Preferences
Complete Getting Started — Recommended Setup Sequence step 2 (this tab — check-in/out defaults, preparation days, portal toggles) after step 1 General Information and before step 3 Users — 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.
Skim Booking Defaults (times and preparation) and Notifications & Emails, then Charges & Payments and Tenant Portal portal toggles. Ticket deadlines: Ticket Priorities. 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: Preferences section cross-reference · Account Settings — Tab cross-reference.
Preferences under Account Settings centralises account-wide defaults: how booking dates and filters behave, automated email and notification behaviour, rules for charges and payment plans, ticket priority deadlines, cancellation and rent-calculation settings, what tenants may change in the Tenant Portal, and default minimum/maximum stay for new units.
Open Account from the sidebar, then Preferences in the settings navigation, or go directly to platform.vivin.app/settings/preferences.
The screen uses cards: each group shows current values, and the pencil icon enters edit mode for that card. Save persists changes to the server; Cancel discards edits for that card. Only one card is in edit mode at a time; other cards stay in read-only view until you save or cancel.
Before go-live, pair portal toggles here with Tenant categories (per-segment overrides), Services (Allow to see services), and Payments, Invoicing & Utilities (due dates, penalties, and deposit rules behind Charges & Payments). In-app notification masters here gate Dashboard bell rows — they do not surface internal LLM spend; poll AI usage API during Portfolio KPI review — Step 7. Section-to-doc pairing: Preferences section cross-reference. Hub tab matrix: Account Settings — Tab cross-reference.
Per-user tab order (drag-to-reorder for module tab bars such as Bookings, Sales, Finance, Utilities, and Operations) is not on this page. It lives under Account Settings > Personal at /settings/personal. See My Profile for how /profile relates to account settings routes.
Booking Defaults (display)
Default list filters and date interpretations here shape how Bookings and Dashboard open on first load — align Deposit Refund Limit Reference with your Managing a Check-out SOP. Full pairing matrix: Preferences section cross-reference.
This card configures how dates and filters behave in booking views:
| Control (as shown in the app) | Purpose |
|---|---|
| Dashboard — Preferred Dates | Whether the dashboard emphasises Contract dates or Check-in & check-out dates when interpreting booking periods. |
| Default Booking List Filter | Which status filter the Bookings list applies first (All, Ongoing, Upcoming, Ended, Cancelled). |
| Booking Status — Preferred Dates | Same contract vs move-in/out choice, scoped to booking status workflows. |
| Deposit Refund Limit Reference | Whether deposit-refund limits align to Contract end date or Check-out date. |
These settings apply account-wide (all users see the same defaults until they change filters locally where the product allows it).
Booking Defaults (times and preparation)
Preparation-day values block back-to-back stays in Sales — Multicalendar and connected Integrations iCal feeds — pair with General Information for operator-facing explanation. Full pairing matrix: Preferences section cross-reference.
A separate Booking Defaults card (subtitle: default check-in/out times and preparation periods) controls operational timing:
| Field | Purpose |
|---|---|
| Check-in time / Check-out time | Default times proposed for new bookings and operational views. |
| Mid-term Prep | Preparation window (0–7 days) for mid-term stays. |
| Short-term Prep | Preparation window (0–7 days) for short-term stays. |
| Advance Notice | Minimum advance notice (0–30 days) for reservations. |
| Vacant Unit Preference | How manually blocked units count as vacant or available (#1427) — see below. |
Vacant Unit Preference
This setting changes vacancy math on Dashboard — Today and Vacant Units, Sales — Overview Available Now, and Sales — Multicalendar / Pricing Available now filters. OTA/iCal blocks and booking-linked holds still count as occupied everywhere. Full pairing matrix: Preferences section cross-reference.
The Vacant Unit Preference control sits on the same Booking Defaults card as check-in/out times and preparation days. It answers whether a listing with a manual block (operator-added unavailability with no booking) should still count as free for vacancy KPIs and availability filters.
| Option | Behaviour |
|---|---|
| Default | Today's behaviour — a manual block makes the unit not vacant (matches Sales → Available Now and Multicalendar → Available now before you change this setting). |
| Include manual blocks | A manually blocked but otherwise unbooked unit counts as vacant / available on Dashboard Today and Vacant Units, Sales → Overview Available Now (including occupancy bars and forecast clicks), and Multicalendar / Pricing Available now and Date range filters. OTA/iCal calendar blocks and booking-linked unavailabilities still occupy the unit. |
Unset or Default keeps existing accounts unchanged until you opt in. Use Include manual blocks when you treat manual holds as physical vacancy for leasing triage (for example maintenance buffers you still want on Vacant Units) while channel-imported blocks stay occupied.
Vacant Unit Preference capture re-verified 2026-07-08 02:15 UTC (VIVIN_DOCS_BASE_URL=http://localhost:5174 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL npx tsx tools/capture-preferences-vacant-unit-preference-screenshot.ts on develop-line frontend #1427; prior PNG bytes unchanged).
These values used to be documented under General Information; in the current product they are edited only on Preferences. See General Information for how preparation buffers affect Sales availability.
