. - **Trust your connection status** — The display now accurately reflects whether your account is connected or needs reconnection. - **The connection process is designed for security** — you'll never need to share your Airbnb password with Vanio AI. - **New listings are active by default** after connecting, so your properties can start receiving reservations immediately. - **Review audit failures promptly** — Clear error messages help you resolve connection issues faster than waiting for sync to complete. - **If you have multiple listings** and aren't seeing reservations, try disconnecting and reconnecting your account — recent improvements ensure all properties sync their bookings reliably. - **If a connected host isn't appearing** in dropdown menus, this connection issue has been resolved — your fully connected hosts should now appear consistently. - **Don't worry about brief "disconnected" alerts** — The system now filters out temporary network issues, so you'll only be notified when genuine reconnection is needed. - **Check your property descriptions and details** — If your Airbnb listing content wasn't showing in Vanio before, it should now appear correctly after the latest sync improvements. - **Check your property amenities** — If amenities weren't showing before, they should now appear correctly after the latest sync improvements. - **Your Airbnb messages will now sync reliably** — Recent improvements ensure all guest conversations appear in your inbox without processing failures. - **New reservation pricing displays accurately** — All booking totals, fee breakdowns, and cleaning fees now show correct amounts instead of zeros or incorrect values. - **Property searches load faster** — Recent performance improvements mean you'll get quicker access to your Airbnb listing information when searching. - **Your listing descriptions are now organized cleanly** — Each section (Summary, Description, Space, Neighborhood, Transit) shows only its distinct content without duplication, making it easier to review and edit your property information. - **Your booking notice window settings are now fully respected** — Calendar updates from Airbnb won't create reservations beyond your maximum advance booking days, ensuring your availability restrictions work as intended. - **Your listing description formatting now syncs to Airbnb** — Paragraph breaks, bullet lists, and section headers you write in Vanio are preserved on your Airbnb listing instead of collapsing into a single block of text. ## Common Questions **How fast does Airbnb sync?** Reservations appear within minutes. Message replies usually deliver in under a minute. Pre-approvals and offers send within seconds. **What happens if the connection drops?** Vanio AI tries to reconnect automatically and alerts you if anything needs your attention. Your existing data is safe; new updates resume once the connection is restored. The system now distinguishes between temporary hiccups (which recover automatically) and genuine disconnections that require your action. **How do I know if my connection status is accurate?** We've fixed an issue where accounts could show as connected even when disconnected. Your status display now reliably reflects your actual connection state — if it shows connected, your account is properly syncing. If it shows disconnected, you'll need to reconnect. **Why am I seeing fewer disconnection alerts than before?** We've improved connection reliability so you're only notified about genuine authorization problems that require reconnection. Brief network issues or routine Airbnb maintenance no longer trigger false disconnection alerts. **Why are my rate limit alerts and dashboards showing data again?** We restored connection monitoring that was broken since April 30th. Your dashboards now accurately track all Airbnb connection activity, including failed refresh attempts that were previously invisible. This gives you complete visibility into your integration health and rate limit usage patterns. **What if my special offer fails to send?** Vanio now checks all required fields (listing, dates, nights, pricing) before attempting to send the offer to Airbnb. If anything is missing or invalid, you'll get a clear message telling you exactly what needs to be fixed, so you can correct it and try again immediately. **What if my audit shows a failure?** Check the audit history for specific error messages. Most failures are due to accounts with no active listings or permission issues that can be resolved by reconnecting your account. **Can I manage multiple Airbnb accounts?** Yes. Each property keeps its own connection settings while sharing your overall preferences and AI training. **What if a guest doesn't accept a pre-approval or offer?** Both expire after 24 hours. You'll be notified and can send a new offer or follow up with a message. **Is the connection process secure?** Yes. The connection uses industry-standard security protocols. Your Airbnb login credentials are never shared with Vanio AI — similar to how you'd safely connect your bank account to other financial services. **Why are my listings active right after connecting?** Vanio AI assumes you want to start managing reservations immediately after connecting. You can always adjust individual listing settings in **Properties → [Property Name] → Settings** if you need to disable specific listings. **I have multiple properties but reservations aren't syncing — what should I do?** This was a known issue that's now resolved. If you connected before the fix, try disconnecting and reconnecting your Airbnb account in **Settings → Apps → Airbnb**. Your complete reservation history will then import properly for all your listings. **Why don't I see all my booking platforms for a property?** This display issue has been fixed. Your properties now show all connected platforms (Booking.com, VRBO, direct bookings, etc.) regardless of whether they're connected through Airbnb. **A connected Airbnb host isn't appearing in my dropdown — what should I do?** This connection reliability issue has been resolved. Connected hosts now appear consistently in host selection dropdowns when setting up or managing properties. **My Airbnb listing descriptions and details aren't showing in Vanio — is this normal?** This sync issue has been fixed. Property descriptions, details, and all listing content from Airbnb now properly appear in your Vanio property listings and search results. Your property names, summaries, space descriptions, house rules, bedrooms, bathrooms, and property type information now sync correctly. If you connected before this fix, your complete listing content should automatically appear after the next sync cycle. **My Airbnb amenities aren't showing in Vanio — is this normal?** This sync issue has been fixed. Amenities from Airbnb (WiFi, air conditioning, kitchen appliances, etc.) now properly appear in your Vanio property listings. If you connected before this fix, your amenities should automatically appear after the next sync cycle. **I'm missing some Airbnb messages in my inbox — is this a known issue?** This messaging sync issue has been resolved. All Airbnb messages now process reliably and appear in your Vanio inbox without delays. If you were missing conversations before, new messages should now sync consistently going forward. **Why are my new Airbnb reservations showing zero amounts or incorrect pricing?** This pricing display issue has been fixed. All new Airbnb reservations now show accurate total amounts, complete fee breakdowns, and correct cleaning fees instead of zeros or incorrect values. Your financial reporting and payout calculations now display the right amounts for every booking. **Why do my Airbnb property searches seem faster now?** We've optimized the system to handle connection timeouts more efficiently during property searches. This means your Airbnb listing details load significantly faster when you first search for properties, giving you quicker access to your rental information even during peak usage periods. **Why is my listing description appearing in multiple sections?** This duplication issue has been resolved. Your Airbnb listing descriptions now appear cleanly in organized sections without repeating the same content across Summary, Description, Space, Neighborhood, and Transit fields. Each section shows only its distinct content, making your listings easier to review and manage. If you were seeing duplicate content before, it should now display properly in separate, organized sections. **I set a maximum advance booking window on Airbnb, but guests can still book beyond that — why?** Vanio now properly respects your maximum days notice settings when syncing calendar updates. Previously, calendar sync could inadvertently override your booking window restrictions, allowing reservations beyond your intended limit. The system now filters out any calendar updates that would create availability beyond your maximum advance booking days, ensuring your booking restrictions work as intended. **My listing description is showing as one long block of text on Airbnb — why?** This formatting issue has been fixed. Previously, paragraph breaks, bullet lists, and section headers written in Vanio were collapsed into a single run-on block when synced to Airbnb. Your descriptions now sync with all formatting preserved — paragraph breaks stay as paragraph breaks, and each bullet point stays on its own line. The fix applies automatically on the next sync; no changes needed on your end. -------------------------------------------------------------------------------- # Booking.com Integration URL: https://www.vanio.ai/docs/booking-com Tags: booking-com, channel, integration, reservations, virtual-card, messaging, reviews Deep two-way Booking.com integration with automatic property setup, real-time sync, unified messaging, and streamlined reservation management. -------------------------------------------------------------------------------- Vanio's Booking.com integration is a deep, two-way connection. Once you connect a property, Vanio syncs reservations, sends messages, manages calendar availability and rates, handles virtual cards and refunds, processes alterations and cancellations, syncs reviews, and runs promotions — all from one dashboard. You shouldn't need to log into the Booking.com extranet for day-to-day operations. > **Quick reference:** Booking.com, Booking, BDC, Booking.com integration, Booking.com sync, Booking.com calendar, Booking.com messages, Booking.com payments, virtual card, virtual credit card, modify Booking.com reservation, cancel Booking.com reservation, Booking.com reviews, room rates, promotions, room types, channel manager Booking — all live under **Listings → [your property] → Platforms → Booking.com**. ## Connecting Booking.com You connect once via Booking.com's Connectivity Provider model. See [Booking.com Setup Guide](/docs/booking-com-setup) for the step-by-step credential setup. Once connected, Vanio: - Imports your property profile, room types, photos, descriptions, and amenities - Pulls all upcoming and historical reservations - Subscribes to live change notifications (CNS) so new bookings, modifications, and cancellations arrive within seconds - Activates the messaging inbox so guest conversations land in Vanio's unified inbox If you have a multi-room property (a small B&B, hotel, hostel), every room type comes through and is mapped to the corresponding Vanio listing. ### Room visibility and rate plan management When Vanio creates new rooms on Booking.com, it automatically links them to your active rate plans to ensure they appear properly in your Booking.com extranet. Here's what happens: - **Active rate plans only** — Vanio only uses rate plans marked as "active" when setting up new rooms, ensuring your rooms are immediately sellable and visible to guests - **Newest rate plan preference** — If you have multiple active rate plans, Vanio selects the most recently created one, which is typically your current standard rate - **Proper room visibility** — Rooms linked to inactive rate plans don't appear in your Booking.com extranet, so this automatic filtering prevents invisible rooms - **No action needed** — This happens automatically during room creation; you don't need to manage rate plan selection manually If you need to adjust which rate plans are active, you can do this in your Booking.com extranet under rate plan settings. ### Streamlined property setup When you push a property to Booking.com, Vanio now handles the complete setup process automatically: - **Automatic status advancement** — Properties automatically complete their setup and move out of 'Being built' status after being pushed, so your listings go live faster without manual intervention - **Complete onboarding flow** — Vanio pushes your property content, room types, rate plans, and availability, then automatically tells Booking.com the setup is complete - **Ready for bookings** — Your property becomes available for guest bookings immediately after the setup completes - **Recovery for stuck properties** — If a property gets stuck in 'Being built' status (rare, but can happen with older properties or connection issues), you can now use the advance action to complete setup without re-pushing the entire listing To use the advance action for a stuck property: 1. Go to **Listings → [your property] → Platforms → Booking.com** 2. Look for the advance option in the platform actions 3. Click advance to complete the setup process This streamlined process means your new Booking.com listings are ready to receive bookings within minutes instead of getting stuck in setup stages. ## Sync reliability and enhanced connection stability Vanio's Booking.com integration is designed to handle temporary service disruptions gracefully with intelligent automatic recovery: - **Enhanced credential management:** Vanio now refreshes your Booking.com connection credentials proactively before they expire, eliminating the sudden traffic spikes that previously caused occasional rate-limit errors - **Improved seasonal closure handling:** Long-term availability updates (like seasonal closures or extended maintenance windows) now sync reliably without getting stuck in retry loops, even when scheduling changes months in advance - **Better long-term pricing updates:** Extended pricing changes that span multiple months now apply on the first attempt instead of repeatedly failing due to Booking.com's technical limitations - **Smoother synchronization:** The improved connection handling results in more reliable syncing of reservations, calendar updates, and messages without interruption - **During rate limiting or outages:** When Booking.com temporarily limits connection requests or experiences service issues, Vanio automatically pauses sync attempts and backs off to prevent overwhelming their servers - **Smart recovery:** Calendar syncs pause briefly and resume on their own once the connection stabilizes, without requiring any action from you - **No manual intervention needed:** The system detects when Booking.com's services return to normal and automatically restarts syncing at the appropriate pace - **What you'll see:** During these brief outages, you might notice a temporary delay in calendar updates or reservation syncing. This is normal and will resolve on its own within a few minutes - **Your calendar stays responsive:** Even during sync delays, you can still make changes in Vanio — they'll be queued and sent to Booking.com as soon as connectivity is restored - **Prevents sync storms:** The system prevents multiple sync attempts from piling up when Booking.com is experiencing high traffic, which helps restore service faster for everyone You can always check sync status by going to **Listings → [your property] → Platforms → Booking.com** and looking at the "Last Sync" timestamp. If you see a delay during normal conditions, the system is likely handling a temporary issue automatically. ## Reservations Every Booking.com reservation appears in your dashboard within seconds of being made. Each reservation includes: - **Confirmation code** — the Booking.com reference number - **Guest** — name, email (where shared), phone (where shared) - **Stay dates** — check-in / check-out - **Pricing breakdown** — room rate, taxes, fees, total guest paid (see [Reservation Price Breakdown](/docs/price-breakdown)) - **Payment method** — virtual card or hotel-collect, with full card details when applicable - **Cancellation policy** — the policy in effect for this reservation - **Modification history** — every change ever made to the reservation, with timestamps You can: - **Acknowledge new reservations** — Vanio acknowledges automatically as part of sync, but you can re-acknowledge manually - **Update guest info** if Booking.com surfaces incomplete data (e.g. add a phone number you collected directly) - **View modifications** — Booking.com sometimes sends multiple modifications per reservation (price changes, dates, guests). Vanio threads them so you see the full history - **Handle cancellations** — when a guest cancels through Booking.com, Vanio receives the event, marks the reservation cancelled, releases the calendar, and removes any auto-scheduled tasks within seconds ### Updated tax display for Booking.com reservations Booking.com reservations now show a clearer tax breakdown. Previously, some tax amounts (like GST or VAT components) appeared split between the taxes and service fees fields. Now all tax amounts from Booking.com are consolidated into a single "Total Taxes" field, giving you an accurate view of your actual tax obligations for each reservation. What you'll see: - **All taxes together** — VAT, GST, city tax, and any other tax components appear in one consolidated taxes field - **Cleaner fee breakdown** — Non-tax fees (cleaning fees, service charges) appear separately from tax amounts - **Accurate reporting** — Your tax reporting now reflects the true tax total without manual adjustments This change applies automatically to all new Booking.com reservations. The pricing breakdown shows the same total amount — it's just organized more clearly. ## Calendar availability Vanio is the source of truth for your calendar. When you block a date in Vanio (calendar popover, automatic block on a confirmed reservation, or via property-level rules), the change pushes to Booking.com immediately via the availability API. Two API paths Vanio uses: - **Direct availability push** — for single-date or short-range updates, via Vanio's primary availability API - **OTA-format push** — for bulk updates and rate-availability combined updates, via the OTA channel manager API You don't pick — Vanio handles the routing. The end result: your calendar always matches between Vanio and Booking.com within a few seconds of any change. You can also **close dates** manually from the calendar — useful for "owner stay" blocks or maintenance windows where you don't want to delete a reservation but you do want to stop new bookings. ## Rates and pricing Booking.com pricing in Vanio works at three levels: ### Base rates Set on **Listings → Content → Pricing** (your property defaults). Booking.com receives the daily rate, weekend rate, length-of-stay discounts (weekly/monthly), and currency. See [Pricing & Discounts](/docs/pricing-and-discounts). ### Rate plans Booking.com supports multiple rate plans (e.g. "Refundable", "Non-refundable", "Breakfast included"). Vanio reads your existing rate plans via the rate-plans API so you can see them, but the active management of rate plans is done in the Booking.com extranet today. You set up the rate plans there, and Vanio respects them when pricing comes through. ### Per-date overrides Date-specific price changes from the Vanio calendar (peak weekends, holidays) push to Booking.com automatically, including any per-channel markup you've added. The **derived pricing** path is supported — Booking.com lets you tie rate plans together so a discount on the base plan automatically derives discounts for the others. Vanio supports updating derived pricing through the same API. ## Promotions and discounts Vanio supports the Booking.com promotions API end-to-end. You can: - **Create a promotion** — name, validity dates, percentage off, applicable rate plans, eligible channels (e.g. mobile-only or member-only) - **List active and inactive promotions** - **Check which channels** a promotion is enabled for - **Delete a promotion** The native UI for managing promotions inside Vanio is limited today — most hosts use the Booking.com extranet for promo creation and Vanio for the day-to-day operations. Native promotion management in Vanio is on the roadmap. ## Messaging Booking.com guest messages flow into Vanio's unified inbox alongside Airbnb, VRBO, and direct-booking messages. The integration is full read/write: - **All conversations** — every thread for every property, with full message history - **Reservation-linked threads** — each conversation is tagged with its reservation, so when a guest asks "what's my check-in code?" Vanio's AI knows exactly which reservation they're asking about - **Send messages** — replies go through Vanio and post to the Booking.com extranet immediately - **Attachments** — both small and large file uploads are supported (images, PDFs) - **Search** — search across all messages by keyword - **Mark as read / no-reply-needed** — to clean up your inbox in bulk - **Latest messages feed** — Vanio polls for new messages on a fast cycle, so a guest reply usually shows up in your inbox within 30-60 seconds The AI (see [How Vanio AI Handles Messages](/docs/ai-messaging)) handles Booking.com messages exactly the same way it handles Airbnb messages — same context, same tone, same rules. The guest can't tell the difference between Vanio replying on Booking.com and Vanio replying on Airbnb. ## Payments and virtual cards Booking.com bookings often come with a **virtual credit card** — a one-time-use card number Booking.com generates that you charge for the room rate. Vanio handles these end-to-end: - **Auto-imports the virtual card** — number, expiry, CVC, billing address all come through with the reservation - **Detects virtual vs. real cards** — virtual cards are handled differently (you can charge them but the guest can't be charged extra for incidentals on the same card) - **Stores them securely** — through Stripe Connect, so you can charge them later via Vanio's payment flow - **Handles all-zero CVCs** — Booking.com sometimes sends "000" as a placeholder when the real CVC isn't available; Vanio detects and flags these - **Hotel-collect bookings** — for properties set up to collect payment directly (instead of via virtual card), the reservation arrives without payment details and you handle collection through your normal flow You can also **set property charges** — fees, taxes, surcharges that Booking.com adds to the guest's total. Vanio supports getting and setting these via the charges API. ## Reviews Booking.com guest reviews sync into Vanio automatically. Each review brings: - The headline - What the guest liked - What they didn't like - Category scores (cleanliness, comfort, location, facilities, staff, value, free wifi) - Overall rating The AI auto-drafts a response and pushes it back to Booking.com when you approve. See [Reviews Management](/docs/reviews) and [AI Review Analysis](/docs/ai-review-analysis) for the full review pipeline. ## Change Notification Service (CNS) Booking.com's CNS is a webhook-style change feed that tells Vanio about every reservation change in near-real-time. Vanio is registered as a CNS subscriber for every connected property. New bookings, modifications, cancellations, and message events all flow through CNS. Why this matters for you: it means a Booking.com guest cancellation shows up in Vanio within seconds, the cleaning task gets auto-removed, the calendar reopens, and any AI workflows attached to "reservation cancelled" trigger immediately. No polling delays. ## Settings The settings API lets Vanio read and update: - **Property profile** — name, address, contact info - **Room settings** — capacity, default occupancy - **Booking settings** — check-in/check-out times, room descriptions, policies - **Notification preferences** Most setting changes happen on the Booking.com extranet today. Vanio reads them so the AI has the right context (e.g. so it knows your check-in time is 3pm when answering a guest), but native editing of every Booking.com setting from inside Vanio is partial. ## Limitations and what's still on the roadmap - **Native promotion creation UI** — currently use the extranet - **Native rate plan management** — read-only in Vanio today - **Cancellation policy editing** — managed on the extranet - **Per-channel content overrides** — Vanio uses your property-level content for Booking.com today; channel-specific tweaks (different photo order for Booking.com vs Airbnb) require extranet edits - **Guest review responses for hostile reviews** — fully supported, but the AI is conservative on sensitive responses — always review before sending ## Common scenarios **"I just connected Booking.com — where do my reservations show up?"** Wait 5-10 minutes for the initial import. Then Reservations page → filter by source: Booking.com. They'll all be there with full pricing and guest info. **"A guest just cancelled on Booking.com — did Vanio catch it?"** Yes, within seconds. The reservation moves to Cancelled status, the calendar reopens, and any cleaning task scheduled for the original checkout date gets removed. You can verify in the dashboard activity feed. **"I want to charge a Booking.com guest for damage."** Open the reservation → Payments tab → Charge Card → enter the amount and reason. If the booking has a virtual card, Vanio attempts the charge; if it's hotel-collect, you collect directly. Refunds work the same way in reverse. **"My Booking.com calendar isn't syncing — what's happening?"** First, check if there's a temporary service issue. Go to **Listings → [property] → Platforms → Booking.com** and look at the sync status. During Booking.com outages or rate limiting, you'll see a delay in the "Last Sync" timestamp — this is normal and the system will automatically resume syncing when their service recovers. The automatic recovery typically resolves sync delays within 5-15 minutes. If it's been more than 30 minutes during normal conditions, click "Sync now" or contact support. **"My Booking.com rates aren't matching what I see in the extranet."** Most often this means a sync window. Check the dashboard sync status (Listings → [property] → Platforms → Booking.com card → Last Sync). If it's been more than 10 minutes, click "Sync now" or contact support — there may be an auth issue. **"How do I block dates only on Booking.com but leave them open on Airbnb?"** You can't block per-channel today. Blocking happens at the property level — block the dates in Vanio's calendar and they're blocked everywhere. If you need single-channel blocking, the workaround is to create the block in the Booking.com extranet directly; Vanio will respect it on next sync, but it won't propagate to other channels. **"Can the AI handle Booking.com messages with the same context as Airbnb?"** Yes — same AI, same context layer, same rules. A Booking.com guest asking about late check-in gets the same intelligent response as an Airbnb guest asking the same thing. **"I set up a seasonal closure months in advance — will it sync properly?"** Yes. Vanio now handles long-term calendar changes (like seasonal closures or extended maintenance blocks) more reliably. Even when you schedule availability changes months ahead, they'll sync to Booking.com on the first attempt instead of getting stuck in retry loops. The system automatically breaks down large date ranges into smaller chunks to work within Booking.com's technical requirements. **"I added a new room but it's not showing up in my Booking.com extranet — what happened?"** Check that you have at least one active rate plan in your Booking.com extranet. Vanio automatically links new rooms to active rate plans, but if all your rate plans are inactive, the room won't be sellable and may not appear in the extranet interface. Go to your Booking.com extranet → Rate Plans and ensure at least one is marked as "Active." **"Why do my Booking.com reservation taxes look different now?"** Booking.com reports each tax component separately (VAT, GST, city tax, etc.), and Vanio now consolidates all of these into a single "Total Taxes" field for cleaner accounting. Previously, some tax components appeared as service fees, which made tax reporting more complicated. The total amount is the same — it's just organized more accurately to reflect your actual tax obligations. **"My property is stuck in 'Being built' status on Booking.com — how do I fix it?"