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Services

The Services tab lets you configure the catalogue of services that tenants can discover and request from their portal. These are extra offerings beyond rent — such as cleaning, laundry, gym access, parking, or airport transfers — that generate additional revenue and improve tenant satisfaction.

Overview​

Services you create here appear in the Tenant Portal. Tenants can browse and purchase them, and charges are automatically added to their payment schedule in the Finance module.

Open Settings → Property → Services (route /settings/services) to manage the catalogue.

First-time workspace setup

Configure Services during or after the core Getting Started — Recommended Setup Sequence steps 1–12 (optional section on that page) — turn on Allow to see services in Preferences — Tenant Portal before go-live if tenants should browse add-ons. Full tab map: Recommended setup order. Finish steps 13–15 and Onboarding a New Property — Step 7. Workflow pairing after go-live: Account Settings — Setup sequence after go-live.

Finding your way in this guide

Create catalogue rows in Creating a Service, scope availability in Limiting a service to specific properties, then triage Service approvals (Requests queue). Portal visibility: Making Services Visible to Tenants. 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: Services section cross-reference · Account Settings — Tab cross-reference.

Pair with other Account Settings tabs

Turn on Allow to see services in Preferences — Tenant Portal before tenants can browse the catalogue, and reconcile approved charges on Finance → Transactions. Portal service charges are tenant billing — internal landlord_chat spend is on AI usage API, not this catalogue. Section-to-doc pairing: Services section cross-reference. Hub tab matrix: Account Settings — Tab cross-reference.

Account Settings — Tenant Services tab showing the empty state and “Create your first service” action in the settings shell

When your account already has offerings, the same tab shows a card grid with sort order, active state, and an Add service tile at the end of the row. The page subtitle includes an active count (for example 3 of 5 active) so you can see how many services tenants can request without opening each card.

Account Settings — Tenant Services tab with populated catalogue cards, sort order, and Add service tile

Creating a Service​

Pair with other Services sections

Portal copy and pricing here shape the Tenant Portal — Services catalogue — read Services Marketplace before publishing high-volume add-ons. Full pairing matrix: Services section cross-reference.

Click + Add Service, Create your first service, or the dashed Add service card to open the create dialog. Configure:

FieldDescription
NameDisplay name (e.g. "Weekly Cleaning", "Gym Membership")
DescriptionOptional copy shown on the tenant-facing service card and in the pre-request confirmation. You can enter multiple lines in the management form; in the Tenant Portal only a short preview (about two lines) is shown, with an ellipsis when the text is longer — put essentials first, or use Link for full terms hosted on your site.
LinkOptional URL (e.g. booking page, external provider)
PricePrice in EUR (optional — some services may be free or priced elsewhere)
Billing TypeOne-time or Monthly
PropertiesOptional server-paged multi-select (server-driven search picker): opening the menu prefetches about 10 buildings via GET /properties/search, typing runs debounced search, and scrolling loads more rows. Leave empty (placeholder All properties) so every tenant in the account can see the service. Pick one or more properties to restrict the offering — only tenants whose booking is tied to those buildings see the card in the Tenant Portal. Selected properties appear as removable chips under the control.
ActiveWhether the service is visible to tenants
Requires approvalWhen on, tenant requests for this service wait in the Requests queue until a manager approves or rejects them — no charge is created until approval. When off, a confirmed portal request charges immediately (legacy behaviour).

On each catalogue card, a small badge summarizes scope: All properties when no restriction is set, or N property / N properties when the service is limited to specific buildings. Services with Requires approval also show an Approval required badge on the card footer.

Account Settings — New service dialog with Properties multi-select and scope hint (leave empty for all properties)

Properties scope modal capture refreshed 2026-06-15 14:15 UTC (VIVIN_DOCS_BASE_URL=http://localhost:5173 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL npx tsx tools/capture-settings-tenant-services-properties-screenshot.ts — PropertyMultiPickerSelect / GET /properties/search).

You can also add a hero image for each service (optional in the create/edit dialog, or from the card):

  • Add image — Click the photo placeholder on a card, or use Image in the dialog; pick a file, then crop in the image cropper when the product prompts you.
  • Change image / Remove image — On cards that already have an image, hover the photo area for upload and delete controls.

Account Settings — New service dialog with name, description, link, price, billing type, Properties multi-select, and active toggle

Walkthrough: open Add service, fill the New Service dialog, then Cancel so the catalogue stays unchanged (use Save when you are ready to publish).

Descriptions, terms, and the Tenant Portal​

Use the description for what is included, pricing caveats, and a concise summary. For long terms and conditions or policies that must be read in full, prefer hosting the canonical document on your website or document hub and set it as the optional Link so tenants can open it before they request the service. See Tenant Portal — Services catalogue for how descriptions render in the portal today.

Limiting a service to specific properties​

Pair with other Services sections

The Properties picker shares GET /properties/search semantics with Utilities — Select properties and Emails — Audience: Properties — scope parking and gym add-ons before account-wide catalogue rows go live. Full pairing matrix: Services section cross-reference.