Notifications & Emails
Receipt and payment-notification toggles complement Emails — Communication Rules tenant templates and per-user opt-outs on Personal Settings — enable account masters before testing Finance — Transactions invoice automation. Full pairing matrix: Preferences section cross-reference.
Controls automated messages and operator alerts. The Notifications & Emails card is grouped in the app like this (labels follow your interface language):
| Group / control (English UI) | Purpose |
|---|---|
| Contract in onboarding email | Attach the contract PDF to the tenant welcome email when enabled. Tenant category rules can override this — see below and Tenant categories. |
| Final invoices (receipts) | Send the invoice receipt email to the tenant; optionally email a copy to account only (no tenant on the account copy). |
| Proforma invoices | Email proforma to the tenant before billing; optional copy to account only. |
| Payment notifications → Receive payment notifications | Account-wide switch: allows the workspace to send operator-facing notifications when a tenant payment is received. |
Final invoice receipt emails
When Vivin issues a final invoice (invoice receipt) through your connected provider — for example after Issue allocation or Invoice selected on Finance → Transactions — the PDF is stored on the booking and operators can open it from Files or transaction detail. These Preferences toggles control whether Vivin also emails that PDF automatically:
| Toggle (English UI) | Recipient | When it sends |
|---|---|---|
| Send invoice receipt email to tenant | Booking tenant (primary To:) | After a final invoice is issued, when the tenant has a non-empty email on the booking. |
| Send invoice receipt copy to account | Account email only | Separate message to your workspace account email — the tenant is not on this copy (use when finance wants an inbox archive without CC). |
You can enable either, both, or neither:
- Tenant only — typical default: the tenant receives the branded email with the PDF attached; operators reconcile from Finance.
- Tenant + account copy — tenant email is primary; the account address is CC on the same message (one send, two inboxes).
- Account copy only — useful when you issue invoices internally and do not want the tenant emailed automatically (tenant still has portal/files access when configured).
- Both off — invoicing and ledger state still update; no automatic receipt email is sent.
Emails use the same tenant-notification template family as other booking messages (logo, brand colour, portal link). Optional BCC on tenant invoice emails for individual operators is configured on Personal Settings when your role exposes that control.
Invoice issuance (provider API, allocation status, Files tile) is separate from email delivery. Vivin persists the provider PDF on the booking and marks the allocation Invoiced before attempting the optional receipt email — a SendGrid or mailbox failure does not roll back invoiced state or remove the Files tile. When toggles are on, Invoice-xpress receipt emails attach the same PDF already stored on the booking (not a second provider fetch that could fail silently). If the tenant did not receive mail but Files / Transactions show the document, confirm toggles here, the tenant email on the booking, and spam filters — do not re-issue solely because the mailbox did not update; contact support if delivery keeps failing while the PDF is present.
Final invoice receipt toggles capture refreshed 2026-06-17 21:00 UTC (VIVIN_DOCS_BASE_URL=http://localhost:5173 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL npx tsx tools/capture-settings-preferences-invoice-receipt-toggles-screenshot.ts).
Payment notifications: account vs your inbox
Two layers must both be on for a given user to receive payment-received operator alerts (mailbox and in-app rows on the Dashboard bell and /notifications):
- Account — Here under Preferences → Notifications & Emails, turn on Receive payment notifications (saving the card persists it for the whole workspace).
- You — Each team member must opt in under Account → Personal Settings at
/settings/personal: Your email preferences includes Payment notification emails. That toggle applies only to your user — it controls your payment emails and whether you see in-app Payment received from tenant … rows; it does not change other operators’ inboxes (see the subtitle on that screen).
If the account switch is off, personal Payment notification emails has no effect until an administrator enables the account setting.
For template text and triggers, still configure Settings > Emails.
In-app notifications
Account-wide Payments, Inbox messages, and Service requests masters gate Dashboard bell rows — pair with Notifications module and Notification triage before bulk-disabling categories during onboarding. Full pairing matrix: Preferences section cross-reference.
A separate In-app notifications card on Preferences holds account-wide master switches for operator alerts that appear on the Dashboard bell and /notifications. Each category defaults On for the whole workspace. When a master switch is Off, no teammate sees in-app rows for that category — personal opt-in cannot override an account-disabled category.
| Control (English UI) | In-app rows gated when Off |
|---|---|
| Payments | Payment received from tenant …, payment overdue operator alerts, and related payment event types — see Notifications — Payment overdue alerts |
| Service requests | Tenant portal service orders and cancellations |
| Scheduled bookings | Scheduled booking success and failure alerts |
| Inbox messages | Inbound WhatsApp, email, and chatbot message pings (Dashboard bell Inbox sub-tab rows) |
Save the card after editing; toggles apply account-wide immediately for new notification queries.
In-app notifications card capture refreshed 2026-06-23 18:15 UTC (VIVIN_DOCS_BASE_URL=http://localhost:5173 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL npx tsx tools/capture-settings-in-app-notifications-screenshots.ts).