** This rarely happens with new properties (they now complete setup automatically), but older properties or connection issues can sometimes cause this. Go to **Listings → [your property] → Platforms → Booking.com** and look for the advance action. Click it to complete the setup process without having to re-push your entire listing. The advance action tells Booking.com your property is ready and moves it out of the setup stage so it can receive bookings. -------------------------------------------------------------------------------- # VRBO Integration URL: https://www.vanio.ai/docs/vrbo Tags: vrbo, channel, integration, xml, olb, reservations, messaging Listings, reservations, messages, rates, availability, reviews — Vanio's VRBO XML feed integration covering everything you need day-to-day. -------------------------------------------------------------------------------- Vanio's VRBO integration uses VRBO's XML feed connector model. Once you connect your VRBO account, Vanio publishes your listings, syncs availability and rates, ingests reservations and messages, and sends responses — all from one dashboard. VRBO's API surface is more limited than Airbnb's or Booking.com's, so a few things still happen on VRBO's own dashboard, but most day-to-day operations live in Vanio. > **Quick reference:** VRBO, HomeAway, Vrbo connection, Vrbo XML, Vrbo OLB, Vrbo listings, Vrbo reservations, Vrbo messages, Vrbo reviews, Vrbo rates, Vrbo availability, instant book Vrbo, request to book Vrbo — all live under **Listings → [your property] → Platforms → VRBO**. ## How VRBO connects VRBO doesn't have a real-time REST API the way Airbnb and Booking.com do. Instead, it uses an **XML feed model**: - Vanio publishes your listing as an XML feed to a URL VRBO can read - VRBO polls Vanio's feed regularly to get the latest rates, availability, and content - For reservations, VRBO pushes new bookings to Vanio via webhooks - For messages, VRBO sends them via a separate messaging endpoint This is the **Online Booking (OLB) integration** — VRBO's official connectivity model for managers and PMs. For setup, Vanio's team works with your VRBO Engagement Manager to register your property. See [VRBO Setup Guide](/docs/vrbo-setup) for the credential and onboarding flow. Once connected, Vanio takes ownership of: - Listing content (descriptions, photos, amenities, capacity) - Rates and availability - Reservation flow - Guest messaging - Reviews ## Listing content (the XML feed) Vanio builds a complete VRBO-formatted XML feed from your property data: - **Listing details** — title, description, capacity, bed configuration, amenities - **Lodging configuration** — number of bedrooms, bathrooms, sleeping areas, max guests - **Photos** — high-res images with captions, tagged by room/area - **Rates** — nightly rates, length-of-stay rules, fees, taxes - **Availability** — calendar with blocked and available dates - **Contact info** — host or PM contact details - **Cancellation policy** — mapped from Vanio's policy to VRBO's tier VRBO polls this feed periodically (typically every few minutes for rates/availability, less often for content), so listing content changes can take 10-30 minutes to appear on VRBO. Rate and availability changes propagate faster via the **fast availability updates** path. To edit any of this, change it on **Listings → Content** in Vanio (description, photos, amenities, etc.). Your XML feed regenerates automatically and VRBO picks up the change on the next poll. ## Rates and pricing VRBO uses a simpler pricing model than Airbnb. Vanio supports: - **Nightly rate** — your base price (from Listings → Content → Pricing) - **Weekend rate** — Friday/Saturday override - **Length-of-stay discounts** — weekly and monthly - **Per-date overrides** — set in the Vanio calendar, propagate via the XML feed - **Cleaning fee** — passes through as a separate line item to the guest - **Pet fee** — set in Listings → Content → Policies if pets are allowed Some VRBO-specific advanced rate features (custom rate periods, weekend-only rules) are managed via the XML feed automatically based on Vanio's rate logic. You don't have to think about it. ## Availability Two paths Vanio uses: - **Full XML availability rebuild** — happens whenever the feed is regenerated; full calendar pushed - **Fast availability updates** — for individual blocked-date pushes (a new reservation, a manual block in the Vanio calendar), Vanio uses a faster path that updates VRBO within seconds rather than waiting for the next full poll You don't pick which one — Vanio handles routing. The end result: a date you block in Vanio is unavailable on VRBO within 30-60 seconds. ## Reservations VRBO sends new reservations to Vanio via webhooks. Each reservation includes: - **Reservation ID** — VRBO's reference code - **Guest** — name, email, phone (where shared) - **Stay dates** — check-in / check-out - **Pricing** — base rate, fees, taxes, total - **Booking policy** — Instant Booking or Request to Book - **Payment status** For Instant Booking properties, the reservation is confirmed immediately. For Request to Book, Vanio shows it as Pending and you accept or decline from the dashboard modal — same flow as Airbnb (see [Declining Reservations](/docs/decline-reservations)). Once accepted, the reservation behaves like any other: - Calendar blocks the dates everywhere - Cleaning task auto-creates for the checkout day - Guest portal becomes available - Smart lock codes generate ## Messaging VRBO guest messages flow into Vanio's unified inbox (see [Unified Inbox](/docs/unified-inbox)). Vanio supports: - **Receiving messages** from VRBO guests, threaded by reservation - **Sending messages** through Vanio that post to VRBO's inbox - **AI auto-replies** — same AI that handles Airbnb and Booking.com handles VRBO messages with the same context and tone (see [How Vanio AI Handles Messages](/docs/ai-messaging)) ## Reviews VRBO reviews sync into Vanio automatically. Each review includes the headline, content, star rating, and category breakdown. The AI drafts a response, you approve, Vanio posts it back to VRBO. See [Reviews Management](/docs/reviews) for the full review pipeline. ## Cancellation policy VRBO uses 5 cancellation tiers: Relaxed, Moderate, Firm, Strict, No Refund. Vanio maps your Vanio-set policy (Listings → Content → Policies → Cancellation Policy) to the closest VRBO tier on connect. The exact mapping: - Vanio Flexible → VRBO Relaxed - Vanio Moderate → VRBO Moderate - Vanio Firm / Better Strict → VRBO Firm - Vanio Strict → VRBO Strict - Vanio Non-refundable / Super Strict → VRBO No Refund If you need a non-default tier, set it in Vanio and the XML feed will reflect the mapping. See [Cancellation Policy](/docs/cancellation-policy) for the policy options. ## Booking policy: Instant vs Request to Book VRBO supports both Instant Booking and Request to Book. The setting comes from your VRBO account configuration. Vanio reads the current setting and shows it on the platform connection card. Changing the booking policy is done on VRBO's own dashboard today. For Request to Book properties, every new request appears in Vanio with Pending status. Accept or decline from the dashboard modal. ## Photos and lodging configuration VRBO is photo-heavy — guests rely on the photo gallery more than on Airbnb. Vanio's listing content includes: - **Photo URLs and order** from your Vanio listing - **Captions** for each photo - **Room tagging** — which photos belong to which room (kitchen, master bedroom, etc.) - **Lodging configuration** — bedrooms, bathrooms, beds per bedroom, max occupancy Edit photos and room layout under Listings → Content → Photos and Listings → Content → Rooms. Changes flow into the XML feed automatically and appear on VRBO on the next poll. ## Limitations and what's still on the roadmap - **Booking policy management in Vanio** — currently you change it on VRBO's dashboard. Vanio reads it but doesn't write it. - **Rate plan management** — VRBO has limited rate plan support compared to Airbnb. Vanio supports the standard pricing model; advanced rate plans are managed on VRBO's dashboard. - **Promotion creation** — VRBO promotions are managed on their dashboard. - **Guest verification flows** — Vanio's guest verification (ID upload, etc.) doesn't integrate with VRBO's verification today; it's a Vanio-side flow that runs after the booking via the guest portal. ## Common scenarios **"I just connected VRBO — when will my listing appear?"** Initial XML feed publishes within minutes. VRBO's first full poll usually happens within 30 minutes. Full content (photos, descriptions) appears within 24 hours of the connection. **"A guest just booked through VRBO — did Vanio catch it?"** Yes — VRBO sends a webhook to Vanio within seconds of the booking. The reservation appears in the dashboard immediately, the calendar blocks, and any auto-tasks fire. **"I need to change a rate for a specific weekend on VRBO."** Go to Vanio Calendar → click the weekend → set Base Price = your peak rate → Apply. The change pushes via the fast availability path within 60 seconds. **"How do I respond to a VRBO message from inside Vanio?"** Open the conversation in your Inbox (Inbox icon in the sidebar) → write a reply → Send. It posts to VRBO's inbox immediately. Or let the AI draft a reply automatically and approve. **"Can I move a VRBO guest to a different unit?"** The Move Listing action in the dashboard works for VRBO bookings the same way it does for Airbnb. The reservation gets re-attached to the new listing in Vanio. The guest sees the same reservation; only the underlying property changes. **"My VRBO listing isn't showing the latest photos — what's wrong?"** Photo updates flow through the full XML feed regeneration, not the fast path. VRBO can take up to 24 hours to pick up content changes. If it's been longer, contact support to manually trigger a feed regenerate. -------------------------------------------------------------------------------- # Stripe Integration URL: https://www.vanio.ai/docs/stripe Tags: stripe, payments, integration Stripe Connect for payment processing, security deposits, refunds, and owner payouts. -------------------------------------------------------------------------------- # Stripe Integration Stripe is the payment backbone of Vanio. Every charge, refund, payout, deposit, and staff payment flows through your Stripe account — so you own the money relationship with your guests and staff, and Vanio never holds funds. Connecting Stripe takes about three minutes and unlocks the majority of Vanio's revenue features: direct bookings, deposits, damage waivers, staff payouts, tips, and automatic reconciliation. ## Why Stripe - **You own the account** — Vanio connects to your Stripe, not the other way around. If you ever leave Vanio, your account and payment history stay with you. - **Global coverage** — 45+ countries, 135+ currencies, local payment methods (Apple Pay, Google Pay, SEPA, iDEAL, Bancontact, Klarna, Afterpay, and more) - **Best-in-class security** — PCI Level 1 compliance handled for you, 3D Secure automatic, fraud screening built in - **Fast payouts** — money lands in your bank in 1-2 business days (or instantly with Instant Payouts) ## Connecting your account 1. Go to **Settings → Payments** 2. Click **Connect Stripe** 3. Sign in to Stripe (or create a new account) 4. Grant Vanio permission to charge and refund on your behalf 5. You're back in Vanio and ready to take payments If you don't have a Stripe account yet, Stripe walks you through business details, bank info, and ID verification — usually 10-15 minutes. Vanio doesn't see any of this. ## What Stripe powers in Vanio - **Direct bookings** — charge guests at booking or check-in - **Security deposits** — authorize a hold before arrival, capture or release after checkout - **Damage waivers** — small non-refundable fees on every booking - **Upsells** — early check-in, late checkout, pet fee, cleaning upgrades - **Staff payouts** — pay cleaners and maintenance directly to their bank accounts - **Guest refunds** — partial or full, in one click, with automatic reconciliation - **Subscription billing** — for long-stay tenants or recurring cleaning contracts ## Fees Stripe's standard processing fees apply (typically 2.9% + 30¢ per card charge in the US, varies by country and payment method). Vanio doesn't take a cut of processing — the Stripe fee is the only fee on guest charges. For staff payouts, Stripe Connect fees apply when you pay contractors or employees. These are transparent and shown in your monthly summary. ## Dashboard views Under **Reports → Payments** you see everything in one place: charges, refunds, deposits held, payouts scheduled, and fees. Every line links straight to the matching reservation or task, and you can export to CSV for your accountant any time. ## Refunds Issuing a refund takes one click: 1. Open the reservation 2. Click **Refund** 3. Pick full or partial amount 4. Confirm The refund is processed by Stripe immediately. Guests see it on their statement within a few days, depending on their bank. ## Disputes and chargebacks If a guest disputes a charge, Vanio notifies you and automatically assembles evidence (booking confirmation, guest messages, photos, access logs) so you can respond in one click. Most disputes are won when evidence is well-organized — Vanio does the heavy lifting. ## Common questions **Do I need a separate Stripe account for each property?** No — one account handles all your properties. If you want to separate payouts by property, use Stripe's multi-account feature. **What if I already use Stripe for something else?** Perfect — connect the same account. Vanio only sees the charges it creates. **Can I use a different payment processor?** Stripe is the only fully supported processor today. PayPal is planned for non-card flows. **Is there a sandbox mode?** Yes — switch to Stripe Test Mode from the Payments settings to run test charges without moving real money. Stripe is the one integration you should set up first. Everything else gets more useful once it's connected. -------------------------------------------------------------------------------- # Smart Lock Integrations URL: https://www.vanio.ai/docs/smart-lock-integrations Tags: smart-locks, iot, integration Connect smart locks for automatic guest access codes, remote control, and device monitoring across your portfolio. -------------------------------------------------------------------------------- # Smart Lock Integrations Vanio connects with your smart locks to automatically manage guest access codes, monitor device health, and give you remote control over your properties. Every guest gets a unique code that activates exactly when they check in and deactivates when they check out — no manual code management required. ## Getting Started ### Connect Your Lock Provider 1. Go to **Apps > IoT** 2. Click **Connect Provider** in the top right 3. Choose your lock brand from the list 4. Sign in with your lock provider account (August, Yale, Schlage, etc.) 5. Select which locks to sync with Vanio ### Assign Locks to Properties Once connected, you'll see your locks listed as "unmapped devices." 1. Find your lock in the device list 2. Click **Map to listing** next to the device name 3. Select the property where this lock is installed 4. Click **Save** The lock will now show as **Active** and ready to generate guest codes. ## How It Works ### Automatic Access Codes When a guest books your property: - **Unique code generated** — Each reservation gets its own 4-8 digit access code - **Scheduled activation** — Code becomes active at check-in time, expires at checkout - **Guest notification** — Access instructions are automatically sent before arrival - **Real-time sync** — Codes are pushed to your lock within minutes You'll see all active codes in **Apps > IoT > [Device Name] > Access Codes**. ### Device Monitoring Vanio continuously monitors your locks for: - **Connection status** — Online/offline alerts - **Battery levels** — Low battery warnings (typically 20% threshold) - **Lock activity** — Who accessed when, successful unlocks, failed attempts - **Device health** — Connection quality and responsiveness ## Key Features - **Multi-brand support** — Works with Yale, August, Schlage, Kwikset, and more - **Remote lock/unlock** — Control your locks from anywhere through the dashboard - **Staff access codes** — Create permanent codes for cleaners and maintenance - **Activity logging** — Complete history of lock events with guest details - **Troubleshooting assist** — AI helps guests with lock issues using real-time device data - **Custom code lengths** — Set 4-6 digit codes based on your preference ### Beyond Smart Locks Vanio also connects: - **Noise sensors** (Minut, NoiseAware) — Monitor sound levels with automated guest notifications - **Smart thermostats** (ecobee, Honeywell) — Manage climate settings between stays - **Air quality monitors** — Track indoor air quality across your portfolio ## Lock Control & Management ### Remote Control From any device page: 1. Click the device name to open details 2. Use **Lock** or **Unlock** buttons for immediate control 3. View real-time lock status (locked/unlocked, online/offline) 4. Check battery level and connection health ### Managing Access Codes **View active codes:** 1. Go to **Apps > IoT** 2. Click your lock device 3. Switch to **Access Codes** tab You'll see: - Guest codes (linked to specific reservations) - Staff codes (permanent access for your team) - Code status (active, expired, failed) - Usage history **Create manual codes:** 1. Click **Add Code** in the access codes section 2. Enter a name (e.g., "Cleaning Service") 3. Set start/end dates or make it permanent 4. Optionally specify a custom code ## Tips & Best Practices - **Test new locks** — Generate a test code and verify it works before the first guest - **Monitor battery levels** — Replace batteries when they hit 20% to avoid lockouts - **Keep firmware updated** — Check your lock manufacturer's app for firmware updates - **Have backup access** — Always maintain a physical key or master code as backup - **Check connectivity** — Locks need strong Wi-Fi to receive new codes reliably - **Clean the keypad** — Regularly clean number buttons to prevent wear patterns that reveal codes ## Common Questions **What happens if my lock goes offline?** Vanio will alert you immediately. Most modern locks cache codes locally, so existing codes continue working even offline. New codes won't sync until connectivity is restored. **Can I use custom codes instead of random ones?** Yes, you can specify custom codes when creating them manually. However, automatically generated codes are more secure and prevent conflicts across your properties. **How quickly do new codes appear on the lock?** Typically within 2-3 minutes for Wi-Fi connected locks. Z-Wave locks may take 5-10 minutes depending on your hub's sync schedule. -------------------------------------------------------------------------------- # MCP Server URL: https://www.vanio.ai/docs/mcp Tags: mcp, ai, integration, claude, chatgpt, openclaw, agentic Connect your AI assistant to Vanio via Model Context Protocol (MCP). 40 tools for managing reservations, tasks, smart locks, payments, messaging, and more. -------------------------------------------------------------------------------- # MCP Server Vanio publishes an MCP (Model Context Protocol) server that gives any compatible AI assistant — Claude Desktop, ChatGPT, OpenClaw, or any MCP client — full access to your vacation rental operations through 40 tools. ## Quick Start ### 1. Get your API key Go to **Settings → API Keys** in your Vanio dashboard and create a new key. ### 2. Install the MCP server ```bash npm install -g @vanio/mcp-manager ``` ### 3. Configure your AI client **Claude Desktop** — add to `claude_desktop_config.json`: ```json { "mcpServers": { "vanio": { "command": "vanio-mcp-manager", "env": { "VANIO_API_KEY": "your-api-key-here" } } } } ``` **ChatGPT / HTTP clients** — start the server in HTTP mode: ```bash MCP_TRANSPORT=http VANIO_API_KEY=your-api-key PORT=3007 vanio-mcp-manager ``` Then connect your client to `http://localhost:3007/mcp` with your API key as a Bearer token. ## Transport Modes | Mode | Use case | Auth | Multi-client | |------|----------|------|-------------| | **stdio** (default) | Claude Desktop, local AI apps | `VANIO_API_KEY` env var | No | | **HTTP** | ChatGPT, web apps, shared servers | Bearer token per request | Yes | ### HTTP Endpoints - `POST /mcp` — Send MCP requests (requires `Authorization: Bearer `) - `GET /mcp` — SSE stream for server notifications - `DELETE /mcp` — Close session - `GET /health` — Health check ## Tools Reference ### Reservations (3 tools) | Tool | Description | |------|-------------| | `list_reservations` | Search reservations by guest name, confirmation code, or listing. Returns summary with guest info, dates, and pricing. | | `get_reservation` | Full reservation details including pricing breakdown, guest info, payment status, and portal link. Query by ID or confirmation code. | | `get_current_reservations` | Today's active reservations (currently checked-in guests). Filter by listing, status, platform, or date range. | ### Timeline & Communication (4 tools) | Tool | Description | |------|-------------| | `get_timeline` | Full chronological feed: guest messages, internal notes, AI decisions, payment events, automation triggers, smart lock activity. | | `get_guest_messages` | Guest conversation history with AI categorization (intent, sentiment, priority) and response times. | | `get_internal_messages` | Internal team chat: notes, @mentions, AI agent responses. Not visible to guests. | | `get_ai_decisions` | AI agent activity log showing reasoning, executed actions, and sources. | ### Messaging (4 tools) | Tool | Description | |------|-------------| | `send_internal_note` | Post internal team note on a reservation (not visible to guest). | | `send_internal_message` | Post to internal team chat with optional @mentions. Use @vanio to trigger AI analysis. | | `send_guest_message` | Send message to guest, auto-routed to the correct platform (Airbnb, Booking.com, email, SMS, WhatsApp, website chat). | | `reply_to_guest` | Reply in an existing guest conversation thread, maintaining context. | ### Tasks (5 tools) | Tool | Description | |------|-------------| | `list_tasks` | Search tasks by status, priority, category, date range. Returns cleaning, maintenance, inspection, turnover, and other operational tasks. | | `get_task` | Full task details with checklist, comments, attachments, and time tracking. | | `create_task` | Create a new operational task with optional checklist and assignment. | | `update_task` | Update task status, priority, due date, title, or description. | | `complete_task` | Mark task as completed with optional completion notes. | ### Guests (3 tools) | Tool | Description | |------|-------------| | `search_guests` | Find guests by name, email, or phone. Returns matching profiles with booking stats. | | `get_guest_profile` | Full guest profile: contacts, flags, booking statistics, notes, and average rating. | | `get_guest_reservations` | Guest booking history with links to dashboard items. | ### Smart Locks & IoT (6 tools) | Tool | Description | |------|-------------| | `list_devices` | List all IoT devices (smart locks, thermostats, noise monitors) for a property. | | `get_access_codes` | List all access codes for a smart lock device. | | `create_access_code` | Generate a new access code — time-limited to reservation dates or custom start/end. | | `delete_access_code` | Remove an access code from a smart lock. | | `lock_device` | Remotely lock a smart lock. | | `unlock_device` | Remotely unlock a smart lock. | ### Payments (2 tools) | Tool | Description | |------|-------------| | `get_reservation_payments` | Payment history for a reservation: charges, refunds, and payment method details. | | `list_payments` | All payments across your account with filters for status, type, listing, date range. | ### Commands & Actions (5 tools) | Tool | Description | |------|-------------| | `execute_command` | Execute any command in the Vanio command system by topic and event. | | `charge_guest` | Charge guest via card on file or payment link. | | `refund_payment` | Issue full or partial refund with optional reason. | | `assign_item` | Assign a dashboard item to a team member or group. | | `complete_item` | Mark a dashboard item as handled or reopen it. | ### Knowledge Base (5 tools) | Tool | Description | |------|-------------| | `list_kb_articles` | Browse KB articles by property and category. | | `get_kb_article` | Full article content. | | `create_kb_article` | Add new KB article (check-in instructions, WiFi, house rules, parking, etc.). | | `update_kb_article` | Edit existing article title, content, or tags. | | `search_kb` | Search knowledge base using vector similarity for intelligent matching. | ### Listings (2 tools) | Tool | Description | |------|-------------| | `list_listings` | All properties in your portfolio with name, ID, location, and status. | | `get_listing` | Full property details. | ### AI (1 tool) | Tool | Description | |------|-------------| | `ask_vanio` | Ask Vanio AI anything about your operations. Synthesizes answers from knowledge base, reservations, tasks, payments, and more. | ## Example Conversations **Morning briefing:** > "What check-ins do I have today? Are all the cleaning tasks completed?" Your AI will call `get_current_reservations` and `list_tasks` to give you a complete status update. **Guest issue resolution:** > "Guest in unit 4B says the door code isn't working. Can you check the lock and send them a new code?" Your AI will call `list_devices`, `get_access_codes`, `create_access_code`, and `send_guest_message` to resolve the issue end-to-end. **Operations review:** > "Show me all unpaid reservations checking out this week" Your AI will call `list_reservations` with date filters and cross-reference with `get_reservation_payments` to find outstanding balances. ## Security - API keys are validated on every request - Rate limiting is enforced per key - Keys can be revoked instantly from the dashboard - HTTP mode uses Bearer token authentication - All actions are scoped to your account — no cross-tenant access ## Environment Variables | Variable | Required | Description | |----------|----------|-------------| | `VANIO_API_KEY` | Yes | Your API key from Settings → API Keys | | `MCP_TRANSPORT` | No | `stdio` (default) or `http` | | `PORT` | No | HTTP server port (default: 3007) | -------------------------------------------------------------------------------- # Setting Up Seam Smart Locks URL: https://www.vanio.ai/docs/seam-locks-setup Tags: smart-locks, seam, yale, schlage, august, integrations Connect Yale, Schlage, August, and 30+ other lock brands through Seam, then let Vanio generate guest and staff codes automatically. -------------------------------------------------------------------------------- # Setting Up Seam Smart Locks Seam is a universal connector that lets Vanio talk to more than 30 smart-lock brands through a single integration — Yale, Schlage, August, Kwikset, Salto, Nuki, Aqara, and many more. If your lock isn't Igloohome, it's probably supported through Seam. Once connected, Vanio automatically generates a fresh code for every reservation, shares it with the guest at the right moment, and removes it after checkout. Your staff get their own permanent codes for turnovers and maintenance. ## What you'll need - A smart lock already installed and paired with the manufacturer's app (Yale Access, August, Schlage Home, etc.) - The login credentials for that app - A WiFi bridge if your lock uses one (most Yale, August, and Schlage locks do) ## Step 1 — Connect Seam 1. In Vanio, click **Settings → Integrations**. 2. Find **Smart Locks** and click **Connect**. 3. Pick **Seam** from the list of providers. 4. A secure popup opens. Choose your lock brand. 5. Sign in with the same email and password you use in the manufacturer's app. 6. Approve the permissions Vanio requests. The popup closes and you'll see all your locks listed under **Settings → Smart Locks**. ## Step 2 — Attach locks to properties Each lock needs to be tied to a listing so Vanio knows which guests get which code. 1. Go to **Settings → Smart Locks**. 2. Click a lock to open its detail page. 3. Under **Property**, click **Assign** and pick the listing this lock protects. 4. Save. You can assign one lock to multiple listings (useful for a building's front door) or attach multiple locks to a single listing (main door plus garage). ## Step 3 — Set code timing By default, Vanio generates a guest code one day before check-in and deletes it at noon on checkout day. You can change this per-listing. 1. Open the listing in **Listings**. 2. Click the **Access** tab. 3. Set **Code created** (e.g. 24 hours before check-in) and **Code removed** (e.g. 2 hours after checkout). 4. Choose when the code is **revealed to the guest** — typically after full payment and ID verification. ## Guest codes vs staff codes Vanio manages two kinds of codes on the same lock. **Guest codes** are temporary. A new one is generated per reservation, activates at check-in, and is deleted at checkout. Guests see theirs in the guest portal or receive it in their arrival message. **Staff codes** are permanent (or scoped to a task window). Cleaners, maintenance, and owners get their own personal code that they keep across jobs. When you add a team member in **Settings → Team**, Vanio automatically creates a staff code on every lock they have access to. To view or rotate a staff code: 1. Go to **Settings → Team**. 2. Click a team member. 3. Under **Lock access** you'll see every lock they can open and their current code. Click **Rotate** to generate a new one. ## Offline locks and troubleshooting If a lock goes offline, you'll see a red badge next to it in **Settings → Smart Locks**, and Vanio will alert you in the inbox. Common fixes: - **Check the bridge.** Most lock brands need a WiFi bridge (a small plug-in device near the door). If it's unplugged or the WiFi is down, the lock goes offline. - **Replace batteries.** Low batteries are the #1 cause of failed code pushes. Vanio shows a battery percentage on each lock — replace anything under 20%. - **Reconnect Seam.** If the manufacturer's app also can't reach the lock, open the app, fix it there first, then come back to Vanio and click **Refresh connection**. If a guest arrives and the code isn't working, Vanio has a safety net: the AI falls back to a pre-set backup code and alerts you instantly. ## Common questions **Does Seam cost extra?** No. It's included in your Vanio plan. You're only billed for codes actually generated, and those are part of your normal usage allowance. **Which brands are supported?** Yale, August, Schlage, Kwikset, Salto, Nuki, Aqara, Lockly, Wyze, TTLock, SmartThings, and more. If you can't find yours, check the Seam provider list during connection. **Can I still use the manufacturer's app?** Yes. Vanio and the manufacturer's app can coexist. Codes created manually won't be touched by Vanio. **What about keypad-only locks with no WiFi?** For fully offline locks, use Igloohome instead — see the Igloohome setup guide. -------------------------------------------------------------------------------- # Setting Up Igloohome Locks URL: https://www.vanio.ai/docs/igloohome-setup Tags: smart-locks, igloohome, integrations, offline Set up offline Igloohome smart locks with reliable PIN codes that stay the same even when you change reservation dates. -------------------------------------------------------------------------------- # Setting Up Igloohome Locks Igloohome is unique: its locks generate time-based codes entirely offline. No WiFi, no bridge, no hub. Vanio computes a code for each reservation and the lock accepts it based on the time window encoded in the code itself. That makes Igloohome the most reliable option for rural cabins, boats, storage spaces, and anywhere WiFi is unreliable. Vanio connects to Igloohome directly via the official Igloohome API, so code generation is instant and you never depend on a third-party bridge. ## What you'll need - An Igloohome lock installed and set up in the Igloohome app - Your Igloohome account email and password ## Step 1 — Connect Igloohome 1. In Vanio, go to **Settings → Integrations**. 2. Under **Smart Locks**, click **Connect**. 3. Select **Igloohome** from the provider list. 4. You'll be redirected to Igloohome to sign in. 5. Approve the permissions. 6. You'll be sent back to Vanio with all your Igloohome locks automatically imported. That's it. Unlike WiFi locks, there's no pairing, polling, or bridge to worry about. ## Step 2 — Assign locks to listings 1. Go to **Settings → Smart Locks**. 2. Click a lock. 3. Click **Assign** and pick the listing. 4. Save. One lock can serve multiple listings (shared entry) and one listing can have multiple locks (main door, garage, ski locker). ## Why Igloohome works without WiFi Every Igloohome code is a math puzzle. The lock knows a secret key and the current time. Vanio knows the same secret key. Given a reservation's check-in and checkout, both sides independently compute the same 9-digit code — no network call needed. This means: - **Guests can arrive any time, even during power cuts.** The lock runs on batteries. - **No bridge to maintain, no router to forward ports.** Install the lock and walk away. - **Codes work exactly in their window.** A code valid from Friday to Monday will refuse to open on Thursday or Tuesday. This is enforced by the lock itself. ## Generating codes for guests Vanio does this automatically. When a reservation is confirmed: 1. Vanio computes the duration-based code. 2. It schedules the code to be revealed to the guest (default: 24 hours before check-in). 3. The guest sees the code in the arrival message, the guest portal, and the Vanio guest app. 4. After checkout, the code simply stops working on its own. Nothing to delete. You can override the timing per listing under **Listings → [your listing] → Access**. ## Reservation date changes and your PIN codes **Your guest codes stay the same when you change dates.