Use the Properties multi-select in the New Service or Edit Service dialog when an add-on applies only to certain buildings (for example parking at one address, or a gym in a single coliving). The control uses the same paged GET /properties/search picker as Communication Rules — Audience: Properties and Utilities — Select properties. With an active query, internalName matches rank above address-only hits — see Glossary — Picker search ranking. The hint under the control explains: leave the field empty to make the service available to all tenants; otherwise only bookings linked to the selected properties can browse and request that service in the portal.

Account Settings — New service dialog Properties picker after server search (internalName matches ranked above address-only hits, example António)

Properties picker search-ranking capture refreshed 2026-06-17 18:05 UTC (VIVIN_DOCS_BASE_URL=http://localhost:5173 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL VIVIN_DOCS_PROPERTY_SEARCH=António npx tsx tools/capture-settings-tenant-services-properties-picker-search-rank-screenshot.ts).

Global vs scoped offerings

Keep high-volume or account-wide services (generic cleaning packages, account-wide support add-ons) on All properties. Scope parking, gym, or location-specific extras to the relevant property ids so tenants at other sites do not see irrelevant cards.

Managing Services​

  • Edit — Click the pencil icon on a service card to update its details, including the Properties scope

Account Settings — Edit service dialog for an existing catalogue entry (example: Booking Premium)

  • Toggle Active — Use the switch on each card to show or hide a service in the tenant portal without deleting it
  • Delete — Remove a service (consider deactivating first if it has historical usage)
  • Reorder — Drag a card by the grip handle (six-dot control at the top-left; tooltip Drag to reorder). While you drag, the card lifts with a stronger shadow and highlight ring so you can see which item you are moving. Drop the card in the new position; Vivin persists sort order for the whole catalogue immediately. Portal listings follow this order (numbered 1, 2, … on each card for reference only).

Account Settings — Tenant Services catalogue mid-drag reorder (grip handle, lifted card shadow)

Service approvals (Requests queue)​

Pair with other Services sections

Approve & charge posts lines to Finance — Transactions — pair account Preferences — In-app notifications with Notifications — Payment overdue alerts when approval queues back up. Full pairing matrix: Services section cross-reference.

Screenshot freshness

Approval queue captures (banner, Requests tab, detail drawer, reject modal) refreshed 2026-06-12 12:12 UTC (VIVIN_DOCS_BASE_URL=http://localhost:5173 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL npx tsx tools/capture-settings-service-approvals-screenshots.ts).

For offerings where Requires approval is enabled, tenant portal requests do not charge immediately. They enter a manager work queue until you Approve & charge or Reject. Services without the toggle keep the previous behaviour: a confirmed portal request creates the charge on the payment schedule right away.

When your account has at least one approval-gated service (or any pending request), Settings → Services shows two workspace tabs:

TabPurpose
ServicesCatalogue cards (create, edit, reorder, activate). When pending requests exist, a teal banner shows the count and a Review shortcut opens the queue.
RequestsFilterable approval inbox — Pending, Approved, Rejected, and Cancelled — with search by tenant or service name.

Load failures — If the approval queue cannot load, the Requests tab shows an inline alert — Could not load pending approvals. — with Retry. The Services catalogue tab is unaffected; switch back to manage offerings while connectivity recovers. See Glossary — Directory list load failures.

Account Settings — Services tab with pending-approval banner and Review shortcut

Reviewing pending requests​

  1. Open Account Settings → Services and switch to the Requests tab (or click Review on the banner).
  2. Leave Pending selected (badge shows the live count) or pick another status pill to audit history.
  3. Use Search requests to narrow by tenant or service name.
  4. On each row, read service name, price, billing type, tenant, unit, and relative request time.
  5. Approve & charge — creates the booking payment line (same outcome as an immediate portal order) and moves the request to Approved.
  6. Reject — opens a confirmation modal; add an optional reason (shown to the tenant on rejected outcomes). No charge is created.
  7. Click a row (outside the action buttons) to open the Request details drawer: property, unit, price, billing, status, optional rejection reason, and a Requested → In review → Decision timeline. Pending items expose the same approve/reject actions at the top of the drawer.

Account Settings — Requests tab with Pending filter and approval actions on a service row

Account Settings — Request details drawer with timeline and Approve & charge / Reject actions

Account Settings — Reject service request modal with optional reason for the tenant

The Requires approval toggle in the create/edit dialog is independent of Active — you can prepare an offering before tenants see it, or gate an already-published service:

Account Settings — New/Edit service dialog with Requires approval toggle

Tenant portal behaviour

On approval-gated services, the portal shows Awaiting approval after submit and does not add a charge until you approve. Tenants can cancel a pending request from the portal; cancelled rows appear under Cancelled in the Requests tab. See Tenant Portal — Services catalogue and Services Marketplace.

Making Services Visible to Tenants​

Pair with other Services sections

Turn on Allow to see services under Preferences — Tenant Portal before tenants browse the catalogue — refine per-segment rules on Tenant categories when only some cohorts should see add-ons. Full pairing matrix: Services section cross-reference.

For tenants to see and purchase services in the Tenant Portal, ensure Allow to see services is turned on in Preferences — Tenant Portal (Default Tenant Portal permissions card).

