Introduction
Skim How to Use This Guide for the documentation map, then Key Platform Capabilities for module and integration entry points. Hub subsection map: Introduction hub subsection index (capability tables + Related subsections). First-time operators should continue to Getting Started — Recommended Setup Sequence (steps 1–12 tab map: Account Settings — Recommended setup order, then steps 13–15 in Listings, Bookings, and Tenants; optional reads: Getting Started — Optional setup deep dives); sign-in recovery: Resetting a Management User Password then Getting Started — Lockout catch-up after password recovery; other blockers: Get Help & Support Non-linear operator habits (Lockout catch-up, Notification row-click navigation, Payment alert to receivables triage, Finance debt receivables triage, Handling a Late Payment collections, Finance Income status drill-down, Cash flow forecast drill-down, Same-day turnover coordination, Check-out final utilities handoff, Check-out collections before refund, Check-out ledger cleanup before refund, Cancellation collections before void, Utility overage collections, Property setup to first arrival handoff, New inventory to first booking handoff, Confirmation to check-in handoff, Check-in to check-out handoff, Occupancy KPI to block hygiene handoff, Confirmation alert triage, Pending manual receipt approval, Reject/revert mistaken receipts, Portfolio segmentation by tenant category) have matching Related subsections below. Full pairing matrix: Introduction — Section cross-reference.
Complete Getting Started — Recommended Setup Sequence (steps 1–12 on Account Settings tabs per Recommended setup order, then steps 13–15 in Listings, Bookings, and Tenants) and Onboarding a New Property — Step 7 go-live verification before you add operational data at scale. Guided walkthrough of settings steps 4–12: Onboarding a New Property. When sign-in was restored mid-setup, see Getting Started — Lockout catch-up after password recovery. Tab pairing matrix: Account Settings — Tab cross-reference. Workflow pairing after go-live: Setup sequence after go-live (hub parity: Account Settings — Setup sequence after go-live, Common Workflows — Setup sequence after go-live, Modules — Setup sequence after go-live, Concepts — Setup sequence after go-live, Glossary — Setup sequence after go-live, FAQ — Setup sequence after go-live, Support — Setup sequence after go-live, API Reference — Setup sequence after go-live). Module names during setup: Key Platform Capabilities below.
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.
After you sign in, the Dashboard is the default landing view. The same management shell — left navigation, workspace, and account controls — stays consistent as you move between modules:
Who This Guide Is For
Audience and role context here pairs with How to Use This Guide (which section to open first) and Key Platform Capabilities (module map). Administrators onboarding a workspace should continue to Getting Started — Recommended Setup Sequence. Full pairing matrix: Introduction — Section cross-reference.
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
Use this map with Key Platform Capabilities when you need a module or concept name before diving into Modules or Concepts. Escalation paths: Get Help & Support and Using in-app support. Full pairing matrix: Introduction — Section cross-reference.
This guide is organized into these sections:
- Getting Started — Interface layout, core terminology, and the Recommended Setup Sequence (steps 1–12 Account Settings tab map: Recommended setup order; steps 13–15 Listings, Bookings, Tenants; go-live: Onboarding a New Property — Step 7)
- Management Frontend Deep Links — Bookmarkable
platform.vivin.approutes for modules, tabs, settings, and entity sidebars (pair URLs with screenshots on that page) - Modules — Detailed documentation for each core feature of the platform
- Concepts — In-depth explanations of how key systems work (booking lifecycle, payment allocation, integrations, in-product AI, and Landlord / Tenant MCP for external AI clients)
- Common Workflows — Step-by-step guides for frequently performed tasks
- Account Settings — Configuration reference for your entire workspace
- API Reference — HTTP authentication, listings, bookings, webhooks, and error handling for integrations
- Get Help & Support — Escalation paths: email, status page, and in-app Vivin tickets when your role has Support access (includes product screenshots of the help entry points)
- Using in-app support — Vivin support tickets inside the management app when your role has the Support permission (separate from Operations tickets you raise for your own properties)
- Glossary & FAQ — Key terms and answers to common questions (including invoiced floor (rent) and credit note follow-up when Finance already exported charges)
If you are setting up Vivin for the first time, start with the Getting Started guide.
Key Platform Capabilities
Module rows below link into Modules screen docs; platform-wide rows pair with Concepts and API Reference. Bookmark daily routes from Management Frontend Deep Links after you know your workflow. Full pairing matrix: Introduction — Section cross-reference.
Core Modules
| Module | What It Does | Learn More |
|---|---|---|
| Dashboard | Real-time KPIs plus occupancy and cash-flow forecasts, with a Vacant Units panel to prioritise leasing actions | Dashboard |
| Listings | Your property portfolio inventory — create and manage properties and their individual units | Listings |
Legacy /properties URLs | Older bookmarks under /properties redirect into Listings; portfolio editing is in Listings | Properties (legacy URLs) |
| Bookings | Manage all tenant reservations — list and timeline views, payment plans, contracts, and booking lifecycle | Bookings |
| Inbox | Portfolio-wide WhatsApp workspace at /inbox — all tenant conversations, labels, pause-bot, and a reply composer synced with each booking’s Communication tab | Inbox |
| Tenants | Tenant-first workspace for profiles, activity status, booking history, and debt visibility | Tenants |
| Sales | Portfolio availability and monthly rent editing, plus channel status for linked marketplaces | Sales |
| Finance | Automate invoicing and payment tracking with virtual IBANs, credit card payments, and financial dashboards | Finance |
| Analytics | Portfolio KPI workspace (Overview, Revenue, Occupancy, ADR, RevPAR, Maintenance) for a configurable date range — separate from Sales calendar pricing | Analytics |
| Audit | Portfolio-wide table of manual availability blocks (/audit, Tools) so stale holds do not quietly block revenue — same Listings permission as the inventory workspace | Audit · Deep Links — Audit |
| 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 |
| Notifications | Full notification history at /notifications (search, read/unread filters); on desktop Dashboard, the header bell slide-over splits General alerts and Inbox message pings (#1812); operator Payments category rows include payment overdue alerts that row-click into the related booking | Notifications |
| AI Chat | Conversational assistant for portfolio questions (Vivin internal accounts only; see module doc for access) | AI Chat |
| Property & listing details (booking engine) | Rich content and booking-engine configuration for properties and units, edited from Listings (Full integration pill) | Booking engine details |
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 | Tenant support automation (WhatsApp and email), operator AI Assistant (internal), predictive analytics, and 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 |
Integrations & Developers
| Topic | What It Covers | Learn More |
|---|---|---|
| API Reference | REST endpoints for listings, availability, booking creation, webhooks, and integration error handling | API Reference |
| AI usage ledger | Account-scoped internal LLM token cost (GET /ai-usage, GET /ai-usage/summary) for landlord_chat (AI Assistant) and utility_bill_extraction (Utilities PDF reader) — no management UI screen yet | AI usage API · FAQ — How do I see AI token usage for my account? |
| MCP (AI clients) | Model Context Protocol servers that expose Core-backed tools to external assistants — Landlord MCP for account-scoped portfolio operations, Tenant MCP for booking-scoped tenant automation | Landlord MCP · Tenant MCP |
What Makes Vivin Different
Platform differentiators here pair with Key Platform Capabilities (module and integration map) and Platform-Wide Capabilities (tenant portal, automation, distribution). First-time configuration: Getting Started — Recommended Setup Sequence and Optional setup deep dives. Full pairing matrix: Introduction — Section cross-reference.
- AI-Driven — From smart invoice reading and tenant chatbots to the operator AI Assistant (internal) and portfolio analytics, automation is woven through 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.
Introduction section cross-reference
This table pairs overview sections with setup, modules, and escalation hubs. Start with How to Use This Guide if you are new; jump to Key Platform Capabilities for module names. Full hub map: the Finding your way tip at the top of this page.
Use this table when one overview topic naturally leads into another — each row links to the sections you should read before or after the primary topic.