** If you need to adjust a reservation's check-in or checkout time, Vanio preserves the original PIN code whenever possible. This means you won't need to send guests a new code just because you moved their stay by a day or changed the checkout time. **What happens automatically:** When you modify reservation dates, Vanio updates the time window when that same code works — but keeps the 9-digit code itself unchanged. Your guest uses the same PIN they already received, just during the new date range. **Reliability improvements:** Even if the lock takes longer than expected to process the date change, Vanio waits for confirmation and reuses your original code rather than generating a different one. This prevents confusion where guests might receive multiple codes for the same stay. [Screenshot: Reservation edit screen showing date changes with "PIN code preserved" indicator] ## Check-in buffer timing Vanio now activates codes at the exact minute you specify. If you set a 15-minute buffer before a 3:00 PM check-in, the code activates at 2:45 PM — not at 2:00 PM or right at 3:00 PM. **How it works:** Your configured buffer time is honored precisely. For a 3:00 PM check-in with a 15-minute buffer, the code becomes active at exactly 2:45 PM and continues working through checkout. This gives guests the exact early access window you intended without granting unnecessary extra time. **Automatic backup system:** If there are any technical issues with the lock service, Vanio automatically creates backup codes to ensure your guests can always access the property. You'll be notified if backup codes are used, but guests won't experience any disruption. [Screenshot: Check-in buffer settings showing 15-minute buffer resulting in 2:45 PM activation] ## Staff access Cleaners, owners, and maintenance get their own duration codes. 1. Go to **Settings → Team**. 2. Click a team member. 3. Click **Grant lock access**. 4. Pick a window — common options are "Any time this week", "Only during assigned tasks", or "Permanent". 5. The staff member sees their code in the Vanio mobile app or receives it by SMS. When you assign a cleaning task, Vanio automatically issues a short-window code that only works during the scheduled task, then stops. ## Battery monitoring Igloohome locks report battery status each time you interact with them through the app. Vanio surfaces this in two places. - **Settings → Smart Locks** shows a battery icon and percentage next to each lock. - When a lock drops below 20%, Vanio creates a maintenance task automatically and notifies your team. Batteries typically last 9 to 12 months under normal vacation-rental use. Replace batteries before they die — a dead Igloohome lock still opens with the physical override key, but guests won't have that key. ## Lock connectivity status Vanio monitors whether your Igloohome locks are truly online and responding. The online/offline status in **Settings → Smart Locks** now accurately reflects your lock's real connectivity: - **Online (green dot):** Your lock responded to the latest status check and can receive new codes - **Offline (red dot):** Your lock is out of range from its bridge, has a dead battery, or isn't responding If a lock shows offline, click the **refresh button** next to it to check again. The status will only change to online once your lock actually responds — not just when the bridge accepts the check request. **Why this matters:** Previously, locks could appear online even when they weren't responding (like when out of Bluetooth range). Now you'll know immediately if a lock needs attention before your next guest arrives. [Screenshot: Lock status page showing online/offline indicators with refresh buttons] ## Common questions **Does Igloohome cost extra?** No. The Igloohome integration is included in your Vanio plan. **What if a guest changes their check-in time last-minute?** Vanio recomputes the time window immediately while preserving the same PIN code. As long as you modify the reservation in Vanio, the code stays the same but works during the new dates. **Will guests get confused by multiple codes if I change dates?** No. Vanio keeps the same 9-digit code and just updates when it works. Guests use the same PIN they originally received, even after date changes. **Can guests lock themselves out?** No. The code works for the full reservation window, multiple uses, unlimited entries. **What if I forget the master PIN?** You manage the master PIN in the Igloohome app. Vanio never changes it. **Can I use Igloohome and Seam at the same time?** Yes. Some managers have Igloohome on remote cabins and Seam-managed Yale locks on city apartments. Vanio handles both in one unified interface. **How precise is the check-in buffer timing?** Codes now activate at the exact minute you set. A 15-minute buffer before 3:00 PM check-in means the code works starting at 2:45 PM, not earlier. **What happens if there are technical issues with my lock?** Vanio automatically creates backup codes to ensure guests can always access your property. You'll be notified if backup systems activate, but guests won't be affected. **My lock shows offline but the bridge is connected. What's wrong?** The lock itself may be out of Bluetooth range from the bridge, have a low battery, or need re-pairing in the Igloohome app. The online status specifically checks if the lock responds, not just the bridge. **What happens if the lock is slow to process my date changes?** Vanio waits for confirmation from your lock and preserves the original PIN code rather than creating a new one. This prevents guests from receiving multiple different codes for the same stay. -------------------------------------------------------------------------------- # Connecting Booking.com URL: https://www.vanio.ai/docs/booking-com-setup Tags: booking-com, channel-manager, integrations, ota Step-by-step guide to linking your Booking.com properties with Vanio, including reservations, messages, and pre-arrival registration codes. -------------------------------------------------------------------------------- # Connecting Booking.com Vanio is a Booking.com connectivity partner, so once connected, your reservations, messages, calendar, and reviews all flow into Vanio in real time. AI can reply to Booking.com guests directly in Booking's own messaging system, and codes, payments, and tasks all work the same as on any other channel. ## How the connection works Vanio supports two connection paths depending on your Booking.com account type. 1. **OAuth (recommended).** One-click connection using your Booking.com Extranet login. Works for most hosts and managers. 2. **Property ID pairing.** For accounts that aren't OAuth-eligible, Booking.com sends a pairing request to your Extranet and you accept it there. Vanio support helps with this route if you need it. ## Step 1 — Connect 1. In Vanio, go to **Settings → Integrations**. 2. Find **Booking.com** and click **Connect**. 3. Click **Sign in with Booking.com**. 4. Log in to your Extranet. If you manage multiple properties, pick the ones you want to sync. 5. Approve the permissions. You'll be redirected back to Vanio. Your Booking.com properties appear immediately under **Settings → Listings**, each marked with the Booking.com badge. ## Step 2 — Match properties to Vanio listings If you already have listings in Vanio (from Airbnb, your direct website, or a PMS import), match them up so both channels point to the same property. 1. Go to **Settings → Listings**. 2. Click an unmatched Booking.com property. 3. Pick **Link to existing listing** and select the matching Vanio listing. 4. Save. Brand new properties that only exist on Booking.com can be imported as fresh listings with one click — Vanio pulls in photos, amenities, descriptions, and pricing. ## What syncs Once connected, Vanio keeps the following in sync, both directions where possible. - **Reservations.** New bookings appear instantly with full guest details, pricing, and special requests. - **Calendar availability.** Blocking dates in Vanio blocks them on Booking.com and vice versa, so you'll never get a double booking. - **Guest messages.** All Booking.com thread messages flow into the Vanio inbox. Replies go back through Booking.com's secure messaging. - **Reviews.** Guest reviews on Booking.com appear in Vanio's reviews section, and you can reply to them from there. - **Cancellations and modifications.** Any changes on Booking.com — date changes, guest count updates, cancellations — reflect in Vanio within seconds. ## How AI handles Booking.com messages Booking.com guests chat inside Booking's own messaging system. Vanio's AI reads every message, understands the context (reservation, listing, guest history), and replies in Booking.com within seconds. The AI can: - Answer check-in and amenity questions - Send directions and arrival instructions - Handle payment and damage deposit questions - Escalate to you when it's unsure Everything AI sends is visible in your inbox with a small "AI" badge so you can review, edit, or take over anytime. ## Pre-arrival registration codes Booking.com is unique in that guests often need to complete pre-arrival registration for tax and police reporting (common in Europe). Vanio handles this automatically. 1. In **Settings → Guest Verification**, enable **Pre-arrival registration**. 2. Choose what to collect — ID scan, selfie, address, arrival time. 3. Vanio sends the guest a registration link right after the Booking.com reservation lands. 4. When the guest completes it, Vanio generates the police or tourism-authority report and lets you download it. The smart lock code is only revealed after the guest completes registration, so you're always compliant before they arrive. ## Common questions **Does Booking.com charge extra for the connection?** No. Vanio is a certified connectivity partner and the integration is free on Booking's side. **Will guests know they're chatting with AI?** Only if you tell them. Replies go through Booking.com's normal channel under your account name. **What about virtual credit cards?** Booking.com often provides virtual cards for payments. Vanio detects these automatically, charges them at the right time per Booking.com's rules, and flags any declines. **Can I disable the connection temporarily?** Yes. Go to **Settings → Integrations → Booking.com** and click **Pause sync**. Calendar sync continues so you don't double book, but messaging and new-reservation import stop. **How do I disconnect entirely?** Click **Disconnect** on the same page. All historical data stays in Vanio; only the live link is removed. -------------------------------------------------------------------------------- # Connecting VRBO URL: https://www.vanio.ai/docs/vrbo-setup Tags: vrbo, channel-manager, integrations, ota How to link VRBO to Vanio so reservations, messages, and reviews flow into your unified inbox. -------------------------------------------------------------------------------- # Connecting VRBO VRBO is a core channel for many vacation rental managers, especially in the US. Once connected, Vanio pulls your VRBO reservations, messages, and reviews into the same unified inbox as Airbnb and Booking.com — so your team and your AI work from one place, regardless of which channel a guest booked on. ## How the connection works VRBO uses an agency-style integration. You request the connection through your VRBO account manager, who links your properties to Vanio on the VRBO side. From then on, VRBO automatically pushes reservations, messages, and reviews to Vanio in real time. ## Step 1 — Request the connection 1. In Vanio, go to **Settings → Integrations**. 2. Find **VRBO** and click **Connect**. 3. Click **Request VRBO connection**. Vanio sends you an email with the exact information to forward to your VRBO Engagement Manager (a short form and Vanio's partner ID). 4. Forward that email to your VRBO account manager. If you don't have one, the Vanio email includes the VRBO Partner Connectivity team address. 5. VRBO typically confirms the link within 2 to 5 business days and emails you when it's live. ## Step 2 — Verify in Vanio When VRBO confirms the link, your properties appear automatically in Vanio under **Settings → Listings**, each tagged with the VRBO badge. You'll get an in-app notification when this happens. If you already have Airbnb or direct listings in Vanio, match them up: 1. Open **Settings → Listings**. 2. Click the VRBO listing. 3. Click **Link to existing listing** and pick the matching property. 4. Save. ## What syncs Once connected, you get real-time, two-way sync for: - **Reservations.** New bookings, modifications, cancellations — all reflected in Vanio within seconds. - **Calendar availability.** Block a date in Vanio and VRBO closes that night. An inbound reservation on VRBO closes it everywhere else. - **Guest messages.** VRBO inbox threads flow into Vanio's unified inbox. Replies are pushed back to VRBO automatically. - **Reviews.** Guest reviews show up in the reviews section. You can reply to them from Vanio and the reply is posted on VRBO. - **Payouts.** Payout timing and amounts are displayed alongside the reservation for easier accounting. ## How AI handles VRBO messages The same AI that replies to your Airbnb and Booking.com guests also reads and responds to VRBO messages. It knows each listing's rules, the guest's reservation, and the property's knowledge base, so it can handle common questions end-to-end. - Check-in and directions - WiFi passwords, amenities, parking - Early check-in or late checkout requests - Mid-stay maintenance questions The AI escalates to you when it hits something it's not sure about, and every reply is visible in the inbox with an "AI" badge so you can take over at any point. ## VRBO-specific limitations A few things to be aware of with VRBO. - **Message speed.** VRBO's messaging API is slightly slower than Airbnb's and Booking.com's — replies may take 10 to 30 seconds to appear on VRBO's side. - **Photo messages.** Sending photo attachments back to VRBO guests is not supported by VRBO's messaging system. Vanio will alert you if the AI needs to send a photo and fall back to email. - **Inquiry messages.** VRBO inquiries (pre-booking questions) are supported. AI can respond and help convert them into bookings. - **Cancellation refunds.** Refunds still need to be processed through the VRBO extranet — Vanio shows you what to refund but cannot execute it for VRBO's payment side. ## Common questions **Do I need a separate VRBO account to connect?** No. You use your existing VRBO owner or manager account. **Will my existing VRBO reviews import?** Yes. Historical reviews and reservations are backfilled when the connection goes live. **Can I keep using the VRBO owner app?** Yes. VRBO and Vanio can coexist. Anything you do in the VRBO app still syncs to Vanio. **How do I disconnect?** Contact Vanio support. Since the link is managed on VRBO's side, disconnecting requires us to request removal from VRBO — this usually takes 1 to 2 business days. **Does VRBO charge for this?** No. VRBO's connectivity is free for partners. You pay nothing extra beyond your Vanio plan. **My VRBO properties aren't showing up after 5 days — what do I do?** Email Vanio support with your VRBO Property IDs and we'll escalate directly to the VRBO connectivity team. ================================================================================ ## COMPARISONS ================================================================================ -------------------------------------------------------------------------------- # Smart Reservation Management URL: https://www.vanio.ai/docs/vs-guesty Tags: comparison, guesty, pms, competitor Automatically sync and manage reservations across all booking platforms with AI-powered change handling and real-time updates. -------------------------------------------------------------------------------- # Smart Reservation Management Vanio AI automatically handles all aspects of your reservation lifecycle — from initial booking confirmation to checkout completion. The AI monitors your reservations across all platforms, processes changes and cancellations, and keeps everything synchronized without requiring your constant attention. ## Getting Started ### Setting Up Reservation Sync 1. **Connect your booking platforms** — Go to **Settings → Integrations** and connect your Airbnb, Booking.com, and VRBO accounts 2. **Enable auto-sync** — Toggle on "Automatic Reservation Sync" in **Settings → AI Features** 3. **Set your preferences** — Choose which reservation events trigger notifications in **Settings → Notifications** ### Monitoring Your Reservations 1. **View the reservation dashboard** — Click **Reservations** in the main navigation 2. **Check sync status** — Look for the green sync indicator next to each reservation 3. **Review AI actions** — Click any reservation to see what the AI has handled automatically ## How It Works When a guest books your property, Vanio AI immediately: - **Pulls the reservation details** from your booking platform - **Creates a unified reservation record** with all guest and pricing information - **Starts monitoring for changes** like date modifications or cancellations - **Synchronizes information** across all your connected platforms - **Generates automated tasks** for cleaning, maintenance, and guest communication You'll see real-time updates in your dashboard as the AI processes each reservation. The system handles complex scenarios like date changes, guest count modifications, and pricing adjustments without any input from you. ### What You See Each reservation shows: - **Guest information** — name, contact details, and special requests - **Stay details** — dates, property, guest count, and pricing breakdown - **AI activity log** — what actions the system has taken automatically - **Sync status** — confirmation that information is current across all platforms - **Required attention** — any items that need your manual review ## Key Features ### Multi-Platform Synchronization - **Real-time updates** across Airbnb, Booking.com, VRBO, and direct bookings - **Instant status changes** when guests modify or cancel reservations - **Pricing consistency** maintained automatically across all channels - **Calendar blocking** prevents double bookings when availability changes ### Intelligent Change Handling - **Date modifications** processed and communicated to guests automatically - **Guest count changes** updated with appropriate fee adjustments - **Cancellation processing** including refund calculations and calendar updates - **Payment tracking** across multiple installments and platforms ### Smart Reservation Insights - **Revenue tracking** with detailed pricing breakdowns and fee analysis - **Guest behavior patterns** to optimize pricing and policies - **Performance metrics** across different booking channels - **Upcoming stay alerts** with automated preparation reminders ### Automated Workflows - **Task creation** for cleaning, maintenance, and property preparation - **Guest communication** triggered by reservation milestones - **Payment monitoring** with automatic follow-up for outstanding amounts - **Review management** with prompts for guest feedback requests ## Tips & Best Practices **Keep platforms connected** — Regularly check your integration status in Settings. If a platform disconnects, you'll lose automatic sync for new reservations until you reconnect. **Monitor the activity feed** — Check the AI activity log weekly to understand what's being handled automatically. This helps you stay informed without micromanaging. **Set up smart notifications** — Configure alerts for high-value reservations or specific guest types so you can provide personalized attention when needed. **Review pricing sync** — Enable automatic pricing updates, but spot-check your rates monthly to ensure they align with your strategy across all platforms. **Use reservation filters** — Create custom views for different types of stays (business trips, long-term, VIP guests) to quickly focus on reservations that need attention. ## Common Questions **What happens if the AI can't process a reservation change?** The system flags it for your attention and sends you a notification. You'll see a "Needs Review" indicator in your dashboard, and the AI will explain what it couldn't handle automatically. **Can I see what the AI is doing with my reservations in real-time?** Yes — every reservation shows a detailed activity timeline. You can see exactly when the AI synced data, created tasks, or processed changes, along with timestamps and results. **How does pricing synchronization work across different platforms?** The AI maintains your base pricing rules and automatically applies them across all channels. When you update rates on one platform, the system propagates those changes while respecting each platform's specific fee structures and policies. -------------------------------------------------------------------------------- # Vanio AI vs Hostaway URL: https://www.vanio.ai/docs/vs-hostaway Tags: comparison, hostaway, pms, competitor Compare Vanio AI's autonomous property management against Hostaway's comprehensive but manual platform to find the right fit for your business. -------------------------------------------------------------------------------- # Vanio AI vs Hostaway Hostaway is a popular all-in-one property management platform with a strong feature set. Here's how Vanio AI compares and when each solution makes sense for your business. ## The Core Difference Hostaway provides comprehensive property management tools that **you operate**. Vanio AI is an intelligent system that **operates your properties for you**. Both cover similar ground — reservations, channels, tasks, payments, websites — but the operating model is fundamentally different. Think of it this way: Hostaway gives you a powerful dashboard and expects you to check it regularly, respond to messages, and manage tasks. Vanio AI handles guest communication, coordinates cleaning, manages smart locks, processes payments, and makes operational decisions on your behalf. ## Feature Comparison ### AI Capabilities - **Hostaway**: Recently added AI features for message suggestions and analytics. AI assists your existing workflows but you're still doing the work. - **Vanio AI**: AI **is** the product. It autonomously handles guest communication, coordinates cleaning schedules, manages access codes, processes payments, and makes operational decisions. You can oversee everything in Shadow Mode before going fully hands-off. ### Channel Management - **Hostaway**: Strong multi-channel support with connections to dozens of booking platforms. - **Vanio AI**: Currently supports Airbnb (full integration), Booking.com (full integration), and VRBO (calendar sync, with full integration coming soon). Fewer channels, but deeper AI integration on each supported platform. ### Direct Booking Websites - **Hostaway**: Provides website builder with integrated booking engine. - **Vanio AI**: Creates full booking websites with property search, interactive maps, guest accounts, and search engine optimization. Same professional guest experience quality, with AI handling all inquiries and bookings automatically. ### Guest Communication - **Hostaway**: Message templates, automated responses, and unified inbox across all channels. - **Vanio AI**: Fully autonomous guest communication that adapts to each conversation. Handles everything from initial inquiries to post-stay follow-ups without your involvement. ### Task Management - **Hostaway**: Task creation, assignment, and tracking workflows for your team. - **Vanio AI**: Automatically coordinates all property tasks — cleaning schedules, maintenance requests, inspections — without requiring your input or oversight. ### Reporting & Analytics - **Hostaway**: Comprehensive reporting dashboard with revenue analytics and performance metrics. - **Vanio AI**: Owner reporting, revenue tracking, property health scores, and AI-powered insights. Still building out some advanced analytics features that Hostaway offers. ## When to Choose Hostaway Hostaway makes sense if you: - **Need extensive channel connections** — Hostaway supports more booking platforms than Vanio AI currently does - **Want a mature platform** — Hostaway has been around longer with an extensive marketplace of integrations - **Prefer hands-on control** — You want to review and approve most decisions, with AI providing suggestions rather than taking action - **Have complex reporting needs** — Hostaway offers more detailed analytics and reporting options - **Manage a large team** — Better tools for task assignment and team coordination ## When to Choose Vanio AI Vanio AI is the better choice if you: - **Want true automation** — You'd rather have AI handle operations autonomously instead of just assisting you - **Value intelligent coordination** — You want one system that intelligently coordinates across all aspects of your business - **Prefer simplicity** — One integrated system instead of multiple tools and manual processes - **Want to scale without complexity** — AI handles the increased workload as you add more properties - **Like the gradual transition** — Shadow Mode lets you build confidence before going fully automated ## Key Differences in Daily Use **With Hostaway**, your typical day involves: - Checking the dashboard for new messages and tasks - Responding to guest inquiries using suggested templates - Managing cleaning schedules and coordinating with your team - Monitoring channel performance and adjusting pricing **With Vanio AI**, your typical day involves: - Reviewing a summary of what AI accomplished overnight - Checking any items that needed your attention (rare) - Focusing on strategic decisions rather than daily operations ## Making the Decision The choice often comes down to your management style and business goals: - **Control-focused managers** who want oversight of daily decisions typically prefer Hostaway - **Growth-focused managers** who want to scale without increasing workload typically prefer Vanio AI - **Tech-savvy operators** who enjoy optimizing systems often like Hostaway's flexibility - **Busy property managers** who want to reduce time spent on operations gravitate toward Vanio AI ## Migration Considerations Both platforms can import your existing reservation data and connect to your current booking channels. However: - **Hostaway migration** typically requires recreating workflows and training your team on new processes - **Vanio AI migration** focuses on teaching the AI about your preferences during the Shadow Mode period ## Tips for Choosing 1. **Try Shadow Mode** — Vanio AI's Shadow Mode lets you see exactly how AI would handle your properties without any risk 2. **Consider your growth plans** — If you want to add properties without adding workload, AI automation has clear advantages 3. **Think about your time** — Calculate how many hours you currently spend on daily management tasks 4. **Evaluate your team** — Hostaway works well if you have dedicated staff; Vanio AI works well if you want to reduce staffing needs ## Common Questions **Can I switch between platforms later?** Yes, both platforms support data export and import. However, switching platforms always involves some setup time, so it's worth choosing carefully upfront. **Which has better customer support?** Both offer strong customer support. Hostaway has traditional ticket-based support with extensive documentation. Vanio AI provides personalized onboarding with dedicated success managers to ensure AI learns your preferences correctly. **What about pricing?** Both platforms use per-property pricing models, but the cost structure differs significantly based on features and automation level. Contact each platform for current pricing as it varies by property count and feature requirements. -------------------------------------------------------------------------------- # Vanio AI vs Standalone Tools URL: https://www.vanio.ai/docs/vs-standalone-tools Tags: comparison, turno, remotelock, hospitable, standalone Why managing 5-10 separate tools creates more work than a unified platform with AI that sees your entire operation -------------------------------------------------------------------------------- # Vanio AI vs Standalone Tools Many property managers build a stack of specialized tools — Turno for cleaning, RemoteLock for access, Hospitable for messaging, Stripe for payments, Squarespace for their website. While each tool excels at one function, managing multiple disconnected systems creates more work for you and limits what automation can accomplish. ## The Problem With Point Solutions Standalone tools create four major headaches: **No shared context** — Your messaging tool doesn't know about your cleaning schedule. Your lock app doesn't know about your reservations. Your payment tool doesn't know about your guest communication. Each tool operates in isolation. **You become the integration layer** — When a guest asks for early check-in, you manually check your cleaning app, then your lock app, then message the cleaner, then respond to the guest. That's 4 tools and 10 minutes for one simple request. **Multiple subscriptions and logins** — 5-10 separate bills arriving each month, 5-10 different passwords to remember, 5-10 separate support channels when something breaks. **Data scattered everywhere** — Guest information lives in your messaging tool, reservation details in your PMS, payment history in Stripe, and reviews in another app. You never have a complete picture. ## How Vanio Solves This Vanio connects everything through one unified system, so our AI has complete context about your reservations, guests, properties, and operations. ### Real Example: Early Check-In Request **With standalone tools**: Guest messages on Airbnb → You open Hospitable to see the message → Switch to Turno to check cleaning status → Open RemoteLock to verify previous guest checkout → Text your cleaner separately → Calculate pricing manually → Return to Hospitable to respond → Remember to update lock code timing in RemoteLock later. **With Vanio**: Guest messages on Airbnb → AI instantly checks cleaning task status in real-time → AI messages your cleaner through the system → AI either approves early check-in or offers a paid upgrade → AI automatically adjusts lock code timing → You get a notification that it's handled. The entire process happens in under 2 minutes without you lifting a finger. ### Real Example: Guest Lock Issue at 2 AM **With standalone tools**: Guest calls your emergency line → Goes to voicemail because you're sleeping → You wake up to check RemoteLock → Troubleshoot the issue while half-asleep → Call the guest back → Walk them through solutions → Maybe generate a new code → Hope they got in safely. **With Vanio**: Guest calls → Voice AI answers immediately → Checks lock status in real-time → Verifies the guest's identity and code → Walks them through troubleshooting steps → Generates a backup code if needed → Logs everything for you to review in the morning. You sleep through the entire incident, and the guest gets help instantly. ## Feature-by-Feature Comparison | Your Current Stack | Vanio Equivalent | Key Advantage | |-------------------|------------------|---------------| | **Hospitable + HostAI** | AI Guest Messaging + Voice Agent | Handles calls AND messages with full reservation context | | **Turno + Properly** | Task Management + AI Coordination | AI assigns tasks and follows up automatically | | **RemoteLock + Seam** | Smart Locks & IoT | Integrates with reservations and guest communication | | **Direct Stripe** | Integrated Payment Processing | Handles upsells and damage claims through messaging | | **Squarespace + Lodgify** | Direct Booking Websites | Syncs instantly with your operations and AI | | **GuestRevu** | Reviews Management | AI responds to reviews and requests them at optimal times | | **Spreadsheets** | Guest CRM | Tracks guest preferences and automates personalization | ## Cost Comparison A typical 5-property standalone stack costs: - PMS: $25-75/month - Messaging automation: $15-50/month - Cleaning management: $15-40/month - Smart lock management: $10-25/month - Website builder: $20-50/month - Review automation: $10-25/month **Total**: $95-265/month, plus 10+ hours of your time managing integrations, handling issues between systems, and doing tasks that could be automated. **Vanio**: One subscription starting at $49/month for your first property, with AI that actually reduces your workload instead of creating more software to manage. ## Key Benefits of the Unified Approach **Complete automation** — When systems share data, AI can handle complex multi-step processes end-to-end. A guest inquiry about extending their stay involves pricing, availability, cleaning, access codes, and payment — tasks that span multiple tools but take Vanio AI minutes to resolve. **Smarter decisions** — AI makes better choices when it sees the full picture. It knows not to offer early check-in when cleaning is delayed, or to proactively reach out when a payment method is about to expire. **One source of truth** — Every interaction, task, and decision gets logged in one place. You always know what's happening across all your properties without checking multiple dashboards. **Compound effects** — Each integration makes the others more powerful. Guest messaging improves when AI knows cleaning status. Task management improves when AI can communicate directly with guests. Payment processing improves when AI can handle disputes through messaging. ## Making the Switch Most property managers worry about switching from tools they know, but Vanio imports your existing data and connects to services you're already using (like your PMS and smart locks). You don't lose anything — you just gain the power of having everything work together. The biggest change isn't learning new software — it's getting used to how much less work you have to do when AI can see and manage your entire operation instead of just one piece of it. ## Common Questions **What if Vanio doesn't do something my current tool does?