AI Chat
Optional after core setup steps 1–15 — Vivin internal accounts only (@vivin.app). Verify AI answers against Dashboard and Finance; external clients use Landlord MCP — see Getting Started — External AI and automation (optional). Workflow pairing: Modules — Setup sequence after go-live.
Confirm Prerequisites and Interface Overview, then follow Key Workflows. Validate answers against Dashboard and Finance; external automation uses Landlord MCP. Guide subsection map: AI Chat guide subsection index (workflow and UI sections + Related subsections). Non-linear operator habits (Lockout catch-up, Pending manual receipt approval, Reject/revert mistaken receipts, Notification row-click navigation, Payment alert to receivables triage, Confirmation alert triage, Finance debt receivables triage, Finance Income status drill-down, Cash flow forecast drill-down, Partly collected security deposit, Portfolio segmentation by tenant category) have matching Related subsections below. Full pairing matrix: AI Chat section cross-reference · Modules — Module cross-reference.
The AI Chat module provides a conversational interface to the VIVIN AI Assistant. Use it to ask questions about your portfolio, occupancy, revenue, upcoming move-ins, and coliving overview — and get instant, data-backed answers without leaving the platform.
Validate AI answers against Dashboard KPIs and Finance ledgers; external clients use the same APIs via Landlord MCP. When the assistant cites Total debt or unpaid schedules, confirm against payment overdue rows — row-click opens the booking for Handling a Late Payment — Step 1. When answers cite one tenant category disproportionately, scope Finance — Tenant category filter or Bookings — Other filters tenant category before account-wide policy changes — see Glossary — Tenant category. Full pairing matrix: Modules — Module cross-reference.
User Roles and Access
The AI Assistant screen (/ai-chat) is available only to Vivin internal accounts. Other signed-in management users do not see Tools > AI Assistant and receive a standard permission message if they open the URL directly. What each user can see and do in the product is still enforced by the API on every request.
| Role | Practical access |
|---|---|
| Vivin internal | Can use AI Assistant from Tools and /ai-chat; same API-enforced data access as other management features |
| Property Manager / Admin / Viewer (other) | AI Assistant is not offered in the shell for these accounts |
If your organization needs AI Assistant access for additional roles, contact Vivin support; product and documentation will be updated together when policy changes.
Prerequisites
- An active Vivin account with at least one property and listing
- Access to the management frontend (platform.vivin.app)
- Vivin internal sign-in for the AI Assistant nav entry (see User Roles and Access)
Administrator configuration
Workspace administrators with account_settings.mcp manage Landlord MCP API keys, account-wide tool permissions, and per-user overrides on Account Settings → AI / MCP — the same policy caps what the in-app assistant and external MCP clients can call. Users without that permission still open the tab (when rollout allows) and see read-only My permissions for their effective domain access. See AI / MCP settings.
Open the AI Chat module at platform.vivin.app/ai-chat. See Deep Links for all management frontend routes.
Key Workflows
Portfolio answers route through Landlord MCP tools — verify write suggestions in Bookings or Finance before operational follow-up. Full pairing matrix: AI Chat section cross-reference.
How answers are produced
The assistant does not run ad-hoc SQL against your database. Each user message is handled by the Core API AI Chat service, which invokes the same Landlord MCP tool catalogue wired for external MCP clients (portfolio reads, booking summaries, listing calendars, and permitted writes). Tool calls use the signed-in user’s JWT — account scoping and role permissions match the management frontend modules you can already open.
- Read / intelligence — occupancy snapshots, upcoming move-ins, booking summaries, listing pricing tables, tenant lists, and similar portfolio questions.
- Finance figures (#3183) — “how much did we make / collect / invoice / are we owed?” uses Finance-sourced portfolio metrics (
get-finance-overview,get-revenue-summary) so answers match Finance → Overview, not Analytics ADR/RevPAR charts. Prefer cash collected when you mean banked money; income expected includes scheduled and in-debt amounts. See FAQ — Genius / AI Chat revenue vs Analytics. - Write (when you ask explicitly) — create or update bookings, tenants, tickets, bills, manual payment-ins, pricing months, invoices, and other actions that have a Landlord MCP tool — each gated by the same Core API permission flags as the UI (for example
bookings.create,operations.module). - Failures — tool errors surface as the red inline banners documented below; adjust your question or complete the action manually in the relevant module.
For the external HTTP MCP server (IDE assistants, custom integrations), see Landlord MCP and configure keys plus domain policy on Account Settings → AI / MCP. For how AI Chat fits next to tenant chatbot channels and WhatsApp Genius, see Automation & AI.
Read vs write in practice
Treat the assistant as operator automation with conversation history, not a read-only report:
| You ask for… | Typical behaviour |
|---|---|
| Portfolio summary, occupancy, revenue outlook | Read tools — formatted breakdown in the thread |
| “Create a booking for …” / “Open a ticket for …” | Write tools when your role has the matching module permission |
| Destructive changes (for example cancel booking) | The service is instructed to confirm with you before destructive financial actions — still verify outcomes in Bookings or Finance |
Formatted replies (headings, lists, code blocks) help scan long answers; they do not replace checking amounts, dates, and tenant names before operational follow-up.
Starting a New Conversation
- Navigate to Tools > AI Assistant in the sidebar (or go to
/ai-chat) - Click New chat in the left sidebar
- Type your question in the message input at the bottom
- Press Enter or click the send button
Asking About Your Portfolio
The AI Assistant has access to your account data and can answer questions such as:
| Question Type | Example |
|---|---|
| Occupancy | "How is my occupancy for next month?" |
| Revenue | "What is my expected revenue this month?" |
| Move-ins | "Who is moving in this month?" |
| Coliving overview | "Give me an overview of all my coliving properties" |
Responses include real data from your bookings, properties, and financial records — with breakdowns by property, unit, and tenant where relevant.
Using Example Conversations
The sidebar includes Example conversations you can click to see sample questions and answers. These demonstrate the kinds of queries the AI can handle. Click Start a real conversation to begin your own chat.
Managing Conversations
- Rename — Hover over a conversation in the sidebar and click the pencil icon to rename it
- Archive — Click the trash icon to archive a conversation (it is removed from the list)
- Switch — Click any conversation in the sidebar to switch between chats
When you start a New chat with no messages yet, the main area shows the empty-state prompt and the composer stays available:
Interface Overview
The two-pane layout mirrors Inbox — bookmark /ai-chat from Deep Links — AI Assistant. Full pairing matrix: AI Chat section cross-reference.
The AI Chat screen is a two-pane layout: your conversation list on the left and the active thread on the right (message history plus the composer at the bottom). The app shell matches other management modules (top bar and primary navigation).
Left sidebar
- New chat — starts a blank conversation
- Your conversations — click a row to open that thread
- Examples — canned threads that demonstrate question types; open one, then use Start a real conversation when you are ready to ask your own questions
Main chat area
- Thread — your messages and the assistant’s replies scroll chronologically
- Composer — text input at the bottom; send with Enter or the send control
- Busy state — a loading indicator appears while a reply is being generated
Formatted assistant replies
Assistant messages render Markdown-style formatting in the thread (not raw ** or backtick syntax). Supported constructs include:
| Construct | Example in a reply |
|---|---|
| Headings | Lines starting with ## or ### |
| Bold / italic | **emphasis** and *emphasis* |
| Bullet or numbered lists | Lines starting with - , * , or 1. |
| Inline code | `booking-id` |
| Fenced code blocks | Triple-backtick blocks for IDs, snippets, or structured text |
| Links | [label](https://…) — http and https only |
Anything outside that subset appears as plain text with normal line breaks. Formatting helps scan long portfolio answers; it does not replace verification — confirm amounts, dates, and tenant names in Finance or Bookings before operational action.
