Visual Workflow Engine

Workflows that think before they act

Guest books at 11 PM — welcome message, cleaning task, door code, check-in instructions. All without you touching anything. And if something goes wrong mid-stay, your automations adapt.

Guest Welcome Flow
Trigger
Reservation Created
AirbnbBooking
if: platform = airbnb
Action
Send Welcome Message
Hi {{guest.firstName}}! Welcome to {{listing.name}}. Your check-in is {{data.checkInFormatted}}.
VVanio AI Gatekeeper
Channel: Auto
Action
Create Cleaning Task
Title:Clean {{listing.name}}
Assign:Role: Cleaner
Due:At checkout
Priority:High
Time Trigger
24h Before Check-in
Action
Send Check-in Instructions
VVanio AI Gatekeeper
Add Action
Vanio AI Gatekeeper

Every automated message gets reviewed

Other automation tools send blindly. A "how was your stay?" after the guest reported broken AC is a bad look. The Vanio AI Gatekeeper reads the full reservation context and decides: send, skip, reschedule, or modify the text before it goes out.

SENDContext is clean — message goes out as planned

Guest conversation normal, no open issues, timing appropriate

SKIPWould be tone-deaf or harmful — suppressed

Guest complained, damage reported, or negative sentiment detected

RESCHEDULEWrong moment — try again later

Active issue being resolved, quiet hours, or pending response

MODIFYMessage is right, but the text needs fixing

Template says "tomorrow" but check-in is today due to a schedule change — Vanio AI rewrites the text before sending

Full transparency

Every decision — including skipped messages and the AI's reasoning — is logged in the reservation timeline. You see exactly what happened and why.

V
Vanio AI Gatekeeper — Reservation Timeline
Reviewing
Scheduled: Post-stay review requestvia Airbnb

"Hi Sarah! Hope you enjoyed your stay at Eversholt. We'd love your feedback — would you mind leaving a review?"

VScanning reservation context...
Conversation historyMaintenance tasksGuest sentiment
Issue detected in conversation

Guest reported AC malfunction on Mar 13. Maintenance task created and resolved, but guest sent 3 frustrated messages. Sentiment score: negative.

SKIP
Message suppressed — logged to timeline
VReasoning

Requesting a review after a maintenance issue risks a negative review. The guest expressed frustration in 3 messages. Recommendation: wait 48 hours and re-evaluate, or send a personal follow-up first.

Full Reservation Autonomy

Automations run the lifecycle. AI handles the conversations.

While workflows fire tasks, codes, payments, and messages — AI answers guest questions in real time with full context. Together, they cover everything.

Guest books at 11 PM. You sleep through it.

From booking to checkout — every step happens without you.

Automations
Guest books on Airbnb

Welcome message sent instantly — personalized with guest name and property details

Cleaning task created

Assigned to Maria, due at checkout, with your custom checklist attached

Payment charged

$1,240 collected via Stripe — confirmation email to guest

V
24h before — check-in SMS queuedMODIFY

Template says "your check-in is tomorrow" but guest changed dates — check-in is today

V
Vanio AI rewrites the textSEND

"Tomorrow" → "today", adds updated time. Same message, correct facts. Sent.

Door code generated

Yale smart lock — code active from 4 PM check-in to 11 AM checkout, then auto-deleted

Guest arrives

Lock unlocked → your team gets a Slack notification: "Sarah arrived at Eversholt"

Guest checks out

Door codes revoked, lock secured, cleaning task dispatched, review request queued

V
AI — Meanwhile
Vanio AI
Vanio AI
Handling Sarah M.'s conversation
AI Active
SM
Sarah M.11:02 PM
Hey! Just booked — can't wait! Is there parking at the property?
Vanio AI
Vanio AI11:02 PM
Hi Sarah! Welcome! 🎉 Yes — there's a private parking spot right behind the building. Take the first left after the main gate. Your door code and full check-in details will be sent 24h before arrival!
SM
Sarah M.11:03 PM
Perfect, thank you!
Sources:Knowledge BaseReservationConversation
AI is handling this conversation...
Vanio AI
Preview — Test with real reservations
SM
Sarah Mitchell
HM8X42KN · Airbnb · Mar 12–15 · Eversholt
reservation.createdInstant
MSGSend Welcome MessageSEND
TASKCreate Cleaning TaskCREATE
24h before check-inMar 11 @ 4:00 PM
SMSSend Check-in InstructionsSEND
Hi Sarah! Your check-in at Eversholt is tomorrow at 4:00 PM. Door code: 4829. WiFi: Eversholt_Guest / welcome2024
2 days after checkoutSKIPPED by Vanio AI
MSGReview RequestGuest complained — risk of negative review
Preview & Test

Test with real reservations before you go live

Pick any past reservation and see exactly what would have happened — which messages would send, which tasks get created, where the Vanio AI Gatekeeper would step in. All with real guest data filled in.

See actual messages with real names, dates, and door codes
Check that timing works — "24h before check-in" resolves to the right moment
Spot where the Vanio AI Gatekeeper would skip, reschedule, or modify
Send a test action to yourself to verify the flow end-to-end
Under the Hood

Everything you can trigger. Everything you can do.

Because everything runs in one system, workflows can react to anything and reach across everything — not through 3rd party integrations, but natively.

Triggers — when something happens

Reservations
New booking
Updated
Cancelled
Time-Based
Before check-in
After checkout
At specific time
Payments
Completed
Failed
Refunded
Guest Portal
Checkout done
ID verified
Upsell purchased
Tasks
Created
Completed
Overdue
Smart Locks
Unlocked
Locked
Low battery
Sensors & IoT
Noise alert
Temperature alert
Device offline

Actions — then do this

Communication
Send message (auto-channel)
Send email
Send SMS
Operations
Create task + checklist
Update task
Smart lock control
Payments
Charge payment
Schedule payment
Send reminder
Reviews
Reply to review
Submit host review
Integration
Slack notification
Webhook (any URL)
AI
Vanio AI Gatekeeper review
Sentiment check
Context-aware timing
Text modification
Condition builder (if platform = Airbnb AND price > $500)Property scope (include/exclude specific listings)50+ template variables in every messagePlatform-aware auto-routingCatch-up on missed triggers when activating

Ready to automate your operations?

Build it once in the visual builder. Every reservation, every property, every time — with AI that knows when to skip.

Start Free TrialBook a Demo
Works great with

Features that work together

Because everything runs in one system, these features share context and amplify each other.

AI Property Manager

AI that answers guests using full property context

Operations Hub

Tasks, marketplace, checklists, invoicing

Smart Locks & IoT

Access codes, device monitoring

Reviews Management

Collect, respond, automate