Services section cross-reference​

Use this table when one Services 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 configuring the tenant services catalogue.

| Services topic / section | Pair with these docs | | --------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Creating a Service | Tenant Portal — Services catalogue, Services Marketplace | | Limiting a service to specific properties | Utilities — Select properties, Emails — Audience: Properties | | Service approvals (Requests queue) | Preferences — In-app notifications, Finance — Transactions, Handling a Late Payment — Step 1, Notifications — Payment overdue alerts | | Making Services Visible to Tenants | Preferences — Tenant Portal, Tenant categories | | Lockout catch-up after password recovery | Resetting a Management User Password, Getting Started — Lockout catch-up, Common Workflows — Lockout catch-up | | Pending manual receipt approval | Service approvals (Requests queue), 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 | | Notification row-click navigation | /notifications row-click vs Services catalogue | 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 before optional service charges | 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 on service-enriched bookings | 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, Bookings — Other filters, Common Workflows — Portfolio segmentation |

Pair with other Services guide sections

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: Services section cross-reference. Full hub matrix: Account Settings — Section cross-reference.

Documentation map & escalation​

Pair with other Services guide sections

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: Services section cross-reference · Account Settings — Section cross-reference.

Upstream & downstream workflows​

Pair with other Services guide sections

Workflow bullets pair with Common Workflows — Workflow cross-reference for inter-guide step pairing. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Deeper workflow reads​

Pair with other Services guide sections

Workflow reads pair with Common Workflows hub subsection index and Workflow cross-reference. Each workflow sub-guide reciprocates with [Deeper workflow reads](./services.md#deeper-workflow-reads) anchors on Account Settings bullets — hub parity: Account Settings hub — Deeper workflow reads. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Pair with other Services guide sections

Tab bullets pair with Account Settings — Tab cross-reference and Recommended setup order. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Operator modules & tenant-facing surfaces​

Pair with other Services guide sections

Module bullets pair with Tenant Portal and Tenants module. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Deeper concept reads​

Pair with other Services guide sections

Concept reads pair with Concepts hub subsection index and Concept cross-reference. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Companion API guides​

Pair with other Services guide sections

API bullets pair with API Reference hub. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Module documentation hubs​

Pair with other Services guide sections

Module hub bullets pair with Modules — Module cross-reference. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Lockout catch-up after password recovery​

Pair with other Services guide sections

Operational backlog after sign-in recovery pairs with Resetting a Management User Password — Step 3 before you resume the services catalogue on this tab. Hub parity: Common Workflows — Lockout catch-up after password recovery. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Pending manual receipt approval​

Pair with other Services guide sections

Receipt approval pairs with Service approvals (Requests queue) and Users and roles (Approve payments permission). Hub parity: Common Workflows — Pending manual receipt approval. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Reject/revert mistaken receipts​

Pair with other Services guide sections

Receipt cleanup pairs with Service approvals (Requests queue) and Invoicing & Payments — Fees invoice labels. Hub parity: Common Workflows — Reject/revert mistaken receipts. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Portfolio segmentation by tenant category​

Pair with other Services guide sections

Segment filters pair with Tenant categories when only some cohorts should see add-ons and Portfolio KPI review — Step 6. Hub parity: Common Workflows — Portfolio segmentation by tenant category. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Notification row-click navigation​

Pair with other Services guide sections

Services catalogue rows do not appear on /notifications — row-click payment alerts into Bookings before linking optional services on live reservations. Hub parity: Account Settings — Notification row-click navigation. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Payment alert to receivables triage​

Pair with other Services guide sections

Service fee toggles do not resolve payment overdue alerts — row-click into Payment Plan on the opened booking before adding catalogue services mid-collections. Hub parity: Account Settings — Payment alert to receivables triage. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Confirmation alert triage​

Pair with other Services guide sections

Upcoming bookings may include optional services — approve confirmation receipts on Transactions before bulk-editing the services catalogue. Hub parity: Account Settings — Confirmation alert triage. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Finance debt receivables triage​

Pair with other Services guide sections

Approved Services charges add receivables lines — re-check Top debtors after bulk service approvals before month-end sign-off. Hub parity: Account Settings — Finance debt receivables triage. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Handling a Late Payment collections​

Pair with other Services guide sections

Approved Services charges add receivables lines — re-check Top debtors after bulk service approvals before month-end sign-off Hub parity: Account Settings — Handling a Late Payment collections. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Finance Income status drill-down​

Pair with other Services guide sections

Service catalogue rows are not Income chart segments — open Finance → Overview when service charges appear in In debt payment-line modals. Hub parity: Account Settings — Finance Income status drill-down. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Cash flow forecast drill-down​

Pair with other Services guide sections

Tenant service payments collected in-month appear on Cash flow forecast bars — contrast with Income → Paid segments. Hub parity: Account Settings — Cash flow forecast drill-down. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.

Key glossary terms​

Pair with other Services guide sections

Glossary rows pair with Glossary cluster cross-reference. Full pairing matrix: Services section cross-reference · Account Settings — Section cross-reference.