The Examples threads in the sidebar demonstrate formatted replies with headings, bullet lists, and emphasis (open Expected revenue or Coliving overview and scroll the thread):
Errors and retries
Persistent API failures pair with Resetting a Management User Password (expired session) and FAQ — AI & Automation. Full pairing matrix: AI Chat section cross-reference.
When the AI Assistant API call fails, a red inline banner appears just above the composer with a short message. Dismiss the banner by succeeding on a later action (for example New chat or a successful Send after the error clears).
| Situation | Banner message (English UI) | What to do |
|---|---|---|
| Conversation list fails on load | Failed to load AI Assistant conversations. | Refresh the page or use New chat after the network recovers. |
| Opening a thread fails | Failed to load conversation messages. | Select another conversation or refresh; the sidebar list may still be visible. |
| New chat fails | Failed to create conversation. | Wait a moment and click New chat again. |
| Send fails | Failed to send message. Please try again. | Check connectivity and retype your question — the composer clears when you submit, so a failed send does not leave the draft in the box. |
| Rename fails | Failed to rename conversation. Please try again. | Exit inline rename and try the pencil again. |
| Archive fails | Failed to archive conversation. Please try again. | Dismiss the archive modal and retry from the trash control. |
On first visit when the account has no conversations yet, the product may auto-create an empty thread so the composer is ready — that uses the same create API as New chat. If auto-create fails, use New chat manually once the banner clears.
Send-error banner capture refreshed 2026-06-12 21:15 UTC (VIVIN_DOCS_BASE_URL=http://localhost:5173 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL npx tsx tools/capture-ai-chat-send-error-banner-screenshot.ts — POST /ai-chat/conversations/:id/messages mocked to 500).
Screenshots
Module overview, empty state, rename, archive confirm, and formatted-reply captures refreshed 2026-06-12 17:12 UTC (VIVIN_DOCS_BASE_URL=http://localhost:5173 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL npx tsx tools/capture-ai-chat-screenshots.ts and tools/capture-ai-chat-formatted-reply-screenshot.ts).
Example layout after opening Tools > AI Assistant (conversation list and Examples on the left, active thread and composer on the right, full app shell):
Important Notes
VIVIN AI can make mistakes. Verify important information before taking action.
The AI Assistant provides helpful summaries and insights based on your data, but critical decisions (e.g., payment reminders, contract changes) should be confirmed in the relevant modules (Finance, Bookings, etc.).
AI Chat guide subsection index
This index pairs AI Chat workflow and UI sections with Related subsections — use it when portfolio answers need Dashboard or Finance verification before operational follow-up. Full pairing matrix: AI Chat section cross-reference.
AI Chat section cross-reference
Use this table when one AI Chat workflow or UI area naturally leads into another module, concept page, or workflow — each row links to the docs you should read before or after acting on an assistant answer.
Related
Related below links this module to settings, concepts, workflows, and escalation paths. Pair Documentation map & escalation with Modules hub — Documentation map & escalation; pair Upstream & downstream workflows with Common Workflows — Workflow cross-reference. Topic-to-section pairing in sections above: AI Chat guide subsection index · AI Chat section cross-reference. Full hub matrix: Module cross-reference · Modules hub subsection index.
Documentation map & escalation
Documentation-map bullets pair with Introduction — Section cross-reference and FAQ — Section cross-reference. Hub parity: Modules hub — Documentation map & escalation. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Modules hub — Hub pairing matrix across operator workspaces
- AI usage API — Poll
GET /ai-usage/summaryfor internallandlord_chattoken cost (no management UI screen yet) - FAQ — AI token usage — Operator FAQ when finance or ops asks about assistant token spend
- Automation & AI — Platform-wide AI capabilities, including tenant-facing chatbot
- Landlord MCP — External HTTP MCP server sharing the same tool definitions
- Tenant MCP — External HTTP MCP server for tenant-scoped tools (complements operator AI Chat)
- FAQ — AI & Automation — Verification checklist when assistant answers conflict with Finance or Bookings modules
- Get Help & Support — Escalate when assistant-suggested writes fail or need product clarification beyond in-app support tickets
- Using in-app support — Escalate to Vivin when AI-suggested writes fail or need product clarification
Upstream & downstream workflows
Workflow bullets pair with Common Workflows — Workflow cross-reference. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Portfolio KPI review (section cross-reference; Deeper workflow reads; hub) — Structured weekly reconciliation the assistant complements but does not replace
- Resetting a Management User Password (section cross-reference; Deeper workflow reads; hub) — Recover access when write tools fail on an expired session
- Manual block hygiene (section cross-reference; Deeper workflow reads; hub) — Audit hygiene when assistant cites unexpected occupancy blocks
- Handling a Late Payment — Step 1 (section cross-reference; Deeper workflow reads; hub) — Collections when portfolio answers surface overdue balances; upstream path from Notifications — Payment overdue alerts
- Notification triage (section cross-reference; Deeper workflow reads; hub) — Clear Payments category alerts the assistant may cite before row-click navigation; payment overdue → Handling a Late Payment — Step 1 (section cross-reference; Deeper workflow reads; hub)
Deeper workflow reads
Workflow reads pair with Common Workflows hub subsection index and Workflow cross-reference. Each workflow sub-guide reciprocates with [Deeper workflow reads](../modules/ai-chat/index.md#deeper-workflow-reads) anchors on Module documentation hubs bullets — hub parity: Modules hub — Deeper workflow reads. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Portfolio KPI review — Structured weekly reconciliation the assistant complements but does not replace (section cross-reference; Deeper API reads; hub)
- Resetting a Management User Password — Recover access when write tools fail on an expired session (section cross-reference; Deeper API reads; hub)
- Manual block hygiene — Audit hygiene when assistant cites unexpected occupancy blocks (section cross-reference; Deeper API reads; hub)
- Handling a Late Payment — Step 1 — Collections when portfolio answers surface overdue balances (section cross-reference; Deeper API reads; hub)
- Notification triage — Clear Payments category alerts the assistant may cite before row-click navigation (section cross-reference; Deeper API reads; hub)
Navigation & bookmarks
Bookmark routes pair with Management Frontend Deep Links and Create New menu. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Deep Links — AI Assistant — Bookmark
/ai-chat - Create New menu — Global + shortcuts the assistant may suggest when you ask to create bookings or tickets
- 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
- API Reference — Management session — Operator JWT sign-in surface the assistant shares with scripted Core API clients
Settings & tenant-facing AI
Settings bullets pair with Account Settings — Tab cross-reference. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Settings → ChatBot — Tenant-facing bot rules the assistant complements
- Settings > Tenant categories — Segment definitions when assistant answers cite receivables on one cohort — pair with Finance — Tenant category filter
- Settings > Preferences — In-app notifications — Account-wide alert masters when the assistant cites bell volume before row-click navigation
- Settings > Emails — Tenant-facing Communication Rules distinct from in-product AI Chat write tools
Operator modules (verify assistant answers)
Module hub bullets pair with Modules — Module cross-reference. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Dashboard — Real-time KPIs and overview
- Analytics — Overview tab — Portfolio KPI charts the assistant may summarize alongside Dashboard
- Finance — Revenue and payment details
- Finance — Tenant category filter — In Debt triage by segment before acting on assistant portfolio answers
- Finance > Deposits — Portfolio refund queue the assistant can summarize during departure-week triage
- Bookings — Booking and move-in details
- Bookings — Other filters tenant category — Mirror segment filter when Finance cache parity lags after assistant debt answers
- Operations module — Ticket and cash-flow detail when AI cites maintenance spend or linked cash flows
- Inbox module — WhatsApp threads the tenant chatbot cannot resolve without an operator
- Notifications module — Bell alerts the assistant may cite when triaging portfolio questions
- Notifications — Payment overdue alerts — Operator Payments category rows when assistant answers surface unpaid schedules
- Listings module — Inventory questions the assistant may answer from live portfolio data
- Sales module — Availability and rent-grid answers to reconcile against Dashboard occupancy KPIs
- Tenants module — Fiscal and portal context when the assistant cites tenant profiles
- Tenants — Tenant category filter — Profile-count cross-check before account-wide policy changes after assistant debt answers
- Audit — Discounts tab — Portfolio-wide discount export to verify assistant answers about repriced contract values
Deeper concept reads
Concept reads pair with Concepts hub subsection index and Concept cross-reference. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Payment Allocation — Two-layer receipts, invoiced-floor rent edits, 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)
- Integrations & Distribution — Channel import questions are answered from Sales and Listings; AI Chat does not configure marketplace credentials (section cross-reference; hub)
- Tenant Portal — Portal access, payments, and contract signing answers the assistant may cite for tenant-facing questions (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 — Portal add-on catalogue context when the assistant cites ancillary charges on Payment plan (section cross-reference; 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: AI Chat section cross-reference · Module cross-reference.
- Common Workflows — Lockout catch-up after password recovery — Hub matrix when sign-in was restored and portfolio Q&A backlog accumulated during lockout
- Getting Started — Lockout catch-up after password recovery — Canonical operational backlog mesh
- Errors and retries — Session recovery after password reset before trusting assistant answers
- Notification triage — Clear alerts the assistant may cite before Mark all as read
- Pending manual receipt approval — Debt answers may lag until Finance clears Pending receipts
Pending manual receipt approval
Receipt approval pairs with Finance — Pending manual payments and Bookings — Transactions tab. Hub parity: Common Workflows — Pending manual receipt approval. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
-
Common Workflows — Pending manual receipt approval — Hub matrix when assistant debt answers cite pending transfers until Approve payments confirms them
-
Finance — Pending manual payments — Amber Pending chip on Finance → Transactions
-
Dashboard module — Total debt KPI validation before acting on assistant summaries
-
Bookings — Transactions tab — Per-row Approve payment on linked reservations
-
FAQ — Manual receipt still pending — Why assistant and Finance may disagree until approval
-
FAQ — Pending manual receipt approval hub — Symptom table for Approve payments / amber Pending
Reject/revert mistaken receipts
Receipt cleanup pairs with Finance — Row actions on in-payment rows and Bookings — Row actions on in-payment rows. Hub parity: Common Workflows — Reject/revert mistaken receipts. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
-
Common Workflows — Reject/revert mistaken receipts — Hub matrix when assistant debt totals included duplicate receipts before cleanup
-
Finance — Row actions on in-payment rows — Portfolio reject/revert after assistant triage
-
Read vs write in practice — Verify write suggestions on Finance before reject/revert
-
Payment Allocation — Correcting mistaken receipts — Two-layer model and credit note follow-up
-
Handling a Late Payment — Step 1 — Collections after assistant surfaces overdue balances
-
FAQ — Reject/revert mistaken receipts hub — Symptom table for Reject / Revert / Issue credit notes
Check-out ledger cleanup before refund
Duplicate-transfer cleanup pairs with Reject/revert mistaken receipts and Managing a Check-out. Hub parity: Common Workflows — Check-out ledger cleanup before refund. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
-
Common Workflows — Check-out ledger cleanup before refund — Hub matrix when assistant debt totals include duplicate departure transfers before Ready To Refund
-
Reject/revert mistaken receipts — Reject / Revert duplicate before Ready To Refund
-
Managing a Check-out — Step 6 — Canonical departure-week duplicate cleanup before refund
-
Common Workflows — Check-out collections before refund — Real arrears contrast (tenant did not pay)
-
Finance — Row actions on in-payment rows — Portfolio Reject selected after assistant triage
-
Bookings — Deposit tab — Ready To Refund blocked by phantom In Debt
-
FAQ — Check-out ledger cleanup before refund hub — Symptom table for phantom In Debt / Ready To Refund blocked when tenant paid once
Utility overage collections
Assistant In Debt totals may include utility overage lines — verify Utilities bill posting before trusting collections advice. Hub parity: Common Workflows — Utility overage collections. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
-
Common Workflows — Utility overage collections — Hub matrix when assistant cites utility overage In Debt after bill posting
-
Finance — Contract Values tab — Validate assistant debt totals against In Debt filter
-
Entering Monthly Utility Bills — Step 4 — Confirm overage posted before collections outreach
-
Utilities — Allocations tab — Overage math upstream of assistant answers
-
Handling a Late Payment — Step 1 — Collections after overage posts
-
FAQ — Utility overage collections hub — Symptom table for unpaid utility overage on Payment Plan after bill posting
Cancellation collections before void
Pre-cancel arrears pair with Cancelling a Booking when assistant debt totals block void guidance. Hub parity: Common Workflows — Cancellation collections before void. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
-
Common Workflows — Cancellation collections before void — Hub matrix when assistant In Debt totals include pre-cancel arrears before policy void
-
Cancelling a Booking — Step 2 — Settle before Step 4
-
Finance — Contract Values tab — In Debt filter after assistant triage
-
Handling a Late Payment — Steps 1–4 — Collections when arrears are real
-
Common Workflows — Check-out collections before refund — Departure-week contrast
-
FAQ — Cancellation collections before void hub — Symptom table for In Debt blocking Cancel booking until Payment Plan settles
Check-out collections before refund
Assistant In Debt totals during departure week pair with Managing a Check-out and Handling a Late Payment. Hub parity: Common Workflows — Check-out collections before refund. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
-
Common Workflows — Check-out collections before refund — Hub matrix when assistant In Debt totals include departure-week rent arrears blocking refund
-
Managing a Check-out — Step 6 — Verify booking ledger after assistant triage
-
Handling a Late Payment — Steps 1–4 — Collections when arrears are real
-
Finance — Contract Values tab — In Debt filter after assistant debt summary
-
Bookings — Deposit tab — Ready To Refund state after settlement
-
Common Workflows — Check-out ledger cleanup before refund — Duplicate transfer contrast in assistant totals
-
Common Workflows — Cancellation collections before void — Pre-cancel void contrast
-
FAQ — Check-out collections before refund hub — Symptom table for rent/fee In Debt blocking Ready To Refund before deposit release
Handling a Late Payment collections
Validate assistant debt totals against Finance → Overview → Debt Aging before recommending Handling a Late Payment outreach — assistant may aggregate In Debt across bookings. Hub parity: Common Workflows — Handling a Late Payment collections hub. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Common Workflows — Handling a Late Payment collections hub — Hub matrix when AI Chat debt answers need collections Steps 1–6 (
finance-overview-income-chart-debt-aging.png,ai-chat-booking-debt-summary.png) - Finance debt receivables triage — Canonical Top debtors surface to verify assistant totals
- Handling a Late Payment — Step 1 — Collections after assistant triage
- Bookings — Payment Plan tab — Per-booking schedule behind assistant debt summary
- Pending manual receipt approval — Pending rows assistant may miss until Approve
- Common Workflows — Reject/revert mistaken receipts — Duplicate transfers inflate assistant debt totals
- FAQ — Handling a Late Payment collections hub — Symptom table for triage surface → collections step pairing
Check-out vs cancellation
Validate assistant lifecycle suggestions against booking status — policy void → Cancelling a Booking Canceled vs completed stay → Managing a Check-out Ended. Hub parity: Common Workflows — Check-out vs cancellation. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Common Workflows — Check-out vs cancellation — Hub matrix: assistant exit-routing suggestions (
ai-chat-booking-status-summary.png,bookings-list-canceled-tab.png) - Bookings — Check-out vs cancellation — Canonical Ended / Canceled filters
- Managing a Check-out — Step 7 — Completed stay closure
- Cancelling a Booking — Step 4 — Policy void closure
- Cancel Booking vs Delete Booking — Assistant may conflate void with soft-archive
- FAQ — Cancel Booking vs Delete Booking — Real void vs mistaken row cleanup
- FAQ — Check-out vs cancellation — Symptom table for lifecycle exit routing
Deposit missing on Finance Deposits
Validate assistant deposit refund suggestions against booking Deposit tab data and Finance → Deposits toolbar date range — older move-outs stay hidden until you clear the default window. Hub parity: Common Workflows — Deposit missing on Finance Deposits. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Common Workflows — Deposit missing on Finance Deposits — Hub matrix (
ai-chat-assistant-panel.png,finance-deposits-date-range-clear-flow.mp4) - Finance — Deposit missing on Finance Deposits — Canonical toolbar Clear date range selection
- Bookings — Deposit tab — Ground-truth deposit state before trusting assistant output
- Using in-app support — Deposit missing on Finance Deposits — Self-serve triage before filing Finance module tickets
- Glossary — Finance Deposits date range — Intersection rule for assistant context
- FAQ — Deposit missing on Finance Deposits — Symptom table for toolbar date range triage
Notification row-click navigation
The assistant may cite /notifications rows or bell volume — row-click into Bookings, Tenants, or Listings via Notification triage — Step 4 and verify amounts in Finance or Dashboard before you act on write suggestions. Hub parity: Common Workflows — Notification row-click navigation. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Common Workflows — Notification row-click navigation — Hub matrix (
notifications-row-navigate-to-booking-detail.png,notifications-row-navigation-flow.mp4) - Notifications module — Notification row-click navigation — Canonical
/notificationsrow-click pairing - Dashboard — Notification row-click navigation — Bell General vs full
/notificationsrow-click - Bookings — Notification row-click navigation — Booking sidebar when alert carries
bookingId - Finance — Notification row-click navigation — Overview / Transactions after row-click lands on booking
- Tenants — Notification row-click navigation — Tenant profile when alert carries
tenantId - Listings — Notification row-click navigation — Property or unit sidebar when alert carries
listingIdorpropertyId - Operations — Notification row-click navigation — Turnover-week alerts that row-click into Bookings first
- Utilities — Notification row-click navigation — Overage payment overdue alerts after bill cycle
- Sales — Notification row-click navigation — Channel-import alerts before Multicalendar review
- Inbox — Notification row-click navigation — Bell Inbox
linkdeep-link vs General row-click - Analytics — Notification row-click navigation — Month-range KPI charts after row-click opens booking context
- Audit — Notification row-click navigation — Discounts / Manual Blocks month-end review after row-click
- Legacy
/propertiesURLs — Notification row-click navigation — Legacy bookmarks that land in Listings during alert triage - Booking engine details — Notification row-click navigation — Engine-sourced alerts before Full integration payload edits
- Read vs write in practice — Verify write suggestions after row-click triage
- Notification triage — Step 4 — Row-click before Step 5
- Payment alert to receivables triage — Ongoing/Ended payment overdue row-click
- Confirmation alert triage — Upcoming Booking created / Payment received row-click
- FAQ — Notification row-click navigation — Target field order (
link,bookingId,tenantId,listingId,propertyId)
Payment alert to receivables triage
When the assistant cites Total debt, unpaid schedules, or payment overdue rows, row-click into Bookings and finish Handling a Late Payment — Step 1 before you accept portfolio write suggestions or chase tenants from thread summaries alone. Hub parity: Common Workflows — Payment alert to receivables triage. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Common Workflows — Payment alert to receivables triage — Hub matrix (
notifications-row-navigate-to-booking-detail.png,notifications-row-navigation-flow.mp4,finance-overview-debt-aging-walkthrough-flow.mp4) - Notifications module — Payment alert to receivables triage — Payments category row-click entry
- Dashboard — Payment alert to receivables triage — Total Debt KPI after alert row-click
- Bookings — Payment alert to receivables triage — Payment Plan / Transactions on opened booking
- Finance — Payment alert to receivables triage — Overview → Debt Aging after single-booking triage
- Tenants — Payment alert to receivables triage — With Debt cross-check on tenant profile
- Listings — Payment alert to receivables triage — Property Payments Active portal charges on listing bookings
- Operations — Payment alert to receivables triage — Unpaid move-in lines before key handover
- Utilities — Payment alert to receivables triage — Utility overage lines behind overdue alerts
- Sales — Payment alert to receivables triage — Channel-import schedules behind overdue alerts
- Inbox — Payment alert to receivables triage — payment overdue on General before WhatsApp chase
- Analytics — Payment alert to receivables triage — Revenue trend may lag until receivables clear
- Audit — Payment alert to receivables triage — Discounts review when receivables lag behind goodwill lines
- Legacy
/propertiesURLs — Payment alert to receivables triage — Collections on bookings tied to redirected properties - Booking engine details — Payment alert to receivables triage — Engine-sourced schedules behind overdue alerts
- Notification row-click navigation — Row-click on
/notificationsbefore acting on assistant debt answers - Pending manual receipt approval — Amber Pending before collections sign-off
- Confirmation alert triage — Contrast Upcoming vs Ongoing/Ended alerts
- Handling a Late Payment — Step 1 — Canonical receivables triage
- FAQ — Payment alert to receivables triage — Alert-type contrast table
- FAQ — Payment alert to receivables triage hub — Validate assistant debt answers after receivables triage symptom table
Finance debt receivables triage
Validate assistant Total Debt or collections answers against Finance → Overview → Debt Aging after amber Pending clears. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: AI Chat section cross-reference · Module 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 — Finance debt receivables triage — Debt Aging Top debtors canonical surface
- Pending manual receipt approval — Clear amber Pending before Top debtors sign-off
- Dashboard — Finance debt receivables triage — Total Debt headline vs Finance drill-down
- Bookings — Finance debt receivables triage — Payment Plan on opened booking
- Handling a Late Payment — Finance debt receivables triage — Debt Aging on Step 1 before outreach
- Portfolio KPI review — Finance debt receivables triage — Month-end Top debtors on Step 7
- FAQ — Finance debt receivables triage hub — Symptom table for four-surface triage
- Interface Overview — Debt questions citing portfolio KPIs
- Pending manual receipt approval — Assistant may cite pending transfers
Finance Income status drill-down
Validate assistant Income segment answers against Finance → Overview stacked chart before you trust month-scoped payment-line modals. Hub parity: Common Workflows — Finance Income status drill-down. Full pairing matrix: AI Chat section cross-reference · Module 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 — Income status drill-down — Stacked Income chart canonical surface
- FAQ — Finance Income status drill-down hub — Symptom table for segment vs Debt Aging
- FAQ — Finance Income status drill-down — Paid / Scheduled / In debt segment-click habit
- Portfolio KPI review — Finance Income status drill-down — Month-end Income reconciliation on Step 7
- AI Chat — Finance debt receivables triage — Cross-check assistant debt answers against Debt Aging
- FAQ — Bookings that owe money — Top debtors when payment-line modal is not enough
Cash flow forecast drill-down
Validate assistant collections answers against Finance → Overview Cash flow forecast before you trust month bar totals. Hub parity: Common Workflows — Cash flow forecast drill-down. Full pairing matrix: AI Chat section cross-reference · Module 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 — 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
- FAQ — Cash flow forecast drill-down — Month / Day bar-click habit
- Portfolio KPI review — Cash flow forecast drill-down — Month-end collections reconciliation on Step 7
- AI Chat — Finance debt receivables triage — Cross-check assistant debt answers against Debt Aging
- FAQ — Cash flow forecast drill-down — Month / Day bar-click habit
Confirmation alert triage
Upcoming Booking created / Payment received summaries in the assistant thread still need Processing a New Booking — Step 5b / Step 6 on the opened booking before you bulk-clear /notifications or trust import counts from chat alone. Hub parity: Common Workflows — Confirmation alert triage. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Common Workflows — Confirmation alert triage — Hub matrix (
notifications-row-navigation-flow.mp4) - Notifications module — Confirmation alert triage — Canonical inbox pairing
- Dashboard — Confirmation alert triage — Post-login Upcoming alert backlog on bell
- Bookings — Confirmation alert triage — Transactions / Contract Info on Upcoming imports
- Tenants — Confirmation alert triage — Tenant Info / Category on confirmation-week clusters
- Finance — Confirmation alert triage — Transactions amber Pending before Overview KPI refresh
- Listings — Confirmation alert triage — Channel import bookings on go-live properties
- Operations — Confirmation alert triage — Turnover prep after confirmation receipts approved
- Utilities — Confirmation alert triage — First bill cycle after go-live alerts
- Sales — Confirmation alert triage — Channel-import Upcoming alerts before Channels linking
- Inbox — Confirmation alert triage — WhatsApp thread after Payment received row-click
- Analytics — Confirmation alert triage — Upcoming alerts during month-end KPI review
- Audit — Confirmation alert triage — Month-end Discounts review after confirmation receipts approved
- Legacy
/propertiesURLs — Confirmation alert triage — First alerts after legacy redirects land in Listings - Booking engine details — Confirmation alert triage — White-label Upcoming alerts before payload sync
- 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
- Processing a New Booking — Step 5b / Step 6 — Canonical confirmation gates
- Notification triage — Confirmation alert triage — Steps 4 / 5 path
- FAQ — Confirmation alert triage — Alert-type table and bulk mark-read guard
- FAQ — Confirmation alert triage hub — Assistant-cited confirmation backlog before bulk mark-read symptom table
New inventory to first booking handoff
Validate assistant guidance on first-reservation duplicate imports and Add booking timing against Listings — Step 7 and Processing a New Booking — Steps 1–2 — not manual create before units exist. Hub parity: Common Workflows — New inventory to first booking handoff. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Listings — New inventory to first booking handoff — Portfolio verify ground truth
- Bookings — New inventory to first booking handoff — First Upcoming sidebar context
- Onboarding a New Property — Step 7 — Upstream go-live verify
- Processing a New Booking — Step 1 — Duplicate import check
- Common Workflows — New inventory to first booking handoff — Hub matrix (
bookings-add-booking-modal.png,workflows-onboarding-property-wizard.mp4) - Landlord MCP —
create-bookingafter Listings verify - Property setup to first arrival handoff — Downstream arrival-week guidance
- FAQ — New inventory to first booking handoff — Symptom table for property wizard → first reservation
Property setup to first arrival handoff
Validate assistant guidance on first-arrival access codes and move-in charge timing against Listings — Access Lockers and Managing a Check-in — Steps 1–4 — not Inbox-only replies. Hub parity: Common Workflows — Property setup to first arrival handoff. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Listings — Property setup to first arrival handoff — Access Lockers ground truth
- Operations — Property setup to first arrival handoff — Check-in & Check-out arrival-week lists
- Bookings — Property setup to first arrival handoff — First Upcoming sidebar context
- Onboarding a New Property — Step 7 — Upstream go-live verify
- Managing a Check-in — Step 4 — Canonical key handover step
- 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) - WhatsApp per-booking messaging — Operational follow-up after assistant cites threads
- FAQ — Property setup to first arrival handoff — Symptom table for go-live → first arrival week
Confirmation to check-in handoff
Validate assistant suggestions on Upcoming → arrival-week timing against Bookings — Contract Info portal gates — not only bell alert counts. Hub parity: Common Workflows — Confirmation to check-in handoff. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Finance module — Cross-check debt answers before arrival-week outreach
- Confirmation alert triage — Assistant-cited confirmation backlog before bulk mark-read
- Bookings — Confirmation to check-in handoff — Contract Info portal gates on Upcoming imports
- Managing a Check-in — Step 1 — Downstream arrival-week entry
- 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) - Processing a New Booking — Step 6 — Upstream portal sanity before handoff
- 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
Assistant answers about mid-stay → departure-week timing should cite Common Workflows — Check-in to check-out handoff before suggesting Managing a Check-out Steps 1–7 on Ongoing stays. Hub parity: Common Workflows — Check-in to check-out handoff. Full pairing matrix: ai-chat-section-cross-reference · Module 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 — Check-in to check-out handoff — Check-outs pill validation
- Bookings — Check-in to check-out handoff — Timeline departure bars
- Managing a Check-in — Step 4 — Upstream keys handed over
- Managing a Check-out — Step 1 — Downstream departure-week entry
- Confirmation to check-in handoff — Upcoming → arrival week contrast
- FAQ — Check-in to check-out handoff — Symptom table for Ongoing → departure week
Check-out final utilities handoff
Validate assistant answers about final utility overage timing against Entering Monthly Utility Bills — Step 4 and Glossary — End-of-Booking cost split before trusting Ready To Refund guidance. Hub parity: Common Workflows — Check-out final utilities handoff. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Common Workflows — Check-out final utilities handoff — Hub matrix for assistant validation (
utilities-allocations-review-flow.mp4,bookings-detail-payment-plan-tab-schedule.png) - Utilities — Check-out final utilities handoff — Canonical Allocations posting surface
- Bookings — Check-out final utilities handoff — Payment Plan / Deposit tab ground truth
- Finance — Check-out final utilities handoff — Portfolio In Debt filter validation
- Entering Monthly Utility Bills — Step 4 — Upstream overage posting verification
- Glossary — End-of-Booking cost split — Deferred posting when Charge Time is End of Booking
- FAQ — Check-out final utilities handoff — Symptom table for final utility overage blocking refund
Same-day turnover coordination
Validate assistant answers about shared-unit turnover timing against Operations — Check-in & Check-out and Bookings — Timeline view before trusting key-handover guidance — hub parity: Common Workflows — Same-day turnover coordination. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Common Workflows — Same-day turnover coordination — Hub matrix (
operations-add-ticket-modal.png,bookings-timeline-day-week-month-and-sidebar.mp4) - Operations — Same-day turnover coordination — Check-outs / Check-ins week lists ground truth
- Bookings — Same-day turnover coordination — Timeline overlap validation
- Managing a Check-in — Same-day turnover coordination — Check-ins overlap on Step 1 before Step 4
- Managing a Check-out — Same-day turnover coordination — Turnover ticket due date on Step 2
- Using in-app support — Same-day turnover coordination — Escalate when assistant guidance stays blocked
- FAQ — Same-day turnovers — Four-step operator habit
- Glossary — Same-day turnover — Shared-unit vocabulary
WhatsApp per-booking messaging
Assistant-cited WhatsApp threads pair with Bookings → Communication verification before operational follow-up — the assistant may reference Inbox traffic without booking sidebar context. Hub parity: Glossary — WhatsApp per-booking messaging hub · Common Workflows — WhatsApp per-booking messaging. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Common Workflows — WhatsApp per-booking messaging — Hub matrix (
bookings-detail-communication-tab-whatsapp-thread.png,inbox-module-overview.png,inbox-module-triage-flow.mp4) - Glossary — WhatsApp per-booking messaging hub — Surface table + per-guide/module mesh reciprocal hub
- Dashboard — WhatsApp per-booking messaging — Bell Inbox sub-tab vs General on post-login scan
- Notifications — WhatsApp per-booking messaging — Canonical
/notificationsmessage alert rows - Bookings — WhatsApp per-booking messaging — Communication tab composer with Payment Plan context
- Inbox — WhatsApp per-booking messaging — Cross-booking triage and bell Inbox sub-tab
- Tenants — WhatsApp per-booking messaging — Tenant profile after Inbox name click
- Finance — WhatsApp per-booking messaging — Collections outreach with Transactions visible
- Operations — WhatsApp per-booking messaging — Maintenance ticket threads on Communication
- Listings — WhatsApp per-booking messaging — Go-live property tenant threads after channel import
- Utilities — WhatsApp per-booking messaging — Utility overage bill questions on Communication
- Sales — WhatsApp per-booking messaging — Channel-import message backlog during Multicalendar review
- Analytics — WhatsApp per-booking messaging — Month-end message backlog during KPI review
- Audit — WhatsApp per-booking messaging — Month-end communication review after Discounts audit
- Legacy
/propertiesURLs — WhatsApp per-booking messaging — Legacy bookmarks during message triage - Booking engine details — WhatsApp per-booking messaging — Engine-sourced tenant threads before payload sync
- Notification row-click navigation — Verify assistant-cited alerts by row-click before Communication reply
- Common Workflows — Notification row-click navigation —
New WhatsApp message from …on/notificationsvs bell Inbox - Notification triage — WhatsApp per-booking messaging — Message pings on bell Inbox /
/notifications - Handling a Late Payment — WhatsApp per-booking messaging — Collections outreach on Step 3
- Managing a Check-in — WhatsApp per-booking messaging — Arrival-week threads before Step 4
- Managing a Check-out — WhatsApp per-booking messaging — Departure settlement on Step 6
- Processing a New Booking — WhatsApp per-booking messaging — Confirmation follow-up on Step 6
- Cancelling a Booking — WhatsApp per-booking messaging — Void outreach before Step 4
- Entering Monthly Utility Bills — WhatsApp per-booking messaging — Overage bill questions on Step 4
- Portfolio KPI review — WhatsApp per-booking messaging — Month-end message backlog on Step 7
- Manual block hygiene — WhatsApp per-booking messaging — Blocked-date questions on Step 3
- Onboarding a New Property — WhatsApp per-booking messaging — First tenant threads on Step 7 go-live
- Using in-app support — WhatsApp per-booking messaging — Self-serve Inbox / Communication before filing
- Resetting a Management User Password — WhatsApp per-booking messaging — Lockout-delayed bell Inbox after Step 3
- FAQ — WhatsApp per-booking messaging hub — Assistant-cited WhatsApp thread before operational follow-up symptom table
Bot reasoning (audit)
Assistant-cited bot threads before operational follow-up. Hub parity: Glossary — Bot reasoning (audit) hub · Common Workflows — Bot reasoning (audit). Full pairing matrix: Ai Chat section cross-reference · Module cross-reference.
- Common Workflows — Bot reasoning (audit) — Hub matrix (
bookings-detail-communication-tab-bot-reasoning-expanded.png) - Glossary — Bot reasoning (audit) hub — Surface table + per-guide/module mesh reciprocal hub
- Bookings — Bot reasoning (audit) — Canonical Communication Reasoning control
- ChatBot settings — Read-only audit vs editable persona / IF/THEN
ChatBot settings
Account Settings → ChatBot pairs with Communication thread review — assistant-cited bot threads before operational follow-up. Hub parity: Glossary — ChatBot settings hub · Common Workflows — ChatBot settings. Full pairing matrix: Ai Chat section cross-reference · Module cross-reference.
- Common Workflows — ChatBot settings — Hub matrix (
settings-chatbot-tab-overview.png,settings-chatbot-status-bot-connected.png,settings-chatbot-save-rule-flow.mp4) - Glossary — ChatBot settings hub — Surface table + per-guide/module mesh reciprocal hub
- ChatBot settings — Persona, IF/THEN rules, Status Bot pairing
- Glossary — Bot reasoning (audit) hub — Thread audit after rule changes
Rent reduction after invoicing
Assistant answers citing rent relief pair with Bookings → Contract Info → Change monthly rent when the Already invoiced months banner blocks lower nets — verify on the booking before operational follow-up. Hub parity: Common Workflows — Rent reduction after invoicing.
- Common Workflows — Rent reduction after invoicing — Hub matrix (
bookings-detail-change-monthly-rent-modal.png,bookings-rent-reduction-invoiced-floor-flow.mp4) - Bookings — Changing contract dates and rent — Contract Info repricing entry point
- Bookings — Contract Values tab — Per-line Edit amount under the same floor
- Finance — Invoiced floor and rent edits — Why edits start on the booking, not Finance → Transactions
- Choosing surfaces — Landlord MCP vs booking sidebar repricing
- Processing a New Booking — Rent reduction after invoicing — Confirmation month already invoiced on Step 3
- Handling a Late Payment — Rent reduction after invoicing — Collections goodwill after Step 4
- Portfolio KPI review — Rent reduction after invoicing — Month-end repricing sign-off on Step 7
- Cancelling a Booking — Rent reduction after invoicing — Settlement repricing during Step 2b
- Managing a Check-in — Rent reduction after invoicing — Pre-move-in goodwill
- Managing a Check-out — Rent reduction after invoicing — Departure-week goodwill adjustments
- Notification triage — Rent reduction after invoicing — Row-click to invoiced booking on Step 4
- Entering Monthly Utility Bills — Rent reduction after invoicing — Month-end bill cycle on Step 5
- Manual block hygiene — Rent reduction after invoicing — Hold cleanup on Step 5
- Using in-app support — Rent reduction after invoicing — Self-serve before filing tickets
- Resetting a Management User Password — Rent reduction after invoicing — Lockout-delayed repricing after Step 3
- FAQ — Rent reduction after invoicing hub — Assistant-cited rent relief blocked by invoiced floor symptom table
Month-end invoicing (fixed date)
Assistant-cited month-end invoicing habit — operator saves fixed Invoice date in Settings → Invoicing before Finance → Transactions bulk Issue allocation; verify on the amber toolbar banner. Hub parity: Common Workflows — Month-end invoicing (fixed date). Full pairing matrix: AI Chat section cross-reference · Module 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) - Invoicing — Default invoice date — Account-wide toggle + Save
- Common Workflows — Bulk Hostkit invoicing — Issue allocation after fixed date is saved
- Managing Conversations — Assistant answers vs Settings → Invoicing self-serve
- Finance — Month-end invoicing with a fixed date — Six-step operator habit
- Processing a New Booking — Month-end invoicing (fixed date) — First-month bulk export after confirmation (Step 6b)
- Handling a Late Payment — Month-end invoicing (fixed date) — Collections batch during Step 6b
- Portfolio KPI review — Month-end invoicing (fixed date) — Step 7 sign-off mesh
- Notification triage — Month-end invoicing (fixed date) — Alert cleanup before bulk Issue allocation (Step 5)
- Entering Monthly Utility Bills — Month-end invoicing (fixed date) — Finish Missing data + overage Pending (Steps 4b–5)
- Manual block hygiene — Month-end invoicing (fixed date) — Clear stale holds before Issue allocation (Step 5)
- Using in-app support — Month-end invoicing (fixed date) — Self-serve before filing wrong-date tickets
- Resetting a Management User Password — Month-end invoicing (fixed date) — Lockout-delayed month-end export after Step 3
- FAQ — Month-end invoicing (fixed date) hub — Assistant-cited month-end invoicing needing fixed Invoice date before bulk export symptom table
Bulk Hostkit invoicing
Assistant-cited month-end Issue allocation habit — operator batches on Finance → Transactions with Hostkit pacing; verify FR series in Settings → Invoicing first. Hub parity: Common Workflows — Bulk Hostkit invoicing. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- Common Workflows — Bulk Hostkit invoicing — Hub matrix (
finance-transactions-bulk-selection-bar.png,settings-invoicing-hostkit-series.png) - Common Workflows — Month-end invoicing (fixed date) — Fixed Invoice date before bulk Issue allocation
- Settings > Invoicing — Hostkit invoice series — Required FR code before Issue allocation
- Finance — Invoice automation — Bulk Issue allocation / Invoice selected toolbar
- Finance — Issuing credit notes (integrated invoicing) — Issue credit notes (N) after invoiced Reject / Revert
- Managing Conversations — Assistant answers vs Finance → Transactions self-serve
- Finance — Bulk Hostkit invoicing — Transactions toolbar reference
- Processing a New Booking — Bulk Hostkit invoicing — First-month Issue allocation after confirmation (Step 6b)
- Handling a Late Payment — Bulk Hostkit invoicing — Collections month-end mesh (Step 6b)
- Portfolio KPI review — Bulk Hostkit invoicing — Step 7 month-end sign-off
- Managing a Check-in — Bulk Hostkit invoicing — Move-in Pending mesh (Step 6b)
- Managing a Check-out — Bulk Hostkit invoicing — Departure-week mesh (Step 6b)
- Onboarding a New Property — Bulk Hostkit invoicing — First month-end on new inventory
- Cancelling a Booking — Bulk Hostkit invoicing — Settlement bulk export (Step 6b)
- Notification triage — Bulk Hostkit invoicing — Alert cleanup before bulk export (Step 5)
- Entering Monthly Utility Bills — Bulk Hostkit invoicing — Finish Missing data + overage Pending (Steps 4b–5)
- Manual block hygiene — Bulk Hostkit invoicing — Clear stale holds before Issue allocation (Step 5)
- Using in-app support — Bulk Hostkit invoicing — Self-serve Hostkit pacing before filing tickets
- Resetting a Management User Password — Bulk Hostkit invoicing — Lockout-delayed month-end export after Step 3
- FAQ — Bulk Hostkit invoicing slow — Hostkit HTTP 429 pacing and refresh-before-reissue habit
- FAQ — Bulk Hostkit invoicing hub — Assistant-cited bulk Issue allocation Hostkit pacing symptom table
Directory list load failures
AI Assistant conversation list failures (Failed to load AI Assistant conversations.) are directory first-fetch errors — refresh or use New chat after connectivity recovers. Opening one thread may fail while the sidebar list still renders; that is message-fetch scope, not whole-module empty state. Hub parity: Common Workflows — Directory list load failures. Full pairing matrix: Ai Chat section cross-reference · Module cross-reference.
- Common Workflows — Directory list load failures — Hub matrix (
notifications-module-load-failure.png) - Errors and retries — Conversation list vs message-load failure table
- Resetting a Management User Password — Directory list load failures — Directory Retry after lockout catch-up (Step 3)
- Using in-app support — Directory list load failures — Self-serve Retry before filing Settings module tickets
- FAQ — Directory list load failures — Whole-module vs empty conversation history
- FAQ — Directory list load failures hub — AI Assistant conversation list failure vs single-thread message load symptom table
- Glossary — Directory list load failures hub — Surface table + per-guide/module mesh reciprocal hub
Occupancy KPI to block hygiene handoff
When the assistant cites Occupancy dips or phantom vacancy, validate against hub Common Workflows — Occupancy KPI to block hygiene handoff — stale manual holds often explain the gap before rate or category advice. Hub parity: Common Workflows — Occupancy KPI to block hygiene handoff. Full pairing matrix: AI Chat section cross-reference · Module 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 — Ground-truth Occupancy charts
- Audit module — Manual Blocks workspace
- Portfolio KPI review — Month-end sign-off workflow
- Manual block hygiene — Operator procedure the assistant should echo
- FAQ — Occupancy KPI to block hygiene handoff hub — Symptom table for assistant occupancy guidance
- Managing a Check-in — Occupancy KPI to block hygiene handoff — Timeline overlap from stale holds on Step 1
- Managing a Check-out — Occupancy KPI to block hygiene handoff — Calendar bars persist after Step 7
- Cancelling a Booking — Occupancy KPI to block hygiene handoff — Availability not restored on Step 5
- Entering Monthly Utility Bills — Occupancy KPI to block hygiene handoff — Dashboard vs Analytics vacancy mismatch on Step 5
- Notification triage — Occupancy KPI to block hygiene handoff — Vacant Units vs Analytics on Step 1
- Resetting a Management User Password — Occupancy KPI to block hygiene handoff — Lockout-delayed KPI review after Step 3
- Using in-app support — Occupancy KPI to block hygiene handoff — Calendar edit blocked after block hygiene
- Handling a Late Payment — Occupancy KPI to block hygiene handoff — Vacant Units vs Multicalendar holds on Step 1
Partly collected security deposit
Deposit shortfalls pair with Finance — Deposits status summary cards and Bookings — Deposit tab. Hub parity: Common Workflows — Partly collected security deposit. Full pairing matrix: Ai Chat section cross-reference · Module cross-reference.
- Common Workflows — Partly collected security deposit — Hub matrix when Paid on the deposit is above zero but below Amount
- Finance — Deposit lifecycle status cards — Partial paid card for portfolio triage (#2091)
- Finance — Deposit status filter — Other filters → Deposit status → Partial paid on Bookings and Finance (#2090)
- 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 — Same-day turnovers — Check-out + check-in on one unit same day: Operations → Check-in & Check-out, Timeline / Multicalendar, turnover tickets
- 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
- Bookings — Deposit tab — Partially paid badge and remaining helper on a single reservation
- FAQ — Partly collected security deposit — Distinct from Partial Paid rent on Payment Plan
- Finance — Deposit lifecycle status cards — Deposit lifecycle status row (#2091)
- Glossary — Deposit lifecycle status —
depositStatuspill vocabulary (Partial Paid vs rent Partial Paid) - Finance — Deposit lifecycle status cards — Deposit lifecycle status row on Finance → Deposits; click Partial paid for collection shortfalls (#2091)
- Manual block hygiene — Partly collected security deposit — Partial paid card when debt KPIs stay high after holds cleared (Step 5)
- Resetting a Management User Password — Partly collected security deposit — Lockout-delayed deposit triage after Step 3
- Using in-app support — Partly collected security deposit — File Finance module tickets when partial filter or badge behaviour is wrong
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: AI Chat section cross-reference · Module cross-reference.
- Common Workflows — Portfolio segmentation by tenant category — Hub matrix when assistant answers need segment-scoped verification
- Finance — Tenant category filter — Ledger segmentation to validate cohort debt answers
- Bookings — Other filters — Tenant category on reservations behind assistant booking counts
- Tenants — Tenant category filter — Profile-count cross-check before segment-wide policy questions
- Settings > Tenant categories — Segment definitions the assistant may reference
- Portfolio KPI review — Step 6 — Structured segment pass when assistant cites weak metrics
Key glossary terms
Glossary rows pair with Glossary cluster cross-reference. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
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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)
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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)
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Glossary — Change history — Operator-initiated edits on Listings setup and Bookings Changelog; create-time defaults excluded (#2093)
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FAQ — Booking Changelog scope — Operator-initiated edits only; create-time defaults excluded (#2093)
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Glossary — Archived booking ledger visibility — Delete Booking hides manual/provider_platform rows on Finance → Transactions; vIBAN and credit card stay visible (#1897)
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Bookings — Provider platform payment — Non-rejected provider platform in-payment blocks Delete Booking until Reject or assign (#2076)
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FAQ — Delete Booking on integration reservation — Clear pending provider platform in-payment with Reject or assign before soft-archive (#2076)
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Listings — Property edit sidebar pills — Setup / Full integration / Photos pills on property and unit edit sidebars; replaced the old Go to details shortcut (#2082)
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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)
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FAQ — Finance tenant category filter parity — Finance Other filters drawer lists segments on cached bookings only; mirror Bookings / Tenants when a segment is missing
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FAQ — Assign tenant category for direct booking — Add booking has no category field; assign on Tenants → Tenant Info or + Create New → Tenant before contract mail
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Glossary — SIMAR water contract ID — SIMAR (Loures e Odivelas) water bills use Cód. Local in Connections — not Nº de Contador; leading zeros stripped (#2110)
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FAQ — SIMAR water bill property match — Cód. Local in Connections — not Nº de Contador; strip leading zeros (#2110)
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Glossary — Per-booking maintenance ticket opt-out — Add booking checkboxes skip automatic CI/CO tickets for one reservation only; property rule unchanged (#1140)
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FAQ — Cancel Booking vs Delete Booking — Cancel for real stays with settlement; Delete soft-archives mistaken/test rows (#1897 / #2076)
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Glossary — Archived property — Archive retires a building to Listings → Archived without deleting bookings; distinct from Delete Booking (reservation soft-archive) — Listings — Archived properties
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FAQ — Archive a property — Edit property sidebar Archive / Unarchive on Listings; building-level — not Delete Booking or Cancel booking
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FAQ — Portfolio retirement decisions — Archive property (building) vs Cancel booking vs Delete Booking (reservation soft-archive) — three-way decision table
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Invoiced floor (rent) — Verify rent or repricing answers against Finance export limits
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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
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Credit note (payment reject/revert) — Confirm reject/revert guidance before acting on AI payment suggestions
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Tenant category — Bookings, Finance, and Tenants segmentation when assistant answers cite one cohort disproportionately
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FAQ — AI token usage — Poll
GET /ai-usage/summaryforlandlord_chatwhen month-end review pairs assistant adoption with cost -
FAQ — AI token usage — Poll GET /ai-usage / GET /ai-usage/summary with management JWT;
landlord_chat+utility_bill_extraction; no management UI screen yet -
FAQ — Automatic check-in email — Trigger matrix, 15-day cutoff, paper upload vs portal signing, Nuki-only toggle, Send / Resend on Contract Info
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FAQ — WhatsApp and email per booking — Bookings → Communication tab when tenant chatbot is enabled; Inbox for portfolio-wide triage
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FAQ — Deposit missing on Finance Deposits — Default ~3 months date range; clear or widen before triaging older move-outs or dispute row actions
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FAQ — Pending manual in-payment on /notifications — Alert persists until Approve payments clears Finance or booking Transactions
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FAQ — Uncovered Debt KPI — Finance Total Debt minus deposit offsets; pair with Debt Aging and In debt drill-down
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FAQ — Dashboard Total Debt subtitle — Post-login Total Debt card headline vs >15 days subtitle; ongoing bookings only
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FAQ — Analytics (KPI workspace) — Portfolio KPIs vs Sales/Listings/Dashboard; load-failure Try again
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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
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FAQ — Reject or revert an incoming payment — Reject pending rows or Revert confirmed ones; Finance → Transactions uses Reject selected bulk-only; modals warn about credit notes when Finance already invoiced
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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
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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 -
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 — Bookings that owe money — Top debtors and overdue buckets on Finance → Overview; Total Debt KPI is not a table
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FAQ — Fixed rent on variable unit — Variable listing + equal rent every contract month → booking stores fixed headline Monthly rent; payment plan unchanged
Module documentation hubs
Module hub bullets pair with Modules — Module cross-reference. Full pairing matrix: AI Chat section cross-reference · Module cross-reference.
- AI Chat module — Vivin-internal AI Assistant using Landlord MCP tools for portfolio Q&A (this page)
- Dashboard module — Post-login KPI snapshot with bell notification triage (hub)
- Analytics module — Month-range portfolio KPI charts with rankings and heatmaps (hub)
- Finance module — Portfolio ledgers and payment approval (hub)
- Bookings module — Reservation lifecycle context (hub)
- Operations module — Maintenance tickets and cash flows (hub)
- Inbox module — Portfolio-wide WhatsApp workspace (hub)
- Notifications module — Full
/notificationshistory (hub) - Audit module — Manual Blocks and Discounts review (hub)
- Account Settings — Workspace-wide financial policies (hub)
- API Reference hub — Partner HTTP contracts and partial vs full feeds (hub)