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Owners

Ask AI Chat “Where do I open Owners to register property owners and set IBAN and fiscal ID before creating properties?” — then open this Owners tab (ai-chat-product-context-owners-reply.png, ai-chat-product-context-owners-flow.mp4). The assistant typically says Settings → Team → Owners, may label the record Owner/Proprietário, and may point you to Listings for creating the property after the landlord exists. Same grounding external MCP clients get from get-vivin-context-platform. Distinct from teammate accounts on Users & Roles.

AI Assistant — where to open Owners to register property owners and banking details

Walkthrough: ask AI Assistant where to open Owners to register property owners and set IBAN and fiscal ID, then open Settings → Team → Owners (create the building afterward in Listings if the reply mentions it).

Account Settings — Team sidebar with Owners selected

First-time workspace setup

Complete Getting Started — Recommended Setup Sequence step 4 (this tab — landlord registry before property wizard) after step 3 Users and before step 5 Payments — 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

Follow Adding or editing an owner before linking properties in Listings; field reference: What you maintain here. Commission figures stay hidden until you enable Owner Reports — see When Owner Reports is Off. After you enable the feature, set per-item fees under Owner report configuration and choose the settlement layout under Owner report document. Matching a teammate email creates an owner-linked login. Habit-specific shortcuts live under Related below.

Direct access

Open Account Settings > Team > Owners at platform.vivin.app/settings/owners. It sits next to Users and roles in the settings sidebar. See Deep Links for neighbouring routes.

Pair with other Account Settings tabs

Pair owner legal records with Users (who can edit payouts and properties), Contract (owner variables in generated PDFs), and General Information (operator company identity — distinct from landlord IBANs here). Month-end owner payout reconciliation pairs with Portfolio KPI review — Step 7 and optional AI usage API (landlord_chat) when MCP catch-up followed lockout. Hub: Recommended setup order.

The Owners tab is where you register and manage property owners. Owners are the individuals or companies that own the properties you manage. Adding owners here allows you to:

  • Associate properties with their correct owner
  • Generate monthly Owner Reports settlements (after you enable the feature under Preferences → Owner Reports) and payout records
  • Display owner details on contracts and legal documents

Use this page to add, edit, and manage owners — including required fields (Legal Name, Email, Fiscal ID, IBAN, etc.) and how owner data flows into contracts and payouts.

How to open Owners in the app​

  1. Sign in to the management frontend and open Account Settings (gear / company entry in the user area, or go straight to /settings).
  2. In the Account Settings left sidebar, under Team, choose Owners (same shell as Users and roles).
  3. Use + Add Owner for a new record, or open an existing row to edit banking and identity details before they are picked on properties or payout runs.

Bookmark: platform.vivin.app/settings/owners — see Deep Links for neighbouring settings routes.

Screenshots​

Account Settings — Team — Owners — settings shell with the Owners list, search, and Add Owner (full desktop layout). The sidebar shot above highlights Team → Owners; the overview below focuses on the owner cards:

Account Settings — Team — Owners tab with owner cards, search, and add control in the settings shell

Adding or editing an owner​

Pair with other Owners sections

Create payout-ready owner records before Listings — Creating a New Property — the property wizard Owner dropdown only lists landlords registered here.

  1. On the Owners tab (see How to open Owners in the app above), click + Add Owner to register someone new, or use the pencil on an existing owner card to edit inline.
  2. Complete or update the form (legal identity, contact, and banking fields as shown in your workspace)—pay special attention to IBAN and fiscal identifiers before the next payout cycle.
  3. Save from the card footer (inline edit) or the modal footer (Add Owner). Updated values flow into new contracts, statements, and payout destinations; review open bookings if you change identifiers mid-season.

Add Owner opens a centered dialog with the fields you need before a property can reference that payee (display name, legal name, email, phone, fiscal ID, IBAN, fiscal address, and ID document type). Name, Email, and Fiscal ID are required on create:

Account Settings — Add Owner dialog with identity, contact, and banking fields

ID document type​

The optional ID Document Type field (Passport, ID, CC, and other account options) feeds the contract token {OwnerIdDocumentType} on Contract templates. Set it on create or later in inline edit — generated contracts for properties linked to that owner print the chosen label.