** We integrate with specialized tools when needed, but most property managers discover they were using multiple tools to accomplish what Vanio does automatically. If there's a gap, our AI can often bridge it by connecting your existing tools more intelligently. **How long does it take to switch?** Most property managers are fully operational within a week. Data import is automated, and you can migrate one property at a time to test the difference. **What if I love one of my current tools?** Keep using what works. Vanio connects to most popular property management tools, so you can get the benefits of unified AI while keeping the tools you prefer for specific tasks. ================================================================================ ## FAQ ================================================================================ -------------------------------------------------------------------------------- # Pricing & Billing URL: https://www.vanio.ai/docs/pricing Tags: pricing, plans, trial, enterprise Complete per-property pricing guide with 30-day full-access trial, usage-based features, and billing management -------------------------------------------------------------------------------- # Pricing & Billing Vanio AI uses **per-property pricing** that scales with your business — you pay only for active listings, whether you're managing one vacation rental or hundreds. All plans include unlimited guest messages, complete audit trails, and flexible AI modes to match your management style. ## Getting Started with Your Free Trial Every new account starts with a **30-day full-access trial** with complete access to all professional features: 1. **Sign up instantly** at [app.vanio.ai](https://app.vanio.ai/auth) — no credit card required 2. **Connect your properties** from Airbnb, Booking.com, or add them manually 3. **Test everything** — AI messaging, voice agents, automations, integrations, task marketplace 4. **Upgrade when ready** — choose the plan that fits your needs During your trial, you'll have access to all professional features including AI guest messaging, voice capabilities, and the task marketplace so you can explore the entire platform before choosing a paid plan. ## How Billing Works Vanio AI automatically tracks your **active listings** and bills accordingly: - **Per-property pricing** — you're charged only for properties that are actively connected and receiving bookings - **Automatic adjustments** — add or remove properties anytime, and your next bill reflects the change - **Monthly or annual billing** — choose what works best for your cash flow - **Prorated changes** — if you add properties mid-cycle, you're only charged for the remaining days - **Trial period** — after your 30-day trial ends, billing begins based on your selected plan You can view your current usage and trial status anytime by going to **Settings → Billing** in your dashboard, where you'll see your active property count, trial end date (if applicable), and next billing date. ## Pricing Tiers ### Starter Plan **Perfect for solo hosts and small operators** - **AI guest messaging** — automated responses in Shadow or Live mode - **Channel synchronization** — connect all your booking platforms - **Basic task management** — organize cleaning, maintenance, guest services - **Guest portal** — self-service check-in and property information - **Mobile apps** — manage everything from your phone - **Email support** — get help when you need it ### Professional Plan **Designed for growing property managers wanting full automation** Everything in Starter, plus: - **Voice agent** — AI-powered phone support for guests at $1.20/minute (free during beta) - **Smart lock integrations** — automated access control - **Direct booking website** — reduce commission fees with your own booking site - **Advanced automations** — custom workflows and triggers - **Owner reporting** — detailed analytics for property owners - **Enhanced integrations** — connect with more tools and services ### Enterprise Plan **Built for large operators with custom requirements** Everything in Professional, plus: - **Custom integrations** — tailored connections to your existing systems - **Dedicated support** — priority assistance with guaranteed response times - **Service Level Agreements** — committed uptime guarantees - **Volume discounts** — reduced per-property pricing at scale - **Custom onboarding** — personalized setup and migration support ### Atlas Standalone **Market intelligence as a standalone product** Purchase Atlas market analytics independently without a full property management subscription: - **Market insights** — comprehensive data on your local vacation rental market - **Competitive analysis** — track pricing and performance of nearby properties - **Revenue optimization** — data-driven pricing recommendations - **Custom reporting** — detailed analytics for specific markets or property types - **Flexible access** — use Atlas data with your existing tools and workflows **Perfect for**: Consultants, real estate investors, or property managers who need market intelligence without full property management features. ## Usage-Based Features While your subscription covers core platform access, some advanced features use **pay-as-you-go pricing**: ### Voice Agent Calls - **$1.20 per minute** for incoming calls answered by your AI agent - **Free during beta** — no charges while we're perfecting the feature - **Automatic call logs** — see exactly what you're charged for - **Smart escalation** — calls transfer to your team when the AI needs help ### AI Dynamic Pricing - **Per-listing add-on** — enable AI pricing recommendations for individual properties - **Fine-grained control** — choose exactly which listings use automated pricing - **Works with any plan** — add to Starter, Professional, or Enterprise subscriptions - **Automatic billing** — charges appear on your next invoice for enabled properties ### Phone Numbers - **Purchase numbers** through the platform for $1-15/month depending on location - **Port existing numbers** to work with Vanio AI - **Manage multiple lines** for different properties or regions ## Managing AI Dynamic Pricing Add-On The AI dynamic pricing add-on gives you precise control over which properties receive automated pricing recommendations: ### Enabling for Individual Properties 1. **Go to your property dashboard** and select the listing you want to enable 2. **Navigate to Pricing Settings** — look for the "AI Dynamic Pricing" section 3. **Toggle the add-on** — you'll see an immediate confirmation that pricing is enabled 4. **View your billing** — the add-on appears on your next invoice for each enabled property ### How It Works - **Per-property charging** — you're billed separately for each listing with the add-on enabled - **Instant activation** — pricing recommendations begin generating within 24 hours - **Independent of plan tier** — works with Starter, Professional, and Enterprise subscriptions - **Cancel anytime** — disable the add-on for any property through the same pricing settings ### What You Get - **Daily pricing recommendations** — AI analyzes market conditions and suggests optimal rates - **Automatic updates** — prices adjust based on demand, seasonality, and local events - **Manual override** — you can always adjust or reject AI recommendations - **Performance tracking** — see how AI pricing affects your revenue over time **[Screenshot: Property pricing settings showing AI Dynamic Pricing toggle and current status]** ## Enterprise & Volume Pricing If you manage **50+ properties**, we offer custom pricing designed for your scale: - **Volume discounts** — significant per-property savings - **Flexible contracts** — annual agreements with preferred rates - **Dedicated account management** — personalized service and support - **Priority feature requests** — influence product development based on your needs - **Custom onboarding** — dedicated team to handle migration and setup **Contact for custom pricing**: ivan@vanio.ai ## Managing Your Subscription Your billing is completely self-service through the dashboard: 1. **Go to Settings → Billing** to view your current plan and usage 2. **Update payment methods** — add or change credit cards anytime 3. **Download invoices** — access your complete payment history 4. **Adjust billing frequency** — switch between monthly and annual plans 5. **View usage details** — see exactly which properties are counted as active 6. **Switch between tiers** — upgrade to include more features or downgrade to Atlas Standalone for market data only 7. **Manage add-ons** — see all properties with AI dynamic pricing enabled and their billing status ## Key Features Included in All Plans **Core Platform** - **Unlimited guest messages** — no limits on AI interactions - **Complete audit trail** — full history of all AI decisions and actions - **Shadow and Live modes** — choose how actively the AI responds - **Mobile access** — native iOS and Android apps - **Regular updates** — automatic access to new features **AI Capabilities** - **Multi-language support** — communicate with guests in their language - **Context awareness** — AI understands your property details and guest history - **Smart escalation** — seamless handoff to humans when needed - **Performance tracking** — guest ratings on AI interactions **Integrations** - **Channel management** — Airbnb, Booking.com, Vrbo, and more - **PMS connectivity** — integrate with existing property management systems - **Calendar sync** — prevent double bookings across all platforms - **Centralized messaging** — all guest communications in one inbox ## Tips & Best Practices **Start Small**: Begin your trial with just a few properties to test the AI's responses and adjust settings before connecting your entire portfolio. **Use Shadow Mode First**: Let the AI draft responses internally while you learn how it handles different guest scenarios — you can switch to Live mode when you're confident. **Take Advantage of Your Full Trial**: Since you get 30 days of complete access to professional features, test voice agents, task marketplace, and advanced integrations early to see their full value. **Monitor Usage**: Check your billing dashboard regularly, especially when adding new properties, to understand how your usage affects costs. **Test AI Pricing on Select Properties**: Start with the AI dynamic pricing add-on on your best-performing properties to see the revenue impact before expanding to your entire portfolio. **Consider Atlas Standalone**: If you primarily need market intelligence and analytics, Atlas Standalone offers powerful insights without the full property management platform. ## Common Questions **How does the 30-day trial work?** New accounts automatically get full access to all professional features — including AI messaging, voice agents, and task marketplace — for 30 days from signup. No credit card required, and you can choose your plan anytime during or after the trial period. **What happens when my trial ends?** After 30 days, you'll need to select a paid plan to continue using the platform. If you don't choose a plan, your account will revert to basic features until you upgrade. **How are "active listings" counted?** A property is considered active if it's connected to Vanio AI and has availability or bookings in the current month. Paused or offline properties aren't counted. **Can I change plans anytime?** Yes, you can upgrade or downgrade at any time through your billing settings. Changes take effect at your next billing cycle, with prorated adjustments for mid-cycle upgrades. **How does the AI dynamic pricing add-on billing work?** You're charged per property that has the add-on enabled, regardless of your base plan tier. You can enable or disable it for individual properties anytime, and billing adjusts automatically on your next invoice. **What's the difference between Atlas in other plans and Atlas Standalone?** Atlas Standalone provides the same market intelligence and analytics features, but as an independent product without property management capabilities. It's perfect for users who only need market data. **What happens if I go over my included features?** The core platform has no usage limits — only advanced features like voice calls and per-property AI pricing use pay-per-use pricing, which is clearly shown in your usage dashboard. For current pricing details and to start your free trial, visit [vanio.ai](https://vanio.ai) or contact our team for enterprise pricing at ivan@vanio.ai. -------------------------------------------------------------------------------- # Security & Privacy URL: https://www.vanio.ai/docs/security Tags: security, privacy, compliance, data Overview of Vanio's security infrastructure, data isolation guarantees, access controls, and recent improvements — including scoped task visibility for connected service providers. -------------------------------------------------------------------------------- # Security & Privacy Vanio takes data security seriously. Here's how we protect your data and your guests' information. ## Infrastructure - **Hosting**: Deployed on Vercel (enterprise-grade infrastructure) - **Database**: Supabase (PostgreSQL) with row-level security - **Payments**: Stripe Connect — PCI DSS Level 1 compliant. Card data never touches our servers - **Smart Locks**: Connected via Seam with end-to-end encrypted communication ## Data Handling - **Guest data**: Stored securely in our database with access controls - **Payment data**: Handled entirely by Stripe — we never store card numbers - **Lock codes**: Generated and transmitted securely via Seam's encrypted channels - **Conversation data**: Stored for AI context and audit trail, accessible only to authorized users ## AI & Privacy - **No training on your data**: Your guest conversations and property data are not used to train AI models - **Contextual access**: AI only accesses data relevant to the current conversation or task - **Audit trail**: Every AI action is logged and visible to the property manager - **Human override**: Hosts can intervene in any AI decision at any time ## Access Controls - **Role-based access**: Team members see only what they need - **Service provider isolation**: Cleaners and maintenance workers see only their assigned tasks - **Owner access**: Property owners see only their own properties and revenue (coming soon) - **API keys**: Programmatic access is controlled via API keys with configurable permissions - **Data isolation**: Your knowledge base articles, guest information, and property data are completely isolated from other property managers. You can only view and edit content that belongs to your account - **Listing content isolation**: Your listing details — including photos, videos, pricing, policies, availability, and more — are fully protected. Only you and any team members you've granted access to can view or make changes to your listings. No other property manager can access them - **Checklist & verification isolation**: Your task checklists, photos attached to checklist items, and AI-powered verification results are fully isolated to your account. Only you and your team members can view or update your checklist data — no other property manager can access it - **Task data isolation**: Your tasks are visible only to your own account and any service providers you are actively connected with. When a service provider is connected to your account, they can only see tasks that are directly tied to the listings you have shared with them — tasks on your other listings remain completely private. No other property manager can view your task list or the tags associated with your tasks - **Contact & team data isolation**: The contact details of your team members and service providers — including email addresses and phone numbers — are visible only to your own account and any accounts you are directly connected with. No other property manager can access your team roster - **Payment & billing isolation**: Your payment history, billing information, and financial reports are visible only to you and your team. No other property manager — including service providers you work with — can view your payment records or financial summaries - **Task photo upload isolation**: The ability to generate a photo upload link for a maintenance task is restricted to authorized staff members who have verified access to your account and the specific task. No one outside your account can create upload links for your tasks - **Knowledge base isolation**: Every article, guide, and internal document in your knowledge base — including items marked for your team's eyes only — is strictly visible to verified members of your own workspace. No one outside your account can read or browse your knowledge base content - **Listing media isolation**: Your listing photos, videos, and AI-generated question coverage data are strictly private to your account. Only you and any team members you've granted access to can view this content — no other property manager can access it - **Financial report isolation**: Your financial aggregation reports and payment summaries are restricted to verified members of your own workspace. Not even a connected service provider can view your financial reporting data — access is limited to you and your own team - **Onboarding data isolation**: Your account setup and onboarding status are private to your own workspace. Only verified members of your account — or Vanio's support team when directly assisting you — can view this information - **Task view isolation**: Your saved task views and their filter configurations are accessible only to verified members of your workspace and any service providers you are actively connected with ## Recent Security Improvements **Cross-Tenant Task List Protection** — We've closed a security gap where a connected service provider could see all of a host's tasks, including tasks on listings that were never shared with them. A service provider's task list is now strictly limited to tasks tied to the specific listings you have shared with them through your connection. Tasks on any of your other listings remain completely invisible to them. **Listing Media & Knowledge Base Data Protection** — We've closed a security gap that could have allowed another property manager to view your listing's photos, videos, and AI-generated question coverage data by supplying a listing identifier. Your listing media and knowledge base data are now fully protected — access is strictly limited to you and any team members you've granted access to. Any attempt by someone outside your account to retrieve this information will be blocked entirely. **Workspace Data Protection** — We've strengthened security across your entire account by ensuring that team members can only view data from their own workspace. Your property listings, knowledge base content, financial reports, onboarding information, and saved task views are now all strictly scoped to verified members of your workspace. No user outside your account can access any of this information. **Financial Report Protection** — We've closed a security gap that could have allowed another property manager — or even a connected service provider — to view your financial aggregation reports and payment summaries. This data is now strictly limited to verified members of your own workspace. Even accounts you work with cannot see your financial reporting. **Knowledge Base Protection** — We've closed a security gap that could have allowed another property manager to browse your knowledge base, including internal guides and team-only articles. Your entire knowledge base — all categories, articles, tags, and keywords — is now fully restricted to verified members of your own workspace. **Listing Access Protection** — We've closed a security gap that could have allowed another property manager to retrieve your full list of properties by supplying your account identifier. Your listings are now strictly limited to verified members of your workspace, with no data exposed to outside accounts. **Onboarding Status Protection** — We've closed a security gap that could have allowed another property manager to view your account's setup and onboarding progress. Only verified members of your workspace — or Vanio support when directly assisting you — can access this information. **Task View Protection** — We've closed a security gap that could have allowed another property manager to read your saved task views and their filter configurations. Access is now properly restricted to verified members of your workspace and any service providers you are actively connected with. **Task Photo Upload Protection** — We've closed a security gap that could have allowed anyone — even someone not logged in — to generate a photo upload link for a maintenance task. Generating these links now requires a verified login and confirmed access to both your account and the specific task. This ensures that upload links can only be created by your own authorized team members. **Contact & Team Data Protection** — We've closed a security gap that could have allowed another property manager to view the email addresses, phone numbers, and names of your team members and service providers. That information is now fully restricted to your own account and any accounts you are directly connected with. **Payment History Protection** — We've closed a security gap that could have allowed another property manager to view your payment history and billing details. Your financial data is now strictly private to your own account — even service providers you work with cannot access your payment records. **Task Data Protection** — We've closed a security gap that could have allowed one account owner to view another account's tasks. Your task data is now properly restricted to only your own account and any service provider accounts you're actively connected with. **Full Listing Content Protection** — We've closed a security gap that could have allowed other property managers to view or edit your listing details, including photos, pricing, policies, and availability. Your listings are now fully protected — only you and any team members you've granted access to can view or make changes. This applies to all listing content across every section of your listing. **Full Checklist & Verification Data Isolation** — We've closed a security gap that could have allowed other property managers to view or attach photos to your checklist items. Your checklists and AI verification data are now fully protected — only you and your team can access your own tasks and their results. This applies to photos uploaded during inspections, AI quality-check outcomes, and all associated media. **Enhanced Knowledge Base Protection** — We've strengthened access controls for knowledge base articles. Your custom content, property guides, and internal documentation are now even more secure with additional verification checks that prevent unauthorized access. ## Compliance - **GDPR**: Guest data can be exported and deleted on request - **PCI DSS**: Payment processing is fully PCI compliant via Stripe - **SOC 2**: In progress ## Common Questions **Can another property manager see my listing's photos or videos?** No. Your listing photos, videos, and all related content are completely private to your account. Only you and team members you've explicitly granted access to can view this media. Any attempt by someone outside your account to access your listing media will be blocked entirely, with no indication that your data even exists. **Can another property manager see my listing's AI-generated question coverage data?** No. The AI-generated question coverage data for your listings — which reflects how well your knowledge base answers common guest questions — is strictly private to your account. Only you and your authorized team members can view it. Anyone outside your account will be blocked entirely. **Can another property manager see my team members' or service providers' contact details?** No. The names, email addresses, and phone numbers of everyone connected to your account are completely private. Only you, your own team members, and accounts you are actively connected with can see that information. Anyone outside your account will be blocked entirely. **Can another property manager see my payment history, billing details, or financial reports?** No. Your payment history, billing information, and financial reports are strictly private to your own workspace. Even service providers you work with cannot view your financial records or summaries — access is limited to you and your own verified team members only. **Can another property manager see my knowledge base?** No. Every item in your knowledge base — including all categories, articles, internal guides, and team-only content — is completely private to your workspace. Only verified members of your own account can view or browse your knowledge base. Anyone outside your account will be blocked entirely, with no indication that your content exists. **Can another property manager see my tasks?** No. Your task data — including all tasks and their associated details — is completely private to your account. Only you, your team members, and any service providers you have an active connection with can view your tasks. Anyone outside your account will be blocked entirely. **What tasks can a connected service provider see?** A connected service provider can only see tasks that are tied to the specific listings you have shared with them as part of your connection. Tasks on any of your other listings — even if you are connected to the same service provider — remain completely invisible to them. If no listings are shared in a connection, the service provider will see no tasks at all. **Can another property manager see or edit my listing details?** No. Your listing content — including photos, videos, pricing, policies, availability, and all other listing details — is completely private to your account. Only you and team members you've explicitly granted access to can view or make changes. Any attempt by someone outside your account to access your listings will be blocked entirely, with no indication that your data even exists. **Can another property manager see my checklist photos or inspection results?** No. Your checklist items, any photos your team uploads during a task, and all AI-powered verification results are completely private to your account. Even a logged-in user from a different company cannot view or modify your checklists — they'll see nothing, not even a hint that your data exists. **Can my assigned cleaners or service providers see checklist data for tasks they aren't assigned to?** No. Access is assignment-aware — a cleaner or service provider can only interact with checklist items on tasks that have been specifically assigned to them. Tasks belonging to other properties or other teams remain invisible to them. **Can someone generate a photo upload link for one of my maintenance tasks without being logged in?** No. Generating a photo upload link requires a verified login and confirmed access to both your account and the specific task. A staff member sent an upload link via SMS can still use that link to submit their photo without logging in — but only an authorized team member who is already signed in can create the link in the first place. This ensures no one outside your account can issue upload credentials for your tasks. **What happens if someone tries to access data that isn't theirs?