Getting Started

This section covers the basic concepts and navigation patterns you need to know before working with any specific module.

Accessing the Platform

Navigate to hub.vivin.app and log in with your account credentials. Upon logging in, you will land on the Dashboard — your central hub for monitoring business performance at a glance.

If a management user cannot log in because they forgot their password, follow Resetting a Management User Password.

Understanding the Interface Layout

The Vivin interface has three main areas that remain consistent across all modules:

Left Sidebar A vertical panel that is always visible, containing:

• Logo — links to the Dashboard
• + Create New button — opens a slide-out panel for creating properties, units, bookings, tickets, and more without navigating away from your current view
• Main Navigation — grouped into sections:
  • Portfolio: Listings, Bookings, Tenants
  • Business: Sales, Finance, Operations
  • Tools: Utilities, AI Chat (internal). Booking-engine property/unit content is edited from Listings via Go to details in sidebars (VIVIN operators only).
• User section (bottom) — Account (opens Account Settings), Logout

The Tenants entry opens /tenants and provides a dedicated tenant-management workspace. Visibility follows your Tenants module permission (tenants.module), so some roles may see it disabled or unavailable.

For personal profile updates, use My Profile at /profile.

Interface language controls Language controls are available in the current layout from:

• Header user dropdown — click your avatar or name in the top-right; select language directly (fastest path).
• My Profile at /profile — personal language preference control.

There is no language switcher under Account Settings > Preferences today.

See Interface Language for supported options and behavior scope.

Notification access A notification button in the page header (on any module) displays alerts for new bookings, payment events, and ticket updates. Clicking this button opens a side panel for quick triage of recent items. The side panel includes a View all notifications link to the full Notifications module.

There is no dedicated Notifications item in the left sidebar. For full notification workflows (search, read-status filters, and complete history), use the View all notifications link in the side panel or open the Notifications module at /notifications.

Main Content Area (center) The active module's data, tables, forms, and visualizations. This area updates when you select a different module from the navigation menu.

Core Concepts and Terminology

Before working with specific modules, it is important to understand the entities and terms used throughout Vivin.

The Portfolio Hierarchy

Vivin organizes your portfolio in a two-level hierarchy:

Property (building or complex)
  └── Unit (individual rentable space)

A Property represents a physical building or location (e.g., "Alpha Building," "Riverside Complex"). A Unit is an individual rentable space within that property (e.g., "Room 101," "Studio A," "Bed 3"). Every unit belongs to exactly one property.

note

In the Listings module, "Unit" and "Listing" are used interchangeably. A unit is always displayed within its parent property. See Managing Listings for full details.

tip

Use Properties Workspace for card-based property-level operations, and use Listings for full property+unit hierarchy and unit-level workflows.

In the current navigation, there is no dedicated Properties sidebar item. Access Properties Workspace by navigating directly to /properties in your browser URL (for example, https://hub.vivin.app/properties). See Properties Workspace.

Bookings and Tenants

A Booking is a reservation linking a Tenant (the person renting) to a Unit for a specified period. Booking status is computed from dates and cancellation state:

Product Value (bookingStatus)	UI Label	Meaning
upcoming	Upcoming	Start/check-in date is in the future
current	Ongoing	Booking is active today
ended	Ended	End/check-out date is in the past
canceled	Canceled	Booking was canceled through the cancellation workflow

For a detailed explanation of computed status behavior and transitions, see Booking Lifecycle.

For tenant-centric filtering, profile management, and debt-focused follow-up, see Tenants.

Dates: Contract vs. Occupancy

It is important to distinguish between two types of dates:

• Contract Date — when the rental agreement legally begins (used for payment scheduling)
• Occupancy Date (Move-in Date) — when the tenant physically enters the property

These dates may differ. For example, a contract might start on the 1st of the month, but the tenant physically moves in on the 5th.

Payments

Vivin uses a two-layer payment model:

• Scheduled Payments (Contract Values) — what the tenant is expected to pay and when (generated automatically when a booking is created)
• Incoming Payments (Transactions) — what the tenant has actually paid

A payment is marked as "received" only when an incoming payment is recorded and allocated to a scheduled charge. For a detailed explanation of how allocation works, see Payment Allocation.

Tickets

Tickets are actionable operational tasks: maintenance, cleaning, inspections, repairs, or tenant requests. Each ticket has:

• A priority (Low, Medium, High, Critical)
• A status (Unassigned, Open, In Progress, Completed, Cancelled, Duplicate)
• An assignee (the team member responsible)
• A category and due date

In product data and API payloads, the Completed status is stored as closed.

Tickets are managed in the Operations module. Categories are configured in Settings > Categories.

Cash Flow

Cash Flow refers to operational financial transactions — expenses and income that are not part of a tenant's booking payment. For example: a contractor invoice for plumbing repairs, or income from a one-off service fee. Cash flows are tracked in the Operations module.

The + Create New Menu

The + Create New button in the left sidebar is your primary shortcut for adding new records. Clicking it opens a slide-out panel with actions grouped into five categories: People, Listings, Reservations, Operations, and Payments.

For a complete reference of all available actions and what each one does, see Create New Menu.

You can use this button from any screen — you do not need to navigate to the relevant module first.

Working with Tables

Data tables appear throughout the platform. They share consistent behavior:

• Click a row to open the detail view for that record
• Column headers can be clicked to sort the table
• Filter controls appear above the table and update results in real-time
• Search bars filter results as you type

Recommended Setup Sequence

If you are setting up Vivin for the first time, follow this sequence to configure the platform before adding operational data:

1. General Information — set your company name, logo, and contact details
2. Users — add your team members and define role permissions
3. Owners — register property owners before creating properties
4. Payments — configure due date policies, penalties, deposit rules, and payment priorities
5. Invoicing — configure VAT rates for invoice line items
6. Utilities — enable utility types for tenant overage billing
7. Contract — upload your standard contract template
8. Categories — create categories for properties, tickets, and financial items
9. Emails — customize automated emails sent to tenants
10. Integrations — connect external platforms (Airbnb, Nuki, etc.)
11. Properties Workspace (via direct /properties URL in current navigation) and Listings — create and configure properties, then manage unit-level details
12. Bookings — start creating or importing reservations
13. Tenants — monitor tenant status, update profiles, and track booking-linked debt from a dedicated tenant workspace