On Add Owner, open the control to pick a type before you create the record:

Account Settings — Add Owner dialog with ID Document Type dropdown open (ID, CC, Passport)

Existing owners are edited inline on their card (pencil control) rather than in this modal — the card expands with the same field groups and Cancel / Save actions in the footer:

Account Settings — owner card in inline edit mode with editable fields and Cancel / Save

Inline edit shows ID Document Type beside Address (same options as Add Owner):

Account Settings — owner card inline edit with ID Document Type set to Passport

In view mode the card prints the saved type under the identity grid:

Account Settings — owner card view mode showing ID Document Type Passport

Walkthrough: open Add Owner and expand ID Document Type, Cancel without creating; search a clean owner, open inline Edit, expand ID Document Type, then Cancel without saving.

Search and delete​

  • Search — the header search box matches display name and email (case-insensitive). The owner count in the title still reflects the full list; the grid below narrows to matching cards.
  • Delete — the trash icon on a card opens a confirmation dialog naming that owner. Deletion is permanent — remove an owner only when no properties should reference them going forward.

Account Settings — Owners search narrowed to one matching card

Account Settings — delete owner confirmation dialog

Walkthrough: narrow the owner list with Search, open inline edit with the pencil control, Cancel without saving, then open Add Owner and close the dialog (demo does not create or delete records).

Owner-linked management users​

Some teammates sign in with a management account that is linked to one owner record. Vivin ties the link by email match (case-insensitive):

  1. Invite a user on Users with the same email as an existing owner on this tab — or
  2. Add an owner here with the same email as an existing user.

When the emails match, that user’s session is owner-scoped: Listings, Bookings, Tenants, Finance, and related reads only include properties assigned to that owner (and the bookings/tenants on those properties). Staff without an owner link keep the full account portfolio their role already allows.

Account Settings — Owners card for the landlord whose email matches the signed-in owner-linked user

Listings — Portfolio (1) for an owner-linked user showing only that owner’s building

Bookings — All bookings list limited to units on the linked owner’s property

Tenants — directory limited to guests with bookings on the linked owner’s properties

Walkthrough: as an owner-linked user, open Listings (single building), Bookings, Tenants, Inbox, then Settings → Owners for the matching landlord card.

Operations and Utilities stay on the same buildings​

Owner scope is not limited to portfolio directories. Day-to-day Operations and Utilities surfaces use the same property set:

AreaWhat an owner-linked login sees
Operations → TicketsMaintenance tickets on their buildings (and units/bookings on those buildings) only.
Operations → Cash FlowsCash-flow rows tied to their properties. Account-level rows with no property are hidden. Creating a cash flow requires picking one of their properties.
UtilitiesBills, connections, allocations, timeline, and Cost map for their properties only. Select properties lists only their buildings. Account-wide utility actions (for example AI bill upload or Recalculate Allocations on Cost map) stay with full-account staff.

Operations Cash Flows — owner-linked login with a single property’s outflow row

Operations Tickets — owner-linked login listing a ticket on Rivera House only

Utilities — Select properties menu listing only the owner-linked building

Walkthrough: as an owner-linked user, open Operations → Cash Flows, then Tickets, then Utilities → Select properties to confirm only their building appears.

Pair with Operations for ticket and cash-flow workflows, and Utilities for bill entry — the screens look the same; the portfolio behind them is already filtered.

WhatsApp Inbox and alerts​

Owner-linked users also get a narrower messaging and alert surface:

SituationWhat they see
At least one property assigned to their ownerInbox lists only WhatsApp conversations for tenants with a non-archived booking on their properties. The Unknown (no-booking) bucket is hidden. Labels and Pause bot stay manager-only — the labels bar is hidden on Inbox and on Bookings → Communication. Dashboard bell Inbox and General rows are filtered to the same portfolio — see Notifications — Owner-linked General alerts.
No properties on their owner yetTools → Inbox and the bell Inbox sub-tab stay unavailable until you assign at least one property to that owner in Listings.

