General Information

First-time workspace setup

Complete Getting Started — Recommended Setup Sequence step 1 (this tab — company identity and branding) before step 2 Preferences and settings steps 3–12 — full tab map: Recommended setup order. Finish steps 13–15 in Listings, Bookings, and Tenants, then Onboarding a New Property — Step 7. Guided steps 4–12: Onboarding a New Property. Lockout catch-up: Getting Started. Workflow pairing after go-live: Account Settings — Setup sequence after go-live.

Finding your way in this guide

Start with General Information Section (company identity) and Branding Section; default check-in/out and preparation days are on Booking times and preparation (Preferences) — not on this tab. Non-linear operator habits (Lockout catch-up, Pending manual receipt approval, Reject/revert mistaken receipts, Portfolio segmentation by tenant category, 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) have matching Related subsections below. Full pairing matrix: General Information section cross-reference · Account Settings — Tab cross-reference.

This tab configures your company's identity, branding, and core operational timing parameters. The values you set here appear across the entire platform — in tenant-facing communications, generated contracts, invoices, and the Tenant Portal.

Direct access

Open Account Settings > Settings > General Information at platform.vivin.app/settings/general (or platform.vivin.app/settings, which opens the same tab by default). See Deep Links for neighbouring routes.

Pair with other Account Settings tabs

Before go-live, also verify Preferences (default check-in/out times and preparation days — not on this tab) and Subscription (Vivin platform billing and card-on-file). Vivin platform subscription charges on Subscription are distinct from internal LLM spend on AI usage API (operator JWT, USD provider cost). Section-to-doc pairing: General Information section cross-reference. Hub tab matrix: Account Settings — Tab cross-reference.

The General Information card (company contact, fiscal details, and IBAN) matches the fields in the tables below; use the card’s edit control to change values, then continue with Branding on the same page. Default check-in/check-out times and preparation days live on Preferences — not on this tab.

Account Settings — General Information selected, company details card with edit control

General Information Section

Pair with other General Information sections

Company identity fields here feed Invoicing & Payments exports and connected Integrations (Invoice-xpress fiscal identity) — complete this card before issuing first invoices. Full pairing matrix: General Information section cross-reference.

Field	Description
Company Name	Your business name as it appears in documents, emails, and the Tenant Portal.
Contact Email	The primary email address tenants and team members will see as the sender for system notifications.
Phone Number	Your company's contact number, included in outgoing communications where applicable.
Fiscal ID / VAT Number	Your company's tax identification number, used for invoice generation and legal documents.
Address	Your company's registered address, printed on contracts and invoices.

tip

Use a shared team email address (e.g., [email protected]) as the Contact Email rather than a personal address. This ensures continuity if team members change and gives tenants a consistent point of contact.

Branding Section

Pair with other General Information sections

Logo and brand colour propagate to Contract templates PDF headers, Emails lifecycle templates, and the Tenant Portal — upload branding before first onboarding send. Full pairing matrix: General Information section cross-reference.

These settings control how the platform appears to your team and to tenants in the Tenant Portal.

Account Settings — General Information, Branding card (logo, brand color, website URL)

Each card uses the same pencil → edit → Save / Cancel pattern as other Account Settings tabs. The screenshots below show company details and branding in edit mode (values unchanged before Cancel).

Account Settings — General Information, company details card in edit mode with Save and Cancel

Account Settings — General Information, Branding card in edit mode (logo, brand color, website URL fields)

Walkthrough: open General Information, edit the Branding card, review fields, then Cancel without saving (use Save only when you intend to update tenant-facing branding).

Field	Description
Logo	Upload your company logo (PNG or JPG). It appears in the top navigation bar and in generated PDFs (contracts, invoices).
Brand Color	A hex color code that sets the primary accent color in the Tenant Portal and in email headers. Use your brand's primary color for a consistent, professional look.
Website URL	Your company's website. Displayed in tenant-facing communications and the Tenant Portal.

Where Branding Appears

Your branding settings are applied in several places across the platform:

Tenant Portal — The logo is displayed in the portal header, and the brand color is used as the primary accent for buttons, links, and highlights throughout the tenant-facing interface.
Generated Contracts — The logo is embedded in the header of PDF contracts generated from your Contract template.
Automated Emails — The logo and brand color appear in the header of all tenant-facing emails (onboarding, check-in, check-out, and payment reminders configured in Emails).
Invoices — If connected to an invoicing provider (e.g., Invoice-xpress via Integrations), your company name, fiscal ID, and address are printed on every invoice.

tip

When choosing a brand color, pick a color with sufficient contrast against a white background — it is used for buttons and links in the Tenant Portal. Very light colors (e.g., pale yellow) may be difficult for tenants to read or click.

Booking times and preparation (Preferences)

Pair with other General Information sections

Preparation buffers edited on Preferences — Booking Defaults (times and preparation) shape Sales availability and channel iCal exports — coordinate changes before peak booking season. Full pairing matrix: General Information section cross-reference.

Default check-in time, check-out time, mid-term preparation days, short-term preparation days, and advance notice are configured on Account Settings > Preferences in the Booking Defaults card (subtitle: default check-in/out times and preparation periods). They are account-wide defaults used in booking views, operational planning, and availability calculations.

How preparation days affect availability

Preparation days create an automatic buffer between consecutive bookings in a unit. The system uses the values from Preferences when calculating availability in the Sales module and when validating new booking dates.

Example

If Mid-term Prep is set to 3 and a tenant's booking ends on March 31:

The unit is marked as unavailable from April 1 through April 3 (3 preparation days).
The earliest a new booking can start is April 4.
This buffer appears automatically in Sales (Overview and Pricing) and on connected external platforms.

This prevents back-to-back bookings that leave no time for cleaning, inspection, and turnaround. Adjust the values based on your team's capacity:

1 day — sufficient if you have a dedicated cleaning team that can turn a unit around the same day
2–3 days — standard for most mid-term operations, allowing cleaning, inspection, and minor repairs
5+ days — use for properties that require deep cleaning or renovation between tenants

Important

Check-in and check-out times are included in the automated emails sent to tenants. If you change these times, the new values will apply to all future emails — but tenants who already received their check-in or check-out email will have the old time. Coordinate time changes carefully with your operations team.

Key Rules

Pair with other General Information sections

Account-wide branding and preparation defaults affect Onboarding a New Property and arrival-week Managing a Check-in — document team SOPs when contact email or prep days change mid-season. Full pairing matrix: General Information section cross-reference.

Summary

Branding is account-wide. All properties, tenants, and documents use the same logo, brand color, and company information. You cannot configure different branding per property.
Changes affect future communications only. Updating your company name, logo, or contact email changes what new emails and documents show — but previously sent emails and generated PDFs retain the old values.
Preparation days prevent back-to-back bookings. The system automatically blocks the configured number of days after every check-out (values on Preferences). This applies to both manual bookings and bookings imported from external platforms.
Check-in/check-out times are informational. These times are included in tenant emails and used for operational planning, but the system does not enforce them — a booking status can be changed at any time of day. Edit them on Preferences, not General Information.

General Information section cross-reference

Use this table when one General Information topic naturally leads into another Account Settings tab, operator module, workflow, or concept — each row links to the docs you should read before or after saving company identity and branding.