How account masters interact with personal settings
Payment-received and payment-overdue in-app alerts share the Payments category and use four layers for in-app delivery (email for payment-received still follows Payment notifications: account vs your inbox above):
- Account — Notifications & Emails → Receive payment notifications (creates payment-received notifications for opted-in operators).
- Account — In-app notifications → Payments (master gate for payment in-app rows).
- You — Personal Settings → Your email preferences: Payment notification emails (audience list for who receives payment alerts).
- You — Personal Settings → Your in-app notifications: Payments opt-out (hide payment in-app rows for your user only).
Service requests, Scheduled bookings, and Inbox messages use the account master on this card plus each user’s matching toggle under Your in-app notifications on Personal Settings — there is no separate email toggle for those categories on the personal screen (service-order emails still use Service subscription emails under Your email preferences).
See Notifications module for how categories map to Dashboard bell sub-tabs and /notifications rows.
Contract attachment overrides
The Contract in onboarding email toggle is the account default. Vivin may still omit the PDF on send when:
| Override | When it applies |
|---|---|
| Tenant category — Contract module off | The tenant’s category has Tenant Portal Access off, or the Contract portal module disabled for that segment. This wins over the account toggle so tenants who cannot sign in the portal are not sent a contract attachment they cannot use. Tenants without a category keep the account setting. |
| No contract file on the booking | Onboarding resend paths (for example after Change unit) skip the attachment when contractPath is empty so the email still delivers without a spurious attachment error. |
| Signed contract on listing change | Change unit does not regenerate the contract. If a signed PDF exists, the onboarding resend can still attach it per the account setting — the modal warns that the signed document may still reference the original unit until you handle contract updates separately (contract regeneration is planned for a later release). |
Charges & Payments
Deposit dispute and Ready to Refund toggles govern Bookings — Deposit tab and Finance — Deposits — lifecycle pill states (Fully Paid, Ready to Refund, Disputed) are defined in Glossary — Deposit lifecycle status. Align with Payments, Invoicing & Utilities penalty rules before peak check-out season. Full pairing matrix: Preferences section cross-reference.
Rules for booking charges and payment plans:
| Toggle | Purpose |
|---|---|
| Update payments plan automatically | Recalculate the payment plan when charges change. |
| Require charge category | Category is mandatory when adding a booking charge. |
| Require charge description | Description is mandatory when adding a booking charge. |
| Allow refund before contract end | Allow deposit refunds before the contract end date when your process allows it. |
| Require "Ready to Refund" step | When On, operators must turn on Ready To Refund on the booking Deposit tab before finance can record a refund. When Off, the per-booking toggle is optional and refunds can proceed once collection and deductions are settled. |
| Enable deposit disputes | When On, users with bookings.dispute can flag a Fully Paid deposit as Disputed from the booking Deposit tab or Finance → Deposits row actions. Refund stays disabled until Resolve Dispute clears the flag. |
Deposit lifecycle toggles (Require "Ready to Refund" step and Enable deposit disputes) in view mode:
Deposit lifecycle preference toggles re-verified 2026-06-19 11:00 UTC (VIVIN_DOCS_BASE_URL=http://localhost:5173 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL npx tsx tools/capture-deposit-disputes-screenshots.ts — same settings-preferences-deposit-lifecycle-toggles.png asset as 08:00 UTC).
Ticket Priorities
Default SLA hours here seed new Operations — Tickets due dates — pair with Categories — Tickets mandatory labels before the first maintenance wave. Full pairing matrix: Preferences section cross-reference.
Set a default deadline (stored as hours; shown in the UI as hours or day labels) for each priority (Low, Medium, High, Critical). New tickets inherit these deadlines; they can still be overridden per ticket in the Operations module.
Cancellation & Rent
Auto-cancel unpaid move-in is a backstop after Managing a Check-in — coordinate grace periods with move-in charge requirements on Bookings — Payment Plan. Full pairing matrix: Preferences section cross-reference.
- Cancellation window — up to N days after move-in during which the configured cancellation rules apply (wording in the app summarises the window).
- Daily Contract — Rent Calculation — Standard (monthly) vs Yearly Average (nightly) for how daily amounts are derived when the product needs a nightly breakdown.
- Auto-cancel unpaid move-in — optional automation that cancels bookings when move-in charges stay fully unpaid after check-in; see Auto-cancel unpaid move-in below.
Auto-cancel unpaid move-in
When Auto-cancel unpaid move-in is On, Vivin evaluates each booking after check-in (UTC):
| Outcome | Condition |
|---|---|
| Auto-cancel (no refund) | Every move-in required payment is still fully unpaid once the grace period has elapsed. |
| One-time email instead | The tenant has partially paid move-in charges — the product notifies operators/tenants rather than cancelling immediately. |
| No action | Move-in required payments are satisfied, or auto-cancel is Off. |
| Control (English UI) | Purpose |
|---|---|
| Auto-cancel unpaid move-in | Master switch for the workflow above. |
| Grace period (days after check-in) | Wait time after check-in before auto-cancel can run (1–366 days). The day-count field is disabled when auto-cancel is Off. |
Cancellation & Rent and Tenant Portal contract-signing captures refreshed 2026-06-17 03:10 UTC (VIVIN_DOCS_BASE_URL=http://localhost:5173 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL npx tsx tools/capture-preferences-contract-signing-screenshots.ts).
