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.

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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 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.

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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.

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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.

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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.

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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.

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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.