| Section | Pair with these sections |
| --------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Introduction hub subsection index | Getting Started hub subsection index (onboarding sections), Concepts hub subsection index (underlying models), Modules hub subsection index (screen workspaces), Common Workflows hub subsection index (operational procedures), Account Settings hub subsection index (setup tabs), API Reference — API hub subsection index (partner HTTP guides), FAQ subsection cross-reference (troubleshooting deep-dives), Support hub subsection index (escalation steps), Glossary deep-dive index (term definitions), Key Platform Capabilities (module map) |
| Who This Guide Is For | How to Use This Guide (documentation map), Getting Started — Recommended Setup Sequence (first login and setup), Account Settings — Recommended setup order (steps 1–12 tab map), Onboarding a New Property — Step 7 (go-live verification), Settings > Tenant categories (setup step 10 — segments before channel imports), Setup sequence after go-live (which workflows follow each setup phase) |
| How to Use This Guide | Key Platform Capabilities (module and integration names), Getting Started — Recommended Setup Sequence (first-time workspace configuration), Account Settings — Tab cross-reference (go-live tab pairing), Get Help & Support (escalation), Support — Setup sequence escalation (when to file setup tickets), Getting Started — Lockout catch-up after password recovery (operational backlog mesh after Resetting a Management User Password — Step 3), FAQ — Section cross-reference (troubleshooting hub), Glossary — Setup sequence vocabulary (setup labels), Glossary — Tenant category (portfolio segmentation terms), Common Workflows — Setup sequence after go-live (workflow hub parity) |
| Key Platform Capabilities | Modules (screen-by-screen reference), Concepts (underlying models), API Reference (partner HTTP), Bookings — Other filters · Finance — Tenant category filter · Tenants — Tenant category filter (segment filters after setup) |
| Core Modules | Common Workflows (day-to-day procedures), Deep links (bookmarkable routes), Settings > Tenant categories (portal modules and portfolio filters on Bookings, Finance, Tenants) |
| Platform-Wide Capabilities | Concepts (integrations, automation, tenant portal), Tenant Portal · Services Marketplace (portal self-service and add-on revenue), Account Settings (workspace defaults), Settings > Tenant categories (portal segments and Communication Rules audience), Glossary — Tenant category |
| Integrations & Developers | API Reference (HTTP contracts), Landlord MCP · Tenant MCP (external AI clients), Settings > Tenant categories (default for integration-created tenants), FAQ — Assign tenant category for direct booking |
| What Makes Vivin Different | Key Platform Capabilities (module map), Platform-Wide Capabilities (portal, automation, distribution), Getting Started — Optional setup deep dives (post–step-15 reads), Automation & AI |
| Setup sequence after go-live | Getting Started — Recommended Setup Sequence (steps 1–15), Getting Started — Optional setup deep dives (anchored optional reads), Onboarding a New Property — Step 7 (go-live verification), Support — Setup sequence escalation, FAQ — Settings & tenant communications, Onboarding a New Property (guided steps 4–12) |
| Documentation map & escalation | FAQ — Section cross-reference, Support — Section cross-reference, Modules — Module cross-reference, Common Workflows section cross-reference, Using in-app support |
| Navigation & bookmarks | Management Frontend Deep Links, Create New menu, Deep Links — Account Settings, Settings > Interface language |
| Settings that shape platform behaviour | Account Settings — Tab cross-reference, Settings > Tenant categories, Settings > Emails, Support — Settings that shape escalations |
| Deeper concept reads | Payment Allocation, Booking Lifecycle, Tenant Portal · Services Marketplace, Landlord MCP · Tenant MCP |
| Deeper workflow reads | Onboarding a New Property, Portfolio KPI review, Notification triage |
| Recommended operator workflows | Common Workflows — Workflow cross-reference, Onboarding a New Property, Portfolio KPI review, Notification triage |
| Lockout catch-up after password recovery | Sign-in restored after password reset; onboarding, alert, or month-end backlog accumulated during lockout | Common Workflows — Lockout catch-up after password recovery, Getting Started — Lockout catch-up after password recovery, Resetting a Management User Password |
| Walkthrough media | MP4 walkthroughs beside PNG screenshots | Common Workflows — Walkthrough media, Modules, Account Settings |
| Notification row-click navigation | /notifications row-click into Bookings, Tenants, or Listings before bulk mark-read | Common Workflows — Notification row-click navigation, Notifications module, Dashboard module, Notification triage — Step 4, FAQ — Notification row-click |
| Payment alert to receivables triage | Ongoing/Ended payment overdue alerts → receivables surfaces before collections | Common Workflows — Payment alert to receivables triage, Notifications — Payment overdue alerts, Finance module, Handling a Late Payment — Step 1 |
| Finance debt receivables triage | Dashboard Total Debt, Debt Aging, Income → In debt, or Uncovered Debt surface choice — clear Pending before collections | Common Workflows — Finance debt receivables triage, Handling a Late Payment collections (triage surfaces → collections Steps 1–6), Finance module, FAQ — Finance debt receivables triage hub, Pending manual receipt approval (finance-overview-income-chart-debt-aging.png, dashboard-kpi-total-debt-tooltip.png) |
| Handling a Late Payment collections | Receivables triage surfaces → Handling a Late Payment Steps 1–6 collections follow-through after Debt Aging / alert row-click | Common Workflows — Handling a Late Payment collections hub, Handling a Late Payment, FAQ — Handling a Late Payment hub, Payment alert to receivables triage (finance-overview-income-chart-debt-aging.png, notifications-row-navigate-to-booking-detail.png, finance-overview-debt-aging-walkthrough-flow.mp4) |
| Finance Income status drill-down | Income chart Paid / Scheduled / In debt segment-click — payment-line modal vs booking-level Debt Aging | Common Workflows — Finance Income status drill-down, Finance module, FAQ — Finance Income status drill-down hub (finance-overview-income-status-in-debt-modal.png, finance-overview-income-drill-down-flow.mp4) |
| Cash flow forecast drill-down | Cash flow forecast collections history vs Income status segments or Dashboard rent-due chart | Common Workflows — Cash flow forecast drill-down, Finance module, FAQ — Cash flow forecast drill-down hub (finance-overview-cash-flow-all-payments-modal.png, finance-overview-cash-flow-drill-down-flow.mp4) |
| Same-day turnover coordination | Shared-unit check-out + check-in on one calendar day — departure Steps 1–2 before incoming key handover | Common Workflows — Same-day turnover coordination, Operations module, FAQ — Same-day turnovers, Glossary — Same-day turnover (operations-add-ticket-modal.png, bookings-timeline-day-week-month-and-sidebar.mp4) |
| Check-out final utilities handoff | Final supplier bills + utility overage lines before Ready To Refund on departure week | Common Workflows — Check-out final utilities handoff, Utilities module, Managing a Check-out — Step 6, FAQ — Check-out final utilities handoff (utilities-allocations-review-flow.mp4, bookings-detail-deposit-tab-ready-to-refund-toggle.png) |
| Check-out collections before refund | Departure-week rent/fee In Debt blocking Ready To Refund before deposit release | Common Workflows — Check-out collections before refund, Handling a Late Payment, Managing a Check-out — Step 6, FAQ — Check-out collections before refund (workflows-check-out-coordination-flow.mp4, bookings-detail-payment-plan-tab-schedule.png, bookings-detail-deposit-tab-ready-to-refund-toggle.png) |
| Check-out ledger cleanup before refund | Tenant paid once but duplicate transfer leaves phantom In Debt before refund | Common Workflows — Check-out ledger cleanup before refund, Reject/revert mistaken receipts, Managing a Check-out — Step 6, FAQ — Check-out ledger cleanup before refund (bookings-detail-transactions-revert-modal-info-banner.png, finance-transactions-bulk-reject-selected-bar.png) |
| Check-out vs cancellation | Completed stay → Ended vs policy void → Canceled — pick the right lifecycle exit | Common Workflows — Check-out vs cancellation, Managing a Check-out, Cancelling a Booking, FAQ — Check-out vs cancellation (workflows-cancel-booking-refund-modal-flow.mp4, bookings-cancel-booking-modal-refund-types.png, bookings-list-canceled-tab.png) |
| Cancellation collections before void | Pre-cancel rent/fee In Debt blocking Cancel booking before policy void | Common Workflows — Cancellation collections before void, Cancelling a Booking, Handling a Late Payment, FAQ — Cancellation collections before void (finance-contract-values-in-debt-filter.png, bookings-cancel-booking-modal-refund-types.png, workflows-cancel-booking-refund-modal-flow.mp4) |
| Wrong tenant on a booking | Valid Upcoming reservation linked to wrong tenant profile — Change tenant not Delete | Common Workflows — Wrong tenant on a booking, Bookings — Change tenant, Tenants module, FAQ — Wrong tenant on a booking (bookings-detail-change-tenant-control.png, bookings-detail-change-tenant-modal.png, bookings-detail-change-tenant-flow.mp4) |
| Cancel Booking vs Delete Booking | Real stay voided vs mistaken/test row — Cancel booking vs Delete Booking | Common Workflows — Cancel Booking vs Delete Booking, Cancelling a Booking, Bookings — Delete Booking, FAQ — Cancel Booking vs Delete Booking (bookings-cancel-booking-modal-refund-types.png, bookings-list-canceled-tab.png, workflows-cancel-booking-refund-modal-flow.mp4) |
| Portfolio retirement decisions | Archive property vs Cancel booking vs Delete Booking — three retirement scopes | Common Workflows — Portfolio retirement decisions, Listings — Archived properties, Bookings — Delete Booking, FAQ — Portfolio retirement decisions (listings-archived-populated-table.png, listings-archived-unarchive-sidebar.png, finance-transactions-type-summary-cards.png) |
| Archive property (building-level) | Retire a whole building from active pickers — Archive / Unarchive on Listings | Common Workflows — Archive property (building-level), Listings — Archived properties, Manual block hygiene, FAQ — Archive a property (listings-archived-populated-table.png, listings-archived-unarchive-sidebar.png) |
| Utility overage collections | Unpaid utility overage lines on Payment Plan after monthly bill posting | Common Workflows — Utility overage collections, Entering Monthly Utility Bills, Handling a Late Payment, FAQ — Utility overage collections (utilities-allocations-row-breakdown-expanded.png, finance-contract-values-in-debt-filter.png) |