Coordinate this with your move-in payment requirements on bookings and Finance collections workflow — auto-cancel is an account-level backstop, not a substitute for operator follow-up on partial payments.
Tenant Portal
Account-wide portal toggles are overridden per segment on Tenant categories — set defaults here, then refine segments before Processing a New Booking onboarding mail. Full pairing matrix: Preferences section cross-reference.
Default permissions for what tenants may view or edit in the Tenant Portal (subject to booking state and contract signing where applicable):
| Toggle | Tenant capability when On |
|---|---|
| Allow edit fiscal ID | Update tax identification number. |
| Allow edit identification ID | Update ID document number. |
| Allow edit billing details | Update billing details before contract signature. |
| Allow edit billing details after contract signature | Update billing details after signing. |
| Allow tenant to edit IBAN | IBAN editing in the portal; when On, you can also allow IBAN changes after contract signature. |
| Allow edit identification fields after contract signature | ID number, type, and expiry after signing. |
| Allow edit fiscal fields after contract signature | Fiscal ID, home address, and country after signing. |
| Allow to create tickets | Submit maintenance requests (creates tickets in Operations). |
| Allow to see services | View the services catalogue and requests (Services). |
| Allow to see utilities | View utility consumption and charges. |
| Allow to see entry codes | View building, property, and unit entry codes on portal Home after the check-in email is sent and before checkout (#2166). Does not suppress codes in the check-in email itself. |
Mandatory fields before contract signing
Below the portal permission toggles, the Mandatory for contract signing block sets hard gates in the Tenant Portal before a tenant can complete contract signature. Each toggle maps to a field on the portal Your Details step of the Digital contract signing wizard. When a toggle is On, the tenant must fill that field (or already have it on file) before the signature control unlocks. Enforcement runs in the portal UI and server-side on sign — tenants cannot bypass a gate by calling the API directly. A contract PDF must still exist on Contract Info before Sign contract appears — configure templates in Contract templates and generate from Processing a New Booking — Step 4. When tenants report a blocked Sign contract button, start with FAQ — Tenant contract signing blocked.
| Toggle (English UI) | Portal field gated before signature |
|---|---|
| Require First Name | First name |
| Require Last Name | Last name |
| Require Phone | Phone number |
| Require Nationality | Nationality |
| Require Identification ID | Identification ID |
| Require ID Type | ID document type |
| Require ID Expiry Date | ID expiry date |
| Require Country of issue | Country of issue (ID document) |
| Require Fiscal ID | Fiscal / tax ID |
| Require Home address | Tenant's home address |
| Require IBAN | IBAN |
All toggles default to Off, so existing accounts keep prior behaviour until you enable additional gates. These requirements are independent of the Allow edit … toggles above: you can let tenants update a field in the portal while still requiring it to be present at signing time. Tenant categories can further restrict which portal modules and profile fields apply per segment.
Tenants experience these gates in the portal Sign contract wizard — see Tenant Portal — Digital contract signing for the four-step flow (Your Details → Billing → Review → Sign).
Whether tenants can pay online depends on your account having the tenant payment module enabled (Vivin provisioning — contact support if card or bank pay-in flows are unavailable) and on each property’s Property Payments Active toggle in Listings > Payments. Those requirements are documented in the Tenant Portal page, not as switches on this Preferences screen.
Min/Max Stay Defaults
Apply to all active listings overwrites per-unit stay rules on Listings — confirm channel minimums on Sales — Pricing before bulk apply. Full pairing matrix: Preferences section cross-reference.
Default minimum stay and default maximum stay (in months) apply as account-level defaults for new units. Saving defaults does not rewrite existing listings.
- Apply to all active listings — overwrites min/max stay on every non-archived listing with the saved account defaults; listing-specific values are lost. The app asks for confirmation before running this bulk action.
Preferences section cross-reference
Use this table when one Preferences card or section 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 account defaults.