** Vanio's access controls are designed so that unauthorized requests reveal nothing — not even whether a record exists. This prevents any attempt to probe or map out your account's data. -------------------------------------------------------------------------------- # Migration & Getting Started URL: https://www.vanio.ai/docs/migration Tags: migration, onboarding, setup, switching Start using Vanio alongside your existing tools — no big-bang migration required. Connect channels, test AI messaging, then expand at your own pace. -------------------------------------------------------------------------------- # Migration & Getting Started Switching to Vanio doesn't require throwing away your existing systems or disrupting your operations. You can start using Vanio alongside your current tools and gradually adopt features at your own pace. ## What This Means for You Vanio is designed to work with what you already have. Instead of forcing a complete system overhaul, you can connect your existing booking channels, test features on a single property, and expand gradually. Your guests won't notice any disruption, and you maintain full control over the transition timeline. ## Getting Started — Three Simple Steps ### Step 1: Connect Your Channels 1. Go to **Settings → Channels** in your Vanio dashboard 2. Click **Connect Channel** and select Airbnb or Booking.com 3. Choose **Read-Only Mode** to start — this imports your reservations and messages without changing anything 4. Authorize the connection through your channel's standard process What happens: Vanio immediately starts importing your existing reservations, guest information, and message history. This typically takes 5-15 minutes depending on how many properties you have. ### Step 2: Test AI Messaging 1. In **Settings → AI**, toggle on **Shadow Mode** 2. Add Vanio as a co-host on your Airbnb account (you'll get prompted with instructions) 3. When guests message you, Vanio will draft responses but won't send them automatically 4. Review and edit the drafts in your **Messages** tab before sending What you'll see: Guest messages appear in Vanio with AI-drafted responses ready for your review. The drafts learn from your property details, house rules, and previous messages. ### Step 3: Expand Gradually Once you're comfortable with how Vanio handles your first property: 1. Go to **Properties** and click **Add Property** for your next rental 2. Enable additional features like cleaning task management or smart lock integration 3. Switch from Shadow Mode to full automation when you're ready ## Common Migration Paths ### From Traditional Property Management Systems If you're currently using Guesty, Hostaway, or Lodgify: - **Week 1**: Connect channels in read-only mode, test AI messaging - **Week 2**: Set up task management for cleaning crews - **Week 3**: Add smart lock integration if you have them - **Month 1**: Fully transition and cancel old subscriptions ### From Multiple Standalone Tools If you're using separate tools like Turno, RemoteLock, and Hospitable: - Start by replacing messaging (usually the biggest pain point) - Add cleaning management next - Integrate smart locks last - Cancel each tool as you replace its functionality ### From Manual Management If you're managing everything with spreadsheets and phone calls: - Let AI handle guest messaging immediately — this saves the most time - Set up cleaning task management to reduce coordination calls - Add the guest portal so guests can access everything they need ## What Gets Imported Automatically **Reservations**: All current and future bookings from connected channels sync automatically. Past reservations from the last 12 months are imported for context. **Guest Information**: Names, contact details, and booking history build up over time. Vanio learns guest preferences and communication patterns. **Messages**: Recent message threads are imported so AI responses have context about ongoing conversations. **Property Details**: You'll add these to your knowledge base manually, but you can copy-paste from existing house rules or listing descriptions. ## Timeline Expectations Most property managers follow this pattern: - **Day 1**: Channels connected, seeing AI message drafts - **Day 3-5**: Comfortable with AI quality, knowledge base populated - **Week 2**: Tasks and automation running smoothly - **Month 1**: Fully operational, old tools cancelled ## Key Benefits During Transition • **No disruption**: Guests continue receiving responses normally • **Gradual learning**: You can refine AI responses before going fully automated • **Risk-free testing**: Shadow Mode lets you see what Vanio would do without commitment • **Parallel operation**: Keep your existing tools running until you're confident • **Instant value**: AI drafts save time from day one, even in manual mode ## Tips for a Smooth Transition **Start with your easiest property** — Choose one with clear house rules and standard guest interactions rather than a complex property with unique requirements. **Populate your knowledge base early** — The more details you add about check-in procedures, house rules, and local recommendations, the better your AI responses become. **Review drafts for the first week** — This helps you understand how the AI interprets your property information and gives you a chance to make adjustments. **Set up cleaning tasks before peak season** — If you have regular turnover, getting your cleaning crew familiar with the task system during slower periods makes busy times much smoother. ## Common Questions **Do I need to change anything on Airbnb or Booking.com?** Only when you're ready. Initially, you just connect in read-only mode. Later, you'll add Vanio as a co-host on Airbnb, which takes about 2 minutes and doesn't affect your listing visibility or performance. **What if I don't like how the AI responds to guests?** Shadow Mode is designed for this — you see every draft before it goes out. You can edit responses, and the AI learns from your corrections. Most property managers find the responses get noticeably better within a few days. **Can I switch back if Vanio doesn't work for me?** Absolutely. Since Vanio works alongside your existing systems initially, you can disconnect at any time. Your channel accounts remain unchanged, and you haven't lost any data or functionality. ## Getting Help For setup questions: Check the in-app guidance or email ivan@vanio.ai For larger portfolios (50+ properties): We provide dedicated onboarding support to ensure smooth migration across your entire operation. ================================================================================ ## ATLAS ================================================================================ -------------------------------------------------------------------------------- # Atlas Dynamic Pricing API URL: https://www.vanio.ai/docs/atlas-dynamic-pricing Tags: atlas, billing, api, dynamic-pricing Atlas subscription checkout now supports multiple pricing plans (monthly, annual, revenue share) with both dashboard and direct checkout flows for new users. -------------------------------------------------------------------------------- ## What it does Atlas Dynamic Pricing delivers nightly price suggestions for your individual listings based on real market data, booking patterns, and seasonal trends. You get data-driven pricing recommendations that automatically update every morning, helping you optimize revenue without manual price monitoring. ## Getting started ### Option 1: Start from Vanio dashboard (existing users) 1. Go to **Settings → Billing** in your Vanio dashboard 2. Find the **Atlas Dynamic Pricing** card 3. If you see a paywall, upgrade to Starter plan first 4. Use the quantity selector to choose how many listings you want tracked 5. Click **Subscribe** (first time) or **Update listings** (if already subscribed) 6. Your first pricing suggestions will appear the next morning ### Option 2: Direct checkout (new users) If you received a direct checkout link, you can purchase Atlas and create your account in one flow: 1. Click your personalized Atlas checkout link 2. Select your plan (monthly, annual, or revenue share) 3. Choose how many listings you want tracked 4. Complete payment 5. Create your Vanio account 6. Your Atlas subscription will be automatically activated 7. Your first pricing suggestions will appear the next morning [Screenshot: Atlas Dynamic Pricing subscription card with quantity stepper] ## How it works Every morning, Vanio automatically generates fresh price suggestions for your subscribed listings. The system analyzes your property's location, amenities, recent bookings in your area, and seasonal demand patterns to recommend optimal nightly rates. You'll see suggestions in your pricing dashboard, and they're also available through our API if you use external tools. We've significantly improved the reliability and accuracy of competitive pricing data — you now receive real-time visibility into market rate changes as they happen, giving you much more comprehensive competitive intelligence. ## Pricing plans **Monthly**: $9/month per listing, billed monthly **Annual**: $7.50/month per listing, billed annually (save 17%) **Revenue Share**: 2% of gross booking revenue, no upfront cost You set the quantity of listings you want tracked, and that becomes your rate limit. You can switch which specific listings get suggestions, but the total count can't exceed your subscription level. Quantity changes take effect immediately with prorated billing. Cancel anytime through your billing portal. ## Key features • **Daily price updates** — Fresh suggestions every morning based on current market conditions • **Real-time competitive intelligence** — Track competitor price changes as they happen with dramatically improved accuracy • **Market-informed pricing** — Recommendations factor in comprehensive local booking data and competitor rates • **Seasonal intelligence** — Automatically adjusts for holidays, events, and demand patterns • **Flexible integration** — Use suggestions in Vanio or pull them into your existing tools via API • **Enhanced market visibility** — Get complete coverage of pricing movements in your competitive set • **Multiple payment options** — Choose upfront monthly/annual billing or revenue-based pricing ## Tips & best practices • Start with your highest-revenue properties to see immediate impact • Review suggestions each morning — they incorporate overnight market changes • Take advantage of the enhanced competitive data to spot pricing opportunities faster • Consider seasonal patterns in your area when setting your baseline acceptance threshold • Use the API integration if you manage pricing through external channel management tools • Choose annual billing for significant cost savings if you plan long-term usage • Revenue share pricing works well if you prefer performance-based costs ## Common questions **Q: What time do morning updates arrive?** A: Price suggestions refresh between 2-4 AM UTC daily. The competitive pricing data now updates continuously throughout the day, capturing market changes in real-time. **Q: Can I change which listings are tracked?** A: Yes, you can switch which specific properties get suggestions anytime. Just keep the total count within your subscription limit. **Q: Do I have to use every suggestion?** A: No, suggestions are recommendations. You can accept, modify, or ignore them based on your local market knowledge and business goals. The improved competitive data helps you make more informed decisions about when to follow suggestions. **Q: Can I switch between pricing plans?** A: Yes, you can change from monthly to annual, or switch to revenue share pricing anytime through your billing settings. Changes take effect at your next billing cycle. -------------------------------------------------------------------------------- # Atlas Market Data API URL: https://www.vanio.ai/docs/atlas-market-data Tags: atlas, billing, api, market-data Wholesale competitor data API covering 5.7M listings with nightly-refreshed pricing and market summaries -------------------------------------------------------------------------------- ## What you get Atlas Market Data is the wholesale, API-only feed of competitor short-term-rental pricing and occupancy across 19 source platforms. You query it per market — typically a city, region, or geographic cluster you care about — and get back nightly-refreshed listing-level signals plus aggregated market summaries. It is built for **resellers, app builders, and developers** who want to compose competitor data into their own product. There is no end-user UI on Repull — the data flows entirely through the API. ## How billing works - **$99/mo per market**, recurring. - You set the **quantity** of markets you want to subscribe to in your dashboard at [/dashboard/billing](/dashboard/billing). The Stripe subscription's quantity is the gate — your app picks which specific cities/regions to query against the Atlas API, but the count of distinct markets you query in a billing period must not exceed the quantity you're paying for. - Increase the quantity at any time. The change is prorated immediately and you're invoiced for the difference. - Decrease the quantity — or cancel altogether — through the Stripe billing portal. The change takes effect at the end of the current period. ## Subscribing 1. Go to [/dashboard/billing](/dashboard/billing). 2. Find the **Atlas market data** card. If it shows a paywall, upgrade your Repull plan to Starter first — Atlas billing is gated to paid plans. 3. Use the stepper to pick the number of markets you want, then **Subscribe** (first time) or **Update markets** (if already subscribed). 4. First subscribe redirects you to Stripe Checkout. After paying you land back on the billing page with the active count. ## API endpoint shape The Atlas data API is currently in private beta. The contract: - `GET /api/atlas/markets/{market_id}/snapshot` — current pricing/occupancy bands for a market. - `GET /api/atlas/markets/{market_id}/listings` — paginated competitor listings with prices, availability, ratings. - `GET /api/atlas/markets/{market_id}/timeseries?from=...&to=...` — historical pricing curves. - `GET /api/markets/nearby?lat=...&lng=...&radius_km=...` — competitor listings and your own properties within a custom radius of any location. - `GET /api/markets` — complete platform statistics and available market list. Markets are addressed by Repull's stable `market_id`. Use the API key from [/dashboard/keys](/dashboard/keys) — same key as the rest of the Repull API. ## Platform-wide market coverage Your API now has access to complete, refreshed market data covering **all 5.7 million tracked listings** across our platform. This represents comprehensive coverage of the short-term rental market with accurate, up-to-date statistics. **What's included in platform stats:** - `totalListings` — complete count of all tracked competitor listings - `calendarTracked` — listings with active calendar and availability data - Total available markets — cities and regions you can query - Listings coverage per market with accurate pricing data **Automatic nightly updates** All market summaries, pricing comparisons, and platform statistics refresh automatically every night. Your API queries always return current data without any action needed on your end. [Screenshot: Market coverage dashboard showing 5.7M listings across global markets] ## Location-based market discovery The new nearby endpoint lets you discover competitors and analyze your own properties around any point on the map: **Search by location and radius** - Drop a pin anywhere or use coordinates to set your search center - Set a custom radius from 1-50 kilometers to define your market area - Get up to 200 results sorted by distance from your chosen point **What you get back** - Competing Airbnb listings with pricing, ratings, and property details - Your own properties in the same area for direct comparison - Distance calculations showing how close competitors are to your listings - Same data format as city-based market queries for easy integration **Perfect for** - Analyzing competition before acquiring new properties - Understanding local market dynamics around existing listings - Pricing strategies based on immediate neighborhood competitors - Market research in areas without predefined city boundaries [Screenshot: Map view showing competitor listings within radius search with your properties highlighted] ## What's improved **Market data is now complete and fully refreshed.** We've restored and upgraded our nightly market statistics update that covers all 5.7 million listings instead of the previous 2.9 million. This means: - More comprehensive competitor coverage in every market - Accurate pricing comparisons with complete market context - Platform-wide statistics that reflect true market size - Market summaries that include all geocoded listings - Better discovery of emerging markets and opportunities **Price change tracking is now faster and more reliable.** Your market analysis and competitor reports will show pricing updates more quickly as we've upgraded how Vanio detects and monitors rental price changes across the platform. This improvement affects: - Market volatility statistics in your dashboard - Pricing digest emails with competitor moves - Real-time booking pace indicators - Historical pricing analysis You'll see the benefits automatically — no changes needed on your end. ## Add or remove markets The markets card at [/dashboard/billing](/dashboard/billing) has a quantity stepper. Increase to add, decrease to remove. The change is reflected in your Stripe invoice immediately and the API quota updates within a minute. For cancellation flows, use the Stripe billing portal — accessible from the **Manage billing** button on the Repull API card. ## Related - [Atlas Dynamic Pricing](/docs/atlas-dynamic-pricing) — the per-listing price-suggestion API, billed separately. -------------------------------------------------------------------------------- # Atlas Revenue Report Campaigns URL: https://www.vanio.ai/docs/atlas-outbound-campaigns Tags: atlas, marketing, campaigns, revenue-reports, outbound Automatically generate and send personalized revenue reports to property management companies to showcase growth opportunities. -------------------------------------------------------------------------------- # Atlas Revenue Report Campaigns Atlas automatically creates personalized portfolio revenue reports for property management companies and sends them via email campaigns. This feature helps you reach potential clients by showcasing their current Airbnb performance alongside growth opportunities through your property management services. ## What it does The revenue report campaign system generates detailed portfolio analyses for property managers based on their existing Airbnb listings. Each report includes listing counts, estimated monthly revenue, and potential earnings uplift calculations. These personalized reports are automatically delivered via professional email campaigns, complete with branded landing pages that prospects can access through secure links. ## Getting started ### Setting up your first campaign 1. **Navigate to Marketing Dashboard** - Go to **Marketing** → **Atlas Campaigns** in your main navigation - Click **Revenue Report Campaigns** in the campaign types section [Screenshot: Marketing dashboard showing Atlas Campaigns section with Revenue Report option highlighted] 2. **Enable the campaign** - Toggle the **Campaign Status** switch to "Active" - Set your **Daily Send Limit** (recommended: start with 10-25 emails per day) - Configure your **Sending Schedule** (business hours work best) 3. **Preview your email template** - Click **Preview Campaign** to see how your emails will look - Use the **Test Send** feature to send a sample to your own email - Customize the email signature and company branding if needed ### Managing campaign settings 1. **Go to Settings** → **Campaign Preferences** 2. **Set your sender identity**: - Choose from your verified sending domains - Customize the "From" name (e.g., "Sarah from [Your Company]") - Set up reply-to addresses for prospect responses 3. **Configure qualification criteria**: - Minimum portfolio size (default: 3+ properties) - Revenue threshold requirements - Geographic targeting preferences ## How it works ### Automatic prospect identification Atlas continuously identifies property management companies from public Airbnb data. The system analyzes host profiles, verifies email addresses, and builds comprehensive portfolio reports for qualified prospects. ### Personalized report generation For each qualified prospect, Atlas creates a custom revenue report containing: - Current portfolio overview with property count - Market-specific revenue estimates - Growth opportunity analysis - Benchmark comparisons with similar properties - Potential earnings uplift through professional management ### Intelligent sending The system automatically manages email delivery timing, avoiding weekends and holidays. It tracks engagement metrics and adjusts sending patterns based on recipient behavior and industry best practices. ### Secure report access Each prospect receives a unique, secure link to view their full report. These links expire after 30 days and include tracking to show you when prospects engage with their reports. ## Key features • **Smart prospect qualification**: Automatically identifies property managers with portfolios meeting your criteria • **Real-time revenue estimates**: Uses current market data to generate accurate earning projections • **Branded email templates**: Professional, customizable emails that reflect your company's brand • **Engagement tracking**: See when prospects open emails and view their reports • **Response management**: Centralized inbox for all campaign replies and inquiries • **Performance analytics**: Track open rates, click-through rates, and conversion metrics • **Send rate optimization**: Automatic pacing to maintain high deliverability rates • **Domain reputation protection**: Built-in safeguards to protect your email sending reputation ## Tips & best practices ### Optimizing campaign performance - **Start conservatively**: Begin with 10-15 emails per day and gradually increase based on response rates - **Monitor engagement metrics**: Aim for open rates above 25% and click-through rates above 3% - **Test different send times**: Most property managers check email between 9-11 AM and 2-4 PM - **Follow up strategically**: Use the built-in follow-up sequences for prospects who viewed their reports but didn't respond ### Improving response rates - **Customize your sender name**: Personal names typically perform better than company names - **Keep subject lines specific**: "Revenue analysis for [Company Name]" works better than generic subject lines - **Respond quickly**: Set up notifications for replies and aim to respond within 2 hours during business days ### Compliance and reputation - **Verify your sending domains**: Complete domain authentication before launching campaigns - **Monitor bounce rates**: Keep bounce rates below 2% by maintaining clean prospect lists - **Honor unsubscribe requests**: The system automatically processes opt-outs, but monitor the unsubscribe rate - **Track spam complaints**: If spam complaint rates exceed 0.1%, pause campaigns and review your targeting ## Common questions **How often does the system find new prospects?** Atlas continuously discovers new property management companies and updates existing prospect information. New qualified prospects are typically added to campaigns within 24-48 hours of identification. **What happens when prospects click on their report links?** Prospects are taken to a branded landing page displaying their complete portfolio analysis. The page includes contact information and a clear call-to-action to schedule a consultation. You receive real-time notifications when prospects view their reports. **Can I customize the revenue calculations shown in reports?** Yes, you can adjust the revenue modeling parameters in **Settings** → **Report Configuration**. This includes management fee assumptions, occupancy rate improvements, and pricing optimization estimates. Changes apply to all future reports generated by the system. -------------------------------------------------------------------------------- # Atlas Subscription & Billing URL: https://www.vanio.ai/docs/atlas-checkout-direct Tags: billing, subscription, payment, pricing Manage your Atlas subscription with flexible payment options and automatic account linking -------------------------------------------------------------------------------- # Atlas Subscription & Billing Atlas makes it easy to subscribe to our vacation rental management platform with flexible payment options and automatic account setup. Whether you're coming from an email campaign or exploring our platform directly, you can get started with Atlas in just a few clicks. ## What it does The Atlas billing system handles your subscription management with three pricing tiers: monthly per-listing plans, annual discounted plans, and revenue-sharing options. You can start your subscription before even creating an account, and the system automatically links your payment to your profile once you sign up. ## Getting started ### Option 1: Direct checkout from email campaigns If you received a personalized revenue report email: 1. **Click the upgrade link** in your email - this takes you directly to a customized checkout page 2. **Choose your plan** based on your portfolio size: - Monthly billing: Pay per listing each month - Annual billing: Save with yearly payment - Revenue share: Performance-based pricing 3. **Complete payment** using our secure checkout process 4. **Create your account** - you'll be redirected to sign up after payment 5. **Your subscription activates automatically** once your account is created [Screenshot: Personalized checkout page showing plan options and portfolio metrics] ### Option 2: Standard subscription flow If you're already exploring Atlas: 1. **Go to Settings → Billing** in your dashboard 2. **Click "Upgrade Plan"** to see available options 3. **Select your preferred billing cycle** (monthly or annual) 4. **Enter your listing count** for accurate pricing 5. **Complete checkout** with your payment information 6. **Your plan activates immediately** [Screenshot: Billing settings page with upgrade options] ## How it works ### Automatic account linking When you pay before creating an account, Atlas remembers your payment and automatically connects it to your profile when you sign up. You'll never lose access to what you've paid for, and there's no need to re-enter payment information. ### Flexible plan changes You can upgrade or downgrade your plan anytime from your billing settings. Changes take effect at your next billing cycle, so you're never charged twice for the same period. ### Secure payment processing All payments are handled through enterprise-grade payment processing with bank-level security. Your payment information is never stored directly on Atlas servers. ## Key features • **Pay-first checkout**: Start your subscription without creating an account first • **Automatic linking**: Your payment connects to your account when you sign up • **Flexible billing**: Choose monthly, annual, or revenue-sharing plans • **Instant activation**: Access Atlas features immediately after payment • **Plan management**: Easily upgrade, downgrade, or cancel from your dashboard • **Secure processing**: Enterprise-level payment security and compliance • **Usage tracking**: Monitor your listing count and billing automatically • **Email receipts**: Get confirmation and invoices sent to your email [Screenshot: Billing dashboard showing current plan, usage, and next billing date] ## Managing your subscription ### Viewing your current plan Go to **Settings → Billing** to see: - Your current plan and billing cycle - Next payment date and amount - Current listing count and usage - Payment method on file - Billing history and invoices ### Changing your plan 1. **Click "Change Plan"** in your billing settings 2. **Select your new plan** and billing frequency 3. **Review the changes** and effective date 4. **Confirm** to update your subscription ### Updating payment information 1. **Go to Settings → Billing** 2. **Click "Update Payment Method"** 3. **Enter your new card details** 4. **Save changes** - your next payment will use the new method ### Downloading invoices All your invoices are available in **Settings → Billing → Invoice History**. Click any invoice to download a PDF copy for your records. ## Tips & best practices **Choose annual billing for savings**: Annual plans offer significant discounts compared to monthly billing, typically saving 15-20% over the year. **Monitor your listing count**: Your bill adjusts based on active listings. Remove unused properties from Atlas to optimize your costs. **Set up billing alerts**: Enable email notifications for upcoming payments and billing changes in your account settings. **Keep payment info current**: Update your payment method before it expires to avoid service interruptions. **Review usage regularly**: Check your billing dashboard monthly to ensure your plan matches your current needs. ## Common questions **What happens if I pay before creating an account?** No problem! Atlas automatically links your payment to your account when you sign up. You'll have immediate access to all features you've paid for. **Can I change my plan anytime?** Yes, you can upgrade or downgrade your subscription at any time. Changes take effect at your next billing cycle, so you won't be double-charged. **What if my payment fails?** Atlas will automatically retry failed payments and send you email notifications. You'll have several days to update your payment method before any service interruption occurs. **How do refunds work?