| Property setup to first arrival handoff | Go-live inventory → first arrival week (~7 days before move-in) | Common Workflows — Property setup to first arrival handoff, Onboarding a New Property — Step 7, Managing a Check-in — Step 1, FAQ — Property setup to first arrival handoff (listings-property-edit-access-lockers-tab.png, workflows-onboarding-property-wizard.mp4) |
| New inventory to first booking handoff | Go-live property wizard → first Upcoming reservation on new inventory | Common Workflows — New inventory to first booking handoff, Onboarding a New Property — Step 7, Processing a New Booking — Step 1 / Step 6, FAQ — New inventory to first booking handoff (listings-module-overview.png, bookings-add-booking-modal.png, workflows-onboarding-property-wizard.mp4) |
| Confirmation to check-in handoff | Upcoming portal gates + confirmation receipts before arrival-week planning (~7 days out) | Common Workflows — Confirmation to check-in handoff, Processing a New Booking — Step 6, Managing a Check-in — Step 1, FAQ — Confirmation to check-in handoff (bookings-detail-contract-method-of-payments.png, workflows-operations-check-in-out-planning-view.png, booking-lifecycle-status-tabs-flow.mp4) |
| Check-in to check-out handoff | Ongoing mid-stay → departure-week planning (~7 days before check-out) | Common Workflows — Check-in to check-out handoff, Managing a Check-in — Step 4, Managing a Check-out — Step 1, FAQ — Check-in to check-out handoff (operations-check-in-out-check-outs-next-7-days.png, bookings-timeline-view.png) |
| Occupancy KPI to block hygiene handoff | Analytics Occupancy / RevPAR dip without rate change — stale manual holds before pricing or category edits | Common Workflows — Occupancy KPI to block hygiene handoff, Portfolio KPI review — Step 3, Manual block hygiene — Step 1, FAQ — Occupancy KPI to block hygiene handoff hub (analytics-kpi-occupancy-tab.png, audit-manual-blocks-workspace.png, audit-manual-blocks-filter-scroll.mp4) |
| Confirmation alert triage | Upcoming Booking created / Payment received / Pending manual in-payment before mark-read | Common Workflows — Confirmation alert triage, Processing a New Booking — Step 5b / Step 6, Pending manual receipt approval |
| Portfolio segmentation by tenant category | Review only corporate, short-stay, or unassigned tenants across reservations, receivables, and profiles | Common Workflows — Portfolio segmentation by tenant category, Settings > Tenant categories, Bookings — Other filters, Finance — Tenant category filter, Tenants — Tenant category filter, Glossary — Tenant category |
| Pending manual receipt approval | Common Workflows — Pending manual receipt approval, Finance — Pending manual payments, FAQ — Manual receipt still pending |
| Reject/revert mistaken receipts | Common Workflows — Reject/revert mistaken receipts, Payment Allocation — Correcting mistaken receipts, FAQ — Reject or revert an incoming payment, Glossary — Credit note (payment reject/revert) |
| Month-end invoicing (fixed date) | Fixed Invoice date before bulk Issue allocation — toggle Use today back on after batch | Common Workflows — Month-end invoicing (fixed date), Settings > Invoicing — Default invoice date, Finance — Month-end invoicing with a fixed date, FAQ — Month-end invoicing (fixed date) hub (settings-invoicing-invoice-date-toggle.png, finance-transactions-bulk-toolbar-fixed-invoice-date-banner.png) |
| Bulk Hostkit invoicing | Month-end Issue allocation / Invoice selected paces Hostkit — refresh Transactions before re-issue | Common Workflows — Bulk Hostkit invoicing, Integrations — Hostkit API pacing, Finance — Invoice automation, FAQ — Bulk Hostkit invoicing hub (finance-transactions-bulk-selection-bar.png, settings-invoicing-hostkit-series.png) |
| Rent reduction after invoicing | Change monthly rent / Edit amount blocked below exported rent — external credit notes then Issue credit notes | Common Workflows — Rent reduction after invoicing, Bookings — Changing contract dates and rent, Finance — Invoiced floor and rent edits, FAQ — Lower rent below invoiced (bookings-detail-change-monthly-rent-modal.png, bookings-rent-reduction-invoiced-floor-flow.mp4) |
| Modules where capabilities surface | Modules — Module cross-reference, Dashboard, Bookings, Finance, Support — Module documentation hubs |
| Key glossary terms | Glossary cluster cross-reference, Glossary — Setup sequence vocabulary, Payment Allocation — Correcting mistaken receipts |
Step-by-step onboarding: Getting Started — Recommended Setup Sequence (steps 1–12 tab map: Account Settings — Recommended setup order; workflow pairing: Setup sequence after go-live). Guided settings walkthrough: Onboarding a New Property. Definitions behind linked terms: Glossary (hub: Glossary cluster cross-reference, Setup sequence vocabulary). Troubleshooting during setup: FAQ & Troubleshooting (hub: FAQ — Section cross-reference). Escalation when self-serve docs do not unblock setup: Get Help & Support (hub: Support — Section cross-reference, Setup sequence escalation).
Introduction hub subsection index
This index pairs capability tables and Related hub subsections — use it when platform overview spans modules, setup, concepts, or escalation. Full pairing matrix: Introduction section cross-reference.
Related
Related below is the documentation map when platform overview spans setup, modules, workflows, or escalation. Pair Setup sequence after go-live with Getting Started — Recommended Setup Sequence; pair Documentation map & escalation with Modules — Module cross-reference. Each Related subsection has a row in Introduction section cross-reference above. Full pairing matrix: Introduction section cross-reference.
Setup sequence after go-live
Post-go-live pairing starts with Getting Started — Recommended Setup Sequence (steps 1–15) and Onboarding a New Property — Step 7. When a step is blocked, continue to Support — Setup sequence escalation. Full pairing matrix: Introduction section cross-reference.
- Setup steps 1–3 (General Information, Preferences, Users) — Complete before Onboarding a New Property; greyed-out + Create New rows usually mean step 3 permissions are missing (FAQ — Navigation & shortcuts)
- Setup steps 4–12 — Onboarding a New Property (property wizard Steps 1–6 mirror settings configuration; Steps 1–6 of the workflow walk owners through integrations)
- Setup steps 13–15 (Listings, Bookings, Tenants) — First operational data; pair with Processing a New Booking once reservations exist
- After steps 13–15 — Onboarding a New Property — Step 7 go-live verification before you escalate Listings/Multicalendar display defects
- Optional setup sections on Getting Started — Optional setup deep dives map to workflows: Entering Monthly Utility Bills (Utilities & Bills Included), Managing a Check-in / Managing a Check-out (Operations, tickets & cash flows), Handling a Late Payment (Finance & Tenants), Notification triage (Communication, Sales & alerts), Portfolio KPI review (Dashboard & portfolio KPIs), Manual block hygiene (Audit & Account Settings)
- When a settings tab, property wizard step, or module permission still blocks progress after self-serve docs, open Get Help & Support or Using in-app support — cite the matching setup step and pair with Support — Setup sequence escalation
Documentation map & escalation
Documentation-map bullets pair with FAQ — Section cross-reference and Support — Section cross-reference. Hub parity: Modules — Module cross-reference, Common Workflows section cross-reference. Full pairing matrix: Introduction section cross-reference.
- Getting Started — Interface layout, session behaviour, and the Recommended Setup Sequence hub (steps 1–12 Account Settings: Recommended setup order; steps 13–15 Listings, Bookings, Tenants) before you add inventory; Lockout catch-up after password recovery when sign-in was restored mid-onboarding; hub parity: Setup sequence after go-live
- Onboarding a New Property — Guided walkthrough of setup steps 4–12; Step 7 — Verify in Listings after steps 13–15
- Modules — Screen-by-screen reference for each management workspace (see Core Modules and Key Platform Capabilities above for the module map); hub parity: Setup sequence after go-live
- Concepts — Underlying models (booking lifecycle, payment allocation, integrations, MCP); hub parity: Setup sequence after go-live
- Common Workflows — Step-by-step guides for day-to-day operator tasks
- Account Settings — Workspace-wide configuration that shapes module behaviour; setup sequence tab map: Recommended setup order and Tab cross-reference; workflow pairing: Setup sequence after go-live
- Common Workflows — Task-oriented guides that depend on settings configured during setup (hub: Common Workflows section cross-reference, Setup sequence after go-live)
- API Reference — HTTP contracts for partners and custom integrations (including partial vs full feeds); hub parity: Setup sequence after go-live
- Management Frontend Deep Links — Bookmarkable
platform.vivin.approutes paired with module screenshots - Glossary — Short definitions for terms used across this site (hub: Glossary cluster cross-reference, Setup sequence vocabulary, Setup sequence after go-live)
- FAQ & Troubleshooting — Quick answers when something does not match expectations (hub: FAQ — Section cross-reference, Setup sequence after go-live; including Settings & tenant communications during steps 10–12)
- Get Help & Support — Escalation paths when a setup tab, wizard step, or daily operations block you (hub: Support — Section cross-reference, Setup sequence after go-live, Setup sequence escalation)
- Using in-app support — Vivin product tickets when platform behaviour is unclear (distinct from Operations tickets)
Navigation & bookmarks
Bookmark routes pair with Key Platform Capabilities module names and Management Frontend Deep Links. Missing records: Create New menu. Full pairing matrix: Introduction section cross-reference.
- Management Frontend Deep Links — Bookmarkable module routes, tab anchors,
/notificationsvs Dashboard bell, and booking-engine details query params - Create New menu — Global + slide-out shortcuts into module modals (tenants, bookings, properties, tickets, and more); payment overdue after Booking or Transfer → Handling a Late Payment — Step 1
- FAQ — Permission denied toast — Red You do not have permission to perform this action. toast when RBAC blocks a save; fix in Users → Role Permissions
- Deep Links — Account Settings —
/settings/*tab routes paired with workspace configuration in Account Settings - Settings > Interface language — Personal UI locale before you share deep links with multilingual operators
Settings that shape platform behaviour
Account-wide defaults here pair with Account Settings — Tab cross-reference and Getting Started — Recommended Setup Sequence steps 1–12. Tenant segments: Settings > Tenant categories. Full pairing matrix: Introduction section cross-reference.
