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Create New Menu

First-time workspace setup

Use + Create New shortcuts during Getting Started — Recommended Setup Sequence steps 13–15 once Listings, Bookings, and Tenants modules are live — permissions follow setup step 3 Users. Shell orientation: Getting Started — The + Create New Menu. Concept pairing: Concepts — Setup sequence after go-live.

Finding your way in this guide

Open Opening, layout, and closing first, then check Permissions for greyed-out rows. Action catalogue: Categories and Actions. Habit-specific shortcuts live under Related below.

Ask AI Chat

Not sure where the global + lives? Ask AI Chat “Where do I open Create New to add a booking, tenant, or property without leaving my current screen?” — then use + Create New in the left sidebar (ai-chat-product-context-create-new-reply.png, ai-chat-product-context-create-new-flow.mp4). The assistant may say top bar / header; the control is the green + under the VIVIN logo (icon + tooltip when the rail is collapsed). On narrow mobile layouts, use each module’s Add / Create instead.

AI Assistant — where to open Create New for booking, tenant, or property shortcuts

Walkthrough: ask AI Assistant where to open Create New, then use the sidebar + to open the quick-create panel.

The + Create New button in the left sidebar opens a slide-out panel. In English the header reads What would you like to create? (other interface languages use the same layout with translated labels). The panel lists quick-create actions grouped by category. From medium-width layouts and up, you can open it from any screen without navigating to the relevant module first.

Pair with other concepts

After create, bookmark module routes via Deep Links; new reservations follow Booking Lifecycle status rules; channel imports vs manual Booking pair with Integrations & Distribution. When Booking or Transfer shortcuts leave unpaid schedules, payment overdue rows row-click into the booking — continue with Handling a Late Payment — Step 1. Upload Utility Bills drives utility_bill_extraction on AI usage API; AI Chat drives landlord_chat.

Opening, layout, and closing​

  • Open — Click + Create New in the left sidebar. From the md breakpoint upward (medium-width layouts and wider), the control appears as a green + button with the Create New label; when the sidebar is collapsed on desktop, the label hides and the + keeps a Create New tooltip. On narrow mobile layouts this sidebar control is not shown; use each module’s own Add / Create entry points instead (the same underlying flows).
  • Layout — Categories render in a responsive grid: one column on small panel widths, two columns when space allows. Each category has an icon, an uppercase heading, and a stack of action buttons.
  • Close without creating — Click the X in the panel header, click the dimmed backdrop over the main content (the navigation column stays visible on desktop), or press Escape (when no inner modal from a chosen action is open).
  • After you pick an action — The panel closes and the corresponding modal or sidebar flow opens (for example Booking opens the add-booking dialog, New Ticket opens the ticket sidebar).

On desktop at a typical management width (~1536px), the open panel looks like this — Vivin internal accounts (@vivin.app) also see Inlife Full Import under Listings and the Tools category (for example Upload Utility Bills); other roles see the same layout without those internal-only rows.

Create New slide-out — “What would you like to create?” with People, Listings (including Inlife Full Import), Reservations, Operations, Payments, and Tools (Vivin internal @vivin.app)

Walkthrough: open + Create New, scan categories, choose Booking (add-booking dialog opens), cancel, then close the panel with X.

Permissions​

Each action checks your account’s role permissions. Actions you are not allowed to use appear disabled; hovering shows a no permission hint. If you click a control that stayed enabled but your role lacks the API key, you get the red You do not have permission to perform this action. toast instead — see FAQ — Permission denied toast and Glossary — Permission denied toast. Administrators adjust roles under Users and roles — Role Permissions.

Category pairing matrix: Create New Menu section cross-reference.

Categories and Actions​

Most accounts see five categories (People, Listings, Reservations, Operations, Payments). Vivin internal accounts — signed-in users whose email ends with @vivin.app — also see a Tools category with additional shortcuts.

People​

ActionDescription
TenantAdd a new tenant to your account. Tenants can be linked to bookings and appear in the tenant portal. Pick an optional tenant category when portal modules or field rules differ by segment. See the Add tenant modal capture in the Tenants module.
Team MemberInvite a new team member to your account. Configure their role and permissions in Users.
OwnerRegister a new property owner. Owners can be associated with properties and receive financial reports. See Owners.

People category pairing: Create New Menu section cross-reference.

Listings​

ActionDescription
PropertyAdd a new building or complex to your portfolio. Opens a multi-step wizard. See Listings.
UnitAdd a new rentable space to an existing property. Opens a two-step wizard. Step 2 includes All bills included (No cap) when rent already covers utilities — Listings — All bills included. See Listings.
Inlife ImportImport properties and units from an Inlife landlord account into Vivin. Requires the Inlife integration on the account. See Inlife Import below.
Inlife Full ImportVivin internal only (@vivin.app). Same landlord email flow as Inlife Import, but also pulls property and unit details (amenities, location, rules) and photos so listings are closer to ready for full listing feeds on Housing Anywhere, Spotahome, and Uniplaces. See Inlife Full Import below.