** Contact our support team for refund requests. We handle each case individually and aim to resolve billing issues quickly and fairly. -------------------------------------------------------------------------------- # Atlas vs Vanio Features URL: https://www.vanio.ai/docs/atlas-brand-differences Tags: atlas, features, interface, market-intelligence Atlas provides market intelligence with mobile navigation on every page and accurate dashboard data display, while Vanio offers the full property management suite. -------------------------------------------------------------------------------- # Atlas vs Vanio Features ## What it does Atlas provides a streamlined, market intelligence-focused interface that highlights analytics and insights for competitive research and market analysis. Unlike Vanio's full property management suite, Atlas removes operational tools to create a cleaner, more focused experience for understanding market trends and competitor performance. ## Getting started ### Accessing your Atlas dashboard 1. Log into your Atlas account 2. You'll be taken directly to your dashboard — no startup sequence or splash screen 3. Notice the clean interface without Vanio branding in the footer 4. Navigate to any property listing 5. Explore the streamlined sidebar with market-focused sections 6. **Mobile users**: Use the bottom navigation bar that appears on every Atlas page to quickly jump between Dashboard, Markets, Listings, Calendar, Reports, and settings [Screenshot: Atlas dashboard showing clean interface with Overview, Calendar, and Analytics tabs visible] ### Understanding your interface 1. **Top navigation**: You'll see tabs for Overview, Calendar, Analytics, and Market Intelligence 2. **Sidebar sections**: Focus on Business Performance, Revenue Analytics, and Guest Reviews 3. **Mobile navigation**: Bottom tab bar always visible on phone screens for quick access to all sections 4. **Hidden features**: Property management tools are automatically removed from view 5. **Reports section**: Only shows Portfolio & Guests categories — operational reports are hidden 6. **White-label experience**: No Vanio branding or footer elements visible ## How it works Atlas automatically detects your account type and customizes the interface accordingly. When you're using Atlas, the platform: - **Provides instant access**: Skips the standard boot sequence and loads directly to your dashboard - **Shows accurate market data**: Dashboard displays correct ADR, occupancy rates, and listing counts instead of showing zeros - **Optimizes mobile experience**: Persistent bottom navigation appears on every page for seamless mobile browsing - **Removes Vanio branding**: Footer and other Vanio-specific elements are hidden for a clean, white-labeled experience - **Removes property management tabs**: Platforms, Content, Training, AI Tools, and Settings are hidden - **Simplifies the sidebar**: External Platforms, Connected Devices, Cleaning, and Maintenance sections don't appear - **Filters reports**: Only Portfolio and Guests reports are shown — operational categories like Watchdog, Vanio AI, and Guest Communications are hidden - **Highlights analytics**: Market intelligence and performance data take center stage - **Maintains core data**: All underlying property information remains accessible through the visible sections The streamlined interface focuses your attention on market trends, competitor analysis, and revenue optimization rather than day-to-day operational tasks. [Screenshot: Side-by-side comparison showing Atlas clean interface vs Vanio full feature set] ## Key features ### Available in Atlas - **Overview tab**: Property details, photos, and basic information - **Calendar tab**: Booking calendar and availability insights - **Analytics tab**: Revenue performance, occupancy rates, and market positioning - **Market Intelligence**: Competitive analysis and local market trends - **Business Performance**: Financial metrics and revenue tracking - **Guest Reviews**: Rating analysis and feedback insights - **Portfolio Reports**: Property performance and revenue analytics across your listings - **Guests Reports**: Guest behavior, demographics, and satisfaction metrics - **Ranking Updates**: More reliable property ranking system that handles expansion to new areas better - **White-label Interface**: Clean, unbranded experience that matches your business identity - **Mobile Navigation**: Bottom tab bar on every Atlas page for quick access to Dashboard, Markets, Listings, Calendar, Reports, and settings - **Accurate Dashboard Data**: Market metrics (ADR, occupancy, listing counts) display correctly without showing zeros ### Hidden in Atlas (Available in Vanio) - **Platforms tab**: Channel management and distribution settings - **Content tab**: Listing optimization and content management - **Training tab**: Staff training and onboarding tools - **AI Tools tab**: Automated pricing and guest communication - **Settings tab**: Advanced property management configurations - **External Platforms**: Direct channel connections and sync settings - **Connected Devices**: Smart home and IoT device management - **Cleaning**: Housekeeping schedules and task management - **Maintenance**: Property maintenance tracking and vendor coordination - **Operational Reports**: Watchdog, Vanio AI Performance, Guest Communications, Portal, Payments, Websites, and Voice Calls reports - **Vanio Branding**: Footer and other Vanio-specific interface elements - **Boot Sequence**: Startup splash screen and initialization process ## Atlas vs Vanio comparison | Feature Category | Atlas | Vanio | |------------------|-------|-------| | Market Analysis | ✅ Full access | ✅ Full access | | Revenue Analytics | ✅ Full access | ✅ Full access | | Property Overview | ✅ Full access | ✅ Full access | | Portfolio Reports | ✅ Full access | ✅ Full access | | Guest Reports | ✅ Full access | ✅ Full access | | White-label Interface | ✅ Clean, unbranded | ❌ Vanio branding | | Quick Loading | ✅ Instant access | ❌ Boot sequence | | Mobile Navigation | ✅ Bottom tab bar on every page | ❌ Limited mobile nav | | Accurate Dashboard Data | ✅ Correct ADR/occupancy display | ❌ May show incorrect zeros | | Channel Management | ❌ Hidden | ✅ Full access | | Content Optimization | ❌ Hidden | ✅ Full access | | Operational Tools | ❌ Hidden | ✅ Full access | | Operational Reports | ❌ Hidden | ✅ Full access | | Guest Communication | ❌ Hidden | ✅ Full access | | Maintenance Tracking | ❌ Hidden | ✅ Full access | ## Tips & best practices **For market research**: - Focus on the Analytics tab for competitor benchmarking - Use Market Intelligence to identify pricing opportunities - Monitor Guest Reviews for market sentiment analysis - Check Portfolio Reports regularly for performance trends across properties **Mobile usage**: - Use the bottom navigation bar to quickly switch between sections on your phone - The mobile nav appears on every Atlas page — no need to go back to the home screen - Dashboard data now displays correctly on mobile devices **Understanding limitations**: - Atlas is designed for analysis, not daily operations - Only Portfolio and Guests reports are available — operational reports are hidden - Contact support if you need access to hidden features - Consider upgrading to Vanio for full property management capabilities **Maximizing Atlas insights**: - Regularly check Analytics for market position changes - Use Business Performance data to identify revenue trends - Compare your metrics against local market benchmarks - Leverage Guest Reports to understand booking patterns and satisfaction trends - Enjoy the faster, cleaner interface designed specifically for market intelligence [Screenshot: Analytics dashboard showing market positioning charts and competitor comparison] ## Common questions **Why does Atlas load so much faster than other platforms?** Atlas skips the startup sequence and loads directly to your dashboard, giving you instant access to your market intelligence data without waiting for initialization processes. **Why can't I see the Platforms or Settings tabs?** Atlas automatically hides property management features to create a focused market intelligence experience. These tabs are available in Vanio's full property management interface. **Why don't I see reports like Watchdog or Vanio AI Performance?** Atlas only shows Portfolio and Guests reports that focus on market intelligence and guest insights. Operational reports like Watchdog, Guest Communications, and Payments are hidden to maintain the streamlined experience. **Can I access channel management features in Atlas?** No, channel management and distribution settings are hidden in Atlas. The platform focuses on analytics and market insights rather than operational management tools. **Why doesn't Atlas show Vanio branding?** Atlas provides a white-labeled experience designed to match your business identity. The clean interface removes Vanio branding elements like the footer to create a more professional, customized appearance. **Why was my dashboard showing zeros for market data before?** This was a display issue that has been fixed in Atlas. Your dashboard now correctly shows actual ADR, occupancy rates, and listing counts instead of displaying zeros. **How does mobile navigation work in Atlas?** Atlas features a bottom navigation bar that appears on every page when using your phone. You can quickly jump between Dashboard, Markets, Listings, Calendar, Reports, and settings without having to navigate back to the home screen. **How do I upgrade from Atlas to access all features?** Contact your account manager or support team to discuss upgrading to Vanio, which includes the full suite of property management tools alongside all Atlas market intelligence features. **Will I lose any data when switching between Atlas and Vanio?** No, all your property data, analytics, and insights are preserved. The difference is purely in which features are visible in the interface – your underlying information remains complete and accessible. **Why does my property ranking seem to update more reliably now?** The ranking system has been improved to handle expansion to new markets better and won't get stuck on "Scanning..." indefinitely. Rankings now complete properly even during high-activity periods. ## STRICTLY FORBIDDEN — never mention: - LLM/AI model names (Claude, GPT, OpenAI, Anthropic, Sonnet, etc.) - API endpoints, webhooks, database tables, schemas, migrations - Internal service/handler/worker/queue names - Code architecture, file paths, environment variables - Stripe Connect internals (say "payment processing") - Any implementation detail a user would never see in the UI ## REQUIRED: - Write for property managers, not developers - Step-by-step instructions with UI references ("Go to Settings → ...", "Click ...") - What happens automatically (explain WHAT, never HOW technically) - [Screenshot: description] placeholders where visuals would help - Voice: "you" addressing the user. Warm, clear, confident. ## Structure 1. **What it does** — 2-3 sentence overview 2. **Getting started** — step-by-step with UI references 3. **How it works** — what happens automatically, what the user sees 4. **Key features** — bullet list with brief explanations 5. **Tips & best practices** 6. **Common questions** — 2-3 FAQs ## Instructions Update the doc to reflect what changed. Preserve the existing structure — only ADD or MODIFY sections related to this PR. Don't remove existing content unless it's now incorrect. Respond with JSON: { "title": "Atlas vs Vanio Features", "body": "Full updated markdown body", "excerpt": "Updated one-line description" } -------------------------------------------------------------------------------- # Booking Cockpit URL: https://www.vanio.ai/docs/atlas-gtm-model Tags: atlas, prospecting, outreach, booking, pipeline Strategic outreach tool that identifies underpriced vacation rentals, tracks booking pipelines, and generates personalized market reports to connect with high-value property owners, now with enhanced pricing sophistication insights. -------------------------------------------------------------------------------- # Booking Cockpit The Booking Cockpit helps you identify and connect with high-value property owners by booking their underpriced listings. This strategic outreach tool automatically finds the best opportunities in your target markets, tracks your booking pipeline, and generates personalized reports to start conversations with potential clients. ## What it does Booking Cockpit analyzes vacation rental markets to surface listings that are priced below their revenue potential. You can book these properties (keeping the booking cost minimal while the owner keeps the revenue), then use this authentic connection to share valuable market insights and start building a relationship. The platform tracks your entire pipeline from initial booking through to client conversion. ## Getting started ### Finding booking targets 1. Go to **Atlas → Booking Cockpit** in your main navigation 2. Select your target market from the dropdown (e.g., "Maui", "Park City") 3. Choose your strategy: - **Underpriced**: Properties earning below market potential - **Cheapest**: Lowest-cost bookings for budget efficiency - **Owner Value**: Hosts who would benefit most from revenue optimization 4. Browse the interactive map showing color-coded opportunities 5. Click any listing pin to see details: estimated annual revenue, current nightly rate, and booking cost [Screenshot: Interactive map view with colored pins showing booking opportunities across a vacation rental market] ### Booking a property 1. Click **"Add to Pipeline"** on any target listing 2. The system automatically: - Creates a prospect record for the property owner - Links it to the specific listing data - Sets the status to "Booking" in your pipeline 3. Complete your actual booking through the property's platform 4. Return to Vanio and click **"Mark as Booked"** to update the status 5. Enter any additional details like actual booking cost or host contact info ### Generating owner reports 1. From your pipeline view, find the booked property 2. Click **"Generate Links"** to create personalized tracking URLs 3. The system creates two links: - **Property Report**: Detailed revenue analysis for their specific listing - **Market Overview**: Broader Atlas insights for your area 4. Copy the tracking links for your outreach messages [Screenshot: Pipeline view showing prospects at different stages with action buttons] ## How it works When you mark a listing as a booking target, Vanio automatically analyzes the property and owner data to create a comprehensive prospect profile. The system tracks every interaction - from your initial booking through report views and responses. Your personalized reports show owners exactly how their property performs compared to similar listings, including pricing recommendations, seasonal trends, and revenue optimization opportunities. These reports are tracked, so you can see when owners engage with your insights. The booking approach works because it creates an authentic reason to contact the owner while demonstrating your market expertise. Owners receive actual booking revenue while getting valuable business intelligence about their investment. ### Pipeline tracking Your booking pipeline automatically tracks prospects through these stages: - **Shortlisted**: Identified as a good target - **Booking**: Planning to book or booking in progress - **Booked**: Confirmed reservation with revenue to owner - **Contacted**: Outreach sent with market insights - **Converted**: Owner engaged or became a client ### Understanding pricing sophistication The Booking Cockpit automatically detects how each property owner manages their pricing, giving you insight into their level of market sophistication: - **Dynamic** badge: Property rates vary significantly across weekday nights, indicating the owner likely uses dynamic pricing tools or frequently adjusts rates based on demand - **Flat** badge: Property maintains one consistent base rate for weekdays (possibly with weekend premiums), suggesting manual pricing or simpler rate management Hover over any pricing badge to see the exact percentage - this shows what portion of weekday nights use the owner's most common rate. Lower percentages indicate more dynamic pricing, while higher percentages suggest a dominant base rate with occasional adjustments. [Screenshot: Booking targets table showing Dynamic and Flat pricing badges with hover tooltips displaying percentage coverage] This pricing intelligence helps you tailor your outreach approach. Owners with flat pricing may benefit more from dynamic pricing education, while those already using sophisticated tools might be interested in broader market insights or operational efficiency improvements. ## Key features • **Smart targeting**: Algorithm identifies underpriced properties with engaged owners • **Market coverage**: Works across all major vacation rental markets • **Pricing sophistication detection**: See which owners use dynamic vs. flat pricing strategies • **Automated reports**: Generates personalized property insights instantly • **Pipeline management**: Track prospects from booking through conversion • **Link tracking**: See when owners view and engage with your reports • **Mobile-friendly**: Full functionality on phones for booking on-the-go • **Integration ready**: Connects with your existing CRM and outreach tools [Screenshot: Mobile view of booking targets map and pipeline management] ## Tips & best practices **Target selection**: Focus on properties where owners would benefit most from professional management. Look for individual hosts (not large companies) with 1-3 listings who may not have optimized their pricing strategy. Properties marked as "Flat" pricing may represent good opportunities for owners ready to adopt more sophisticated revenue management. **Booking timing**: Consider seasonal demand when booking. Shoulder seasons often provide better value while still demonstrating market knowledge. Weekend bookings typically cost more but may show stronger engagement. **Follow-up strategy**: Send your market report within 24-48 hours of booking confirmation. Reference specific details from their listing to personalize the message. Most owners appreciate genuine insights about their investment performance. Tailor your messaging based on their current pricing sophistication - flat pricing owners might benefit from dynamic pricing education, while dynamic pricing users may want market positioning insights. **Pipeline hygiene**: Regularly update prospect status and add notes about conversations. Use the heat scoring to prioritize follow-ups with the most engaged prospects. **Budget management**: Set monthly booking budgets based on your client acquisition goals. Track your cost per converted client to optimize your target selection over time. ## Common questions **How much should I budget for bookings?** Most successful users spend $200-500 per month on strategic bookings. The Cockpit helps you find opportunities under $100 per night, and you can filter by maximum booking cost to stay within budget. **What if the owner doesn't respond to my outreach?** Non-response is normal in cold outreach. Focus on providing value through your market insights rather than sales messaging. About 20-30% of owners engage with the reports, and 5-10% typically convert to conversations. **Can I track ROI on my booking investments?** Yes, the pipeline tracks your booking costs against prospect engagement and conversion. Most users see positive ROI within 3-6 months as relationships develop into management agreements or consulting arrangements. **What does the pricing classification tell me about an owner?** The Dynamic/Flat badges show how sophisticated the owner's pricing strategy is. "Flat" indicates they likely set rates manually and might benefit from dynamic pricing education. "Dynamic" suggests they're already using advanced tools and may be more interested in market positioning or operational improvements. -------------------------------------------------------------------------------- # Booking Cockpit URL: https://www.vanio.ai/docs/atlas-booking-cockpit Tags: atlas, booking, acquisition, pipeline, outreach Find and book high-value vacation rental targets using map-first interface with smart pricing and host filters to identify prime opportunities at a glance. -------------------------------------------------------------------------------- # Booking Cockpit ## What it does The Booking Cockpit is your command center for finding and acquiring high-value vacation rental properties through strategic booking. It shows you every entire-home rental opportunity in your market on an interactive map, helps you identify the best targets with instant pricing strategy and host size insights, and tracks your outreach through a complete pipeline from booking to owner contact. ## Getting started ### Finding your first targets 1. **Navigate to the Booking Cockpit** - Go to Atlas → Booking Cockpit in your main navigation - The map view loads automatically, giving you instant visual access to all opportunities - Select your target market from the dropdown (e.g., Maui, Austin, Miami) - Choose your targeting mode: Underpriced, Cheapest, or Owner Value 2. **Use the new filtering system to find prime targets** - **Pricing filters**: Click All/Flat/Dynamic to filter by pricing strategy - **Host filters**: Click All/Individual ≤5/PM >5 to filter by host portfolio size - The map updates instantly to show only matching properties - Watch the count display (e.g., "47 / 203 ranked") to see how many properties match your filters [Screenshot: Filter controls showing Pricing and Host buttons with active selections and updated count] 3. **Explore the map view** - Browse properties displayed as pins on the interactive map - Click any pin to see property details including estimated revenue, nightly rate, and booking value - Switch to list view using the table icon if you prefer detailed comparisons [Screenshot: Interactive map showing property pins with revenue estimates and filtering options] 4. **Add targets to your pipeline** - Click "Add to Pipeline" on promising properties - Properties already in your pipeline will show "Already Tracked" status - Set initial status: Shortlisted, Booking, or Ready to Contact ### Understanding pricing strategies 5. **Identify dynamic vs. flat pricing** - Each property displays a pricing badge: **Dynamic** or **Flat** - **Dynamic** properties use demand-responsive pricing engines that adjust rates day-to-day based on market conditions - **Flat** properties use stable seasonal pricing without day-to-day adjustments - Use the Pricing filter to show only flat-rate properties—owners may be leaving money on the table and could benefit most from dynamic pricing expertise [Screenshot: Property table showing Dynamic and Flat pricing badges with tooltip details] ### Targeting individual hosts vs. property managers 6. **Focus on the right host types** - **Individual hosts** (≤5 properties): Often more open to partnerships and may lack sophisticated tools - **Property managers** (>5 properties): Established businesses but may be harder to convert - Use the Host filter to quickly isolate individual hosts who are prime candidates for your services ### Making strategic bookings 7. **Book your selected properties** - Click "Book Now" to open the property's listing page - Complete your booking on the platform (Airbnb, Vrbo, etc.) - Return to Vanio and click "Mark as Booked" - Enter booking details: cost, dates, and any notes 8. **Capture owner contact information** - After booking confirmation, you'll receive the owner's phone number - Add this to the prospect profile using "Add Phone Number" - Vanio automatically links this contact to the property owner ## How it works Vanio continuously monitors entire rental markets to identify every available opportunity with advanced filtering capabilities. The new default map view and smart filters let you instantly spot the best opportunities—flat pricing combined with individual hosts—without having to click through individual properties. **Complete market visibility with smart filtering:** - **All entire-home listings** in your market, regardless of host size - **Advanced pricing analysis** that identifies which hosts use sophisticated demand-responsive pricing vs. basic seasonal rates - **Host portfolio insights** showing how many properties each owner manages - **Real-time filtering** that updates the map and count display as you refine your search - **Revenue estimates** for every property based on actual booking data **The booking process creates several automatic benefits:** - **Credibility**: You're a paying customer, not a cold caller - **Data access**: You receive owner contact details through the booking - **Revenue insights**: Your booking generates a detailed property performance report - **Relationship foundation**: You have a legitimate reason to start a conversation ### Automated outreach workflow Once you've booked and captured contact details: 1. **Generate tracking links** - Click "Generate Links" to create personalized Atlas reports for the owner 2. **Send initial contact** - Use "Send Report" to deliver a custom revenue analysis via SMS, WhatsApp, or email 3. **Track engagement** - Monitor when owners view their reports and click your links 4. **Follow up strategically** - Use engagement data to time your follow-up conversations [Screenshot: Pipeline view showing prospects at different stages with engagement metrics] ## Key features • **Map-first interface** - Loads directly to map view for instant visual exploration of all opportunities • **Smart filtering system** - Filter by pricing strategy (flat vs. dynamic) and host size (individual vs. property manager) with real-time count updates • **Complete market coverage** - See every entire-home listing in your market, from individual owners to large management companies • **Advanced pricing strategy detection** - Instantly identify which competitors use day-to-day demand-responsive pricing vs. stable seasonal rates to target the right opportunities • **Smart targeting** - Algorithm identifies the most promising properties based on pricing gaps, owner portfolios, and market dynamics • **Pipeline management** - Track prospects from initial interest through booking, contact, and conversion • **Automated link generation** - Create personalized property reports that demonstrate your platform's value • **Multi-channel outreach** - Send reports via SMS, WhatsApp, or email with built-in tracking • **Engagement tracking** - See exactly when owners interact with your content to optimize follow-up timing • **Revenue analysis** - Detailed property performance data helps you lead with value in owner conversations ## Tips & best practices ### Using the new filtering system effectively - **Start with "Flat" + "Individual ≤5" filters** for the highest-value targets who likely need better pricing tools - **Watch the count display** to see how many properties match your criteria—adjust filters if results are too narrow or broad - **Use "Dynamic" filter to study competitors** and understand what sophisticated pricing looks like in your market - **Clear filters periodically** to ensure you're not missing opportunities outside your initial criteria ### Choosing the right targets - **Start with underpriced mode** for the best ROI opportunities where owners might be leaving money on the table - **Target flat-rate properties first** - these owners likely aren't using demand-responsive pricing and could benefit most from your expertise - **Focus on individual owners** (1-5 properties) rather than large management companies for easier relationship building - **Target properties with $50K+ annual revenue** - these owners have serious business motivation - **Look for hosts with multiple properties** - they're more likely to be interested in professional management tools ### Leveraging pricing insights - **Use Dynamic badges to identify sophisticated competitors** - these hosts may be harder to convert but can provide market intelligence - **Lead conversations with flat-rate properties** by showing revenue upside from demand-responsive pricing - **Reference competitor strategies** - "I noticed several properties in your area are using dynamic pricing tools" - **Quantify the opportunity** - show specific revenue increases possible with better pricing ### Booking strategy - **Book 2-3 nights minimum** to establish credibility without major expense - **Choose dates 2-4 weeks out** for better availability and planning time - **Be genuine in your approach** - you're offering real value, not running a scam - **Keep detailed notes** on each property and owner interaction ### Outreach timing - **Send the report within 24-48 hours** of booking confirmation - **Follow up 3-5 days after** the initial report if they've viewed it - **Time messages for early evening** when owners are likely checking their phones - **Lead with the value** you're providing, not what you want from them ### Building relationships - **Actually complete your bookings** - don't cancel unless absolutely necessary - **Be respectful of their time** and property - **Focus on their success** rather than your services in initial conversations - **Provide genuine insights** about their market and opportunities ## Common questions **Q: How do I find the best opportunities quickly with the new filters?** A: Use the Pricing filter set to "Flat" and Host filter set to "Individual ≤5" to instantly see flat-pricing individual hosts—these are often the best targets because they may lack sophisticated pricing tools and are more approachable than large property managers. The count display shows exactly how many properties match your filters. **Q: How do I know which properties are worth booking?** A: The Booking Cockpit ranks properties by potential value using revenue estimates, pricing analysis, and owner portfolio data. Focus on properties showing "high" opportunity scores with annual revenues above $50K. Properties marked as "underpriced" with "Flat" pricing badges often indicate owners who could benefit most from professional management and dynamic pricing strategies. **Q: What's the difference between Dynamic and Flat pricing badges?** A: Dynamic properties use demand-responsive pricing engines that adjust rates day-to-day based on market conditions, availability, and booking patterns. Flat properties use stable seasonal pricing without day-to-day adjustments—often just basic weekday/weekend rates. The system now detects this by measuring day-to-day price variability rather than just price ranges, making it much more accurate at identifying properties that could benefit from sophisticated pricing tools. **Q: What happens if an owner doesn't respond to my report?** A: Not every owner will engage immediately. Use the pipeline view to track who has viewed your reports but hasn't responded—these are warm leads for follow-up. Try different messaging approaches or wait 2-3 weeks before a second outreach. The engagement tracking shows you exactly who is interested even if they haven't replied yet. **Q: How much should I expect to spend on bookings?