Glossary

Quick reference for key terms used throughout the Vivin Platform.

A

Access Code A code (manual or Nuki-generated) that allows tenants to enter a property or unit. Configured in the Access Lockers tab and automatically included in check-in emails and the Tenant Portal.

Admin Fee A one-time administrative charge added to a booking's payment schedule. Configured during property creation.

AI Chatbot An intelligent chatbot that provides automated 24/7 tenant support via direct chat, WhatsApp, and email. Handles common enquiries about payments, contracts, maintenance, and move-in information, with intelligent routing to your team for complex issues. See Automation & AI.

AI Invoice Reader An AI-powered tool that automatically reads utility bills, identifies the correct property, and extracts key data (provider, amount, consumption, billing dates) without manual input. See Utilities Module.

Allocation The process of matching an incoming payment to a scheduled charge. See Payment Allocation.

B

Bills Included (Ceiling) The maximum utility cost per month that is absorbed into the tenant's rent. If the actual bill exceeds this ceiling, the tenant is charged the difference (overage). Configured during property creation Step 3.

Booking A reservation linking a tenant to a unit for a specified period. Booking status follows the implemented lifecycle: upcoming -> current -> ended, with canceled available via cancellation.

Booking Engine (White Label) A fully branded booking interface that can be embedded on your website for commission-free direct bookings. Includes instant availability display, visits management, video calls, and conversion tracking. See Integrations & Distribution.

Booking Tag A classification label applied to a booking for filtering and reporting purposes. Configured in Settings > Categories > Bookings Categories.

Brand Color The hex color code used as the primary accent color in the Tenant Portal and automated emails. Configured in Settings > General Information.

C

Cash Flow Operational financial transactions not tied to a specific booking — for example, contractor invoices, supplies, or building repairs. Tracked in the Operations module.

Channel Manager The section of the Sales module that connects Vivin to external booking platforms (Airbnb, Booking.com, etc.) for calendar and pricing synchronization.

Check-in The event of a tenant physically moving into a unit. Managed through the Operations > Check-in & Check-out tab and the Managing a Check-in workflow.

Check-out The event of a tenant physically leaving a unit. Involves inspection and deposit handling; booking status then updates automatically based on dates. See the Managing a Check-out workflow.

Cleaning Fee A charge for cleaning services, either one-time (at check-in or confirmation) or recurring (monthly). Collection timing is configured in the property's Payments tab.

Confirmation Payment The payment(s) a tenant must make to confirm their booking — typically a deposit, first rent, or both. Configured during property creation Step 4.

Contract Date The date a rental agreement legally begins, used for payment scheduling. May differ from the Occupancy Date (move-in date). See Getting Started > Dates.

Contract Value A single scheduled charge in a booking's payment plan — the "expected" side of the financial picture. See Payment Allocation.

Cost Allocation A category assigned to a cash flow entry for expense reporting. Configured in Settings > Categories > Others Items Categories and applied in the Operations > Cash Flows tab.

D

Dashboard The first screen shown upon login, providing a real-time overview of KPI cards (Listings, Today, Total Debt, Monthly Revenue), plus Occupancy Forecast, Cash Flow Forecast, and Vacant Units. See Dashboard module.

Demand Forecasting AI-powered projections of future demand based on booking velocity, seasonality, and market conditions. Used to optimise pricing and prepare for upcoming seasons. See Sales > Dynamic Pricing.

Deposit Refund Deadline The number of days after a booking ends by which the security deposit must be returned. Configured in Settings > Payments.

Due Date The date by which a scheduled payment must be made. Calculated from the charge date plus the Tenant Due Days configured in Settings > Payments. Individual properties can override this value.

Dynamic Pricing AI-powered pricing suggestions based on booking velocity, local market trends, seasonality, and competitor data. Vivin recommends optimal rates but leaves final control with the operator. See Sales > Dynamic Pricing.

E

Email Template A customizable email sent automatically to tenants at lifecycle events (onboarding, check-in, check-out) or based on rules (payment reminders). Configured in Settings > Emails.

F

Fixed Rent A rent amount that remains constant for all bookings on a unit, regardless of season or demand. The alternative is Variable Rent. Configured in the unit's Rent Value tab.

G

Gap Analysis A Sales module feature that identifies empty periods between bookings and suggests fill-in strategies. Helps maximise occupancy by flagging short vacancy periods and underperforming units. See Sales > Revenue Optimisation.

I

iCal A standard calendar format used to synchronize availability between Vivin and external platforms. Each unit can export an iCal feed URL that other platforms subscribe to. See Settings > Integrations.

Incoming Payment A real payment received from a tenant. Recorded in the Finance module and allocated to scheduled charges.

Integration A connection between Vivin and an external platform (e.g., Airbnb, Booking.com, Nuki, Invoice-xpress) that enables automatic data synchronization. Configured in Settings > Integrations.