On Vivin internal accounts, the Listings category shows both import actions in the same stack:

Create New — Listings category with Property, Unit, Inlife Import, and Inlife Full Import (Vivin internal @vivin.app)

Inlife Import​

Use this when you are migrating portfolio data from Inlife and already have the Inlife platform connected under Account Settings → Integrations (Short-term rentals section).

  1. Click + Create New → Listings → Inlife Import.
  2. In the Inlife Import dialog, read the overview copy, then enter the Inlife email address for the landlord account you want to pull from.
  3. Click Import account. While the API runs, the button shows Importing... and the dialog stays open.
  4. On success, the modal closes and Vivin queues the import of Inlife listings into your account. On failure, an error message appears under the email field (for example missing integration or invalid email) — fix the issue and retry.

Use Cancel or the header X to close without importing. The row is disabled when your role lacks the underlying permission, same as other Create New actions.

Create New — Inlife Import dialog with landlord email field, Import account, and Cancel

Inlife Full Import​

Inlife Full Import appears in the Listings category only for Vivin internal operators (signed-in email ending with @vivin.app). Other accounts see Inlife Import only.

Inlife ImportInlife Full Import
Who sees itAny role with permission, when Inlife is enabledVivin internal (@vivin.app) only
What transfersProperties, units, and core listing linkageEverything in the standard import plus booking-engine-style details and photos
Typical useFast migration of inventory structureMigration where listings should re-publish through HA / Spotahome / Uniplaces full feeds without re-entering rich content
  1. Click + Create New → Listings → Inlife Full Import.
  2. Read the overview and the amber This can take several minutes notice — large accounts (many properties and photos) may run for a long time on the server.
  3. Enter the landlord Inlife email address and click Import account.
  4. On success, the modal closes and the import continues on the API. If the browser shows a network or timeout error while photos are still uploading, the job often keeps running in the background; close the dialog and check Listings after a few minutes rather than starting a duplicate import immediately.

After import, review units in Listings and enrich any remaining partner fields from Property & listing details (booking engine) before enabling full-feed channels. For outbound Inlife catalogue publish, confirm City on Full integration → Location & geography is a recognised Inlife city. Import stores Inlife’s propertyId_roomId as the channel key — the full feed splits it into listing id and room.id (Inlife id and room.id).

Create New — Inlife Full Import dialog with long-running warning, email field, and Import account

Listings category pairing: Create New Menu section cross-reference.

Reservations​

ActionDescription
BookingCreate a new tenant reservation manually. Links a tenant to a unit for a specified period. When the tenant’s tenant category has Multiple concurrent bookings enabled, Book several units at once can create one booking per selected room in the same house (Bookings — Book several units at once). When the property has Bills included, the wizard can set a per-booking ceiling (see Bookings — Bills included ceiling). After save, record confirmation payments from Transactions — mistaken duplicates cleared via Reject may need credit notes when Finance already invoiced the charge (Processing a New Booking). Unpaid schedules can surface payment overdue alerts — row-click opens the booking for Handling a Late Payment — Step 1. See Bookings.
UnavailabilityOpen Add Unavailability from any screen to block one or more units under the same property for a date range (optional reason) without opening each unit Calendar first. Requires the same Listings edit permission as Add unavailability on the unit sidebar. Same all-or-nothing batch rules as multi-unit holds from Listings — see Unavailability (batch hold) below and Listings — Adding Manual Unavailability.
Contract TemplateUpload or create a new contract template. Templates use dynamic variables for auto-generating rental agreements. See Contract.

Create New slide-out — Reservations category with Booking, Unavailability, and Contract Template

Unavailability (batch hold)​

Use + Create New → Reservations → Unavailability when you need a manual hold on several units of one building at once (renovation window, owner stay, maintenance) without stepping through each unit sidebar.

  1. Click + Create New → Unavailability.
  2. Choose a Property, then one or more Units (search or Select all).
  3. Set Dates (start–end) and an optional Reason.
  4. Click Add unavailability. Vivin creates the same operator manual blocks you would add from Listings → Calendar. If any selected unit conflicts, nothing is created — deselect the conflicted units (or change dates) and retry.

The row is greyed out when your role lacks Listings edit permission — same gate as editing unit calendars (Permissions).

Add Unavailability modal — property AA-11-5D, unit AA-11-5D-R3, dates and Scheduled maintenance reason

Walkthrough: open + Create New → Unavailability, pick property and unit, set dates and reason, then Cancel (demo does not save the hold).

Reservations category pairing: Create New Menu section cross-reference.

