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Inventory

Room inventory lets residents record the condition of their room at check-in and check-out in the tenant portal, one item at a time. This tab holds your account's item list and the rules for how items are shown. Each property and unit then picks the items it actually has from that list.

Where to find it: Settings → Inventory (https://platform.vivin.app/settings/inventory). The tab appears only after room inventory is turned on. Editing the item list needs the Operations: Module or Operations: Inventory permission, and Item display needs the Preferences permission of Account Settings. By default, Super Admin and Admin have both.

Turn room inventory on​

Room inventory is off by default.

  1. Open Settings → Global Settings.
  2. On the Inventory card, click the pencil and switch on Enable room inventory.
  3. Click Save.

Once it is on, you get this Inventory tab, an Inventory tab in the property and unit editors, an Inventory tab in Business → Operations for reviewing reports (if Operations is in your plan), and room checklists in the tenant portal. Switching it off hides all of these again. Your lists and reports are kept.

Default item list​

This is the list of items your properties and units can choose from. The first time you open it, VIVIN fills it with 15 everyday room items, such as bed, mattress, wardrobe, desk and smoke detector. You can rename, reorder or remove them.

To edit the list:

  1. Click the pencil on Default item list.
  2. For each line, choose an Icon and fill in Item name (required), Description and Reference (for example, your asset tag).
  3. Use Add item to add a line, the arrows to move a line up or down, and the bin to remove it.
  4. Click Save.

The order here is the order items appear on property and unit lists and on residents' checklists. Blank lines are dropped when you save.

Retire an item or remove it?

What you doProperty and unit lists that have itNew reportsReports already created
Switch Active offStays, marked No longer on the account listLeft outUnchanged
Remove the lineRemoved from every property and unitLeft outUnchanged

An item that is not Active also cannot be added to a new property or unit.

Item display​

Click the pencil on Item display to choose:

  • Visible fields: Item name is always shown. Tick Description and Reference to show them on residents' checklist lines as well. By default residents see only the name.
  • Purchase date: tick it to let each property and unit record when an item was bought. The date is for your team only. Residents do not see it.
  • Submission deadline (days): how many days residents have to submit, counted from the check-in day or the check-out day. Enter 0 to 365. The default is 7. A new value applies to reports created after you save.

Click Save. A report that is not submitted in time stays Pending and the resident sees it as Overdue. It is not closed, so the resident can still submit it.

Give each unit its list​

The account list on its own does nothing. Residents check the items on their unit's list.

  1. In Portfolio → Listings, open the unit and go to its Inventory tab.
  2. Pick an item in Choose from the account list and click Add item.
  3. The new line opens. Set the Quantity (1 to 99) and, if you turned it on, the Purchase date. Click the check mark when done.

Changes save straight away, with no Save button. To change a line later, click its pencil. To take it off the list, click the bin.

Properties have the same tab for common-area items. A property's list is for your records only. It is not added to the lists of its units, and residents never see it.

What happens with bookings​

  • Each booking on a unit with a list gets a Check-in inventory and a Check-out inventory report. A unit with an empty list gets no report.
  • A report copies the unit's list when it is created: when the booking is made, or, for a booking that existed before, when the resident first opens Inventory in the portal. Later changes to the unit's list do not change reports that already exist.
  • If the booking dates change, a report that is still Pending moves with them, deadline included.
  • In the tenant portal, residents mark each item All good or Damaged, describe any damage and add photos, then click Submit inventory.
  • Each item marked Damaged on a submitted report opens a maintenance ticket automatically. Your team reviews reports in Business → Operations → Inventory.

Tips​

  • Fill in a unit's list before you take bookings on it, so the first reports include every item.
  • To keep an item's history on existing lists, switch Active off instead of removing the line.
  • To chase residents who have not submitted, create a rule in Settings → Emails with the trigger Inventory not submitted.
  • If you use the check-in / check-out process, add a Room inventory step and set the photo options in Settings → Check-in / out.