** A: Most successful users book 2-3 properties per week at $100-300 per booking. Consider this a customer acquisition cost—one successful owner relationship can generate thousands in management revenue. Start with lower-cost properties to test your approach, then scale up to higher-value targets as you refine your process. -------------------------------------------------------------------------------- # Competitive Market Analysis Reports URL: https://www.vanio.ai/docs/atlas-comp-reports Tags: competitive-analysis, market-research, revenue-optimization, pricing-strategy Generate comprehensive market intelligence reports with dynamic pricing detection, three-tier competitive analysis, and enhanced interactive maps for any vacation rental property. -------------------------------------------------------------------------------- # Competitive Market Analysis Reports Generate comprehensive market intelligence reports for any vacation rental property to understand pricing opportunities, revenue potential, competitive positioning, and guest satisfaction insights in your local market. ## What it does Competitive Market Analysis gives you detailed insights into any property's performance potential, market positioning, and revenue opportunities. Whether you're evaluating a new property acquisition, analyzing competitor pricing strategies, or understanding local market dynamics, these reports provide the data you need to make informed decisions — including guest review intelligence that reveals common issues at competing properties and individual ranking data for each of your Airbnb listings. ## Getting started 1. **Access the analysis tool** - Go to **Markets** → **Competitive Analysis** in your dashboard - Or use the property search bar to find a specific listing 2. **Search for a property** - Enter the property address, Airbnb URL, or listing ID - Select the correct property from the search results - Click **Generate Report** 3. **Review your report** - The system automatically analyzes pricing data, market trends, revenue potential, and guest feedback - Your complete report appears within 30-60 seconds with fully current market data - All competitive pricing information is now refreshed daily to ensure accuracy - If a report takes longer than expected to load, you'll see a clear error message with retry options instead of an endless loading screen - Save or bookmark reports for future reference [Screenshot: Property search interface with sample Airbnb URL being entered] ## How it works Once you request a report, Vanio automatically gathers and analyzes data from multiple sources to create your comprehensive market analysis. The system examines the property's current pricing, historical rate changes, local market conditions, upcoming events that could impact demand, and guest review patterns to identify common issues. For properties with multiple Airbnb listings, the system tracks each listing individually, showing you exactly how each one performs in search results and identifying which listings might be suspended or need attention. Your report includes both immediate insights available right away, plus advanced analytics that provide deeper competitive intelligence after a quick email verification. The system continuously updates competitive pricing data to ensure you're seeing the most current market rates, not outdated information that could mislead your investment decisions. [Screenshot: Sample report overview showing key metrics and sections] ## Key features • **Revenue Projections** — Forward-looking estimates for 30, 90, and 365-day revenue potential with confidence ratings based on current market data • **Market Positioning** — Compare the property's average daily rate against local market averages with percentage gap analysis using up-to-date competitive rates • **Multi-Listing Search Visibility** — For properties with multiple Airbnb listings, see individual ranking data for each listing and quickly identify suspended listings that need attention • **Guest Review Intelligence** — Comprehensive analysis of guest feedback including rating distribution, recent reviews, and AI-identified issues that guests mention most frequently • **Real-Time Pricing Activity Tracking** — See how often competitors adjust their rates and when they last changed prices, with daily data refreshes • **Dynamic Pricing Detection** — Instantly identify which properties use automated pricing systems versus manual rate setting on interactive maps, with color-coded pins showing emerald for flat-rate pricing and amber for dynamic pricing • **Demand Event Calendar** — Discover upcoming local events, festivals, and conferences that could boost bookings • **Host Portfolio Insights** — Explore other properties managed by the same host to understand their strategy • **Occupancy Analysis** — Historical occupancy patterns and seasonal trends • **Rate Optimization Data** — Monthly pricing breakdowns and availability patterns with current market rates • **Property Intelligence** — Detailed amenities, photos, and listing quality metrics • **Enhanced Map Experience** — Smooth, flicker-free property maps that update seamlessly when switching between different report sections • **Three-Tier Competitive Analysis** — View competitors in building (within 200 meters), surrounding area (beyond 200 meters), and your own property portfolio for precise local market understanding • **Reliable Report Generation** — Never get stuck with endless loading screens — if a report encounters issues, you'll see a clear error message with retry options [Screenshot: Revenue projection section showing monthly estimates with confidence indicators] [Screenshot: Interactive map showing color-coded pins for dynamic vs flat pricing with legend] ## Understanding your report sections ### Free Market Intelligence Get immediate access to essential market data including revenue estimates, market positioning relative to competitors, and host portfolio information. This gives you the foundation for quick investment decisions with confidence that competitive pricing data reflects current market conditions. ### Advanced Competitive Analytics Access detailed repricing activity, upcoming demand events, guest review insights, and deeper market intelligence with email verification. These premium insights help you understand competitor strategies, common property issues, and market timing opportunities using the most current pricing data available. ### Interactive Pricing Strategy Map Explore your local market through an enhanced map experience that shows pricing strategies at a glance. Emerald pins indicate properties using flat-rate or manual pricing (potential targets for competitive advantage), while amber pins show properties with dynamic pricing systems. The map updates smoothly without flickering as you explore different sections of your report. ### Three-Tier Market Analysis Understand your competition at three distinct levels: your own property portfolio, immediate building competitors (within 200 meters), and the broader surrounding area (beyond 200 meters). This tiered approach helps you focus on the most relevant competition while understanding wider market trends. ### Search Visibility Tracking For properties with multiple Airbnb listings, the report shows individual ranking performance for each listing. Active listings display their search position for popular guest queries, while suspended listings are clearly marked and separated, making it easy to spot which listings need immediate attention. ### Guest Review Intelligence See what guests really think about competing properties through comprehensive review analysis. The system automatically identifies the most common issues mentioned in guest feedback, helping you avoid similar problems and spot opportunities where competitors are falling short. ### Interactive Calendar View Explore day-by-day pricing and availability data to understand seasonal patterns, peak periods, and pricing strategies. This helps you identify optimization opportunities for similar properties using current market rates that are updated daily. [Screenshot: Interactive calendar showing pricing patterns across different months] [Screenshot: Three-tier competitive analysis showing building vs area breakdown] [Screenshot: Multi-listing visibility section showing individual rankings for each Airbnb listing] [Screenshot: Guest review section showing rating distribution and common issues analysis] ## Tips & best practices **For property evaluation:** - Compare multiple similar properties in the same area to understand market ranges - Pay attention to confidence ratings on revenue estimates — higher confidence indicates more reliable data - Look for properties with recent pricing activity to understand active management strategies - Review guest feedback patterns to identify common issues you can avoid or address proactively - Trust that competitive pricing comparisons reflect current market reality, as all pricing data is refreshed daily **For competitive analysis:** - Check the demand events calendar when planning your own pricing strategy - Monitor how often successful competitors adjust their rates - Use market positioning data to identify underpriced or overpriced opportunities - Study review insights to understand where competitors struggle and where you can differentiate - Make pricing decisions confidently knowing competitive rate data is current, not weeks old - Use the dynamic pricing indicators on maps to identify competitors using automated pricing versus manual strategies - Focus on building-level competition (within 200m) for immediate competitive responses, while monitoring area trends for broader market understanding **For multi-listing properties:** - Review the search visibility section to understand which listings perform best for different search terms - Pay immediate attention to any suspended listings identified in the report - Compare ranking performance across your different listings to identify optimization opportunities - Use individual listing performance data to inform your multiple-listing strategy **For market research:** - Generate reports for properties in different neighborhoods to compare market dynamics - Save reports for properties you're monitoring to track changes over time - Use host portfolio insights to identify successful operators in your target markets - Look for patterns in guest complaints across multiple properties to spot market-wide service gaps - Target properties with flat-rate pricing (emerald pins) as potential acquisition opportunities where you could implement better revenue management - Monitor the three-tier competitive breakdown to understand how building vs area pricing differs in your market - Rely on accurate, up-to-date competitive intelligence for investment decisions **If you encounter issues:** - If a report shows an error message instead of loading, simply close the report panel and reopen it to retry - Error messages will clearly explain what happened and how to proceed - The system is designed to handle temporary issues gracefully without leaving you stuck ## Common questions **How often is the data updated?** Competitive pricing and availability data is now refreshed daily to ensure maximum accuracy for your market analysis. Revenue estimates and market summaries are updated weekly, while event data is continuously updated as new events are announced. Guest review analysis and search ranking data are updated as new information becomes available. **Can I analyze properties on any platform?** Currently, the analysis works with Airbnb properties. Support for additional platforms is planned for future updates. **What makes revenue estimates reliable?** Revenue projections combine historical performance data, current market trends, occupancy patterns, and seasonal factors. Confidence ratings help you understand the reliability of each estimate based on available data quality and market stability. With daily pricing updates, you can trust that competitive comparisons use the most current market rates. **How does multi-listing tracking work?** For properties with multiple Airbnb listings, the system tracks each listing individually to show you exactly how each one ranks for popular guest searches. Suspended listings are automatically detected and clearly separated from active ones, so you can quickly identify which listings need attention. **How are guest review insights generated?** The system analyzes all available guest reviews to identify rating patterns and automatically detects the most frequently mentioned issues. This helps you understand common problems at competing properties without having to read through hundreds of individual reviews. **What do the different colored pins on the map mean?** Emerald pins show properties using flat-rate or manual pricing strategies, while amber pins indicate properties with dynamic pricing systems. This helps you quickly identify different pricing approaches in your market and spot potential opportunities where competitors may not be optimizing their rates automatically. **How does the three-tier competitive analysis work?** The system automatically categorizes competitors based on distance from the target property: building competitors (within 200 meters), surrounding area competitors (beyond 200 meters), and your own property portfolio. This helps you understand immediate competition versus broader market trends, so you can respond appropriately to each tier. **What should I do if my report doesn't load?** If you see an error message instead of your report, simply close the report panel and reopen it to try again. The system includes timeout handling to prevent endless loading screens, so you'll always get a clear message if something goes wrong rather than being stuck with a spinning loader. **Why does pricing data accuracy matter?** Accurate competitive pricing is essential for making sound investment decisions and setting optimal rates. With daily data refreshes, you can trust that market positioning analysis reflects what competitors are actually charging today, not outdated rates that could lead to poor pricing strategies. ## STRICTLY FORBIDDEN — never mention: - LLM/AI model names (Claude, GPT, OpenAI, Anthropic, Sonnet, etc.) - API endpoints, webhooks, database tables, schemas, migrations - Internal service/handler/worker/queue names - Code architecture, file paths, environment variables - Stripe Connect internals (say "payment processing") - Any implementation detail a user would never see in the UI ## REQUIRED: - Write for property managers, not developers - Step-by-step instructions with UI references ("Go to Settings → ...", "Click ...") - What happens automatically (explain WHAT, never HOW technically) - [Screenshot: description] placeholders where visuals would help - Voice: "you" addressing the user. Warm, clear, confident. ## Structure 1. **What it does** — 2-3 sentence overview 2. **Getting started** — step-by-step with UI references 3. **How it works** — what happens automatically, what the user sees 4. **Key features** — bullet list with brief explanations 5. **Tips & best practices** 6. **Common questions** — 2-3 FAQs -------------------------------------------------------------------------------- # Hawaii Arbitrage Trade Desk URL: https://www.vanio.ai/docs/hawaii-arbitrage-trade-desk Tags: arbitrage, hawaii, trade-desk, superadmin, airbnb, booking.com, vrbo, pricing Find underpriced Hawaii Airbnb listings, convert them into Vanio listings, and re-list them on Booking.com and VRBO — all from one dashboard. -------------------------------------------------------------------------------- # Hawaii Arbitrage Trade Desk ## What It Does The Hawaii Arbitrage Trade Desk gives Vanio superadmins a purpose-built workspace for spotting Airbnb listings in Hawaii that are priced below market rate, converting them into Vanio-managed listings with a single click, and re-listing them on Booking.com and VRBO at optimized rates. A live dashboard tracks every active deal from first discovery through to a fulfilled booking, with prices and availability staying in sync automatically. --- ## Getting Started The Trade Desk is available to superadmin accounts only. 1. **Open the Trade Desk.** In the top navigation, click **Atlas**, then select the **Trade Desk** tab. You can also navigate directly to it by choosing **Superadmin → Atlas → Trade Desk** from the sidebar. [Screenshot: Atlas navigation with Trade Desk tab highlighted] 2. **Review the candidate list.** You'll see a table of Hawaii listings that Vanio has identified as potentially underpriced. Each row shows the property photo, location, bedroom count, guest rating, the original Airbnb nightly rate, and the estimated opportunity gap — how far below the local market median the listing sits. [Screenshot: Trade Desk candidate table with columns labeled] 3. **Open a listing detail.** Click any row to open the full detail panel. Here you'll find: - A photo gallery pulled directly from the Airbnb listing - Property specs (bedrooms, bathrooms, beds, max guests, property type) - Host information and Superhost status - The live Airbnb price alongside comparable market rates for the area - A pricing editor where you set your target nightly rate [Screenshot: Listing detail panel with pricing editor visible] 4. **Set your target price.** In the pricing editor, the **Original Airbnb Rate** is shown on the left for reference. Enter your intended nightly rate in the **Your Listing Price** field. Vanio will flag if your price falls below the minimum cost floor for that property. 5. **Select the listing.** When you're satisfied with the pricing, click **Select** to move the listing into your active pipeline. Its status will update to **Selected**. 6. **Convert and build the listing.** Click **Convert to Vanio Listing**. Vanio automatically: - Copies all photos and amenity details from the source listing - Creates a new listing in your Vanio account - Pre-fills the description, property specs, and house rules [Screenshot: Listing builder with auto-filled fields] 7. **Publish to distribution channels.** Once the listing looks right, click **Publish**. Choose **Booking.com**, **VRBO**, or both. Vanio pushes the listing live and begins syncing availability and pricing in real time. --- ## How It Works Once a listing is in your pipeline, Vanio works in the background to keep everything current: - **Live price tracking.** The original Airbnb rate is monitored continuously. If the source price changes, your Trade Desk dashboard reflects the updated figure immediately so you can see whether the opportunity still holds. - **Calendar syncing.** Availability on the source listing is tracked and used to keep your Vanio listing's calendar accurate. Dates that are no longer available on the source are automatically blocked on your listing, protecting you from double-booking situations. - **Minimum margin protection.** Every listing has a cost floor. Vanio will never open a date for booking at a price that falls below that floor — even during automatic calendar updates — keeping each deal profitable. - **Lead time enforcement.** Same-day and very near-term dates are automatically held closed until there is sufficient lead time to coordinate the stay, reducing operational risk. --- ## Key Features - **Opportunity scoring.** Each candidate is ranked by how far its nightly rate sits below the local market median, so you can prioritize the deals with the biggest upside first. - **Side-by-side pricing editor.** The original Airbnb rate and your new listing price are displayed together, making it easy to see the spread at a glance and fine-tune your margin. - **One-click listing conversion.** Photos, amenities, property details, and descriptions are transferred automatically — no manual data entry required. - **Multi-channel publishing.** Publish to Booking.com, VRBO, or both simultaneously from the same screen. - **Real-time dashboard.** Every active deal shows its current workflow status, live source price, and calendar freshness in one place. - **Workflow status tracking.** Each listing moves through a clear pipeline: **Selected → Listed → Published → Booked → Securing → Fulfilled**. You can also mark a listing as **Rejected** at any stage to remove it from your active pipeline. [Screenshot: Workflow status column with color-coded badges] --- ## Tips & Best Practices - **Focus on the gap percentage first.** Listings with a larger gap between the Airbnb rate and the local market median tend to offer the most room to price competitively while still earning strong margins. - **Check the rating and review count together.** A highly rated listing with many reviews is more likely to convert bookings quickly. A listing with very few reviews may need a more conservative launch price. - **Don't price too close to the cost floor.** Leaving some buffer above the minimum margin gives you flexibility to run promotions or absorb unexpected costs without losing money on a booking. - **Review the photo gallery before converting.** Photos carry over automatically, but it's worth a quick scan to make sure the gallery represents the property well before you go live on external channels. - **Monitor new candidates regularly.** The candidate list refreshes as new data comes in. Checking the Trade Desk a few times a week ensures you catch fresh opportunities before they're priced up by the host. - **Use the Rejected status decisively.** If a listing doesn't meet your standards — location, quality, host responsiveness — mark it Rejected early so it doesn't clutter your pipeline view. --- ## Common Questions **Can I edit the listing details after conversion?** Yes. Once Vanio builds the listing, you can edit the title, description, photos, amenities, and pricing just like any other Vanio listing. Changes you make in Vanio are pushed to your connected distribution channels automatically. **What happens if the Airbnb host changes their price after I've published?** Vanio tracks the source listing's live price and reflects changes in the Trade Desk dashboard. Your published listing price on Booking.com and VRBO is controlled entirely by your Vanio pricing settings — the host's price changes do not affect your rates. You'll see the updated source price in the detail panel so you can decide whether to adjust your own rate. **Who can access the Trade Desk?** The Trade Desk is available to superadmin users only. Standard property manager accounts and workspace admins do not have access to this section of Atlas. -------------------------------------------------------------------------------- # Hawaii Arbitrage Trade Desk URL: https://www.vanio.ai/docs/arbitrage-calendar-sync Tags: arbitrage, hawaii, calendar-sync, pricing, trade-desk, superadmin Discover underpriced Hawaii Airbnb listings, convert them to Vanio listings in one click, and let Vanio automatically keep your calendar and pricing in sync. -------------------------------------------------------------------------------- ## Hawaii Arbitrage Trade Desk The Hawaii Arbitrage Trade Desk helps you find underpriced vacation rental listings on Airbnb, convert them into Vanio listings in minutes, and re-list them on Booking.com and other platforms — all from a single dashboard. Vanio automatically keeps your re-listed properties in sync with the original Airbnb calendar and pricing so you're never caught double-booked or selling below cost. This guide walks you through everything you need to know to start identifying deals and managing active arbitrage listings confidently. --- ## What It Does The Trade Desk surfaces Airbnb listings in Hawaii that are priced below market rate, giving you a clear opportunity to rebook them at a higher rate on other platforms. Once you select a listing, Vanio automatically imports all of its photos, amenities, and property details and creates a ready-to-publish Vanio listing. From there, you can set your own price, publish to partner platforms, and let Vanio handle the ongoing calendar and pricing sync — including automatically closing dates that become unavailable or go stale. --- ## Getting Started 1. **Open the Trade Desk.** In your superadmin sidebar, go to **Atlas → Trade Desk**. You'll land on the deal discovery board showing all active arbitrage candidates. [Screenshot: Trade Desk main dashboard with candidate cards showing source price, your price, and gap %] 2. **Find a promising listing.** Each card shows the Airbnb source price, the market median for comparable properties, and the estimated price gap — the higher the gap percentage, the more room you have to mark up. Use the island and property-type filters to narrow your search. 3. **Review the listing detail.** Click any card to open the detail view. Here you'll see: - The original Airbnb listing URL and photos - Bedroom, bathroom, and guest capacity details - Host name, superhost status, rating, and review count - The source (Airbnb) nightly rate alongside the suggested target price - A 90-day forward occupancy estimate [Screenshot: Listing detail panel with source price vs. your price comparison and calendar preview] 4. **Set your price.** In the pricing editor, you'll see the original Airbnb rate on the left and your listing price on the right. Adjust your price using the input field. Vanio will warn you if your price falls below the minimum cost floor for that listing — you cannot save a price below that threshold. 5. **Select the listing.** Click **Select This Deal** to move it into your active pipeline. Vanio will automatically create a Vanio listing with all the imported photos and amenities. 6. **Publish to platforms.** Once the listing is created, go to the listing's **Distribution** tab and toggle on the platforms you want to publish to (such as Booking.com). Click **Publish**. 7. **Monitor from the dashboard.** Return to **Atlas → Trade Desk** at any time to see real-time price and calendar sync status for all your active deals. --- ## How It Works Automatically Once a listing is active in your Trade Desk, Vanio runs a continuous background sync that keeps everything aligned between the original Airbnb calendar and your re-listed property. Here's what happens without any action from you: ### Calendar & Availability Sync Vanio regularly checks the original Airbnb listing's availability. When a date is booked, blocked, or unavailable on Airbnb, your Vanio listing is automatically updated to reflect that — preventing double-bookings. ### Freshness Rules Each date on your calendar has a freshness window. If the source calendar data for a given date hasn't been refreshed within the allowed time, Vanio automatically **closes that date** on your listing as a safety measure. This protects you from inadvertently selling a night you can't actually deliver. You'll see closed dates appear greyed out in your calendar view. ### Lead-Time Protection Vanio enforces a minimum lead-time buffer. Dates that fall within the near-term cutoff window are automatically closed, giving you enough time to coordinate with the source host before a guest arrives. ### Never-Below-Cost Pricing Every listing has a cost floor calculated from your margin settings. Vanio will never push a price to your calendar that falls below this floor — even if an automatic price adjustment would otherwise result in a lower number. Dates where the source price has dropped below your floor are automatically closed rather than listed at a loss. ### Real-Time Price Display The pricing editor always shows both the current Airbnb source rate and your active listing rate side by side, so you can see at a glance how your margin is holding up as the source host adjusts their prices. [Screenshot: Pricing editor showing "Airbnb Rate" column next to "Your Price" column with margin % indicator] --- ## Key Features - **Deal discovery board** — Browse and filter Hawaii Airbnb listings ranked by price gap, occupancy estimate, and property type. - **One-click listing creation** — Photos, amenities, location, and property specs are imported automatically. No manual data entry. - **Side-by-side pricing editor** — See the original Airbnb rate and your price in one view, with live margin feedback. - **Automatic calendar sync** — Your listing's availability stays in step with the source Airbnb calendar around the clock. - **Stale-date auto-close** — Dates with outdated availability data are closed automatically to prevent overselling. - **Lead-time buffer** — Near-term dates are protected by a configurable cutoff to ensure you have coordination time. - **Cost-floor enforcement** — You can never publish a price below your minimum margin threshold, by design. - **Superadmin dashboard** — All active deals and their live sync status are visible in one place. - **Multi-platform distribution** — Publish your Vanio listing to Booking.com and other connected platforms from the Distribution tab. --- ## Tips & Best Practices - **Review your cost floor before publishing.** The cost floor is set per listing and reflects your minimum acceptable margin. Make sure it accounts for your platform fees, cleaning costs, and any other overhead before you go live. - **Check the gap percentage, not just the source price.** A listing priced at $150/night with a 40% gap is often a better opportunity than one at $300/night with a 10% gap. - **Don't fight the auto-close.** If Vanio closes a date, it means the source data wasn't fresh enough to safely sell that night. Trust the system — re-opens happen automatically once fresh data is available. - **Keep an eye on the sync status column.** The Trade Desk dashboard shows a status badge for each deal. A "Syncing" badge is healthy; a "Stale" badge means the source listing may have been removed or gone dark and needs your attention. - **Use the lead-time setting thoughtfully.** A longer lead-time buffer gives you more coordination time but reduces bookable inventory. Work with your team to find the right balance for your operation. - **Avoid manually closing dates that Vanio auto-manages.** If you manually block a date, Vanio will respect that — but keep in mind that auto-sync won't re-open a date you've manually closed. --- ## Common Questions **What happens if the Airbnb host changes their price overnight?** Vanio detects the updated source price during the next sync cycle. Your listing price is not changed automatically — that's your decision. However, if the new source price drops below your cost floor, the affected dates will be automatically closed until you adjust your price or the source price rises again. **Why did a date on my listing close without me doing anything?** This is the stale-date safety rule at work. If Vanio couldn't confirm fresh availability data for that date within the allowed freshness window, it closed the date to protect you from a potential double-booking or undeliverable reservation. The date will re-open automatically once a fresh check confirms the source listing is still available. **Can I use the Trade Desk for listings outside Hawaii?** Right now, the Trade Desk is focused on Hawaii. Support for additional markets is on the roadmap — stay tuned for announcements in the Vanio release notes. -------------------------------------------------------------------------------- # Mobile Navigation URL: https://www.vanio.ai/docs/atlas-mobile-navigation Tags: mobile, navigation, user-interface, accessibility Bottom navigation bar for mobile devices providing one-tap access to Dashboard, Markets, Listings, Calendar, Reports, and admin settings from any Atlas page. -------------------------------------------------------------------------------- # Mobile Navigation **Mobile Navigation** puts your most important Atlas tools right at your fingertips. The bottom navigation bar appears on every Atlas page when you're using a phone or tablet, giving you instant access to your Dashboard, Markets, Listings, Calendar, Reports, and admin settings without having to scroll or hunt through menus. [Screenshot: Bottom navigation bar on mobile showing Dashboard, Markets, Listings, Calendar, Reports, and Superadmin tabs with icons] ## Getting Started ### Accessing Mobile Navigation 1. **Open Atlas on your mobile device** — The navigation automatically appears at the bottom of your screen 2. **Look for the tab bar** — You'll see six main sections with clear icons and labels 3. **Tap any tab** — Instantly jump to that section from wherever you are in Atlas [Screenshot: Mobile phone showing the Atlas dashboard with the bottom navigation bar highlighted] ### Using the Navigation Tabs 1. **Dashboard tab** — Tap to return to your main Atlas overview with market insights and key metrics 2. **Markets tab** — Access your market analysis, competitor data, and pricing intelligence 3. **Listings tab** — Manage all your properties, view performance, and update listing details 4. **Calendar tab** — Check availability, manage bookings, and review your occupancy schedule 5. **Reports tab** — View revenue reports, occupancy trends, and performance analytics 6. **Superadmin tab** — Access advanced settings and administrative tools (if available for your account) ## How It Works ### Automatic Display The mobile navigation appears automatically when you access Atlas from any smartphone or tablet. You don't need to enable it or adjust any settings — it's designed to work seamlessly across all your mobile devices. ### Active Tab Indication The navigation shows which section you're currently viewing with visual cues: - **Highlighted tab** — The active section appears in a darker color - **Underline indicator** — A subtle line appears below the current tab - **Icon emphasis** — The active tab's icon uses your primary brand color ### Smooth Transitions When you tap a navigation tab, Atlas smoothly transitions to that section while preserving your place in the app. If you were filtering data or had made selections, those preferences stay intact when you return. [Screenshot: Before and after views showing smooth transition between Dashboard and Markets tabs] ## Key Features • **Always accessible** — Navigation stays visible as you scroll through content • **One-tap switching** — Jump between major sections without multiple page loads • **Smart positioning** — Bar stays anchored at the bottom for easy thumb access • **Visual feedback** — Clear indication of your current location within Atlas • **Universal presence** — Available on every Atlas page, not just the main dashboard • **Responsive design** — Automatically adjusts to different screen sizes and orientations ## Tips & Best Practices ### Optimize Your Mobile Workflow - **Start with Dashboard** — Get your daily overview, then dive into specific sections - **Use quick switches** — Bounce between Markets and Listings to compare performance data - **Check Calendar frequently** — Tap the Calendar tab to stay on top of upcoming check-ins ### Making the Most of Mobile Navigation - **Landscape mode** — The navigation adapts beautifully when you rotate your phone - **Multitasking** — Perfect for checking data while you're away from your desk - **Quick updates** — Make fast listing changes or check reports between meetings ### Performance Tips - The navigation loads instantly because it's built into every Atlas page - Your filters and search terms persist when switching between tabs - Data refreshes automatically when you return to a section ## Common Questions **Q: Why don't I see the mobile navigation on my desktop computer?