| Preferences topic / section | Pair with these docs |
| --------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Booking Defaults (display) | Bookings module, Booking Lifecycle |
| Booking Defaults (times and preparation) | General Information, Vacant Unit Preference, Dashboard — Vacant Units, Sales — Multicalendar |
| Notifications & Emails | Emails, Interface language — Your email preferences |
| In-app notifications | Notifications module, Notifications — Payment overdue alerts, Notification triage, Handling a Late Payment — Step 1 |
| Charges & Payments | Invoicing & Payments, Managing a Check-in (Auto-cancel unpaid move-in) |
| Ticket Priorities | Operations — Tickets, Categories |
| Cancellation & Rent | Cancelling a Booking, Payment Allocation |
| Tenant Portal | Tenant categories, Tenant Portal (concept), Listings — Payments tab |
| Min/Max Stay Defaults | Listings module, Sales — Multicalendar |
| Lockout catch-up after password recovery | Resetting a Management User Password, Getting Started — Lockout catch-up after password recovery, Common Workflows — Lockout catch-up |
| Pending manual receipt approval | Invoicing & Payments, Users and roles — Role permissions (Approve payments), Finance — Pending manual payments |
| Reject/revert mistaken receipts | Payment Allocation — Correcting mistaken receipts, Finance — Row actions on in-payment rows, In-app notifications |
| Notification row-click navigation | /notifications row-click after In-app notifications masters | Account Settings — Notification row-click navigation, Common Workflows — Notification row-click navigation, Notifications module — Notification row-click navigation |
| Payment alert to receivables triage | payment overdue after Payments alert masters | Account Settings — Payment alert to receivables triage, Common Workflows — Payment alert to receivables triage, Handling a Late Payment — Step 1 |
| Confirmation alert triage | Upcoming alerts after notification category saves | Account Settings — Confirmation alert triage, Common Workflows — Confirmation alert triage, Processing a New Booking — Step 5b |
| Finance debt receivables triage | Portfolio Top debtors / Debt Aging after settings on this tab | Account Settings — Finance debt receivables triage, Common Workflows — Finance debt receivables triage, Finance module — Finance debt receivables triage |
| Finance Income status drill-down | Income → In debt vs Debt Aging after settings on this tab | Account Settings — Finance Income status drill-down, Common Workflows — Finance Income status drill-down, FAQ — Finance Income status drill-down hub |
| Cash flow forecast drill-down | Cash flow forecast month bars vs Income segments | Account Settings — Cash flow forecast drill-down, Common Workflows — Cash flow forecast drill-down, FAQ — Cash flow forecast drill-down hub |
| Portfolio segmentation by tenant category | Tenant categories, Tenant Portal, Common Workflows — Portfolio segmentation by tenant category, Bookings — Other filters |
Related
Related below links this Account Settings tab to modules, workflows, concepts, and escalation paths. Pair Documentation map & escalation with Account Settings hub — Documentation map & escalation; pair Upstream & downstream workflows with Account Settings — Tab cross-reference. Topic-to-section pairing in sections above: Preferences section cross-reference. Full hub matrix: Account Settings — Section cross-reference.
Documentation map & escalation
Documentation-map bullets pair with Introduction — Section cross-reference and FAQ — Section cross-reference. Hub parity: Account Settings hub — Documentation map & escalation. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Account Settings hub — Tab pairing matrix across workspace configuration
- Glossary — Term definitions used across settings and module docs
- FAQ & Troubleshooting — Quick answers when portal or move-in behaviour does not match expectations
- Get Help & Support — Escalate when portal toggles or move-in defaults behave unexpectedly
Upstream & downstream workflows
Workflow bullets pair with Common Workflows — Workflow cross-reference for inter-guide step pairing. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Onboarding a New Property (section cross-reference; Deeper workflow reads; hub) — Apply move-in defaults and portal gates before the first reservation
- Managing a Check-in (section cross-reference; Deeper workflow reads; hub) — Move-in charge triage before Auto-cancel unpaid move-in can run
- Managing a Check-out & Deposit Refund (section cross-reference; Deeper workflow reads; hub) — Enable deposit disputes toggle before operators use Mark as Disputed on departure week
- Handling a Late Payment — Step 1 (section cross-reference; Deeper workflow reads; hub) — Identify overdue charges when partial move-in payment triggers a payment overdue alert instead of auto-cancel
- Notification triage (section cross-reference; Deeper workflow reads; hub) — Payment-received and payment overdue in-app alerts after move-in or penalty rules change (Step 4 (section cross-reference; Deeper workflow reads; hub))
- Cancelling a Booking (section cross-reference; Deeper workflow reads; hub) — Auto-cancel unpaid move-in backstop alongside manual cancellation paths
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](./preferences.md#deeper-workflow-reads) anchors on Account Settings bullets — hub parity: Account Settings hub — Deeper workflow reads. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Onboarding a New Property — Apply move-in defaults and portal gates before the first reservation (section cross-reference; Deeper API reads; hub)
- Managing a Check-in — Move-in charge triage before Auto-cancel unpaid move-in can run (section cross-reference; Deeper API reads; hub)
- Managing a Check-out & Deposit Refund — Enable deposit disputes toggle before operators use Mark as Disputed on departure week (section cross-reference; Deeper API reads; hub)
- Handling a Late Payment — Step 1 — Identify overdue charges when partial move-in payment triggers a payment overdue alert instead of auto-cancel (section cross-reference; Deeper API reads; hub)
- Notification triage — Payment-received and payment overdue in-app alerts after move-in or penalty rules change (Step 4) (section cross-reference; Deeper API reads; hub)
