Custom Variables

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.

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.

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}.