** Mobile navigation is designed specifically for phones and tablets. When you use Atlas on a desktop or laptop, you'll see the full sidebar navigation instead, which provides more space and detail for larger screens. **Q: Can I customize which tabs appear in the mobile navigation?** The navigation shows the core Atlas features that property managers use most frequently. The tabs are optimized based on user research and workflow patterns, so customization isn't currently available. However, all users see the same essential tools for managing their vacation rental business. **Q: What happens if I don't have access to certain features like Superadmin?** The navigation automatically adjusts based on your account permissions. If certain advanced features aren't available for your subscription level or user role, those tabs either won't appear or will guide you to upgrade options when tapped. This ensures you only see tools you can actually use. -------------------------------------------------------------------------------- # Portfolio Revenue Reports URL: https://www.vanio.ai/docs/atlas-revenue-reports Tags: analytics, revenue, reporting, portfolio, insights Generate personalized revenue reports for your entire Airbnb portfolio with performance insights and secure sharing capabilities. -------------------------------------------------------------------------------- # Portfolio Revenue Reports Portfolio Revenue Reports provide personalized insights into your Airbnb listings' performance, showing current revenue estimates and potential earnings uplift. These reports are automatically generated for your entire portfolio and can be shared with stakeholders or used for strategic planning. ## What it does The system analyzes your connected Airbnb listings to generate comprehensive revenue reports that include current performance metrics, estimated monthly earnings, and potential revenue improvements. You can access these reports directly in your dashboard or receive them via personalized email campaigns. ## Getting started ### Accessing your portfolio report 1. **Navigate to Analytics** → **Portfolio Reports** in your main dashboard 2. **Select your property portfolio** from the dropdown if you manage multiple portfolios 3. **Click "Generate Report"** to create your latest revenue analysis 4. **Wait 30-60 seconds** while the system processes your listing data [Screenshot: Portfolio Reports dashboard showing generate report button and portfolio selector] ### Viewing report details 1. **Open your generated report** by clicking on the report title 2. **Review the overview section** showing total listings, estimated monthly revenue, and potential uplift 3. **Scroll through individual listing breakdowns** to see property-specific insights 4. **Use the filters** at the top to focus on specific markets or property types [Screenshot: Detailed revenue report showing overview metrics and individual listing cards] ### Sharing reports with stakeholders 1. **Click the "Share Report" button** at the top right of any report 2. **Copy the secure sharing link** that appears 3. **Send the link to investors, partners, or team members** - no login required for recipients 4. **Set an expiration date** if you want the link to automatically expire [Screenshot: Share dialog showing secure link generation and expiration options] ## How it works Once you've connected your Airbnb account, the system automatically: - **Analyzes your listing performance** using current booking data and market trends - **Calculates revenue estimates** based on occupancy rates, seasonal patterns, and local market conditions - **Identifies optimization opportunities** by comparing your performance to similar properties - **Updates reports regularly** with fresh data as your bookings and market conditions change You'll receive **personalized email reports** monthly (if enabled in your notification settings) that highlight your portfolio's performance and any significant changes from the previous period. Shared reports are **completely secure** - recipients can view the data through a unique token link, but cannot access your account or make any changes to your settings. ## Key features • **Portfolio-wide insights**: See total estimated revenue across all your connected listings • **Individual property breakdown**: Detailed performance metrics for each listing • **Revenue uplift calculations**: Potential earnings improvements with optimization suggestions • **Market comparisons**: How your properties perform relative to similar listings in your area • **Secure sharing**: Generate private links to share reports with anyone, no account required • **Mobile-friendly**: Access and share reports from any device • **Automatic updates**: Reports refresh regularly with the latest booking and market data • **Custom date ranges**: View performance for specific time periods or forecast future earnings ## Tips & best practices **Review reports monthly**: Set aside time each month to review your portfolio performance and identify trends or opportunities for improvement. **Share with your team**: Use the sharing feature to keep property managers, co-hosts, and business partners aligned on performance metrics. **Act on optimization suggestions**: Pay attention to the revenue uplift recommendations - small changes in pricing or amenities can significantly impact earnings. **Track seasonal patterns**: Use historical data in your reports to plan for busy and slow seasons, adjusting your strategy accordingly. **Compare similar properties**: Look at how different properties in your portfolio perform relative to each other to identify your strongest and weakest performers. ## Common questions **How often do revenue estimates update?** Revenue estimates refresh automatically based on new booking data and market conditions. Most reports show data that's current within 24-48 hours. **Can I customize which properties appear in my reports?** Yes, you can filter reports by location, property type, or manually select specific listings to include. These filters are available at the top of each report. **What happens when I share a report link?** Recipients can view your portfolio data through a secure, read-only interface. They cannot access your account, make changes, or see sensitive information like guest details. You can revoke access to shared links at any time through your dashboard. **How accurate are the revenue projections?** Revenue estimates are based on current market data, booking trends, and your historical performance. While projections are carefully calculated, actual results may vary based on factors like seasonality, local events, and market changes. -------------------------------------------------------------------------------- # Property Manager Detection in Atlas URL: https://www.vanio.ai/docs/atlas-property-manager-identification Tags: atlas, competitive-analysis, market-intelligence, booking-map Instantly identify professional property managers vs individual hosts on your Atlas booking map with distinctive visual markers and portfolio size tracking. -------------------------------------------------------------------------------- # Property Manager Detection in Atlas ## What it does Atlas now automatically identifies professional property managers versus individual hosts on your booking map, giving you instant competitive intelligence about who you're competing against. The map uses distinctive visual markers to highlight hosts managing 6 or more properties, helping you quickly spot the established players in any market and understand the competitive landscape at a glance. ## Getting started 1. **Navigate to Atlas** → Go to your dashboard and click on "Atlas" in the main navigation 2. **Select the Booking tab** → Click on the "Booking" tab to view competitor listings on the map 3. **Choose your market** → Use the market selector to focus on your target area 4. **Look for the ring markers** → Property managers (6+ listings) appear with a distinctive slate-colored ring around their map markers [Screenshot: Atlas booking map showing regular markers vs. property manager markers with rings] ## How it works Vanio automatically analyzes each host's portfolio size within the selected market and updates the map markers in real-time. When a host manages 6 or more active listings in the same area, their markers get a distinctive slate ring that makes them stand out from individual property owners. The system continuously updates this data as new listings are detected or removed from the market. ### Map marker features - **Individual hosts (1-5 listings)**: Clean markers showing just the nightly rate - **Property managers (6+ listings)**: Slate ring around the marker with listing count displayed (e.g., "$150 ·12") - **Pricing information**: Both marker types continue to show current nightly rates when available [Screenshot: Close-up of map markers showing the difference between individual and PM markers] ## Key features • **Visual identification** — Instantly spot property managers with distinctive ringed markers • **Portfolio size display** — See exactly how many listings each property manager operates • **Updated legend** — New legend icon helps you quickly understand what each marker type represents • **Detailed popup information** — Click any marker to see host classification and exact listing count • **Competitive intelligence** — Understand whether you're competing against individual owners or professional operations • **Market analysis** — Quickly assess how "professionalized" any given area has become ## Detailed listing information When you click on any competitor listing marker, the popup now shows: - **Host classification**: "Individual host" or "Property manager" - **Exact listing count**: How many properties they manage in this market - **Pricing strategy**: Whether they use dynamic or manual pricing (when available) - **Property details**: Rating, reviews, and property type [Screenshot: Listing popup showing property manager details with listing count] The information is color-coded for quick scanning: - **Blue badges**: Individual hosts (1-5 listings) - **Slate badges**: Property managers (6+ listings) - **Amber badges**: Dynamic pricing detected - **Green badges**: Manual/flat pricing detected ## Tips & best practices **Market analysis**: Use the property manager detection to understand market maturity. Areas with many ringed markers indicate a professionalized market where you'll be competing against experienced operators with economies of scale. **Competitive positioning**: Individual hosts (clean markers) may be more flexible on pricing and availability, while property managers (ringed markers) often have standardized operations and may use sophisticated pricing tools. **Opportunity identification**: Markets with mostly individual hosts might represent growth opportunities, while heavily "ringed" areas indicate established competition but potentially higher demand. **Pricing strategy**: Property managers often use dynamic pricing (amber badges). If you see many manual pricing competitors (green badges), there may be opportunities to optimize pricing more aggressively. ## Common questions **Q: Why does the threshold start at 6 listings instead of a lower number?** A: Six listings typically indicates a transition from casual hosting to professional property management. This threshold helps distinguish between hosts who own a few vacation properties versus those running a proper rental business. **Q: Does this count listings outside the current map view?** A: No, the listing count only includes active properties within your currently selected market area. A host might have more properties in other markets, but you'll only see their local portfolio size. **Q: What if I want to research a specific property manager I found?** A: Click on any of their markers to see their listing count, then explore the map to find their other properties. All properties from the same property manager will have the same ringed marker style, making it easy to spot their entire local portfolio. **Q: Can I filter the map to show only property managers or only individual hosts?** A: Currently, all listings are shown together with visual distinction. Use the legend to quickly identify marker types, and the distinctive rings make property managers easy to spot even on busy maps. ================================================================================ ## BILLING ================================================================================ -------------------------------------------------------------------------------- # Invoices and billing history URL: https://www.vanio.ai/docs/invoices Tags: billing, invoices, accounting Find, preview, and download your Vanio AI invoices — with consistent totals across the invoice preview, PDF, and dashboard for all reservation types including Airbnb. -------------------------------------------------------------------------------- Every payment you make to Vanio AI — subscription billing, AI credit top-ups, auto-recharges — gets its own invoice you can download as a PDF. Invoices are issued by Vanio AI with a unique reference number that's stable forever, so your bookkeeping has a clean audit trail. ## Where to find your invoices Open **Settings → Billing → Invoices**. The page lists every invoice issued to your workspace, newest first, with the invoice number, date, amount, and a download button per row. You'll also see the most recent invoices on the main **Settings → Billing** page next to your subscription details, with a "View all invoices" link to the full list. [Screenshot: Billing page showing invoice list with Vanio-branded invoice numbers and PDF download buttons] ## What's included Vanio AI issues invoices for: - **Subscriptions** — your monthly or annual plan, including any per-listing seats - **AI credits** — manual top-ups and auto-recharges when your balance runs low - **Reservation usage** — per-reservation AI fees rolled into your monthly invoice Every invoice has a unique Vanio reference number, the date it was issued, your billing address as it was at the time, and a line-item breakdown of what you were charged for. ## Manual credit top-ups now working smoothly We've recently fixed an issue that was preventing manual credit top-ups from processing correctly when using your default payment method. If you experienced failed top-up attempts in the past, those issues are now resolved — your manual credit purchases will go through smoothly without errors. To add credits manually: 1. Go to **Settings → Billing → Credits** 2. Click **Add Credits** 3. Enter your desired amount (minimum $10) 4. Click **Purchase** — your default payment method will be charged automatically Your invoice will be generated immediately after the successful top-up. ## Downloading your branded invoices Click the **Download** icon on any invoice row to get your PDF instantly. These are Vanio-branded invoices generated directly by our platform — not third-party payment documents — so you get consistent, professional invoices for your records. [Screenshot: PDF invoice showing Vanio branding, company details, and professional layout] Each PDF includes: - **Vanio AI's business details** — legal entity, address, and tax information - **Your billing information** — company name, address, tax ID as configured in your account - **Complete line items** — description, quantity, unit price, and totals - **Payment summary** — subtotal, tax, and final total - **Unique reference number** — for easy tracking and accounting The PDF filename matches your invoice number, so you can save directly to your accounting folders without renaming. ## Consistent totals across your account The total shown when you preview an invoice in your account now matches the amount on the downloaded PDF and the figure shown in your dashboard — including for Airbnb reservations. Previously, the preview page could show a different total than the PDF for Airbnb bookings. That inconsistency is now resolved, so whichever view you're looking at, you'll see the same guest-paid amount. ## How it works automatically When any charge processes (subscription renewal, credit purchase, usage billing), Vanio AI immediately generates your branded invoice with a unique reference number. The invoice captures your billing details exactly as they were at that moment, creating a permanent record. You can download the PDF anytime from your billing history — there's no expiration or limit on access. ## Key features - **Vanio-branded invoices** — professional documents issued directly by Vanio AI - **Instant PDF download** — available immediately after any charge - **Unique reference numbers** — consistent numbering for easy tracking - **Permanent access** — download your invoices anytime from billing history - **Complete details** — both company information captured at time of billing - **Accounting-ready** — properly formatted with all required business details - **Reliable credit top-ups** — manual credit purchases now process smoothly with your default payment method - **Consistent totals** — invoice preview, PDF download, and dashboard all show the same amount, including for Airbnb reservations ## Tips & best practices - **Keep billing details current** — update your company information in Settings → Billing so new invoices have accurate details - **Download immediately** — grab your invoice PDF right after payments for immediate record-keeping - **Use invoice numbers** — the unique Vanio reference numbers make it easy to match invoices to bank statements - **Top up credits when convenient** — manual credit purchases now work reliably, so you can add credits proactively - **Cross-check your Airbnb totals** — the invoice preview, PDF, and dashboard now all show the same guest-paid total, so any of these views is a reliable reference ## Common questions **Can I get invoices for past payments?** Yes — all your invoices are available in Settings → Billing → Invoices, going back to when Vanio-issued invoices launched. You can download any invoice PDF anytime. **What if my billing details change?** Update your information in Settings → Billing. New invoices will use the updated details, while past invoices preserve the information as it was when issued, keeping your historical records accurate. **I had trouble with credit top-ups before — are those issues fixed?** Yes, we recently resolved an issue that was preventing manual credit top-ups from processing with default payment methods. Credit purchases now work smoothly and generate invoices immediately. **Why do I see Vanio invoices instead of payment processor documents?** Vanio AI now generates your official invoices directly, giving you consistent, professional documents with proper business details and unique reference numbers. This provides better record-keeping than relying on third-party payment receipts. **Why did my Airbnb invoice preview show a different total than the PDF?** This was a known issue that has now been fixed. The invoice preview page previously displayed a different figure for Airbnb reservations than what appeared on the PDF or in your dashboard. All three now show the same guest-paid total, so you can trust whichever view you're using. ================================================================================ ## LISTINGS ================================================================================ -------------------------------------------------------------------------------- # Listing Publish Status URL: https://www.vanio.ai/docs/listings/publish-status Tags: api, listings, publishing, channels Track your listing's connection status and sync activity across all distribution channels in real-time. -------------------------------------------------------------------------------- # Listing Publish Status The Listing Publish Status page shows you exactly what's happening with your listings across all distribution channels. You can see which channels are connected, whether listings have been published, and track the status of any ongoing sync activity. ## Getting started 1. Go to **Listings** in your main navigation 2. Click on any listing to open its details 3. Select the **Publish Status** tab 4. You'll see two main sections: **Channel Connections** and **Sync Activity** [Screenshot: Listing detail page with Publish Status tab highlighted] ## How it works Vanio automatically tracks two different types of information about your listings: - **Connection status** updates immediately when you connect or disconnect a channel - **Sync activity** updates as your listings are pushed to or pulled from each platform The page refreshes automatically every 30 seconds to show you the latest information without you having to reload. ## Key features • **Channel Connections** — See which distribution channels are linked to this listing, even before you've published anything • **Real-time sync status** — Track whether listings are currently being pushed, have completed successfully, or encountered errors • **Last activity timestamps** — Know exactly when your listing was last pushed to or pulled from each channel • **Dirty field tracking** — See which property details haven't synced yet after you make changes • **Error details** — Get specific information about any sync failures so you can fix issues quickly ## Understanding the two status types ### Channel Connections This shows which platforms your listing is set up to work with. A channel appears here as soon as you connect it, showing: - Whether the connection is currently active - When the connection was first established - If automatic syncing is enabled ### Sync Activity This tracks the actual publishing and updating of your listing content. You'll see: - **Idle** — No sync currently running - **Pushing** — Your listing is being updated on the platform right now - **Success** — The last update completed without problems - **Error** — Something went wrong with the last update attempt [Screenshot: Status page showing both connection and sync information] ## Tips & best practices - **Check connections first** — If you don't see a channel in your connections, you'll need to set up the integration before you can publish - **Wait for pushes to complete** — Don't make additional changes while you see "Pushing" status, as this could cause conflicts - **Address errors promptly** — Failed syncs mean your listing information isn't current on that platform - **Use for troubleshooting** — If guests are seeing outdated information, check here to see if recent changes have synced ## Common questions **Why do I see a connected channel but no sync activity?** This is normal for newly connected channels. The connection is established, but you haven't published the listing to that platform yet. Go to the Publish tab to send your listing live. **What does "dirty fields" mean?** These are property details you've updated in Vanio that haven't been sent to the channel yet. They'll sync automatically, or you can manually trigger a push to update them immediately. **How often does the status update?** Connection status updates instantly when you make changes. Sync activity updates as our system completes each push or pull, usually within a few minutes. The page automatically refreshes every 30 seconds to show you the latest information. ================================================================================ ## PROSPECTS ================================================================================ -------------------------------------------------------------------------------- # Reviewing Atlas data on a prospect URL: https://www.vanio.ai/docs/pm-resolver-review Tags: prospects, atlas, research, discovery Review property manager prospects' Airbnb listings, hosts, and websites through the PM Identity Resolver with improved error handling and admin navigation. -------------------------------------------------------------------------------- ## What it does When Vanio AI discovers a property-management prospect through the discovery pipeline, it runs them through the **PM Identity Resolver** — a matching engine that finds the prospect on Airbnb (and soon Booking.com / VRBO) and links every listing they operate. Once resolved, you can review all connected Atlas hosts, listings, and websites in one comprehensive view. ## Getting started **From the prospect detail page:** 1. Go to **Prospects** and click any prospect 2. Find the **Atlas data** card at the top of the page 3. If the prospect has been resolved, you'll see linked hosts and listings displayed inline 4. If not resolved yet, you'll see a helpful prompt with a **Run resolver** button to start the matching process **From the superadmin PM Resolver (admins only):** 1. Navigate to **Superadmin > Atlas > PM resolver** 2. Use the prospect search or browse the list 3. Click any prospect to open the same Atlas data review panel 4. Click **Open prospect** to jump directly to the prospect's detail page in a new tab [Screenshot: Atlas data card showing linked hosts, listings, and websites with status badges] ## How it works The resolver automatically scans Airbnb to find host profiles that match your prospect, then pulls in all their active listings with current pricing and photos. Everything appears in a single interface where you can: - See all linked Airbnb hosts with confidence scores - Browse through their listings with pagination (50 listings per page for customers, up to 100 for admins) - Review discovered websites and domains - Click individual listings to see full details in a popup sheet If a prospect hasn't been analyzed yet, you'll see a clear call-to-action instead of any error messages, making it easy to know your next step. ## Key features • **Confidence scoring** — 0.000 to 1.000 score from the resolver (above 0.95 is auto-accepted, 0.65-0.95 needs review, below 0.65 is rejected) • **Status tracking** — Clear badges show `accepted` (auto-confirmed), `manual` (human-accepted), `candidate` (pending review), or `rejected` • **Live pricing data** — Current nightly rates pulled from Airbnb, with timestamps showing data freshness • **Photo galleries** — Listing images pulled directly from Airbnb for quick portfolio assessment • **Paginated browsing** — Navigate through large listing portfolios efficiently • **Website mapping** — See primary domains and aliases connected to each prospect • **Smart error handling** — Unresolved prospects show helpful prompts instead of confusing error messages ## Admin tools (superadmin only) **Quick navigation:** - Click **Open prospect** from the Atlas data review screen to jump directly to the prospect's detail page - Opens in a new tab so you can easily switch between admin review and customer-facing views **Unresolve functionality:** - Admins can revert all accepted/manual host links back to candidate status for re-review - Useful when the resolver made incorrect matches that need correction - Access this through the superadmin PM Resolver tab **Enhanced pagination:** - Superadmins can view up to 100 listings per page vs. 50 for regular users - Full access to prospect data across customer boundaries ## Tips & best practices • **Check data freshness** — Look at the "last priced" timestamp. Data older than a few days means our scrapers may be behind • **Use for outreach prep** — Review exactly which markets a prospect operates in and how their portfolio is priced before making contact • **Score your leads** — A prospect with 60 active listings above $400/night is much more valuable than one with 5 listings under $100 • **Verify matches** — If linked hosts look wrong, contact an admin to unresolve and re-review the prospect • **Run analysis when prompted** — If you see the "Run resolver" prompt, click it to start discovering the prospect's listings ## Common questions **Q: Why don't I see any Atlas data on my prospect?** A: The prospect hasn't been run through the resolver yet. You'll see a helpful prompt with a "Run resolver" button to start the matching process, or contact support if you think it should have been processed automatically. **Q: What does the confidence score mean?** A: It's how certain our matching engine is that we found the right Airbnb host. Scores above 0.95 are automatically accepted, 0.65-0.95 require human review, and below 0.65 are typically rejected. **Q: Can I see more than 50 listings at once?** A: Regular users are limited to 50 listings per page to keep loading times fast. Superadmins can view up to 100 per page through the admin interface. ================================================================================ ## TASKS ================================================================================ -------------------------------------------------------------------------------- # Task templates URL: https://www.vanio.ai/docs/task-templates Tags: tasks, templates, productivity Save a fully-configured task — title, checklist, subtasks, tags, assignee and custom variables — and reuse it in one click from the create-task pane. -------------------------------------------------------------------------------- Task templates let you save a fully-configured task once and reuse it in a single click — instead of re-typing the same title, checklist, subtasks and settings every time. ## Creating a template Go to **Settings → Task Templates** and select **New template**. A template can carry everything a task needs: - **Title and description** — with optional `{{variables}}` you fill in each time (for example `Deep clean — {{unit}}`). - **Type and priority** — the task category and how urgent it is. - **Due date** — a fixed offset from now, or relative to the guest's check-in or check-out (for example "2 hours after check-out"). - **Assignee** — leave unassigned, let Vanio AI auto-assign, or always assign a specific teammate. - **Tags** — labels applied automatically to every task created from the template. - **Checklist** — incorporate one of your saved checklist templates, or add checklist items inline. - **Subtasks** — each with its own type, assignee and tags. - **Custom variables** — the `{{...}}` placeholders you'll fill in when you use the template. ## Using a template When you create a task from the command palette, open the **Task Templates** dropdown and pick one. The form pre-fills instantly. If the template uses custom variables, a short **Fill in template variables** panel appears — type the values and the title and description update live before you save. Everything the template defines (subtasks, tags, checklist, assignee) is applied to the new task automatically. ## Tips - Use variables for the parts that change (unit name, guest name) and keep the rest fixed — one "Turnover clean" template can serve every property. - Templates are shared across your whole account, so your team creates consistent tasks every time. - You can edit or delete a template anytime from **Settings → Task Templates**; existing tasks are unaffected. ================================================================================ End of documentation. 221 articles included. Last generated: 2026-07-26T19:25:29.413Z