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Users

The Users tab manages who can access your Vivin account and what they are permitted to do. It is divided into two sections: Team Members (your staff) and Owners (property owners whose assets you manage).

Team Members​

Team members are the people in your organization who use Vivin. Each member has a role that determines their permissions across all modules.

Adding a Team Member​

To add a team member, click + Add Team Member and fill in:

  • Name and Email — the member will receive an email invitation to create their account
  • Role — select from your available roles (see Role Permissions below)

The Invitation Flow​

When you add a team member:

  1. The system sends an invitation email to the address you provided.
  2. The new member clicks the link in the email to set their password and activate their account.
  3. Once activated, the member can log in at hub.vivin.app and will see only the modules and actions allowed by their role.
tip

If a team member says they did not receive the invitation email, check the spelling of the email address in the team member list. You can resend the invitation from the member's detail view.

Available Roles​

RoleTypical Access Level
Super AdminFull access to all modules and settings, including the ability to add/remove team members and change financial settings.
AdminFull operational access to bookings, listings, finance, sales, and operations. Cannot modify account-level settings.
FinanceRead and write access to the Finance module. Limited access to Bookings and Listings.
SalesAccess to Sales (pricing, channels), Listings, and Bookings. No Finance or account settings.
Operations AdminAccess to Operations (tickets, check-ins/check-outs) and limited Bookings. Sees all maintenances.
OperationsAccess to Operations with own maintenances only. No Bookings sidebar or Finance.

Editing a Team Member​

Click on any team member row to open their detail view. From here you can:

  • Change their role — the new permissions take effect immediately the next time the member navigates to a page or refreshes. There is no need for them to log out and back in.
  • Update their name or email — if their email address changes, update it here so they continue receiving system notifications.
  • Resend password reset email — if a team member is locked out, use the reset action to send a new recovery link to their email.

Deactivating or Removing a Team Member​

When a team member leaves your organization:

  1. Open their detail view and remove or deactivate them.
  2. Their account is immediately locked — they can no longer log in.
Business Rule

Removing a team member does not delete their historical activity. Bookings they created, payments they recorded, and tickets they resolved remain in the system with their name attached for audit purposes. However, any tickets currently assigned to them will need to be reassigned manually — check the Operations > Tickets tab for open tickets under their name.

Owners​

Property 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 owner statements and payout records
  • Display owner details on contracts and legal documents

Adding an Owner​

When adding an owner, fill in:

FieldDescription
NameThe owner's display name.
Legal Name(Optional) The owner's full legal name as it should appear on documents.
EmailThe owner's email address for correspondence.
Phone(Optional) Contact number.
Fiscal ID / NIFThe owner's tax identification number (VAT), required for invoicing and legal documents.
Address(Optional) The owner's registered address, used on contracts and payment statements.
IBAN(Optional) The owner's bank account for payout transfers.
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.

Editing an Owner​

Click on any owner row to update their details. Common reasons to edit an owner record:

  • IBAN change — the owner has a new bank account for payout transfers
  • Fiscal ID update — the owner's tax information has changed
  • Address change — update for accurate contracts and invoices
Important

Changes to an owner's details (name, fiscal ID, address) affect future documents only. Contracts and invoices that have already been generated retain the values they were created with.

Owner Visibility on Documents​

Owner information is used in several places:

  • Contract — The variables {{OwnerFullName}}, {{OwnerFiscalId}}, and {{OwnerAddress}} pull from the owner record associated with the booking's property.
  • Finance > Payouts — Payout records display the owner name and property.
  • Property detail view — The owner is displayed in the property's General Information tab.

Role Permissions​

Click the Role Permissions button to open a full permissions matrix. This table shows, for every role, exactly which actions are allowed or blocked across each module. Common permission categories include:

  • Listings: View, Create, Edit, Delete properties and units
  • Bookings: View, Create, Edit, Cancel bookings
  • Sales: Pricing and channel integrations
  • Finance: View, Add, Edit payments and cash flows
  • Operations: View, Create, Resolve tickets; check-in/check-out visibility
  • Settings: View and Edit account-level settings

Use this matrix to verify that each team member's role matches what they need access to — and nothing more.

tip

Follow the principle of least privilege: assign each team member the most restrictive role that still allows them to do their job. For example, a cleaning coordinator only needs the Operations role — they do not need access to Finance or Settings.

Key Rules​

Summary

  1. Roles take effect immediately. When you change a team member's role, the new permissions apply on their next page load — no logout required.

  2. Owners must exist before properties. You cannot assign an owner to a property unless they are registered here first. Plan your owner setup before onboarding properties.

  3. Removal does not erase history. Deactivating or removing a team member preserves all their past activity for audit purposes. Only their future access is blocked.

  4. Reassign open tickets after removal. When removing a team member, manually reassign any tickets still assigned to them to prevent tasks from being forgotten.

  5. Owner details feed into contracts and payouts. Keep owner records up to date — especially fiscal IDs and IBANs — to ensure accurate document generation and payment processing.