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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 → Tenant Portal → Services (route /settings/services) to manage the catalogue and the Requests approval queue. Each teammate chooses which offerings email them under Personal Settings → Service subscription emails.

Ask AI Assistant where to click

Ask “Where do I configure the tenant services marketplace catalogue and approve tenant service requests?” in AI Chat — the product-context reply may still say Settings → Property → Services (or Portuguese Propriedade → Serviços) and may point approvals at a booking / reservation services area; open Settings → Tenant Portal → Services instead (catalogue on the Services tab + pending work on Requests). Same grounding external MCP clients get from get-vivin-context-operations.

AI Assistant — where to configure tenant services marketplace catalogue and approvals

Walkthrough: ask AI Assistant where to configure the tenant services marketplace, then open Settings → Tenant Portal → Services (even if the reply still names a Property section).

Account Settings — Tenant Portal sidebar with Services selected, catalogue cards and pending Requests badge

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 Portal settings 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. Habit-specific shortcuts live under Related below.

Pair with other Account Settings tabs

Turn on Allow to see services in Portal settings 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. Hub: Recommended setup order.

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.

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 Confirm request. You can enter multiple lines in the management form. In the Tenant Portal, a long description starts as about two lines on the card; tenants tap Show more (then Show less) to read the rest. Confirm request shows the full text (scroll the panel). Put essentials first, or use Link for full terms hosted on your site. See Tenant Portal — Show more and Tenant Portal — Confirm request.
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
Invoicing categoryRequired. Choose a category from your account’s Others Items Categories (Settings → Categories). Charges created by this service use that category to resolve the invoice VAT rate and product code. Saving without a category (or with a category that was later removed from Settings) blocks reliable invoicing for those lines — manage the chip list under Categories before you publish add-ons.
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).

Account Settings — New Service dialog with Invoicing category set to Cleaning fee and helper text pointing to Settings → Categories

Invoicing category before go-live

Create the Others Items labels you need under Categories first, then assign each marketplace service an Invoicing category. Map each label’s Tax VAT under Invoicing → Others Categories Taxes so issued documents use the intended rate. Changing the category on an existing service also updates that service’s not-yet-invoiced charges so Finance can keep issuing documents.

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)

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 filled with Weekly Cleaning example, including required Invoicing category (Cleaning fee)

Walkthrough: open Add service, fill the New Service dialog (including required Invoicing category), then Cancel so the catalogue stays unchanged (use Create service 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.

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)

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.

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 → Tenant Portal → 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.
Walkthrough: on Settings → Tenant Portal → Services, open the catalogue with the pending banner, then switch to the Requests tab to triage Pending rows.

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

Reviewing pending requests​

  1. Open Account Settings → Tenant Portal → 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, Search requests, and Approve & charge / Reject on each row

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; cancelled rows appear under Cancelled in the Requests tab and on portal Request history. Confirmed add-ons (including monthly Active) list under Order History — tenants cannot cancel an Active monthly from that list. 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 Portal settings before tenants browse the catalogue — refine per-segment rules on Tenant categories when only some cohorts should see add-ons.

For tenants to see and purchase services in the Tenant Portal, ensure Allow to see services is turned on in Portal settings.

Services 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 Services 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 & tenant-facing surfaces​

Deeper concept reads​

Companion API guides​

Module documentation hubs​

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​