Operations​

ActionDescription
New TicketCreate a maintenance, cleaning, inspection, or tenant request operations ticket on your portfolio. Managed in the Operations module. Far-future Schedule date values may show a Draft (display status) badge until the due window nears — use the Draft KPI card to review long-lead jobs. On an existing ticket, Cost allocation can link cash flows from the operational ledger (Glossary — Ticket — linked cash flows). This is not the same as a Vivin support conversation to our team — for that, use Help & Support or Account Settings > Support when your role has the Support permission (Using in-app support).
New CashflowRecord a new operational cash flow entry for day-to-day expenses and adjustments. Manage these records in Operations > Cash Flows. Link contractor spend to maintenance tickets from Cost allocation when you need repair totals to reconcile with invoices (Glossary — Ticket — linked cash flows).

Operations category pairing: Create New Menu section cross-reference.

Payments​

ActionDescription
TransferRecord an incoming payment or transfer. Allocate payments to scheduled charges in the Finance module. Manual receipts may stay pending until Approve payments acts on Finance → Transactions or a booking Transactions tab. Reject and Revert modals warn about credit notes when charges were already invoiced — see Payment Allocation — Correcting mistaken receipts. When allocation still leaves overdue scheduled charges, confirm balances after a payment overdue row-click — Handling a Late Payment — Step 1.

Payments category pairing: Create New Menu section cross-reference.

Tools (Vivin internal accounts only)​

This category appears only when your signed-in email ends with @vivin.app. It is filtered out entirely for other users (not shown as an empty section).

Create New slide-out — Tools category with Upload Utility Bills (Vivin internal accounts)

ActionDescription
Upload Utility BillsOpens the Upload Bills dialog (PDF drag-and-drop for AI extraction). This is the same pipeline as Utilities → Bills → Add Bill → Upload PDF, but reachable from any screen. The result banner is the same: processed successfully, Already uploaded, or Unconfirmed — check the Bills list — Utilities — After you upload. Even for @vivin.app users, the row stays disabled when your role does not grant the underlying permission used for this shortcut. See the Utilities module.

Upload Bills dialog opened from Create New — PDF drop zone and batch upload actions

Tools category pairing: Create New Menu section cross-reference.

Create New Menu section cross-reference​

Use the sections above for this concept. Related module and workflow pages are linked inline where they help the next step.

Pair with other Create New Menu guide sections

Related below links this concept to modules, workflows, settings, and escalation paths.

Documentation map & escalation​

  • Introduction — Platform overview and how documentation sections connect
  • Getting Started — Recommended setup sequence before you rely on + Create New shortcuts
  • Concepts — Underlying models behind bookings, payments, and integrations opened from the panel
  • Modules — Operator workspaces each category shortcut targets
  • Common Workflows — Procedures that follow Property, Booking, and Transfer shortcuts
  • Account Settings — Workspace-wide permissions, integrations, and templates gating Create New rows
  • API Reference — Partner HTTP contracts for Inlife Full Import and full-feed publishing
  • Glossary — Term definitions used across Create New docs
  • FAQ & Troubleshooting — Quick answers when shortcuts are disabled or imports fail
  • Get Help & Support — Escalation when Create New rows stay disabled after role changes
  • Using in-app support — Vivin product tickets versus New Ticket (internal Operations)

Navigation & bookmarks​

Pair with other Create New Menu guide sections

Bookmark routes pair with Management Frontend Deep Links and Concepts hub — Navigation & bookmarks.

People, listings, and inventory shortcuts​

Reservations, payments, and turnover workflows​

Operations, utilities, and tenant experience​

Automation, audit, and external clients​

  • Landlord MCP — Programmatic alternatives to Transfer and New Ticket shortcuts
  • Dashboard module — KPI snapshot after Create New shortcuts add inventory or reservations (hub)
  • Audit — Discounts tab — Cross-portfolio discount context after Booking or Transfer shortcuts
  • Settings > Categories — Ticket and booking category lists before New Ticket or Booking shortcuts go live

Deeper workflow reads​

Pair with other Create New Menu guide sections

Reservations, payments, and turnover workflows above. Each workflow sub-guide reciprocates with [Deeper workflow reads](../concepts/create-new-menu.md#deeper-workflow-reads) anchors on Create New Menu bullets —

Deeper concept reads​

Deeper API reads​

Operator habit hubs​

Day-to-day operator habits (lockout catch-up, pending receipts, payment triage, handoffs, and related playbooks) live on the Common Workflows habit hub.

Deep-link anchors for habit hubs

Lockout catch-up after password recovery​

Pending manual receipt approval​

Reject/revert mistaken receipts​

Portfolio segmentation by tenant category​

Notification row-click navigation​

Payment alert to receivables triage​

Confirmation alert triage​

Finance debt receivables triage​

Finance Income status drill-down​

Cash flow forecast drill-down​

Key glossary terms​

Module documentation hubs​