Manual block hygiene

First-time workspace setup

Run when occupancy looks suppressed after Listings calendars are live (setup step 13) — manual blocks live on unit Calendar in Listings. Complete Getting Started — Recommended Setup Sequence steps 1–15 and Onboarding a New Property — Step 7 before hygiene on newly onboarded inventory. Lockout catch-up: Getting Started — Lockout catch-up after password recovery. Workflow pairing: Common Workflows — Setup sequence after go-live.

Finding your way in this guide

Read When to run this pass first. Audit triage: Step 1 — Open Audit → Step 3 — Scan Reason and End columns. Clear holds: Step 4 — Edit or remove the hold; reconcile Step 5 — Reconcile Sales and Dashboard. Blocked edits: Step 6 — Escalate when calendar edits are blocked. Non-linear operator habits (Lockout catch-up, Payment alert to receivables triage, Pending manual receipt approval, Reject/revert mistaken receipts, Month-end invoicing (fixed date), Bulk Hostkit invoicing, Same-day turnover coordination, Occupancy KPI to block hygiene handoff, Deposit missing on Finance Deposits, Partly collected security deposit, Rent reduction after invoicing, Utility overage collections, Check-out final utilities handoff, Check-in to check-out handoff, Check-out collections before refund, Check-out ledger cleanup before refund, Finance debt receivables triage, Handling a Late Payment collections, Cancellation collections before void, Wrong tenant on a booking, Cancel Booking vs Delete Booking, Portfolio retirement decisions, Directory list load failures, Booking sidebar tab load failures, Confirmation alert triage, Portfolio segmentation by tenant category) have matching Related subsections below. Full pairing matrix: Manual block hygiene section cross-reference · Common Workflows section cross-reference.

Use this workflow when availability looks worse than demand and you suspect forgotten manual blocks (operator-added unavailabilities) are suppressing occupancy, Vacant Units, or channel calendars. Before you clear holds, confirm Preferences → Vacant Unit Preference — Include manual blocks deliberately keeps manually blocked units on Dashboard / Sales vacancy surfaces (#1427); Default excludes them. Manual blocks produce no income; vague reasons and date ranges that should have ended are common after maintenance, owner stays, or staff turnover.

Pair with other workflows

Reconcile occupancy with Common Workflows — Occupancy KPI to block hygiene handoff (upstream Portfolio KPI review — Step 3 dip signal; analytics-kpi-occupancy-tab.png) and Portfolio KPI review after clearing holds; on newly onboarded inventory, pair with Onboarding a New Property. When Step 5 — Reconcile Sales and Dashboard uses Landlord MCP or AI Chat for vacancy reads, poll AI usage API (landlord_chat) during Portfolio KPI review — Step 7 — internal USD cost only, not tenant billing. Step-to-module pairing: Manual block hygiene section cross-reference. Full pairing matrix: Common Workflows — Workflow cross-reference.

Prerequisites

• Listings module permission (same guard as Tools → Audit)
• Familiarity with unit Calendar in Listings — blocks are created with Add unavailability and removed from the manual row on that calendar

When to run this pass

Signal	Where you notice it	What to check in Audit
Free-room count lower than expected	Dashboard Vacant Units or Today KPI (manual blocks segment in subtitle)	Blocks whose End is still in the future but the hold reason is obsolete
Occupancy / RevPAR dip without a rate change	Analytics Occupancy or RevPAR ranking	Concentrated blocks on one property or unit in the season you are reporting; when the dip tracks one tenant segment rather than forgotten holds, continue Portfolio KPI review — Step 6 before you edit rates account-wide
Sales shows blocked days you do not recognize	Sales → Multicalendar or unit calendar	Cross-check the same unit in Audit before editing channel pricing
After staff changes	Departed operator still listed as Created by	Filter Created by to their account and clear unclear holds

Pair this habit with Common Workflows — Occupancy KPI to block hygiene handoff when Portfolio KPI review — Step 3 Occupancy Ranking looks hold-suppressed, and with Portfolio KPI review — Step 7 when month-end KPIs disagree with live vacancy.

Step 1 — Open Audit and read the checklist

Pair with other Manual block hygiene steps

Audit entry pairs with Audit module, Deep Links — Audit, and get-vacant-units-next-month on Landlord MCP as a portfolio signal before you open the table. Downstream: Step 2 (filters) and Step 3 (row scan). Full pairing matrix: Manual block hygiene section cross-reference.

Portfolio signal before Audit

Account-scoped Landlord MCP get-vacant-units-next-month and get-booking-summary can surface occupancy dips that suggest forgotten holds — use them as a signal to open Audit, not as a substitute for the Manual Blocks table. Booking-scoped Tenant MCP get-listing-calendar answers tenant WhatsApp threads about blocked dates; route those escalations here with notify-landlord when the hold is unclear (Step 3).

1. Go to Tools → Audit (or /audit / /audit/manual-blocks).
2. Expand Why audit manual blocks? when onboarding operators or running a seasonal pass — it lists what to look for (vague Reason text, End dates that should have passed, missing context after maintenance).

The Manual Blocks table is server-paged (20 rows at a time). The Blocked nights per month chart beside the table reflects all rows matching your filters, not only the loaded page — use it to spot months with unusually high hold volume before you scroll the full list.

Full pairing matrix: Manual block hygiene section cross-reference.

Step 2 — Narrow the portfolio

Pair with other Manual block hygiene steps

Portfolio narrowing pairs with Audit — Toolbar and filters, Created by multi-select after staff turnover, and Glossary — Audit Manual Blocks (Created by). Upstream: Step 1. Downstream: Step 3. Full pairing matrix: Manual block hygiene section cross-reference.

Apply filters so the table and chart focus on the period or team you care about:

Control	Typical use in this workflow
Search	Property name, unit name, or a keyword from old Reason text (for example maintenance, owner)
Date range	Overlap window for the upcoming season or the month where Analytics occupancy dipped
Created by	After staff turnover — one or more departed operators (multi-select); see Audit — Toolbar and filters and the quick-ref row Audit Manual Blocks (Created by) in Glossary

Use Clear all when you switch from one investigation to another so totals, chart, and Export stay aligned.

Full pairing matrix: Manual block hygiene section cross-reference.

Step 3 — Scan Reason and End columns

Pair with other Manual block hygiene steps

Row scan pairs with Audit — Column sort, unit sidebar row-click into Listings, and get-listing-calendar on Tenant MCP when tenants ask about blocked dates. Upstream: Step 2. Downstream: Step 4. Full pairing matrix: Manual block hygiene section cross-reference.

The table sorts by Created descending by default; click Unit, End, Nights, or Reason column headers when you want a different server-side order across the full filtered set (not only loaded rows). Unit ascending groups holds by room — useful before you open sidebars in bulk. See Audit — Column sort.

For each suspicious row, check:

• Reason — empty, blocked, test, or maintenance notes without a ticket reference
• End — still in the future though the work finished weeks ago
• Nights — unusually long holds on high-demand units

Click a row to open the unit listing sidebar (same drawer as Listings) without leaving Audit.

External automation when tenants ask about holds

Booking-scoped Tenant MCP get-listing-calendar returns the same blocked dates tenants see on the portal — pair with list-bookings-by-email when a WhatsApp thread only shows a guest email (resolve bookingId before follow-up get-payment-info or notify-landlord). request-booking-data aggregates booking context when the guest has one active stay. Account-scoped Landlord MCP get-listing-calendar needs tenant identifiers per tool schema — prefer tenant-scoped tools for guest-facing assistants; use Landlord reads for portfolio vacancy reconciliation in Step 5.

Export for owner sign-off

When several properties need offline review, apply filters and use Export → CSV or Excel — downloads include the full filtered set without scrolling every page. See Audit — Export.

Full pairing matrix: Manual block hygiene section cross-reference.

Step 4 — Edit or remove the hold on the unit Calendar

Pair with other Manual block hygiene steps

Calendar edits pair with Listings — Manual unavailability, Integrations & Distribution (channel sync), and get-listing (unavailabilities) on Landlord MCP to verify a hold was removed. Upstream: Step 3. Downstream: Step 5. Full pairing matrix: Manual block hygiene section cross-reference.

From the sidebar opened in Step 3 (or from Listings → Portfolio if you already know the unit):

Option A — Audit table delete (#2136) — When you have Listings edit permission and only need to remove stale holds (not edit dates in calendar context):

1. Tick one or more manual-block rows on Audit → Manual Blocks (or use the row trash icon for a single hold).
2. Click Delete selected and confirm — Vivin unblocks those dates irreversibly. Large batches show progress; partial failures leave failed rows selected for retry.
3. Skip to Step 5 when the Audit row is gone.

Option B — Unit calendar edit — When you need to shorten a range, update Reason, or remove a hold while viewing the unit:

1. Open the unit from the Audit row (or Listings → Portfolio).
2. Scroll to the Calendar section.
3. Confirm the manual block dates match the Audit row.
4. Shorten the range, update Reason to something actionable, or remove the manual row (only operator-created manual blocks are deletable here — booking and channel blocks follow their source).

Connected channels

On units linked to external platforms, manual blocks you save keep those dates unavailable in Vivin and on connected calendars — clearing a stale block restores availability everywhere the unit syncs. See Listings — Manual unavailability.

External automation on calendar edits

Account-scoped Landlord MCP get-listing returns the same unit record with unavailabilities you edit on the sidebar Calendar — use it to verify a hold was removed before you reconcile Sales in Step 5. External clients cannot create or delete manual blocks from MCP; operators finish shorten/remove on the unit calendar here. get-vacant-units-next-month gives a portfolio snapshot after you save; booking-scoped Tenant MCP get-listing-calendar remains the right read when tenants ask why dates still look blocked on the portal. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

Full pairing matrix: Manual block hygiene section cross-reference.

Step 5 — Reconcile Sales and Dashboard

Pair with other Manual block hygiene steps

Reconciliation pairs with Sales → Multicalendar, Dashboard — Vacant Units, and Portfolio KPI review — Step 7 when counts still look low. Upstream: Step 4. Downstream: Portfolio KPI review — Step 6 when segment dips persist after holds are cleared. Full pairing matrix: Manual block hygiene section cross-reference.

After you clear or shorten blocks, confirm the operational surfaces match:

Check	Where
Unit shows free on upcoming dates	Sales → Multicalendar or the unit calendar
Portfolio free-room count updated	Dashboard Vacant Units and Today KPI
Month-range occupancy no longer suppressed by holds	Analytics Occupancy tab (after the workspace refetches)

If Vacant Units still looks low after a hygiene pass, continue Portfolio KPI review — Step 7 for channel blocks, utility gaps, and Finance reconciliation. When Analytics ranking or occupancy suggests one tenant category underperforms while blocks are already cleared, run Portfolio KPI review — Step 6 — scope Bookings → Other filters Tenant → Tenant category, Finance → Tenant category filter, and Tenants — Tenant category filter before you change portal rules or communication audiences account-wide (Settings > Tenant categories).

Permanently off-market inventory

Manual blocks are for temporary holds (maintenance, owner stays, repricing pauses). When a whole building leaves the portfolio for good, clear remaining holds on each unit calendar, confirm no active Upcoming bookings remain, then Archive the property from the Portfolio edit sidebar — archived inventory moves to Listings — Archived and drops from default pickers without deleting history. Legacy /properties/archived bookmarks redirect to the same tab (Legacy /properties URLs — Archived portfolio). Archive property is building-level — not Delete Booking on individual reservations. See FAQ — Archive a property (Edit property sidebar → Archive / Unarchive), Portfolio retirement decisions, and Glossary — Archived property.

External automation on calendar holds

Booking-scoped Tenant MCP clients can surface the same unit Calendar blocks you clear in Step 4 — get-listing-calendar returns availability the tenant sees — and notify-landlord can alert your team when an external assistant cannot explain a stale hold. For portfolio-wide vacancy reconciliation in Step 5 (compare Vacant Units after a hygiene pass), pair with Landlord MCP get-vacant-units-next-month, get-booking-summary, list-listings, and get-listing-calendar instead of tenant-scoped tools — get-booking-summary gives a quick occupancy snapshot before you open Sales → Multicalendar, and list-listings helps confirm which units still carry unavailabilities after Step 4 calendar saves. When Vacant Units still looks low but tenants report blocked dates on the portal, re-check get-listing-calendar after you save calendar edits — channel sync can lag briefly; notify-landlord does not clear operator manual rows — finish edits in Step 4.

Optional — Filter and open a row (video)

Walkthrough: search the Manual Blocks table → scroll the filtered list → open a row to the unit listing sidebar (same clip as Audit module).

Optional — Calendar edit and reconcile (video)

Walkthrough: find a hold in Audit → open the unit sidebar → delete the manual block on Calendar → confirm availability on Sales Multicalendar (demo uses a temporary hold that is removed during capture).

Full pairing matrix: Manual block hygiene section cross-reference.

Step 6 — Escalate when calendar edits are blocked (when needed)

Pair with other Manual block hygiene steps

Calendar escalation pairs with Using in-app support, Cancelling a Booking — Step 5, and Managing a Check-out — Step 7 when ended booking bars still block Multicalendar. Finish Steps 1–5 self-serve first. Full pairing matrix: Manual block hygiene section cross-reference.

When Listings calendar saves, Audit row-click sidebar opens, or Sales → Multicalendar still shows blocked days after you followed Steps 1–5, document what you tried in the unit Internal Notes or an Operations ticket comment before you escalate.

Self-serve first:

• Vacant Units still low but manual holds are cleared → continue Portfolio KPI review — Step 7 for channel blocks and Finance reconciliation.
• Portal tenants still see blocked dates → re-check calendar sync lag (brief) after Step 4 saves — see Step 5.
• Segment-specific occupancy dips after holds are cleared → Portfolio KPI review — Step 6 before you edit Settings > Tenant categories account-wide.
• Vacant Units still low but debt KPIs stay high after holds are cleared → Handling a Late Payment — Step 6 when occupancy dips were masking receivables, not calendar holds.
• Canceled or Ended booking bars still block Sales → Multicalendar after you cleared manual holds → Managing a Check-out — Step 7 (verify Ended status) and Cancelling a Booking — Step 6.
• Same-day turnover with an incoming Upcoming import still blocked on Bookings → Timeline after manual holds are cleared → Processing a New Booking — Step 1 (visual overlap check) before you file support; arrival-week access-code defects on the shared unit → Managing a Check-in — Step 6.
• Stale booking or availability alerts on /notifications after you cleared holds → Notification triage — Step 5; when row-click or read-state APIs fail, continue Notification triage — Step 6.
• Newly onboarded units still show unexpected holds or channel blocks → Onboarding a New Property — Step 7 before you escalate calendar defects.
• Dashboard — Days Missing Data or utility reconciliation gaps suppressing vacancy reads → Entering Monthly Utility Bills — Step 5 when occupancy dips trace to missing supplier bills, not calendar holds; when AI extraction or overage posting is blocked account-wide, continue Entering Monthly Utility Bills — Step 6.
• Incoming Upcoming tenant reports blocked portal availability after holds are cleared → Processing a New Booking — Step 6 (Impersonate Tenant, Category on Tenant Info) before you file calendar defects.
• Month-end Pending receipts when a hygiene pass unmasks receivables, not calendar blocks → Portfolio KPI review — Step 7 and the lingering-receipt habits in Handling a Late Payment — Step 6b, Processing a New Booking — Step 6b, Managing a Check-in — Step 6b, Managing a Check-out — Step 6b, and Cancelling a Booking — Step 6b.
• Canceled stays with lingering booking-status or settlement alerts after holds are cleared → Cancelling a Booking — Step 6b before you file calendar defects.

File Using in-app support when product behaviour blocks hygiene despite correct operator steps:

• Add unavailability or manual row delete missing for your role on the unit Calendar — attach unit internal name and your user email (Listings module).
• Audit → Manual Blocks row-click does not open the unit sidebar — attach a screenshot of the row (Audit module).
• Canceled or ended booking bars still block Sales → Multicalendar after you cleared manual holds — attach unit internal name and booking id (Sales or Bookings module); pair with Cancelling a Booking — Step 6.
• Landlord MCP or Tenant MCP external clients return persistent 403 / auth errors after you refreshed the management JWT — see Using in-app support — When to use in-app support, Landlord MCP — Permissions and safety, and Resetting a Management User Password — Troubleshooting.

Use the Help & Support drawer from Audit or Listings when screenshots should include the Calendar or Manual Blocks table — Deep Links — Support. If a management lockout delayed this hygiene pass, recover access with Resetting a Management User Password (Step 3) before you rerun Steps 1–5 — refresh Landlord MCP Bearer JWT after Step 3 there.

External automation on calendar escalation

Account-scoped Landlord MCP get-listing (unavailabilities), list-listings, and get-listing-calendar attach hold context before you file support — external clients cannot create or delete manual blocks from MCP. Booking-scoped Tenant MCP get-listing-calendar and notify-landlord remain the right reads when tenants report stale portal availability — contrast with operator calendar edits in Step 4. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

Full pairing matrix: Manual block hygiene section cross-reference.

Manual block hygiene section cross-reference

Use this table when one step in this workflow naturally leads into another module, concept page, or downstream workflow — each row links to the docs you should read before or after that step.

| Workflow step / section | Pair with these docs | | ------------------------------------------------------------------------------------------------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Step 1 — Open Audit and read the checklist | Audit module, Deep Links — Audit, Listings — Reviewing manual blocks, Landlord MCP — Read-only and intelligence (get-vacant-units-next-month, get-booking-summary — portfolio signal before Audit), Tenant MCP — Booking and contract data (get-listing-calendar when tenants report blocked dates before you open Audit) | | Step 2 — Narrow the portfolio | Glossary — Audit Manual Blocks (Created by), Audit — Toolbar and filters | | Step 3 — Scan Reason and End columns | Audit — Column sort, Listings module (unit sidebar from row click), Tenant MCP — Booking and contract data (get-listing-calendar, list-bookings-by-email, request-booking-data when tenants ask about holds during the scan), Tenant MCP — Maintenance and escalation (notify-landlord when external assistants escalate unclear holds), Landlord MCP — Read-only and intelligence (scope contrast — portfolio reads belong in Step 5, not guest-facing calendar queries) | | Step 4 — Edit or remove the hold on the unit Calendar | Listings — Manual unavailability, Integrations & Distribution (channel sync), Automation & AI — Workflow pairing for surface choice, Landlord MCP — Bookings, properties, and listings (get-listing with unavailabilities — verify hold removed; no MCP write for manual blocks), Landlord MCP — Read-only and intelligence (get-vacant-units-next-month after save), Tenant MCP — Booking and contract data (get-listing-calendar when tenants ask about blocked dates), Tenant MCP — Maintenance and escalation (notify-landlord when external assistants escalate unclear holds) | | Step 5 — Reconcile Sales and Dashboard | Portfolio KPI review — Step 7, Portfolio KPI review — Step 6 (segment-specific occupancy dips after holds are cleared), Dashboard — Vacant Units, Glossary — Vacant Units (Dashboard), Glossary — Tenant category, Bookings — Other filters, Finance — Tenant category filter, Tenants — Tenant category filter, Settings > Tenant categories, Sales — Multicalendar, Analytics — Tab overview, Landlord MCP — Read-only and intelligence (get-vacant-units-next-month, get-booking-summary, get-listing-calendar), Landlord MCP — Bookings, properties, and listings (list-listings with unavailabilities after Step 4 saves), Tenant MCP — Booking and contract data (get-listing-calendar when tenants still see blocked dates after you cleared holds), Tenant MCP — Maintenance and escalation (notify-landlord when portal availability lags operator calendars) | | Step 6 — Escalate when calendar edits are blocked | Using in-app support, Using in-app support — Help & Support drawer, Using in-app support — New Support Ticket modal, Notification triage — Step 5, Notification triage — Step 6 (row-click or read-state blocked after holds are cleared), Processing a New Booking — Step 1 (Timeline overlap on same-day turnover units), Processing a New Booking — Step 6 (portal tenants report blocked dates after holds cleared), Processing a New Booking — Step 6b (month-end Pending when hygiene unmasks receivables), Managing a Check-in — Step 6 (arrival-week access when turnover calendar still blocked), Managing a Check-in — Step 6b, Managing a Check-out — Step 6b, Entering Monthly Utility Bills — Step 5 (Missing bill gaps vs calendar holds), Entering Monthly Utility Bills — Step 6 (AI extraction blocked at month-end), Glossary — Same-day turnover, Bookings — Timeline view, Sales — Multicalendar, Cancelling a Booking — Step 6 (availability still blocked after cancel), Cancelling a Booking — Step 6b (canceled-stay alerts after holds cleared), Managing a Check-out — Step 7 (ended booking bars still block Multicalendar), Handling a Late Payment — Step 6 (debt KPIs stay high after holds cleared), Handling a Late Payment — Step 6b (collections Pending mesh at month-end), Onboarding a New Property — Step 7 (unexpected holds after go-live), Portfolio KPI review — Step 7, Portfolio KPI review — Step 6, Deep Links — Support, Resetting a Management User Password — Step 3 (lockout-delayed hygiene catch-up), Resetting a Management User Password — Troubleshooting, Automation & AI — Workflow pairing for surface choice, Landlord MCP — Bookings, properties, and listings (get-listing, list-listings, get-listing-calendar — attach context; no MCP write for manual blocks), Landlord MCP — Permissions and safety, Tenant MCP — Booking and contract data (get-listing-calendar), Tenant MCP — Maintenance and escalation (notify-landlord — contrast with Vivin support tickets) | | Lockout catch-up after password recovery | Hygiene pass delayed by sign-in lockout | Common Workflows — Lockout catch-up, Step 6, Resetting a Management User Password — Step 3 | | Pending manual receipt approval | Pending mesh when hygiene unmasks receivables | Common Workflows — Pending manual receipt approval, Handling a Late Payment — Step 6b, Portfolio KPI review — Step 7 | | Reject/revert mistaken receipts | Duplicate receipts during repricing | Common Workflows — Reject/revert mistaken receipts, Payment Allocation — Correcting mistaken receipts, Glossary — Invoiced floor (rent) | | Month-end invoicing (fixed date) | Clear stale holds before Issue allocation unmasks receivables | Common Workflows — Month-end invoicing (fixed date), Step 5, Handling a Late Payment — Month-end invoicing (fixed date) | | Partly collected security deposit | Debt KPIs high after holds cleared — partly collected deposits vs calendar holds | Common Workflows — Partly collected security deposit, Handling a Late Payment — Step 1, Finance — Deposits status summary cards, Glossary — Deposit lifecycle status, Step 5 | | Wrong tenant on a booking | Change tenant vs Delete on month-end reconciliation | Common Workflows — Wrong tenant on a booking, Step 5 — Reconcile Sales and Dashboard, FAQ — Wrong tenant on a booking (bookings-detail-change-tenant-control.png, bookings-detail-change-tenant-flow.mp4) | | Cancel Booking vs Delete Booking | Ledger gaps after Delete Booking on reconciled stays (#1897) | Common Workflows — Cancel Booking vs Delete Booking, Step 5 — Reconcile Sales and Dashboard, FAQ — Cancel Booking vs Delete Booking (bookings-cancel-booking-modal-refund-types.png, bookings-list-canceled-tab.png, workflows-cancel-booking-refund-modal-flow.mp4) | | Portfolio retirement decisions | Whole building sunsetting after hold cleanup | Common Workflows — Portfolio retirement decisions, Step 5 — Reconcile Sales and Dashboard, FAQ — Portfolio retirement decisions (listings-archived-populated-table.png, finance-transactions-type-summary-cards.png) | | Directory list load failures | Audit → Manual Blocks first-fetch fails during hygiene | Common Workflows — Directory list load failures, Step 1 — Open Audit and read the checklist, FAQ — Directory list load failures (notifications-module-load-failure.png, audit-manual-blocks-load-failure.png) | | Booking sidebar tab load failures | Hold cleanup opened booking but Communication tab red | Common Workflows — Booking sidebar tab load failures, Step 3 — Scan Reason and End columns, FAQ — Communication or Tickets load failure (bookings-detail-communication-tab-whatsapp-thread.png, bookings-detail-tickets-tab.png) | | Confirmation alert triage | Stale Upcoming confirmation alert after hold cleanup | Common Workflows — Confirmation alert triage, Step 5 — Reconcile Sales and Dashboard, FAQ — Processing a New Booking hub (notifications-row-navigate-to-booking-detail.png, bookings-detail-transactions-approve-payment-modal.png) | | Portfolio segmentation by tenant category | Occupancy dips on one segment after holds cleared | Common Workflows — Portfolio segmentation, Portfolio KPI review — Step 6, Step 5 | | Check-out final utilities handoff | Missing departure-week bills after hold cleanup | Common Workflows — Check-out final utilities handoff, Step 5 — Reconcile Sales and Dashboard, Managing a Check-out — Step 6 (utilities-allocations-review-flow.mp4, bookings-detail-payment-plan-tab-schedule.png) | | Check-in to check-out handoff | Ongoing past departure day after hold cleanup | Common Workflows — Check-in to check-out handoff, Step 5 — Reconcile Sales and Dashboard, Managing a Check-out — Step 7 (operations-check-in-out-check-outs-next-7-days.png, bookings-timeline-view.png) | | Check-out collections before refund | Phantom rent In Debt after hold cleanup | Common Workflows — Check-out collections before refund, Step 5 — Reconcile Sales and Dashboard, Managing a Check-out — Step 6 (workflows-check-out-coordination-flow.mp4, bookings-detail-payment-plan-tab-schedule.png, finance-contract-values-in-debt-filter.png) | | Check-out ledger cleanup before refund | Phantom duplicate In Debt after hold cleanup | Common Workflows — Check-out ledger cleanup before refund, Step 5 — Reconcile Sales and Dashboard, Managing a Check-out — Step 6 (bookings-detail-transactions-revert-modal-info-banner.png, finance-transactions-bulk-reject-selected-bar.png) | | Payment alert to receivables triage | Stale payment overdue after hold cleanup on Step 5 | Common Workflows — Payment alert to receivables triage, Step 5 — Reconcile Sales and Dashboard, Notification triage — Step 4 (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4) | | Finance debt receivables triage | Phantom rent In Debt after hold cleanup — confirm real arrears on Top debtors | Common Workflows — Finance debt receivables triage, Step 5 — Reconcile Sales and Dashboard, Reject/revert mistaken receipts (finance-overview-income-chart-debt-aging.png, finance-overview-debt-aging-walkthrough-flow.mp4, finance-transactions-pending-pill.png) | | Handling a Late Payment collections | Step 5 phantom debt → collections Step 1 when arrears are real receivables | | Finance Income status drill-down | Phantom Income → In debt after hold cleanup — confirm on Debt Aging at Step 5 | Common Workflows — Finance Income status drill-down, Step 5 — Reconcile Sales and Dashboard, Finance debt receivables triage (finance-overview-income-status-in-debt-modal.png, finance-overview-income-drill-down-flow.mp4) | | Cash flow forecast drill-down | Phantom collections on Cash flow forecast after hold cleanup at Step 5 | Common Workflows — Cash flow forecast drill-down, Step 5 — Reconcile Sales and Dashboard, Finance Income status drill-down (finance-overview-cash-flow-all-payments-modal.png, finance-overview-cash-flow-drill-down-flow.mp4) | | Cancellation collections before void | Phantom rent In Debt after hold cleanup mistaken for cancel | Common Workflows — Cancellation collections before void, Step 5 — Reconcile Sales and Dashboard, Cancelling a Booking — Step 2 (finance-contract-values-in-debt-filter.png, bookings-detail-transactions-approve-payment-modal.png, bookings-cancel-booking-modal-refund-types.png, workflows-cancel-booking-refund-modal-flow.mp4) | | Rent reduction after invoicing | Repricing after hold cleanup unmasks receivables | Common Workflows — Rent reduction after invoicing, Step 5 — Reconcile Sales and Dashboard, Glossary — Invoiced floor (rent) (bookings-detail-change-monthly-rent-modal.png, bookings-rent-reduction-invoiced-floor-flow.mp4) | | Bulk Hostkit invoicing | Clear stale holds before Issue allocation unmasks receivables | Common Workflows — Bulk Hostkit invoicing, Step 5 — Reconcile Sales and Dashboard, FAQ — Bulk Hostkit invoicing slow (finance-transactions-bulk-selection-bar.png, settings-invoicing-hostkit-series.png) | | Same-day turnover coordination | Timeline overlap after hold cleanup on turnover unit (Step 4) | Common Workflows — Same-day turnover coordination, Step 4 — Edit or remove the hold on the unit calendar, FAQ — Same-day turnovers (operations-add-ticket-modal.png, bookings-timeline-day-week-month-and-sidebar.mp4) | | Occupancy KPI to block hygiene handoff | Occupancy suppressed — upstream KPI review dip | Common Workflows — Occupancy KPI to block hygiene handoff, Step 1 — Open Audit and read the checklist, FAQ — Analytics (KPI workspace) (analytics-kpi-occupancy-tab.png, audit-manual-blocks-filter-scroll.mp4) | | Deposit missing on Finance Deposits | Debt KPIs high after holds cleared — deposit row hidden | Common Workflows — Deposit missing on Finance Deposits, Step 5 — Reconcile Sales and Dashboard, FAQ — Deposit missing on Finance Deposits (finance-deposits-date-range-toolbar-default.png, finance-deposits-date-range-clear-flow.mp4) |

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Related

Pair with other Manual block hygiene guide sections

Related below links this workflow to modules, concepts, settings, and escalation paths. Pair Documentation map & escalation with Common Workflows hub — Documentation map & escalation; pair Upstream & downstream workflows with Common Workflows — Workflow cross-reference. Topic-to-section pairing in sections above: Manual block hygiene section cross-reference. Full hub matrix: Common Workflows section cross-reference.

Documentation map & escalation

Pair with other Manual block hygiene guide sections

Documentation-map bullets pair with Introduction — Section cross-reference and FAQ — Section cross-reference. Hub parity: Common Workflows hub — Documentation map & escalation. Full pairing matrix: Manual block hygiene section cross-reference · Common Workflows section cross-reference.

• Common Workflows — Hub pairing matrix across all operator guides
• Getting Started — Management shell before you run this workflow
• Glossary — Term definitions referenced in the steps above
• FAQ & Troubleshooting — Quick answers when availability still looks blocked after Audit
• Get Help & Support — Escalate when Listings permission blocks calendar edits
• Using in-app support — Vivin product tickets when Audit row-click, Calendar edits, or Multicalendar blocks persist (Step 6)

Upstream & downstream workflows

Pair with other Manual block hygiene guide sections

Workflow bullets pair with Common Workflows — Workflow cross-reference for inter-guide step pairing. Full pairing matrix: Manual block hygiene section cross-reference · Common Workflows section cross-reference.

• Portfolio KPI review (section cross-reference; Deeper workflow reads; hub) — Month-end KPI workflow that points here in Step 7
• Onboarding a New Property (section cross-reference; Deeper workflow reads; hub) — Step 7 audit when new units still show unexpected holds
• Cancelling a Booking (section cross-reference; Deeper workflow reads; hub) — Release availability on Sales after cancellation; Audit when heatmaps still show blocks
• Notification triage (section cross-reference; Deeper workflow reads; hub) — Clear booking- or availability-related alerts after you lift stale holds; Step 6 (section cross-reference; Deeper workflow reads; hub) when row-click or read-state APIs block cleanup
• Handling a Late Payment — Step 1 (section cross-reference; Deeper workflow reads; hub) — When occupancy dips were masking overdue receivables, not calendar holds (Step 5)
• Handling a Late Payment — Step 6 (section cross-reference; Deeper workflow reads; hub) — Segment-wide arrears when debt KPIs stay high after Step 5 (Step 6)
• Managing a Check-out — Step 7 (section cross-reference; Deeper workflow reads; hub) — Ended booking bars still block Multicalendar after manual holds are cleared (Step 6)
• Processing a New Booking — Step 1 (section cross-reference; Deeper workflow reads; hub) — Timeline overlap when same-day turnover imports still show blocked dates (Step 6)
• Managing a Check-in — Step 6 (section cross-reference; Deeper workflow reads; hub) — Arrival-week access when turnover calendar blocks persist after hygiene (Step 6)
• Processing a New Booking — Step 6 (section cross-reference; Deeper workflow reads; hub) — Portal availability complaints after holds are cleared (Step 6)
• Entering Monthly Utility Bills — Step 5 (section cross-reference; Deeper workflow reads; hub) — Missing utility bill gaps when occupancy dips trace to supplier data, not holds (Step 6)
• Entering Monthly Utility Bills — Step 6 (section cross-reference; Deeper workflow reads; hub) — AI extraction or overage posting blocked when Days Missing Data persists (Step 6)
• Handling a Late Payment — Step 6b (section cross-reference; Deeper workflow reads; hub) — Collections Pending mesh when hygiene unmasks receivables (Step 6)
• Cancelling a Booking — Step 6b (section cross-reference; Deeper workflow reads; hub) — Canceled-stay settlement alerts after holds are cleared (Step 6)
• Resetting a Management User Password (section cross-reference; Deeper workflow reads; hub) — Recover access when a lockout delayed the hygiene pass (Step 6)
• Notifications — Payment overdue alerts — Operator Payments category rows after blocks are cleared but debt KPIs stay high

Navigation & bookmarks

Pair with other Manual block hygiene guide sections

Bookmark routes pair with Management Frontend Deep Links and Create New menu. Full pairing matrix: Manual block hygiene section cross-reference · Common Workflows section cross-reference.

• Deep Links — Audit — Bookmarkable /audit/manual-blocks
• Audit module — Full module reference (filters, export, pagination)

Concepts & settings that shape this workflow

Pair with other Manual block hygiene guide sections

Concept and settings bullets pair with Concepts hub subsection index and Concept cross-reference and Account Settings — Tab cross-reference. Full pairing matrix: Manual block hygiene section cross-reference · Common Workflows section cross-reference.

• Settings > Tenant categories — Segment portal rules and portfolio filters when Step 5 occupancy dips track one tenant category, not stale holds
• Booking Lifecycle — Computed stay status when manual blocks hide real occupancy (section cross-reference; Deeper workflow reads; hub)
• Integrations & Distribution — Manual holds propagate to connected marketplace and iCal calendars (section cross-reference; Deeper workflow reads; hub)
• Tenant MCP — Booking-scoped get-listing-calendar, list-bookings-by-email, and request-booking-data when tenants ask about blocked dates during the Audit scan (Step 3); get-listing-calendar and notify-landlord when external assistants surface stale holds (Steps 4–5) (section cross-reference; Deeper workflow reads; hub)
• Landlord MCP — get-listing (unavailabilities) to verify holds removed after Step 4 calendar edits; portfolio-wide get-vacant-units-next-month, get-booking-summary, list-listings, and get-listing-calendar when Step 1 signals or Step 5 reconciles vacancy after a hygiene pass; get-listing, list-listings, and get-listing-calendar attach hold context before Vivin support tickets (Step 6) (section cross-reference; Deeper workflow reads; hub)
• Automation & AI — Landlord vs Tenant MCP surface choice during calendar edits (Steps 4–5) and calendar escalation (Step 6) (section cross-reference; Deeper workflow reads; hub)
• Tenant Portal — Stale blocks can hide units tenants should see as available (section cross-reference; Deeper workflow reads; 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
• Settings > Preferences — Automatic preparation-day buffers distinct from manual holds

Audit, listings & sales surfaces

Pair with other Manual block hygiene guide sections

Audit, listings & sales surfaces bullets pair with the matching topic rows in Manual block hygiene section cross-reference. Full pairing matrix: Manual block hygiene section cross-reference · Common Workflows section cross-reference.

• Listings — Reviewing manual blocks across the portfolio — Audit entry from Listings context
• Sales — Multicalendar — Per-unit availability after you clear a hold (Step 5)
• Bookings — Timeline — Gantt with Only bookings off shows calendar blocks on unit rows
• Dashboard — Vacant Units — KPI signal when manual blocks suppress vacancy counts

Deeper workflow reads

Pair with other Manual block hygiene guide sections

Concept workflow reads pair with Concepts hub subsection index and Concept cross-reference. Each concept sub-guide reciprocates with [Deeper workflow reads](../workflows/manual-block-hygiene.md#deeper-workflow-reads) anchors on Manual block hygiene bullets — hub parity: Common Workflows hub — Deeper workflow reads. Full pairing matrix: Manual block hygiene section cross-reference · Common Workflows section cross-reference.

• Booking Lifecycle — Computed status model, list filters, and Timeline (section cross-reference; Deeper workflow reads; hub)
• Integrations & Distribution — Marketplace calendar sync, booking imports, and white-label engine (section cross-reference; Deeper workflow reads; hub)
• Management Frontend Deep Links — Bookmarkable management routes and notification deep links (section cross-reference; Deeper workflow reads; hub)

Deeper API reads

Pair with other Manual block hygiene guide sections

API reads pair with API Reference hub subsection index and API guide cross-reference. Hub parity: Common Workflows — Deeper API reads. Full pairing matrix: Manual block hygiene section cross-reference · Common Workflows section cross-reference.

• Listings & Availability — Partial availability reads when reconciling Audit → Manual Blocks with channel inventory (section cross-reference; Deeper workflow reads; hub)
• iCal feeds — Inbound calendar blocks that must not be confused with operator manual holds (section cross-reference; Deeper workflow reads; hub)
• Booking Lifecycle & Validations — Overlap validation when holds block new reservations on the same unit (section cross-reference; Deeper workflow reads; hub)
• Property & Unit Mapping — External listing IDs when channel blocks appear on the wrong unit row (section cross-reference; Deeper workflow reads; hub)

Lockout catch-up after password recovery

Pair with other Manual block hygiene guide sections

Hygiene pass delayed by lockout pairs with Resetting a Management User Password — Step 3 before Step 6. Hub parity: Common Workflows — Lockout catch-up after password recovery. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Lockout catch-up after password recovery — Hub matrix when sign-in was restored mid-workflow
• Getting Started — Lockout catch-up after password recovery — Hygiene backlog after recovery
• Step 6 — Escalate when calendar edits are blocked — Lockout-delayed escalation path
• Onboarding a New Property — Step 7 — Unexpected holds after go-live

Pending manual receipt approval

Pair with other Manual block hygiene guide sections

When hygiene unmasks receivables, clear Pending receipts on the shared month-end queue. Hub parity: Common Workflows — Pending manual receipt approval. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Pending manual receipt approval — Hub matrix when recorded transfers still await Approve payments
• Glossary — Pending manual in-payment (Finance) — Definition and three-surface triage
• Glossary — Pending manual receipt approval hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Pending manual receipt approval hub — Symptom table + per-guide/module mesh
• Handling a Late Payment — Step 6b — Collections Pending when hygiene unmasks debt
• Portfolio KPI review — Step 7 — Month-end reconciliation after holds cleared
• Finance — Pending manual payments — Shared queue (finance-transactions-pending-pill.png, bookings-detail-transactions-approve-payment-modal.png)
• Notification triage — Pending manual receipt approval — Stale payment alerts after Step 4 hold cleanup
• Entering Monthly Utility Bills — Pending manual receipt approval — Missing bills vs phantom debt after holds cleared
• Portfolio KPI review — Pending manual receipt approval — Month-end receivables cleanup (Step 7)

Utility overage collections

Pair with other Manual block hygiene guide sections

Phantom utility In Debt after calendar hold cleanup pairs with Step 5 — Reconcile Sales and Dashboard — confirm Entering Monthly Utility Bills — Step 4 before collections outreach. Hub parity: Common Workflows — Utility overage collections. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Utility overage collections — Hub matrix (utilities-allocations-row-breakdown-expanded.png, finance-contract-values-in-debt-filter.png)
• Step 5 — Reconcile Sales and Dashboard — Hold cleanup before overage triage
• Finance debt receivables triage — Top debtors when utility lines cluster after holds clear
• Entering Monthly Utility Bills — Step 4 — Overage line verification
• Handling a Late Payment — Step 1 — Collections when overage is real, not hold artifact
• Portfolio KPI review — Step 7 — Month-end sign-off

Check-out final utilities handoff

Pair with other Manual block hygiene guide sections

Missing departure-week supplier bills after calendar hold cleanup pair with Step 5 — Reconcile Sales and Dashboard and Entering Monthly Utility Bills — Step 5 before Managing a Check-out — Step 6 — hub: Common Workflows — Check-out final utilities handoff. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Check-out final utilities handoff — Hub matrix (utilities-bills-tab-missing-toggle.png, utilities-allocations-review-flow.mp4)
• Step 5 — Reconcile Sales and Dashboard — Hold cleanup before departure-week bill gaps
• Entering Monthly Utility Bills — Step 5 — Days Missing Data on departing units
• Managing a Check-out — Step 6 — Final overage settlement before refund
• Utility overage collections — Mid-stay overage arrears contrast
• Portfolio KPI review — Step 7 — Month-end Missing sign-off

Check-in to check-out handoff

Pair with other Manual block hygiene guide sections

After Step 5 — Reconcile Sales and Dashboard, an Ongoing row still past its departure day needs Managing a Check-out — Step 7 — not another calendar hold pass — hub: Common Workflows — Check-in to check-out handoff. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Check-in to check-out handoff — Hub matrix (operations-check-in-out-check-outs-next-7-days.png, audit-manual-blocks-workspace.png)
• Glossary — Check-in to check-out handoff hub — Surface table + per-guide/module mesh
• Step 5 — Reconcile Sales and Dashboard — KPI dip after hold cleanup
• Managing a Check-out — Step 7 — Ended when departure day passed
• Managing a Check-in — Step 4 — Confirm keys were handed over before blaming holds
• Operations — Check-in & Check-out — Check-outs pill sanity check
• Deposit missing on Finance Deposits — Toolbar date range on Finance → Deposits

Check-out collections before refund

Pair with other Manual block hygiene guide sections

Phantom rent In Debt after calendar hold cleanup pairs with Step 5 — Reconcile Sales and Dashboard — confirm real arrears on Contract Values before collections outreach. Hub parity: Common Workflows — Check-out collections before refund. Distinct from Check-out ledger cleanup before refund (duplicate transfers). Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Check-out collections before refund — Hub matrix (workflows-check-out-coordination-flow.mp4, finance-contract-values-in-debt-filter.png, bookings-detail-payment-plan-tab-schedule.png)
• