Emails

Use the Emails tab to configure the automated emails Vivin sends to tenants throughout the booking lifecycle. Every email can be customized with your own content and personalized using dynamic variables.

Lifecycle Email Templates

These are the three main emails sent to tenants at specific points in their tenancy:

Onboarding Email

Sent when a booking is confirmed (trigger configurable). This is the tenant's welcome email — include information about your company, the property rules, and what to expect before move-in.

• Subject: The email subject line
• Body: The main content of the email. You can use dynamic variables (e.g., {{TenantFirstName}}, {{PropertyAddress}}) to personalize each email automatically.
• Trigger: When this email is sent. Common triggers: "Immediately after booking creation," "After paid & contract signed," or a specific number of days before move-in.

Check-in Email

Sent before the tenant's arrival. Include access codes, check-in instructions, local tips, and emergency contacts. Access codes configured in a property's Access Lockers tab are automatically appended to this email.

• Trigger: Typically set to "X days before check-in date" (e.g., 3 days before move-in).

Check-out Email

Sent before the tenant's departure. Include check-out instructions, what to do with keys, the damage inspection process, and deposit refund timelines.

• Trigger: Typically set to "X days before check-out date" (e.g., 5 days before move-out).

note

Individual properties can add custom content that is appended to these default templates. See Email Customization Tab for property-level email customization.

Dynamic Variables for Emails

The same dynamic variables available in Contract can be used in email templates. Insert these placeholders anywhere in the subject or body — Vivin replaces them with the actual booking data when the email is sent.

Commonly used variables in emails:

Variable	Output	Typical Use
{{TenantFirstName}}	Tenant's first name	Greeting (Dear {{TenantFirstName}})
{{TenantFullName}}	Tenant's full name	Formal communications
{{PropertyName}}	Property name	Identifying the property in multi-property setups
{{PropertyAddress}}	Full property address	Check-in email directions
{{UnitName}}	Unit name/number	Specifying which unit the tenant is in
{{StartDate}}	Contract start date	Confirming the tenancy period
{{EndDate}}	Contract end date	Confirming the tenancy period
{{MoveInDate}}	Physical move-in date	Check-in email instructions
{{MoveOutDate}}	Physical move-out date	Check-out email instructions
{{RentValue}}	Monthly rent amount	Payment confirmation or reminder
{{SecurityDeposit}}	Security deposit amount	Onboarding or check-in payment details
{{CheckinPayments}}	Payments due at check-in	Check-in email payment instructions

For the full list of available variables (including owner variables, additional financial fields, and more), see the Contract > Dynamic Variables reference, or click "Check the list of available variables here" inside the Emails tab.

Communication Module (Automated Reminders)

Beyond the three lifecycle emails, you can configure a full series of automated reminder emails. These are rule-based: they trigger based on conditions you define.

Common Use Cases

• Payment Due Reminder — send a reminder email 3 days before a payment is due
• Overdue Payment Notice — send a notification the day after a payment becomes overdue
• Check-in Reminder — send a reminder 7 days before move-in with final arrival details
• Contract Expiry Notice — send an alert 60 days before a contract ends

Configuring an Automated Communication

For each automated communication, you configure:

Field	Description
Name	An internal label for this rule (not shown to tenants)
Trigger Event	The event that starts the countdown (e.g., "Payment Due Date," "Check-in Date," "Booking End Date")
Timing	How many days before or after the trigger event this email should be sent
Condition	Additional conditions that must be true (e.g., "Only if payment is still unpaid," "Only if contract is signed")
Subject and Body	The email content, with support for dynamic variables

tip

Set up at least two payment-related automations: a pre-due reminder (e.g., 3 days before) and a post-due notice (e.g., 1 day after). Many late payments are simply oversight — a timely reminder before the due date can prevent them entirely.

Best Practices for Email Content

Keep emails concise and action-oriented. Tenants are more likely to read and act on short, clear emails. Put the most important information (dates, amounts, action required) at the top.

Use the tenant's first name. Start with Dear {{TenantFirstName}} rather than generic greetings. Personalized emails have higher engagement and feel more professional.

Include contact information. Every email should include a way for the tenant to reach your team if they have questions. Reference the contact email and phone number configured in General Information.

Be specific in check-in emails. Include the check-in time, exact address, access instructions, and who to contact if there are problems. The access codes from the Access Lockers tab are appended automatically, but additional context (e.g., "Use the side entrance on Rua da Prata") helps tenants arrive smoothly.

Test with a real booking. After customizing your templates, create a test booking with your own email address to verify the email content, variable replacement, and formatting look correct before going live.

Key Rules

Summary

1. Lifecycle emails use account-wide templates. All tenants receive the same onboarding, check-in, and check-out email templates. Property-level customization is additive — custom property text is appended to the default template, not a replacement.

2. Dynamic variables are replaced at send time. Variables are populated with the actual booking data at the moment the email is sent. If booking details change after the email is sent, the tenant will have the old values.

3. Automated reminders require conditions to be useful. A payment reminder without the "Only if payment is still unpaid" condition will be sent to every tenant — including those who have already paid. Always set appropriate conditions.

4. Access codes are appended automatically. You do not need to include access code variables in your check-in email template — any codes configured in the property's Access Lockers tab are automatically added to the check-in email.

Related

• Settings > Contract — Full list of dynamic variables (shared with emails)
• Settings > General Information — Company contact details included in emails
• Listings > Email Customization Tab — Property-specific email additions
• Listings > Access Lockers Tab — Access codes appended to check-in emails
• Handling a Late Payment — Workflow that relies on automated payment reminders