- Settings > Preferences — In-app notifications — Account-wide alert categories that shape Dashboard bell and
/notificationsbehaviour - Settings > Tenant categories — Segment portal modules and integration defaults before daily module work across the portfolio
- Settings > Services — Operator catalogue for tenant portal add-ons configured during or after setup
- Settings > Emails — Communication Rules and lifecycle templates hub for automated tenant outreach
- Settings > Integrations — Marketplace connections, invoicing providers, and calendar feeds alongside partner API keys
- Settings > Invoicing & Payments — Due dates, deposit rules, and export providers that shape Finance and booking payment plans
- Settings > Interface language — Personal UI locale for operators who triage alerts and deep links in multiple languages
Deeper concept reads
Concept reads pair with Concepts hub subsection index, Platform-Wide Capabilities, and Integrations & Developers. Tenant-facing: Tenant Portal. External AI: Landlord MCP vs Tenant MCP. Full pairing matrix: Introduction section cross-reference.
- Payment Allocation — Two-layer payment model, invoiced floor, and credit note reject/revert warnings (section cross-reference; hub)
- Booking Lifecycle — Computed Upcoming → Ongoing → Ended / Canceled status model, list filters, and Timeline (section cross-reference; hub)
- Create New menu — Universal quick-create panel for properties, bookings, and Operations tickets; payment overdue after Booking or Transfer → Handling a Late Payment — Step 1 (section cross-reference; hub)
- Tenant Portal — Booking-scoped self-service (payments, contract signing, maintenance Requests, Services catalogue); segment gates: Portal access by tenant category (section cross-reference; hub)
- FAQ — Tenant contract signing blocked — No PDF yet, mandatory Your Details gates, category locks, or Lease purpose; portal signing vs paper upload on Contract Info
- Services Marketplace — Operator catalogue and tenant Request Service flows on the payment plan; pairs with Settings > Tenant categories per segment (section cross-reference; hub)
- Landlord MCP · Tenant MCP — External AI clients that wrap the same Core API as the management app (see also Integrations & Developers above) (Landlord MCP section cross-reference, Tenant MCP section cross-reference; hub)
Recommended operator workflows
Workflow bullets pair with Common Workflows — Workflow cross-reference and Walkthrough media MP4 assets. Month-end: Portfolio KPI review. Full pairing matrix: Introduction section cross-reference.
- Onboarding a New Property — Guided walkthrough of Getting Started — Recommended Setup Sequence steps 4–12; finish with Step 7 — Verify in Listings after setup steps 13–15 (section cross-reference; Deeper workflow reads; hub)
- Resetting a Management User Password — Recover management sign-in; after Step 3, continue with Getting Started — Lockout catch-up after password recovery (section cross-reference; Deeper workflow reads; hub)
- Processing a New Booking — Booking lifecycle and payment allocation when a reservation is first created (section cross-reference; Deeper workflow reads; hub)
- Portfolio KPI review — Weekly Finance + occupancy reconciliation (deposit disputes, pending manual receipts) (section cross-reference; Deeper workflow reads; hub)
- Notification triage — Dashboard bell vs
/notificationswhen payment or booking alerts need follow-up; payment overdue → Handling a Late Payment — Step 1 (section cross-reference; Deeper workflow reads; hub) - Handling a Late Payment — Collections workflow when Dashboard debt KPIs need follow-up; upstream path from Notifications — Payment overdue alerts (section cross-reference; Deeper workflow reads; hub)
- Managing a Check-in — Arrival-week workflow after Upcoming lifecycle status (section cross-reference; Deeper workflow reads; hub)
- Managing a Check-out & Deposit Refund — Departure-week settlement paired with Finance → Deposits (section cross-reference; Deeper workflow reads; hub)
- Cancelling a Booking — Early termination workflow paired with normal check-out (section cross-reference; Deeper workflow reads; hub)
- Entering Monthly Utility Bills — Monthly supplier billing paired with Bills Included and Utilities modules (section cross-reference; Deeper workflow reads; hub)
- Manual block hygiene — Audit pass when occupancy deep links show unexpected blocks (section cross-reference; Deeper workflow reads; hub)
Lockout catch-up after password recovery
Operational backlog after sign-in recovery pairs with Resetting a Management User Password — Step 3. Hub parity: Common Workflows — Lockout catch-up after password recovery. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Lockout catch-up after password recovery — Hub matrix when sign-in was restored mid-setup or mid month-end
- Getting Started — Lockout catch-up after password recovery — Canonical operational backlog mesh (notification triage, Pending Steps 6b, portal gates)
- Resetting a Management User Password — Self-service recovery before catch-up; refresh Landlord MCP — How it connects JWT after Step 3
- Notification triage — Step 4 / Step 5 — Alert backlog after lockout
- Pending manual receipt approval — Month-end Pending mesh (Steps 6b across operator workflows)
- Portfolio KPI review — Step 7 — Month-end reconciliation lag during lockout
- FAQ — Management Account Access — Password reset and post-recovery catch-up
Notification row-click navigation
/notifications row-click opens Bookings, Tenants, or Listings — contrast Dashboard bell General (in-panel detail only). Hub parity: Common Workflows — Notification row-click navigation. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Notification row-click navigation — Hub matrix (
notifications-module-row-click-target.png,notifications-row-navigation-flow.mp4) - Notifications module — Notification row-click navigation — Canonical module pairing
- Dashboard module — Notification row-click navigation — Bell General vs full
/notificationsinbox - FAQ — Notification row-click navigation — Quick answers when row-click lands on the wrong tab
- Notification triage — Step 4 — Row-click before Step 5
- Deep Links — Notifications — Bookmarkable
/notificationsroutes - Payment alert to receivables triage — Ongoing/Ended payment overdue row-click
- Finance debt receivables triage — Total Debt vs Debt Aging
- Finance Income status drill-down — Income segments after alert triage
- Cash flow forecast drill-down — Collections history after Approve on Transactions after alert triage
- Confirmation alert triage — Upcoming Booking created / Payment received row-click
Payment alert to receivables triage
Ongoing/Ended payment overdue alerts on /notifications row-click into Bookings before you trust Dashboard Total Debt or open Finance → Overview → Debt Aging. Hub parity: Common Workflows — Payment alert to receivables triage. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Payment alert to receivables triage — Hub matrix (
notifications-row-navigate-to-booking-detail.png,finance-overview-debt-aging-walkthrough-flow.mp4) - Notifications — Payment overdue alerts — Payments category operator rows
- Finance module — Payment alert to receivables triage — Top debtors when alert batch needs rank
- Bookings module — Payment alert to receivables triage — Payment Plan / Transactions on opened booking
- Handling a Late Payment — Step 1 — Collections follow-through after row-click
- Notification row-click navigation — Row-click on
/notificationsbefore portfolio KPI read - Pending manual receipt approval — Amber Pending before Debt Aging sign-off
- FAQ — Bookings that owe money — Top debtors and overdue buckets
- Finance debt receivables triage — Portfolio Top debtors after single-booking triage
- Finance Income status drill-down — Income → In debt payment lines after single-booking triage
- Cash flow forecast drill-down — Month bars update after approved collections
Finance debt receivables triage
Dashboard Total Debt, Finance → Overview → Debt Aging, Income → In debt, and Uncovered Debt answer different receivables questions — clear amber Pending and duplicate Revert rows before collections when KPIs lag. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Finance debt receivables triage — Hub matrix (
finance-overview-income-chart-debt-aging.png,finance-overview-debt-aging-walkthrough-flow.mp4) - Payment alert to receivables triage — Single-booking alert triage before portfolio surfaces
- Finance module — Finance debt receivables triage — Debt Aging Top debtors canonical surface
- Dashboard module — Finance debt receivables triage — Total Debt headline vs Finance drill-down (
dashboard-kpi-total-debt-tooltip.png) - Pending manual receipt approval — Clear amber Pending before Top debtors sign-off
- Reject/revert mistaken receipts — Revert duplicate transfers before collections
- FAQ — Finance debt receivables triage hub — Four-surface symptom table
- Handling a Late Payment collections — Triage surfaces → collections Steps 1–6
- Portfolio KPI review — Step 7 — Month-end Top debtors reconciliation
Handling a Late Payment collections
Receivables triage surfaces answer “who owes?” — Handling a Late Payment — Steps 1–6 answer “what do I do next?” Clear amber Pending and duplicate Revert rows before tenant outreach when KPIs lag. Hub parity: Common Workflows — Handling a Late Payment collections hub. Full pairing matrix: Introduction section cross-reference.
| Symptom | Triage surface | Collections step |
|---|---|---|
| Payment overdue alert | Row-click on /notifications | Handling a Late Payment — Step 1 |
| Ranked debtors needed | Finance → Overview → Debt Aging | Step 1 after booking open |
| Balance unchanged after transfer | Pending manual receipt approval | Step 4b |
- Common Workflows — Handling a Late Payment collections hub — Hub matrix (
finance-overview-income-chart-debt-aging.png,notifications-row-navigate-to-booking-detail.png,finance-overview-debt-aging-walkthrough-flow.mp4) - Payment alert to receivables triage — Upstream payment overdue alert row-click
- Finance debt receivables triage — Debt Aging Top debtors before tenant outreach
- Handling a Late Payment — Full collections workflow (section cross-reference; Deeper workflow reads; hub)
- Notification triage — Upstream alert triage (Step 4)
- Pending manual receipt approval — Step 4b approval mesh
- Reject/revert mistaken receipts — Ledger cleanup before Step 3
- FAQ — Handling a Late Payment hub — Collections symptom table
- Glossary — Handling a Late Payment collections hub — Surface table + per-guide mesh
- API Reference — Handling a Late Payment collections — Partner import hub parity
Finance Income status drill-down
Finance → Overview stacked Income chart (Paid / Scheduled / In debt) opens month-scoped payment-line modals — pair with Debt Aging Top debtors for booking-level receivables rank. Hub parity: Common Workflows — Finance Income status drill-down. Full pairing matrix: Introduction — Section cross-reference.