- Cancelling a Booking — Auto-cancel unpaid move-in backstop alongside manual cancellation paths (section cross-reference; Deeper API reads; hub)
Related Account Settings tabs
Tab bullets pair with Account Settings — Tab cross-reference and Recommended setup order. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Interface language — Your in-app notifications — Per-user opt-outs that complement the account masters on this tab
- Interface language — Personal UI locale (distinct from account booking defaults on this tab)
- Services — Tenant services catalogue and approval workflow alongside portal toggles here
- Invoicing & Payments — Due dates, penalties, payment priorities, and payout behaviour
- Tenant categories — Portal segment rules paired with portal toggles on this tab
- Categories — Lease Purpose and ticket categories paired with portal gates on this tab
- General Information — How preparation-day buffers interact with Sales availability after check-out defaults are saved here
- My Profile — Personal settings; Personal tab for tab order
Operator modules
Module bullets pair with Modules — Module cross-reference. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Notifications module — Dashboard bell and
/notificationsbehaviour gated by these switches - Notifications — Payment overdue alerts (in-app) — Operator Payments category rows when scheduled charges are overdue
- Listings — Payments tab — Per-property Property Payments Active
- Operations — Tickets — Where priority deadlines surface on tickets
- Sales — Multicalendar — Min/max stay defaults affect availability windows on new units
- Finance — Deposits — Portfolio Mark disputed actions after Enable deposit disputes is turned on here; widen the toolbar date range when older move-outs are missing (FAQ — Deposit missing on Finance Deposits)
- Dashboard module — Post-login KPI snapshot affected by move-in defaults configured here
- Audit — Discounts tab — Cross-portfolio discount KPIs and export paired with account notification categories
Deeper concept reads
Concept reads pair with Concepts hub subsection index and Concept cross-reference. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Tenant Portal — Tenant-facing capabilities and payment eligibility (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
- Payment Allocation — Two-layer payment model behind move-in requirement and auto-cancel toggles; credit note reject/revert warnings when mistaken receipts are cleared after payment alerts (section cross-reference; hub)
- Services Marketplace — Allow to see services and Service requests notification masters on this tab (section cross-reference; hub)
- Integrations & Distribution — Tenant portal toggles complement but do not replace marketplace channel setup (section cross-reference; hub)
- Booking Lifecycle — Computed status model for stays shaped by defaults on this tab (section cross-reference; hub)
- Create New menu — Booking wizard inherits move-in defaults and portal toggles saved here (section cross-reference; hub)
- 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
Module documentation hubs
Module hub bullets pair with Modules — Module cross-reference. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Bookings — Operator UI for reservations affected by move-in and portal defaults
- Listings — Property wizard and per-property payment overrides
- Finance — Portfolio ledgers and deposit dispute workflow
- Operations — Maintenance tickets and check-in/out coordination
- Utilities — Bills Included ceiling model and tenant overage charges
- Sales — Portfolio availability and channel manager connections
- Tenants — Tenant directory and With Debt segmentation
- Inbox — Portfolio-wide WhatsApp workspace
- Analytics — Month-range portfolio KPI charts
- AI Chat — Vivin-internal AI Assistant for portfolio Q&A
- Audit — Portfolio-wide Manual Blocks and Discounts review
- Booking engine details — Rich marketplace payload editor via the Full integration pill
- Properties workspace — Legacy
/propertiesURL redirects into Listings
Lockout catch-up after password recovery
Operational backlog after sign-in recovery pairs with Resetting a Management User Password — Step 3 before you resume move-in and portal defaults on this tab. Hub parity: Common Workflows — Lockout catch-up after password recovery. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Common Workflows — Lockout catch-up after password recovery — Hub matrix when sign-in was restored mid-setup before step 2 booking defaults are saved
- Getting Started — Lockout catch-up after password recovery — Canonical operational backlog mesh (notification triage, Pending Steps 6b, portal gates)
- In-app notifications — Reconcile account-wide alert masters after a lockout left
/notificationsnoisy - Pending manual receipt approval — Month-end Pending mesh when move-in receipts recorded during lockout still await Approve payments
Pending manual receipt approval
Receipt approval pairs with Charges & Payments move-in requirements and Users and roles (Approve payments permission). Hub parity: Common Workflows — Pending manual receipt approval. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Common Workflows — Pending manual receipt approval — Hub matrix when partial move-in payments still show pending until Approve payments clears KPIs
- Charges & Payments — Move-in requirement toggles that shape which confirmation lines stay pending
- Invoicing & Payments — Payment priorities and due dates paired with move-in defaults here
- Finance — Pending manual payments — Amber Pending chip on Finance → Transactions
- FAQ — Manual receipt still pending — Why Auto-cancel unpaid move-in may fire before approval clears partial receipts
Reject/revert mistaken receipts
Receipt cleanup pairs with In-app notifications payment alerts and Payment Allocation two-layer receipts. Hub parity: Common Workflows — Reject/revert mistaken receipts. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Common Workflows — Reject/revert mistaken receipts — Hub matrix when duplicate move-in receipts need Reject / Revert after payment alerts fired
- Payment Allocation — Correcting mistaken receipts — Two-layer model and credit note accounting follow-up