Inbox — empty scoped conversation list for an owner-linked user with no WhatsApp threads on their properties

Dashboard bell — General tab for an owner-linked login (portfolio-scoped payment and ticket alerts)

Dashboard bell — Inbox tab for the same owner-linked login (WhatsApp threads on their buildings only)

Notifications — full /notifications history for the same owner-linked login

Walkthrough: as an owner-linked user, open the Dashboard bell General / Inbox tabs, then /notifications, then Listings for the matching single building.

Deleting an owner clears the link on any matching user — they return to full-account access on their next session (subject to role permissions). Keep owner and user emails aligned when you intend portfolio scoping; use different emails when a teammate should manage the whole account.

Not the same as the Owners filter

Other filters → Select owners on Bookings or Finance is a temporary portfolio slice for any staff user. Owner-linked scoping is automatic for that login and cannot be widened from the filter drawer.

Owner report configuration​

Requires Preferences opt-in

The Commission chip and per-item editor on each owner card appear only when Enable Owner Reports is On under Preferences → Owner Reports. With the switch off, you still maintain legal identity and banking here — fee, VAT, and payout checkboxes stay hidden in both view and edit.

When Owner Reports is Off​

If Enable Owner Reports is Off, each owner card shows only identity and banking (name, email, fiscal ID, phone, IBAN, ID document type). The Commission chip and the per-item table do not appear on the read-only card, and inline Edit has no commission block either — so an account that never opted in never sees fee figures it cannot act on.

Account Settings — Owners card view with identity and banking only (Owner Reports Off — no fee figures)

Account Settings — Owners inline edit with identity fields only (Owner Reports Off — no Owner report block)

Walkthrough: with Owner Reports Off, open Owners and review a card without fee figures, open inline Edit (no Owner report block), then re-enable Preferences and confirm fee figures return on the card.

Turn the switch On under Preferences → Owner Reports when you are ready to settle landlords — commission fields then appear on every owner card as below.

When Owner Reports is On​

When Owner Reports is enabled, each card’s view mode shows a Commission chip next to identity and banking. Open inline Edit (pencil) to change how that landlord’s monthly settlement is calculated.

View chip

Chip textMeaning
8% · RentOne fee percentage on every charged item (here, Rent only).
8% Rent · 6% Cleaning feeMixed rates — each charged item listed with its own percentage.
Not configuredNo item is charged a commission for this owner.
Per property · 8%Scope is per property; the span is the rates across that landlord’s buildings.

Account Settings — Owners card with Commission chip 8% · Rent

Account Settings — Owners card with Commission Not configured

Inline editor

ControlPurpose
Commission applies toAll properties — one set of rates for the whole portfolio. Per property — only Fee and VAT change per building; Owner payout and PM Charge stay the same across the portfolio. A property with no rates of its own uses the owner’s.
ItemPayment type: Rent, Cleaning fee, Admin fee, Exit fee, Deposit, Others.
Owner payoutCredit this item as income on the settlement (paid to the owner).
PM ChargeCharge a management fee on that item’s revenue. You can only charge items that are also paid to the owner.
FeeCommission percentage for that item (active when PM Charge is on).
VATVAT percentage for that item’s fee.

The summary under the table (for example 8% of Rent + VAT) is the default for new reports; you can still change fee % on a line in Finance → Owner Reports before you generate.

Occupancy rate and outstanding debt are not set on the owner card. On each settlement, use the On report / Hidden on report toggles in the report summary.

Account Settings — Owners inline edit, Commission applies to All properties and per-item table

Account Settings — Owners, Commission applies to All properties versus Per property

Walkthrough: in inline Edit, review the per-item table, switch Commission applies to from All properties to Per property and back, then Cancel without saving.

Save updates only that owner. Repeat the table on each landlord who should use different rates.

Owner report document​

Visible when Owner Reports is On

The Owner report document card sits at the top of Settings → Owners only while Enable Owner Reports is On. It controls the Word/PDF shape of every settlement on Finance → Owner Reports — not the per-item Fee / VAT on each owner card.