- Common Workflows — Finance Income status drill-down — Hub matrix (
finance-overview-income-status-in-debt-modal.png,finance-overview-income-drill-down-flow.mp4) - Finance debt receivables triage — Debt Aging Top debtors when payment-line modal is not enough
- Finance module — Income status drill-down — Stacked Income chart canonical surface
- FAQ — Finance Income status drill-down hub — Symptom table for segment vs Debt Aging
- Portfolio KPI review — Finance Income status drill-down — Month-end Income reconciliation on Step 7
- Cash flow forecast drill-down — Collections history — distinct from status segments
- Dashboard module — Finance Income status drill-down — Total Debt headline vs Income segments (
dashboard-kpi-total-debt-tooltip.png)
Cash flow forecast drill-down
Finance → Overview Cash flow forecast lists confirmed collections by month or day — distinct from Dashboard rent due chart and Income status segments. Hub parity: Common Workflows — Cash flow forecast drill-down. Full pairing matrix: Introduction — Section cross-reference.
- Common Workflows — Cash flow forecast drill-down — Hub matrix (
finance-overview-cash-flow-all-payments-modal.png,finance-overview-cash-flow-day-view.png,finance-overview-cash-flow-drill-down-flow.mp4) - Finance Income status drill-down — Paid / Scheduled / In debt segments — not collections history
- Finance module — Income chart and cash flow forecast — Canonical Cash flow forecast chart surface
- FAQ — Cash flow forecast drill-down hub — Symptom table for collections vs Income / Dashboard
- Portfolio KPI review — Cash flow forecast drill-down — Month-end collections reconciliation on Step 7
- Finance debt receivables triage — Top debtors when collections modal is not enough
- Dashboard module — Cash flow forecast drill-down — Rent due chart on
/— not Finance collections
Same-day turnover coordination
When a check-out and check-in share one unit on the same calendar day, run Managing a Check-out — Steps 1–2 on the departing stay before Managing a Check-in — Step 4 hands keys to the incoming guest. Hub parity: Common Workflows — Same-day turnover coordination. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Same-day turnover coordination — Hub matrix (
operations-check-in-out-check-outs-next-7-days.png,operations-add-ticket-modal.png,bookings-timeline-day-week-month-and-sidebar.mp4) - Operations module — Same-day turnover coordination — Check-in & Check-out week lists primary entry
- Bookings module — Same-day turnover coordination — Timeline Week scale overlap on one unit row
- Managing a Check-out — Step 2 — Turnover ticket before incoming Step 4
- Check-out collections before refund — Outgoing In Debt before incoming key handover
- Glossary — Same-day turnover — Shared-unit arrival/departure overlap definition
- FAQ — Same-day turnovers — Four-step operator habit
Check-out final utilities handoff
Departure-week final utility overages pair with Entering Monthly Utility Bills — Steps 2–4 before Managing a Check-out — Step 6 unlocks Ready To Refund. Hub parity: Common Workflows — Check-out final utilities handoff. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Check-out final utilities handoff — Hub matrix (
utilities-allocations-review-flow.mp4,bookings-detail-payment-plan-tab-schedule.png,bookings-detail-deposit-tab-ready-to-refund-toggle.png) - Utilities module — Check-out final utilities handoff — Allocations / Bills canonical posting
- Bookings module — Check-out final utilities handoff — Payment Plan / Deposit tab settlement path
- Entering Monthly Utility Bills — Step 4 — Overage line verification before refund
- Managing a Check-out — Step 6 — Charge settlement gate before Step 5
- Same-day turnover coordination — Outgoing Step 6 before incoming key handover
- Glossary — End-of-Booking cost split — End of Booking charge time on final-cycle overages
- FAQ — Check-out final utilities handoff — Symptom table for final overage blocking refund
- Check-out collections before refund — Rent/fee arrears — distinct mesh
Check-out collections before refund
Departure-week rent/fee arrears pair with Handling a Late Payment — Steps 1–4 before Managing a Check-out — Step 5 unlocks Ready To Refund — distinct from utility Check-out final utilities handoff and duplicate Check-out ledger cleanup before refund. Hub parity: Common Workflows — Check-out collections before refund. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Check-out collections before refund — Hub matrix (
workflows-check-out-coordination-flow.mp4,bookings-detail-payment-plan-tab-schedule.png,finance-contract-values-in-debt-filter.png,bookings-detail-deposit-tab-ready-to-refund-toggle.png) - Bookings module — Check-out collections before refund — Payment Plan / Deposit tab settlement path
- Finance module — Check-out collections before refund — Portfolio Contract Values In Debt filter for departure-week arrears
- Managing a Check-out — Step 6 — Charge settlement gate before Step 5
- Handling a Late Payment — Step 1 — Collections when Ready To Refund is blocked
- Check-out final utilities handoff — Utility overage lines — distinct mesh
- Pending manual receipt approval — Step 6b departure receipt mesh
- FAQ — Check-out collections before refund — Symptom table for rent/fee In Debt blocking Ready To Refund
- Check-out ledger cleanup before refund — Duplicate transfers — distinct mesh
Check-out ledger cleanup before refund
Departure-week duplicate departure transfers pair with Reject/revert mistaken receipts on booking Transactions before Managing a Check-out — Step 5 unlocks Ready To Refund — distinct from rent Check-out collections before refund and utility Check-out final utilities handoff. Hub parity: Common Workflows — Check-out ledger cleanup before refund. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Check-out ledger cleanup before refund — Hub matrix (
bookings-detail-transactions-revert-modal-info-banner.png,finance-transactions-bulk-reject-selected-bar.png,bookings-detail-deposit-tab-ready-to-refund-toggle.png) - Bookings module — Check-out ledger cleanup before refund — Transactions Reject / Revert on departure-week duplicates
- Finance module — Check-out ledger cleanup before refund — Portfolio Transactions bulk Reject selected
- Reject/revert mistaken receipts — Duplicate transfer cleanup before Ready To Refund
- Managing a Check-out — Step 6 — Canonical departure-week duplicate cleanup before Step 5
- Check-out collections before refund — Real arrears contrast (tenant did not pay)
- Pending manual receipt approval — Step 6b departure receipt mesh
- FAQ — Check-out ledger cleanup before refund — Symptom table for phantom In Debt / duplicate departure transfers
- Check-out vs cancellation — Ended vs Canceled lifecycle exit — distinct mesh
- Cancellation collections before void — Policy void — distinct mesh
Check-out vs cancellation
Lifecycle exit questions pair with Managing a Check-out for completed stays (Ended) vs Cancelling a Booking for policy voids (Canceled) — distinct from mistaken rows (Cancel Booking vs Delete Booking), departure-week Check-out collections before refund, and pre-cancel Cancellation collections before void. Hub parity: Common Workflows — Check-out vs cancellation. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Check-out vs cancellation — Hub matrix (
workflows-cancel-booking-refund-modal-flow.mp4,bookings-cancel-booking-modal-refund-types.png,bookings-list-canceled-tab.png,bookings-detail-deposit-tab-ready-to-refund-toggle.png) - Managing a Check-out — Step 7 — Normal completed stay → Ended
- Cancelling a Booking — Step 4 — Policy void → Canceled
- Bookings module — Check-out vs cancellation — Cancel booking modal, Canceled / Ended filters
- Finance module — Check-out vs cancellation — Deposits refund queue on both paths
- Check-out collections before refund — Departure-week arrears on Ended path
- Cancellation collections before void — Pre-cancel arrears on Canceled path
- FAQ — Check-out vs cancellation — Symptom table for Ended vs Canceled routing
Cancellation collections before void
Pre-cancel rent/fee arrears pair with Handling a Late Payment — Steps 1–4 before Cancelling a Booking — Step 4 unlocks policy void — distinct from departure-week Check-out collections before refund, duplicate Check-out ledger cleanup before refund, and utility Check-out final utilities handoff. Hub parity: Common Workflows — Cancellation collections before void. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Cancellation collections before void — Hub matrix (
finance-contract-values-in-debt-filter.png,bookings-detail-transactions-approve-payment-modal.png,bookings-cancel-booking-modal-refund-types.png,workflows-cancel-booking-refund-modal-flow.mp4) - Cancelling a Booking — Step 2 — Canonical pre-cancel settlement before void
- Bookings module — Cancellation collections before void — Payment Plan unpaid lines before Cancel booking
- Finance module — Cancellation collections before void — Portfolio Contract Values In Debt filter
- Handling a Late Payment — Cancellation collections before void — Steps 1–4 before policy void
- Check-out collections before refund — Departure-week arrears contrast (completed stay)
- Check-out ledger cleanup before refund — Duplicate transfers contrast
- Pending manual receipt approval — Step 2a settlement receipt mesh
- FAQ — Cancellation collections before void — Symptom table for In Debt blocking Cancel booking
- Wrong tenant on a booking — Valid stay with wrong profile — distinct mesh
- Cancel Booking vs Delete Booking — Duplicate row vs policy void — distinct mesh
Wrong tenant on a booking
Valid Upcoming reservations linked to the wrong tenant profile pair with Change tenant on Contract Info — distinct from duplicate-row Cancel Booking vs Delete Booking (Delete Booking), policy void Check-out vs cancellation, and tenant master-data edits in the Tenants directory. Hub parity: Common Workflows — Wrong tenant on a booking. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Wrong tenant on a booking — Hub matrix (
bookings-detail-change-tenant-control.png,bookings-detail-change-tenant-modal.png,bookings-detail-change-tenant-flow.mp4) - Bookings module — Wrong tenant on a booking — Change tenant control and reassignment guards
