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Set up your account

Before you add properties and bookings, give VIVIN your company details and the rules it should apply to every booking. This page gives the order to do it in.

Where to find it: Settings at the bottom of the sidebar, on a computer (https://platform.vivin.app/settings). By default only Admins and Super Admins can open these tabs.

Before you start​

  • You need the Admin or Super Admin role.
  • Have to hand: your company name, fiscal ID, address and logo; your team members' emails and roles; your owners' names, fiscal IDs and emails, if you manage for owners; your rent and deposit rules; your invoicing software login; and your contract as a Word (DOCX) file.

Steps​

The rules cover who works in the account, how tenants pay, how you invoice, which contract tenants sign and which emails they get. Each step links to the page that explains every field.

1. Company details and defaults (Global Settings)​

Open Settings → Global Settings and fill in General Information and Branding: company name, contact details, fiscal ID, logo and colours. Tenants see them in your emails and in the Tenant Portal.

Choose the Currency now, before you add any booking. It applies to money created from then on and can no longer be changed once money exists. Card and virtual IBAN payments work in EUR only.

Then check the booking defaults: which dates drive a booking's status, preparation days between stays, check-in and check-out times, and the cancellation window. See Booking and payment defaults.

2. Your team (Users)​

In Settings → Users, click Add Member for each person and pick their role. Each new member gets an email to set their password (see Your first sign-in).

Then open Role Permissions and check what each role may do. In a new account some actions are on for Super Admin only, such as creating bookings, approving payments and refunding deposits; switch them on for the roles that need them. See Users.

3. Owners (if you manage for owners)​

In Settings → Owners, click Add Owner for each owner, so that you can link every property to its owner and, later, send owner reports. See Owners.

4. Payment rules (Payments)​

In Settings → Payments, set when rent is due (Payment Deadlines), late-payment fees (Payment Delay Penalties), how early a payment shows as due, the order in which payments cover charges (Payments Priorities) and deposit options. See Payments.

5. Invoicing (Integrations and Invoicing)​

Connect your invoicing software in Settings → Integrations: under Platform Integrations, click Add and choose your provider. Then set the VAT for each kind of charge in Settings → Invoicing → Tax Codes. See Integrations and distribution and Invoicing.

6. Contract template (Contract)​

In Settings → Contract, upload your contract as a Word (DOCX) file with VIVIN's variables in it. VIVIN fills it in for every booking, and tenants sign it in the Tenant Portal. See Contract.

7. Your lists (Categories)​

In Settings → Categories, add the lists your team picks from, such as ticket, listing, booking and extra-charge categories. See Categories.

8. Booking platforms, channels and locks (Integrations)​

Booking platforms such as Uniplaces or Spotahome already have a card under Booking Platforms: set the commission and markup on each one you use. Add Airbnb, Booking.com or Nuki under Platform Integrations if you use them. You link each unit later, when you add it. See Integrations and distribution.

9. Tenant emails (Emails)​

In Settings → Emails, set when the onboarding, check-in and check-out emails go out (Booking lifecycle emails). For reminders and other automatic emails, open Communication Rules, click Templates and pick from the Starter templates: each one is added switched off, so nothing is sent until you turn it on. See Emails.

Done when​

  • Your team can sign in and sees the modules it needs.
  • Company details, branding and currency are saved.
  • Payment, invoicing and contract rules are in place before the first booking.
  • The tenant emails you want have their triggers set.

Before you launch, do a test run:

  • Add a test unit, set every platform to Excluded from feed (see Keep a unit off one marketplace) and do not link it in Channel Manager.
  • Add a test tenant with one of your team's email addresses, so every email reaches you and no real person.
  • Add a booking for them on the test unit with Send onboarding email & contract ticked, then check the emails, the contract and the Tenant Portal.
  • At the end, click Delete Booking, not Cancel Booking: a cancelled booking stays in your lists as Cancelled, while a deleted one leaves every list and frees the unit. By default only Super Admin can delete, and it is refused once a payment is invoiced (see Cancelling or deleting a booking).

Next, add your properties and units.

Optional, when the basics work​

  • The optional modules in Global Settings, all off by default: tenant categories, owner reports, revenue planning, satisfaction surveys, room inventory, the check-in / check-out process, comments, unit address and access codes. See Optional modules.
  • The tenant ChatBot and the Inbox, which VIVIN turns on for your account. See ChatBot.
  • Genius and your own AI tools. See AI / MCP.

Tips​

  • Not sure where a setting lives? Type part of its name in Search settings at the top of the Settings tab list.
  • Change one card at a time and click Save on it: each card in Global Settings saves on its own.
  • If a tab is missing, your role lacks its permission. See Account Settings.