Invoice A tax document generated when a payment is recorded, typically through an integration with Invoice-xpress. VAT rates for each charge type are configured in Settings > Invoicing.

K

KPI (Key Performance Indicator) A real-time metric displayed on the Dashboard, such as Listings, Today (free rooms), Total Debt, and Monthly Revenue.

L

Listing See Unit. In the Listings module, "Unit" and "Listing" are used interchangeably.

M

Marketplace (Tenant Services) A feature that allows operators to offer extra services and add-ons to tenants (cleaning, gym memberships, insurance, transportation, etc.), integrated into the booking and billing workflow. See Services Marketplace.

Market Intelligence AI-driven analysis of local market data, competitor pricing, and historical trends to inform pricing and strategy decisions. See Sales > Dynamic Pricing.

Move-in The date a tenant physically enters the property. Also called the Occupancy Date or Check-in Date. Tracked in Operations > Check-in & Check-out.

Move-out The date a tenant physically leaves the property. Also called the Check-out Date. Tracked in Operations > Check-in & Check-out.

N

Nuki A smart lock integration that allows Vivin to generate temporary access codes for tenants automatically. Connected via API key in Settings > Integrations and linked to properties in the Access Lockers tab.

O

Occupancy Date The date a tenant physically moves into the unit. May differ from the Contract Date. See Getting Started > Dates.

Overage The amount by which a utility bill exceeds the Bills Included ceiling. Automatically charged to tenants when utility bills are entered. See Utilities module.

Overpayment When a tenant pays more than the outstanding amount. The excess becomes a credit applied to future charges. See Payment Allocation.

P

Payout An outgoing payment from your company to a property owner for revenue distribution. Tracked in the Finance > Payouts tab.

Penalty A late payment fee applied when a tenant misses a due date. Penalty rules (type, frequency, value) are configured in Settings > Payments, but must be manually applied as charges. See the Handling a Late Payment workflow.

Preparation Days The number of buffer days between a check-out and the next check-in, allowing time for cleaning and inspection. Separate values for mid-term and short-term stays. Configured in Settings > General Information.

Property A physical building or location in your portfolio (e.g., "Central Apartment Building"). Contains one or more units. Managed in the Listings module.

R

Rent (Fixed) See Fixed Rent.

Rent (Variable) See Variable Rent.

Role A permission level assigned to a team member that determines which modules and actions they can access. Available roles: Super Admin, Admin, Finance, Sales, Operations Admin, Operations. Configured in Settings > Users.

S

Scheduled Payment See Contract Value — what the tenant is expected to pay and when.

Security Deposit A refundable amount collected at confirmation or check-in, returned (fully or partially) at check-out. Can be fixed or variable (based on rent). Tracked in the Finance > Deposits tab.

Short-term A booking type characterized by nightly or weekly stays (e.g., Airbnb). Short-term bookings use the Short-term Preparation Days setting for turnaround buffers between stays.

T

Tag A classification label applied to properties, units, or bookings for filtering and reporting. Managed in Settings > Categories. Property tags automatically propagate to all units within the property.

Tenant The person renting a unit. Tenant information is stored within each booking.

Tenant Portal A web-based, white-labelled interface where tenants can view their payment schedule, contract details, access property information, submit maintenance requests with photos (if enabled), interact with the AI chatbot, and (if enabled) make payments. See Tenant Portal.

Ticket An actionable operational task (maintenance, cleaning, inspection, tenant request) with priority, status, assignee, and due date. Managed in the Operations module.

Turnover The process of preparing a unit between one tenant's check-out and the next tenant's check-in. Includes cleaning, inspection, repairs, and key changeover. Managed through Operations tickets and automatic maintenance configuration.

U

Unit An individual rentable space within a property (e.g., "Room 101," "Studio A"). Every unit belongs to exactly one property. Also referred to as a "Listing" in some contexts.

V

Variable Rent A rent amount that changes based on season, demand, or other factors. Different rent values can be configured for different date ranges on a unit. The alternative is Fixed Rent. Configured in the unit's Rent Value tab.

VAT (Value Added Tax) A consumption tax applied to invoiced items. Rates are configured per charge type (rent, deposit, cleaning fee, admin fee) in Settings > Invoicing.

Virtual IBAN A unique bank account identifier assigned to each tenant for rent payments via bank transfer. Enables zero-commission collection with automatic payment matching — no manual reconciliation needed. See Finance > Automated Rent Collection.

W

White Label Booking Engine See Booking Engine (White Label). A branded booking interface embedded on your website for commission-free direct bookings.

Workflow Automation Rule-based triggers and automated pipelines that eliminate manual steps — from booking confirmation to contract signing, payment reminders, invoice generation, and status updates. See Automation & AI.