- Tenants module — Wrong tenant on a booking — Profile directory vs reservation reassignment contrast
- Processing a New Booking — Step 6 — Post-import profile check
- Processing a New Booking — Step 1 — Duplicate import → Delete, not Change tenant
- Cancel Booking vs Delete Booking — Duplicate row vs wrong profile decision table
- FAQ — Wrong tenant on a booking — Eligibility and symptom table
Cancel Booking vs Delete Booking
Mistaken or duplicate reservations pair with Delete Booking (soft-archive) while real policy voids pair with Cancel booking and its refund dialog — distinct from wrong-profile Wrong tenant on a booking (Change tenant), lifecycle exit Check-out vs cancellation, and building-level Portfolio retirement decisions. Hub parity: Common Workflows — Cancel Booking vs Delete Booking. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Cancel Booking vs Delete Booking — Hub matrix (
bookings-cancel-booking-modal-refund-types.png,bookings-list-canceled-tab.png,finance-transactions-type-summary-cards.png,workflows-cancel-booking-refund-modal-flow.mp4) - Bookings module — Delete Booking (soft archive) — Soft-archive control on Contract Info
- Cancelling a Booking — Step 4 — Policy void → Cancel booking
- Processing a New Booking — Step 1 — Duplicate import → Delete Booking
- Finance module — Manual Transactions hidden after Delete Booking (#1897)
- Wrong tenant on a booking — Valid stay with wrong profile — distinct mesh
- Check-out vs cancellation — Ended vs Canceled lifecycle exit — distinct mesh
- FAQ — Cancel Booking vs Delete Booking — Decision table and symptom routing
Portfolio retirement decisions
Unsure whether to Archive property on Listings → Portfolio, Cancel booking for a real void, or Delete Booking on one mistaken reservation — three scopes that pair with Cancel Booking vs Delete Booking for reservation-level void vs cleanup and Manual block hygiene before building sunsetting. Hub parity: Common Workflows — Portfolio retirement decisions. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Portfolio retirement decisions — Hub matrix (
listings-archived-populated-table.png,listings-archived-unarchive-sidebar.png,bookings-cancel-booking-modal-refund-types.png,finance-transactions-type-summary-cards.png) - Listings module — Archived properties — Archive property / Unarchive on Listings → Portfolio
- Bookings module — Delete Booking (soft archive) — Mistaken-row cleanup at reservation scope
- Cancelling a Booking — Step 4 — Policy void → Cancel booking
- Manual block hygiene — Clear holds before building Archive
- Cancel Booking vs Delete Booking — Reservation void vs cleanup — distinct mesh
- Glossary — Archived property — Building scope vs reservation soft-archive
- FAQ — Portfolio retirement decisions — Three-way decision table and symptom routing
Archive property (building-level)
Building Archive on Listings → Portfolio retires a whole property from active pickers without deleting booking or finance history — pair Manual block hygiene before sunsetting and Portfolio retirement decisions when scope is unclear (Archive vs Cancel vs Delete). Hub parity: Common Workflows — Archive property (building-level). Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Archive property (building-level) — Hub matrix (
listings-archived-populated-table.png,listings-archived-unarchive-sidebar.png) - Listings module — Archived properties — Archive / Unarchive danger zone on Edit property sidebar
- FAQ — Archive a property — Step-by-step Archive / Unarchive
- Manual block hygiene — Clear holds before building Archive
- Onboarding a New Property — Step 7 — Unarchive mistaken go-live Archive
- Portfolio retirement decisions — Three-way scope table when unsure Archive vs Cancel vs Delete
- Glossary — Archived property — Building scope vs reservation soft-archive
- Cancel Booking vs Delete Booking — Reservation void vs cleanup — distinct mesh
Utility overage collections
Mid-stay and month-end utility overage arrears pair with Entering Monthly Utility Bills — Steps 2–4 posting and Handling a Late Payment — Steps 1–4 collections — distinct from departure-week Check-out final utilities handoff. Hub parity: Common Workflows — Utility overage collections. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Utility overage collections — Hub matrix (
utilities-allocations-row-breakdown-expanded.png,bookings-detail-transactions-approve-payment-modal.png,finance-contract-values-in-debt-filter.png,utilities-allocations-review-flow.mp4) - Utilities module — Utility overage collections — Allocations / Bills canonical posting before collections
- Finance module — Utility overage collections — Portfolio Contract Values In Debt filter for overage lines
- Entering Monthly Utility Bills — Step 4 — Overage line verification before collections
- Handling a Late Payment — Step 1 — Collections after bill posting
- Check-out final utilities handoff — Departure-week subset contrast (not only mid-stay mesh)
- Pending manual receipt approval — Step 4b / Step 6b overage receipt mesh
- FAQ — Utility overage collections — Symptom table for unpaid utility overage on Payment Plan
Property setup to first arrival handoff
Go-live inventory pairs Onboarding a New Property — Steps 1–7 with Managing a Check-in — Steps 1–4 about one week before the first guest moves in — finish Access Lockers, Tenant category, and portfolio verify on Step 7 before arrival-week planning. Hub parity: Common Workflows — Property setup to first arrival handoff. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Property setup to first arrival handoff — Hub matrix (
listings-property-edit-access-lockers-tab.png,workflows-operations-check-in-out-planning-view.png,workflows-onboarding-property-wizard.mp4) - Listings module — Property setup to first arrival handoff — Access Lockers and portfolio verify on go-live
- Operations module — Property setup to first arrival handoff — Check-in & Check-out Next 7 days after setup
- Onboarding a New Property — Step 7 — Upstream go-live verify before first arrival
- Managing a Check-in — Step 1 — Downstream arrival-week entry (~7 days out)
- New inventory to first booking handoff — Upstream first Upcoming reservation on new property
- Confirmation to check-in handoff — Portal gates between first booking and arrival week
- Glossary — Tenant category — Property-level defaults before portal gates
- FAQ — Property setup to first arrival handoff — Symptom table for go-live → first arrival week
New inventory to first booking handoff
Go-live inventory pairs Onboarding a New Property — Steps 1–7 with Processing a New Booking — Steps 1–6 to create or confirm the first Upcoming stay — finish Listings verify on Step 7 before duplicate checks or manual Add booking. Hub parity: Common Workflows — New inventory to first booking handoff. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — New inventory to first booking handoff — Hub matrix (
listings-module-overview.png,bookings-add-booking-modal.png,workflows-onboarding-property-wizard.mp4) - Listings module — New inventory to first booking handoff — Portfolio verify on go-live Step 7
- Bookings module — New inventory to first booking handoff — First Upcoming status tabs / Add booking on new inventory
- Onboarding a New Property — Step 7 — Upstream go-live verify before first reservation
- Processing a New Booking — Step 1 / Step 6 — Duplicate check and confirmation gates
- Property setup to first arrival handoff — Downstream ~7-day arrival planning after first booking
- Confirmation alert triage — First Booking created / Payment received alerts
- Glossary — Tenant category — Property-level defaults before portal gates
- FAQ — New inventory to first booking handoff — Symptom table for go-live → first reservation
Confirmation to check-in handoff
Upcoming Contract Info portal gates and Transactions confirmation receipts must clear via Processing a New Booking — Steps 5b–6 before Managing a Check-in — Step 1 (~7 days out). Hub parity: Common Workflows — Confirmation to check-in handoff. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Confirmation to check-in handoff — Hub matrix (
bookings-detail-contract-method-of-payments.png,workflows-operations-check-in-out-planning-view.png,booking-lifecycle-status-tabs-flow.mp4) - Bookings module — Confirmation to check-in handoff — Contract Info portal gates on Upcoming imports
- Operations module — Confirmation to check-in handoff — Check-in & Check-out Next 7 days after Step 6
- Processing a New Booking — Step 6 — Upstream portal sanity before handoff
- Managing a Check-in — Step 1 — Downstream arrival-week entry
- New inventory to first booking handoff — Upstream first Upcoming reservation
- Confirmation alert triage — Alert-driven entry before Step 6 portal checks
- Pending manual receipt approval — Step 5b confirmation receipts before handoff
- FAQ — Confirmation to check-in handoff — Symptom table for Upcoming → arrival week
Check-in to check-out handoff
Ongoing stays after Managing a Check-in — Step 4 key handover pair with Managing a Check-out — Step 1 departure-week planning (~7 days out). Hub parity: Common Workflows — Check-in to check-out handoff. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Check-in to check-out handoff — Hub matrix (
operations-check-in-out-check-outs-next-7-days.png,bookings-timeline-view.png) - Operations module — Check-in to check-out handoff — Check-outs pill + Next 7 days on Ongoing stays
- Bookings module — Check-in to check-out handoff — Timeline departure bars on Ongoing rows
- Managing a Check-in — Step 4 — Upstream key handover prerequisite
- Managing a Check-out — Step 1 — Downstream departure-week entry
- Confirmation to check-in handoff — Upstream Upcoming → arrival week contrast
- Check-out final utilities handoff — Final overages before deposit release
- Same-day turnover coordination — Shared-unit departure + arrival same calendar day
- FAQ — Check-in to check-out handoff — Symptom table for Ongoing → departure week
Occupancy KPI to block hygiene handoff
Analytics Occupancy / RevPAR dips without a rate change pair Portfolio KPI review — Step 3 with Manual block hygiene — Steps 1–5 before you edit Sales → Pricing or account-wide Settings → Tenant categories. Hub parity: Common Workflows — Occupancy KPI to block hygiene handoff. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Occupancy KPI to block hygiene handoff — Hub matrix (