- In-app notifications — Payment-received and payment overdue masters that surface mistaken-receipt triage in
/notifications - Finance — Row actions on in-payment rows — Bulk Reject selected on Finance → Transactions
- FAQ — Reject or revert an incoming payment — Quick answers when modals warn about invoiced move-in charges
Portfolio segmentation by tenant category
Segment filters pair with account-wide Tenant Portal defaults overridden per segment on Tenant categories and Portfolio KPI review — Step 6. Hub parity: Common Workflows — Portfolio segmentation by tenant category. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Common Workflows — Portfolio segmentation by tenant category — Hub matrix when portal module gates must be reviewed per segment before account-wide toggles here
- Tenant categories — Segment Tenant Portal Access and module toggles that override defaults on this tab
- Tenant Portal — Account-wide portal permissions refined per segment after setup step 10
- Bookings — Other filters — Tenant category in portfolio Other filters when validating portal behaviour on live stays
- Glossary — Tenant category — Definition, portfolio filter catalog, and Finance parity
Notification row-click navigation
In-app notifications masters on this tab shape which rows appear on /notifications — row-click via Notification triage — Step 4 before bulk mark-read. Hub parity: Account Settings — Notification row-click navigation. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Account Settings — Notification row-click navigation — Hub matrix (
notifications-module-row-click-target.png,notifications-row-navigation-flow.mp4) - Common Workflows — Notification row-click navigation — Operator procedure hub
- Notifications module — Notification row-click navigation — Canonical
/notificationsinbox pairing - FAQ — Notification row-click navigation hub — Symptom table
Payment alert to receivables triage
Payments category masters here drive payment overdue row-click targets — finish single-booking triage before Finance debt receivables triage. Hub parity: Account Settings — Payment alert to receivables triage. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Account Settings — Payment alert to receivables triage — Hub matrix (
notifications-row-navigate-to-booking-detail.png,notifications-row-navigation-flow.mp4) - Common Workflows — Payment alert to receivables triage — Operator procedure hub
- Handling a Late Payment — Step 1 — Collections follow-through after row-click
- FAQ — Payment alert to receivables triage hub — Symptom table
Confirmation alert triage
Upcoming Booking created / Payment received masters pair with Processing a New Booking — Step 5b — toggling alert categories does not approve confirmation receipts. Hub parity: Account Settings — Confirmation alert triage. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Account Settings — Confirmation alert triage — Hub matrix (
notifications-row-navigate-to-booking-detail.png,bookings-detail-transactions-approve-payment-modal.png) - Common Workflows — Confirmation alert triage — Operator procedure hub
- Processing a New Booking — Step 5b / Step 6 — Canonical confirmation gates
- FAQ — Confirmation alert triage hub — Symptom table
Finance debt receivables triage
In-app notifications masters here shape payment overdue alerts — route alerts via Payment alert to receivables triage before Debt Aging. Hub parity: Account Settings — Finance debt receivables triage. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Account Settings — Finance debt receivables triage — Hub matrix (
finance-overview-income-chart-debt-aging.png,finance-overview-debt-aging-walkthrough-flow.mp4) - Common Workflows — Finance debt receivables triage — Operator procedure hub
- Finance module — Finance debt receivables triage — Canonical Finance → Overview surface
- FAQ — Finance debt receivables triage hub — Symptom table
Handling a Late Payment collections
In-app notifications masters here shape payment overdue alerts — route alerts via Payment alert to receivables triage before Debt Aging Hub parity: Account Settings — Handling a Late Payment collections. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Account Settings — Handling a Late Payment collections — Hub matrix (
finance-overview-income-chart-debt-aging.png,notifications-row-navigate-to-booking-detail.png,finance-overview-debt-aging-walkthrough-flow.mp4) - Common Workflows — Handling a Late Payment collections hub — Operator procedure hub
- Finance debt receivables triage — Debt Aging before Step 1
- Pending manual receipt approval — Clear amber Pending before collections outreach
- FAQ — Handling a Late Payment collections hub — Symptom table
- Glossary — Handling a Late Payment collections hub — Surface table + per-guide/module mesh
Finance Income status drill-down
Alert categories do not replace Income chart reads — when Scheduled / In debt segments disagree with Top debtors, open segment drill-down on Finance → Overview. Hub parity: Account Settings — Finance Income status drill-down. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Account Settings — Finance Income status drill-down — Hub matrix (
finance-overview-income-chart-debt-aging.png,finance-overview-debt-aging-walkthrough-flow.mp4) - Common Workflows — Finance Income status drill-down — Operator procedure hub
- Finance module — Income status drill-down — Canonical Finance → Overview surface
- FAQ — Finance Income status drill-down hub — Symptom table
Cash flow forecast drill-down
Payment received alert masters pair with Cash flow forecast month-to-date collections on Finance → Overview after Step 4 notification triage. Hub parity: Account Settings — Cash flow forecast drill-down. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Account Settings — Cash flow forecast drill-down — Hub matrix (
finance-overview-income-chart-debt-aging.png,finance-overview-debt-aging-walkthrough-flow.mp4) - Common Workflows — Cash flow forecast drill-down — Operator procedure hub
- Finance module — Cash flow forecast drill-down — Canonical Finance → Overview surface
- FAQ — Cash flow forecast drill-down hub — Symptom table
Key glossary terms
Glossary rows pair with Glossary cluster cross-reference. Full pairing matrix: Preferences section cross-reference · Account Settings — Section cross-reference.
- Invoiced floor (rent) — Rent edits blocked below exported months after Finance invoices (distinct from Auto-cancel unpaid move-in)
- 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
- FAQ — Bulk Hostkit invoicing hub — Symptom table + per-guide mesh
- Credit note (payment reject/revert) — Reject/revert warnings when clearing mistaken receipts after payment alerts; concept walkthrough: Payment Allocation — Correcting mistaken receipts; workflow hub: Common Workflows — Reject/revert mistaken receipts
- Deposit dispute — Contested deposit retention during check-out (distinct from move-in auto-cancel)
- 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)
- Glossary — Change history — Operator-initiated edits on Listings setup and Bookings Changelog; create-time defaults excluded (#2093)
- FAQ — Booking Changelog scope — Operator-initiated edits only; create-time defaults excluded (#2093)
- Glossary — Archived booking ledger visibility — Delete Booking hides manual/provider_platform rows on Finance → Transactions; vIBAN and credit card stay visible (#1897)
- Bookings — Provider platform payment — Non-rejected provider platform in-payment blocks Delete Booking until Reject or assign (#2076)
- FAQ — Delete Booking on integration reservation — Clear pending provider platform in-payment with Reject or assign before soft-archive (#2076)
- Listings — Property edit sidebar pills — Setup / Full integration / Photos pills on property and unit edit sidebars; replaced the old Go to details shortcut (#2082)
- 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)
- FAQ — Finance tenant category filter parity — Finance Other filters drawer lists segments on cached bookings only; mirror Bookings / Tenants when a segment is missing
- 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
- Glossary — SIMAR water contract ID — SIMAR (Loures e Odivelas) water bills use Cód. Local in Connections — not Nº de Contador; leading zeros stripped (#2110)
- FAQ — SIMAR water bill property match — Cód. Local in Connections — not Nº de Contador; strip leading zeros (#2110)
- Glossary — Per-booking maintenance ticket opt-out — Add booking checkboxes skip automatic CI/CO tickets for one reservation only; property rule unchanged (#1140)
- FAQ — Cancel Booking vs Delete Booking — Cancel for real stays with settlement; Delete soft-archives mistaken/test rows (#1897 / #2076)
- Glossary — Archived property — Archive retires a building to Listings → Archived without deleting bookings; distinct from Delete Booking (reservation soft-archive) — Listings — Archived properties
- FAQ — Archive a property — Edit property sidebar Archive / Unarchive on Listings; building-level — not Delete Booking or Cancel booking
- FAQ — Portfolio retirement decisions — Archive property (building) vs Cancel booking vs Delete Booking (reservation soft-archive) — three-way decision table
- Deposit lifecycle status —
depositStatuspill vocabulary governed by Require "Ready to Refund" step and Enable deposit disputes toggles on Charges & Payments - Finance — Deposit status filter — Other filters → Deposit status multi-select on Bookings and Finance (#2090)
- Finance — Deposit lifecycle status cards — Deposit lifecycle status row on Finance → Deposits; click Partial paid for collection shortfalls (#2091)
- FAQ — Partly collected security deposit — Paid above zero but below Amount on booking Deposit; Partial paid card on Finance → Deposits (#2090 / #2091)
- 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
- FAQ — Communication or Tickets load failure — Tab-scoped Refresh (Communication) or Retry (Tickets); other booking sidebar tabs stay usable
- 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)
- Notification row navigation — Payment-received and payment overdue row-click targets from
/notificationsafter move-in or penalty alerts - 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 — 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 — 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
- FAQ — WhatsApp and email per booking — Bookings → Communication tab when tenant chatbot is enabled; Inbox for portfolio-wide triage
- FAQ — Deposit missing on Finance Deposits — Default ~3 months date range; clear or widen before triaging older move-outs or dispute row actions
- FAQ — Pending manual in-payment on /notifications — Alert persists until Approve payments clears Finance or booking Transactions
- FAQ — Uncovered Debt KPI — Finance Total Debt minus deposit offsets; pair with Debt Aging and In debt drill-down
- FAQ — Dashboard Total Debt subtitle — Post-login Total Debt card headline vs >15 days subtitle; ongoing bookings only
- FAQ — Analytics (KPI workspace) — Portfolio KPIs vs Sales/Listings/Dashboard; load-failure Try again
- 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
- Glossary — Fixed invoice date — Account-wide Invoice date before bulk Issue allocation / Invoice selected; amber banner on Finance → Transactions until you turn Use today as invoice date back on
- FAQ — Month-end invoicing (fixed date) hub — Symptom table + toggle reset after batch
- FAQ — Finance Income status drill-down hub — Symptom table for segment vs Debt Aging
- 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
- 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
- FAQ — Bookings that owe money — Top debtors and overdue buckets on Finance → Overview; Total Debt KPI is not a table
- FAQ — Fixed rent on variable unit — Variable listing + equal rent every contract month → booking stores fixed headline Monthly rent; payment plan unchanged