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.