analytics-kpi-occupancy-tab.png,audit-manual-blocks-workspace.png,audit-manual-blocks-filter-scroll.mp4) - Analytics module — Occupancy KPI to block hygiene handoff — Occupancy tab dip without rate change
- Audit module — Occupancy KPI to block hygiene handoff — Manual Blocks portfolio workspace
- Portfolio KPI review — Step 3 — Upstream Ranking dip signal
- Manual block hygiene — Step 1 / Step 5 — Downstream Tools → Audit pass and reconciliation
- Portfolio segmentation by tenant category — When segment — not holds — explains the dip
- Glossary — Manual unavailability (manual block) — Hold semantics before calendar edits
- FAQ — Occupancy KPI to block hygiene handoff hub — Symptom table for KPI dip → block hygiene
Confirmation alert triage
Upcoming Booking created / Payment received / Pending manual in-payment rows row-click into Bookings — finish Processing a New Booking — Step 5b / Step 6 before bulk-clear on post-login backlog. Hub parity: Common Workflows — Confirmation alert triage. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Confirmation alert triage — Hub matrix (
notifications-row-navigate-to-booking-detail.png,bookings-detail-transactions-approve-payment-modal.png) - Notifications module — Confirmation alert triage — Canonical module pairing
- Bookings module — Confirmation alert triage — Transactions / Contract Info on Upcoming imports
- Processing a New Booking — Step 5b / Step 6 — Canonical confirmation gates
- Notification row-click navigation — Row-click on
/notificationsbefore mark-read - Payment alert to receivables triage — Contrast Upcoming vs Ongoing/Ended payment overdue
- Pending manual receipt approval — Payment received alert until Approve payments
Walkthrough media
MP4 clips complement PNG screenshots on workflow and module guides — start at Common Workflows — Walkthrough media. Hub parity: Common Workflows — Walkthrough media. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Walkthrough media — Canonical MP4 index for step-by-step operator guides
- Modules — Module pages with embedded clips (Analytics tab switching, Operations mobile shell, Finance drill-downs)
- Account Settings — Settings clips (ChatBot Save, Support new-ticket flow)
- Onboarding a New Property — Property wizard MP4 beside setup steps 4–12
- Booking lifecycle — Status filters and Timeline MP4 beside lifecycle concepts
Portfolio segmentation by tenant category
Segment filters pair with Settings > Tenant categories and Portfolio KPI review — Step 6. Hub parity: Common Workflows — Portfolio segmentation by tenant category. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Portfolio segmentation by tenant category — Hub matrix when segment filters must align across reservations, receivables, and tenant profiles
- Settings > Tenant categories — Define segments, portal gates, and integration defaults
- Bookings — Other filters — Tenant category in portfolio Other filters
- Finance — Tenant category filter — Ledger segmentation (cache-built option list)
- Tenants — Tenant category filter — Directory toolbar dropdown
- Glossary — Tenant category — Definition, portfolio filter catalog, and Finance parity
- FAQ — Finance tenant category filter parity — Why Finance may omit segments not yet in the cache
Pending manual receipt approval
Receipt approval pairs with Payment Allocation — Pending manual approval and FAQ — Manual receipt still pending. Hub parity: Common Workflows — Pending manual receipt approval. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Pending manual receipt approval — Hub matrix when recorded bank transfers still show pending and KPIs or
/notificationslag until Approve payments - Finance — Pending manual payments — Amber Pending chip on Finance → Transactions and bulk Approve selected
- Payment Allocation — Two-layer model and month-end approval habit
- FAQ — Manual receipt still pending — Why Total Debt may not update until approval
- Glossary — Pending manual in-payment (Finance) — Definition and notification pairing
- FAQ — Pending manual in-payment on /notifications — Alert persists until Approve payments clears Finance or booking Transactions
- FAQ — Uncovered Debt KPI — Finance Total Debt minus deposit offsets; pair with Debt Aging and In debt drill-down
- FAQ — Dashboard Total Debt subtitle — Post-login Total Debt card headline vs >15 days subtitle; ongoing bookings only
Reject/revert mistaken receipts
Receipt cleanup pairs with Payment Allocation — Correcting mistaken receipts and FAQ — Reject or revert an incoming payment. Hub parity: Common Workflows — Reject/revert mistaken receipts. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Reject/revert mistaken receipts — Hub matrix when duplicate bank transfers or wrong-booking receipts need Reject / Revert after Approve
- Payment Allocation — Correcting mistaken receipts — Two-layer model, modal copy, and credit note accounting follow-up
- Finance — Row actions on in-payment rows — Bulk Reject selected on Finance → Transactions
- Bookings — Row actions on in-payment rows — Per-row Reject payment and Revert payment on booking Transactions
- FAQ — Reject or revert an incoming payment — Quick answers when modals warn about invoiced charges
Month-end invoicing (fixed date)
Month-end bulk export pairs with Settings > Invoicing — Default invoice date (save fixed Invoice date before Finance → Transactions bulk Issue allocation) and Bulk Hostkit invoicing on the same amber toolbar banner — turn Use today as invoice date back on after the batch. Hub parity: Common Workflows — Month-end invoicing (fixed date). Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Month-end invoicing (fixed date) — Hub matrix (
settings-invoicing-invoice-date-toggle.png,finance-transactions-fixed-invoice-date-banner.png,finance-transactions-bulk-toolbar-fixed-invoice-date-banner.png) - Settings > Invoicing — Default invoice date — Use today as invoice date toggle and saved Invoice date
- Finance — Month-end invoicing with a fixed date — Six-step operator habit on Transactions
- Portfolio KPI review — Month-end invoicing (fixed date) — Step 7 sign-off contrast
- Bulk Hostkit invoicing — Hostkit Issue allocation pacing on same bulk toolbar
- Pending manual receipt approval — Clear Pending mesh before month-end export
- Glossary — Fixed invoice date — Amber banner and account-wide document dating
- FAQ — Month-end invoicing (fixed date) hub — Symptom table + toggle reset after batch
Bulk Hostkit invoicing
Month-end Issue allocation / Invoice selected on many Finance → Transactions rows paces Hostkit API calls — pair Month-end invoicing (fixed date) for fixed Invoice date before bulk export. Hub parity: Common Workflows — Bulk Hostkit invoicing. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Bulk Hostkit invoicing — Hub matrix (
finance-transactions-bulk-selection-bar.png,settings-invoicing-hostkit-series.png) - Settings > Integrations — Hostkit API pacing — Per-listing keys and HTTP 429 backoff
- Settings > Invoicing — Hostkit invoice series — FR series before bulk export
- Finance — Invoice automation — Bulk Issue allocation / Invoice selected toolbar
- Month-end invoicing (fixed date) — Fixed Invoice date + amber toolbar banner (
finance-transactions-bulk-toolbar-fixed-invoice-date-banner.png) - Portfolio KPI review — Bulk Hostkit invoicing — Step 7 month-end sign-off
- FAQ — Bulk Hostkit invoicing hub — Symptom table + per-guide mesh
- FAQ — Bulk Hostkit invoicing slow — HTTP 429 pacing — leave batch running; refresh Transactions before re-issue
Rent reduction after invoicing
Change monthly rent and Contract Values → Edit amount enforce the invoiced floor after Finance export — pair Bulk Hostkit invoicing when external rent relief surfaces Not issued credit note rows (Issue credit notes (N)). Hub parity: Common Workflows — Rent reduction after invoicing. Full pairing matrix: Introduction section cross-reference.
- Common Workflows — Rent reduction after invoicing — Hub matrix (
bookings-detail-change-monthly-rent-modal.png,bookings-detail-contract-values-invoiced-floor-edit-amount.png,bookings-rent-reduction-invoiced-floor-flow.mp4) - Bookings — Changing contract dates and rent — Contract Info → Change monthly rent entry point
- Finance — Invoiced floor and rent edits — Why repricing starts on the booking, not Transactions
- Bulk Hostkit invoicing — Issue credit notes Hostkit pacing after external rent relief
- Month-end invoicing (fixed date) — Fixed Invoice date before first bulk export
- Portfolio KPI review — Rent reduction after invoicing — Step 7 month-end repricing sign-off
- FAQ — Rent reduction after invoicing hub — Symptom table + per-guide mesh
- FAQ — Lower rent below invoiced — Modal walkthrough + MP4
Deeper workflow reads
Workflow reads pair with Common Workflows hub subsection index and Walkthrough media. Meta-hubs reciprocate: Getting Started — Deeper workflow reads, Account Settings — Deeper workflow reads, Concepts — Deeper workflow reads. Full pairing matrix: Introduction section cross-reference.
- Onboarding a New Property — Guided walkthrough of Getting Started — Recommended Setup Sequence steps 4–12 (section cross-reference; Deeper API reads; hub)
- Resetting a Management User Password — Recover management sign-in; continue with Getting Started — Lockout catch-up (section cross-reference; Deeper API reads; hub)
- Processing a New Booking — Booking lifecycle and payment allocation when a reservation is first created (section cross-reference; Deeper API reads; hub)
- Portfolio KPI review — Weekly Finance + occupancy reconciliation (section cross-reference; Deeper API reads; hub)
- Notification triage — Dashboard bell vs
/notificationswhen alerts need follow-up (section cross-reference; Deeper API reads; hub) - Handling a Late Payment — Collections when Dashboard debt KPIs need follow-up (section cross-reference; Deeper API reads; hub)
- Using in-app support — Vivin product tickets when self-serve docs do not unblock progress (section cross-reference; Deeper API reads; hub)
Modules where capabilities surface
Module rows pair with Core Modules and Modules — Module cross-reference. Permission-gated modules: FAQ — Navigation & shortcuts. Full pairing matrix: Introduction section cross-reference.
