Introduction
Welcome to the Vivin Platform, an all-in-one, AI-driven software platform purpose-built for managing coliving and flex living properties. It replaces spreadsheets and fragmented tools with a fully integrated system that centralises operations, finance, distribution, communication, and administrative tasks — giving property managers complete control and real-time visibility over their business.
Powered by artificial intelligence at its core, Vivin automates repetitive work, surfaces actionable insights, and enables property managers to scale their portfolios without scaling their teams.
Who This Guide Is For
This documentation is designed for property managers, operations teams, and administrators who use Vivin daily. It assumes no prior technical knowledge and explains all features in clear, accessible language.
How to Use This Guide
This guide is organized into five main sections:
- Modules — Detailed documentation for each core feature of the platform
- Concepts — In-depth explanations of how key systems work (booking lifecycle, payment allocation, integrations, AI, and more)
- Common Workflows — Step-by-step guides for frequently performed tasks
- Account Settings — Configuration reference for your entire workspace
- Glossary & FAQ — Key terms and answers to common questions
If you are setting up Vivin for the first time, start with the Getting Started guide.
Key Platform Capabilities
Core Modules
| Module | What It Does | Learn More |
|---|---|---|
| Dashboard | Real-time overview of your business — KPIs, bookings breakdown, move-ins/outs, and ticket status | Dashboard |
| Listings | Your property portfolio inventory — create and manage properties and their individual units | Listings |
| Properties Workspace | Card-based property management workspace for filtering, setup, and property-level configuration | Properties Workspace |
| Bookings | Manage all tenant reservations — list and timeline views, payment plans, contracts, and booking lifecycle | Bookings |
| Tenants | Tenant-first workspace for profiles, activity status, booking history, and debt visibility | Tenants |
| Sales | Maximize occupancy with dynamic pricing, market intelligence, and multi-platform channel management | Sales |
| Finance | Automate invoicing and payment tracking with virtual IBANs, credit card payments, and financial dashboards | Finance |
| Operations | Coordinate day-to-day tasks — maintenance tickets, check-in/check-out management, and operational cash flows | Operations |
| Utilities | Track utility expenses with AI-powered invoice reading and automated tenant billing | Utilities |
Platform-Wide Capabilities
Beyond the core modules, Vivin includes several platform-wide capabilities:
| Capability | What It Does | Learn More |
|---|---|---|
| Integrations & Distribution | Connect with every major European rental marketplace and distribute across all channels from one place | Integrations & Distribution |
| Automation & AI | AI chatbot for 24/7 tenant support, predictive analytics, and automated booking-to-contract pipelines | Automation & AI |
| Tenant Portal | White-labelled web portal for tenants to view contracts, pay rent, and submit maintenance requests | Tenant Portal |
| Tenant Services Marketplace | Cross-sell and upsell services (cleaning, gym, insurance, etc.) directly to tenants | Services Marketplace |
What Makes Vivin Different
- AI-Driven — From smart invoice reading and tenant chatbots to dynamic pricing suggestions and predictive analytics, AI is woven throughout the platform to reduce manual work and improve decision-making.
- Flexible — Configurable per property, per unit, and per booking. Adapt contract types, payment rules, fee structures, and channel distribution to match your business model.
- Automated — End-to-end workflows from booking confirmation to signed contract, from utility bill to tenant charge, from payment reminder to collection — all without manual steps.
- Scalable — Manage 10 or 1,000 units from the same dashboard. Multi-property, multi-channel, multi-team support built in from day one.