By default Vivin uses a built-in document with your account logo and brand colour. Use this card when you want a custom Word template or to preview the built-in letterhead:

ControlWhat it does
Upload templateReplace the built-in layout with your .docx.
PreviewRender a sample settlement PDF (built-in or uploaded).
Document languageEnglish, Portuguese, Spanish, or Italian labels on the built-in document only — an uploaded Word file keeps whatever language you typed in it.
Show available variablesLists merge fields such as {OwnerName}, {ManagementFee}, {#Lines} … {/Lines} to paste into a custom template.
Replace / RemoveSwap or clear an uploaded template and return to the built-in document.

Account Settings — Owners, Owner report document card using the built-in branded layout

Account Settings — Owners, Owner report document variables list for a custom Word template

After the settlement PDF looks right, generate and optionally invoice the management fee from Finance → Owner Reports.

After you save fee rules, generate settlements on Finance → Owner Reports.

What you maintain here​

Pair with other Owners sections

Owner IBAN and fiscal identifiers flow into Finance — Owner Reports, Finance — Payouts, and contract variables on Contract templates ({OwnerName}, {OwnerFiscalId}, {OwnerFiscalAddress}, … — FAQ) — reconcile open Finance — Contract Values before mid-season banking changes.

  • Create — Use + Add Owner to register a new legal entity or person before they appear on properties or payout reports.
  • Edit — Update banking, fiscal, or contact details when they change in the real world; outdated IBANs or fiscal IDs will flow into the wrong statements until corrected.
  • Associate — Owners are picked from this list when you assign an Owner on a property in Listings; the link drives Payouts and owner-facing totals elsewhere in Finance.

Typical fields you should expect to complete for a usable payout-ready record (wording in the app may vary slightly by locale):

AreaWhy it matters
Legal identityName and fiscal identifiers used on contracts and tax-related exports
ContactEmail and phone for operational correspondence
Banking (IBAN)Destination for owner payouts from your Vivin-managed rent collection workflow
ID document typeThe kind of identity document the owner signs with (Passport, ID, CC…). Optional; fills {OwnerIdDocumentType} on contract templates — see ID document type

Those fields are reused wherever the product needs a stable legal payee for a property: the Owner selector in Listings (property setup), Payouts rows in Finance, and contract or export surfaces that print owner identity. Keeping Legal Name and Fiscal ID aligned with your real-world entities avoids mismatches on statements and tax artefacts.

Business Rule

An owner record must exist before you can create a property assigned to that owner. If an owner is not in this list, the Owner dropdown in the property creation wizard will not show them.

Owners section cross-reference​

Use the sections above for this settings area. Related setup pages are linked from Related below when present, or from Account Settings.

Pair with other Owners guide sections

Related below links this Account Settings tab to modules, workflows, concepts, and escalation paths.

Documentation map & escalation​

Upstream & downstream workflows​

Deeper workflow reads​

See Upstream & downstream workflows above for the same guides.

Operator modules​

Deeper concept reads​

Companion API guides​

Module documentation hubs​

  • Dashboard — Post-login KPI snapshot
  • Analytics — Month-range portfolio KPI charts
  • Bookings — Operator UI for reservations on owner-linked properties; list Export includes othersValue / othersCategories
  • Sales — Portfolio availability and channel connections
  • Utilities — Bills, allocations, and Cost map for owner-linked buildings (owner-linked Operations & Utilities; owner-scope-utilities-property-picker.png); Bills Included ceiling model
  • Inbox — Portfolio-wide WhatsApp workspace (scoped for owner-linked logins)
  • Notifications — Full /notifications history
  • AI Chat — AI Assistant
  • Booking engine details — Marketplace payload editor

Operator habit hubs​

Day-to-day operator habits (lockout catch-up, pending receipts, payment triage, handoffs, and related playbooks) live on the Common Workflows habit hub.

Deep-link anchors for habit hubs

Lockout catch-up after password recovery​

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​

Handling a Late Payment collections​

Finance Income status drill-down​

Cash flow forecast drill-down​

Key glossary terms​