- Dashboard — Post-login KPI snapshot and bell notification triage (default landing view) (guide subsection index; section cross-reference; Deeper workflow reads; hub)
- Analytics — Month-range portfolio KPI charts (Overview, Revenue, Occupancy, ADR, RevPAR, Maintenance) when your role includes Analytics access (guide subsection index; section cross-reference; Deeper workflow reads; hub)
- Bookings — Reservation lifecycle, Payment plan, Deposit, and Communication tabs; Other filters → Tenant category when accounts define segments (guide subsection index; section cross-reference; Deeper workflow reads; hub)
- Finance — Ledgers, payment approval, invoiced-floor guards, and Deposits; Other filters → Tenant category for month-end segment checks (guide subsection index; section cross-reference; Deeper workflow reads; hub)
- Listings — Property wizard, Channels, and Bills Included ceilings (guide subsection index; section cross-reference; Deeper workflow reads; hub)
- Properties workspace — Legacy
/propertiesURL redirects into Listings (guide subsection index; section cross-reference; Deeper workflow reads; hub) - Booking engine details — Rich marketplace payload editor via the Full integration pill (guide subsection index; section cross-reference; Deeper workflow reads; hub)
- Sales — Portfolio availability, monthly rent editing, and channel manager connections (guide subsection index; section cross-reference; Deeper workflow reads; hub)
- Tenants — Tenant directory, With Debt segmentation, profile sidebars, and Tenant category filter (guide subsection index; section cross-reference; Deeper workflow reads; hub)
- Utilities — Bills Included ceilings, supplier Connections, and AI bill upload (guide subsection index; section cross-reference; Deeper workflow reads; hub)
- Operations — Tickets, cash flows, check-in/out queues, and linked cash flows (guide subsection index; section cross-reference; Deeper workflow reads; hub)
- Inbox — Portfolio WhatsApp triage when chatbot rules escalate to operators (guide subsection index; section cross-reference; Deeper workflow reads; hub)
- Notifications — Full
/notificationshistory with search and row-click navigation; Payment overdue alerts when scheduled charges are overdue (guide subsection index; section cross-reference; Deeper workflow reads; hub) - Audit — Manual Blocks and Discounts during month-end reconciliation (guide subsection index; section cross-reference; Deeper workflow reads; hub)
- AI Chat — Vivin-internal AI Assistant paired with Landlord MCP and Automation & AI (guide subsection index; section cross-reference; Deeper workflow reads; hub)
Key glossary terms
Glossary rows pair with Glossary cluster cross-reference and module docs that cite the same terms. Receipt disputes: Common Workflows — Reject/revert mistaken receipts. Full pairing matrix: Introduction section cross-reference.
- Invoiced floor (rent) — Rent edits on live bookings after Finance export
- FAQ — Bulk Hostkit invoicing slow — Vivin paces Hostkit API calls and retries HTTP 429 during bulk Issue allocation / Invoice selected; refresh Transactions before re-issuing
- Credit note (payment reject/revert) — Finance Transactions reject/revert accounting follow-up; concept walkthrough: Payment Allocation — Correcting mistaken receipts; workflow hub: Common Workflows — Reject/revert mistaken receipts
- Deposit dispute — Finance → Deposits and booking Deposit tab freeze before refund
- Glossary — End-of-Booking cost split — Charge Time → End of Booking splits daily overage across every occupied unit; still-staying roommates stay in the denominator (#2111)
- Glossary — Change history — Operator-initiated edits on Listings setup and Bookings Changelog; create-time defaults excluded (#2093)
- FAQ — Booking Changelog scope — Operator-initiated edits only; create-time defaults excluded (#2093)
- Glossary — Archived booking ledger visibility — Delete Booking hides manual/provider_platform rows on Finance → Transactions; vIBAN and credit card stay visible (#1897)
- Bookings — Provider platform payment — Non-rejected provider platform in-payment blocks Delete Booking until Reject or assign (#2076)
- FAQ — Delete Booking on integration reservation — Clear pending provider platform in-payment with Reject or assign before soft-archive (#2076)
- Listings — Property edit sidebar pills — Setup / Full integration / Photos pills on property and unit edit sidebars; replaced the old Go to details shortcut (#2082)
- Glossary — Finance tenant category cache refresh — Recategorizing a tenant on Tenants → Tenant Info force-refreshes Finance caches so Contract Values, Overview, and Deposits filters match within seconds (#2088)
- Glossary — SIMAR water contract ID — SIMAR (Loures e Odivelas) water bills use Cód. Local in Connections — not Nº de Contador; leading zeros stripped (#2110)
- FAQ — SIMAR water bill property match — Cód. Local in Connections — not Nº de Contador; strip leading zeros (#2110)
- Glossary — Per-booking maintenance ticket opt-out — Add booking checkboxes skip automatic CI/CO tickets for one reservation only; property rule unchanged (#1140)
- FAQ — Cancel Booking vs Delete Booking — Cancel for real stays with settlement; Delete soft-archives mistaken/test rows (#1897 / #2076)
- Glossary — Archived property — Archive retires a building to Listings → Archived without deleting bookings; distinct from Delete Booking (reservation soft-archive) — Listings — Archived properties
- FAQ — Portfolio retirement decisions — Archive property (building) vs Cancel booking vs Delete Booking (reservation soft-archive) — three-way decision table
- Deposit lifecycle status — Payment-driven
depositStatuspill (Not Paid through Refunded, optional Disputed) - Finance — Deposit status filter — Other filters → Deposit status multi-select on Bookings and Finance (#2090)
- Finance — Deposit lifecycle status cards — Deposit lifecycle status row on Finance → Deposits; click Partial paid for collection shortfalls (#2091)
- FAQ — Partly collected security deposit — Paid above zero but below Amount on booking Deposit; Partial paid card on Finance → Deposits (#2090 / #2091)
- Operations — Tickets toolbar search — Paste the full sequential ticket ID (for example
S259,T27) in toolbar Search (#2074) - FAQ — Find a ticket by its ID — Paste the full sequential ticket ID (for example
S259,T27) in Operations → Tickets toolbar Search (#2074) - FAQ — Skip automatic check-in/out tickets for one booking — Turn off Use unit contract rents and other contract details on Add booking to reveal CI/CO ticket checkboxes (#1140)
- FAQ — Manual payments after Delete Booking — Delete Booking hides manual/provider_platform rows on Finance → Transactions; vIBAN and credit card stay visible (#1897)
- Glossary — Directory list load failures — First-fetch directory failures show Retry / Try again; distinct from filter-empty states and booking-sidebar tab errors
- Glossary — Vacant Unit Preference — Include manual blocks counts operator holds as free on Dashboard / Sales vacancy surfaces (#1427)
- FAQ — Communication or Tickets load failure — Tab-scoped Refresh (Communication) or Retry (Tickets); other booking sidebar tabs stay usable
- Operations — Property-level ticket search — Property-name matches share the top relevance tier with unit hits; building-scoped rows float first under an active Property filter (#2089)
- Draft ticket (display status) — Operations far-future prep jobs
- Ticket — linked cash flows — Operations cost allocation to contractor ledger rows
- Notification row navigation —
/notificationsrow-click into Bookings, Tenants, or Listings (including payment overdue → Handling a Late Payment — Step 1) - FAQ — Notification row-click navigation — On
/notifications, row click marks unread then openslink,bookingId,tenantId,listingId, orpropertyId(first match); Dashboard bell General rows stay in-panel unlesslinkis set - FAQ — Phone shows Operations only — Mobile phone user agent locks operators with Operations access to
/operations; iPads and narrow desktop browsers keep the full module list - Tenant category — Portal segments, default for integrations, and portfolio filters on Bookings, Finance, and Tenants
- Communication schedule — Emails toolbar calendar for lifecycle outreach referenced across booking and portal modules
- Finance Deposits date range — Toolbar default window on Finance → Deposits during check-out and deposit-dispute workflows
- FAQ — Deposit missing on Finance Deposits — Default ~3 months date range; clear or widen before triaging older move-outs or dispute row actions
- Same-day turnover — Shared-unit arrival/departure overlap across lifecycle and Operations check-in/out queues
- FAQ — Archive a property — Edit property sidebar Archive / Unarchive on Listings; building-level — not Delete Booking or Cancel booking
- FAQ — Same-day turnovers — Check-out + check-in on one unit same day: Operations → Check-in & Check-out, Timeline / Multicalendar, turnover tickets
- FAQ — Automatic check-in email — Trigger matrix, 15-day cutoff, paper upload vs portal signing, Nuki-only toggle, Send / Resend on Contract Info
- FAQ — WhatsApp and email per booking — Bookings → Communication tab when tenant chatbot is enabled; Inbox for portfolio-wide triage
- FAQ — Analytics (KPI workspace) — Portfolio KPIs vs Sales/Listings/Dashboard; load-failure Try again
- FAQ — Lower rent below invoiced — Change monthly rent clamps and Contract Values → Edit amount blocks net below exported invoice totals; use credit notes in accounting when you truly need a reduction
- FAQ — Finance Income status drill-down hub — Symptom table for segment vs Debt Aging
- FAQ — Finance Income status drill-down — Overview Income chart (Paid / Scheduled / In debt); click a segment for month-scoped payment-line modal; Debt Aging for booking-level receivables
- FAQ — Cash flow forecast drill-down hub — Symptom table for collections vs Income / Dashboard
- FAQ — Cash flow forecast drill-down — Month / Day bar-click habit
- FAQ — Bookings that owe money — Top debtors and overdue buckets on Finance → Overview; Total Debt KPI is not a table
- FAQ — Fixed rent on variable unit — Variable listing + equal rent every contract month → booking stores fixed headline Monthly rent; payment plan unchanged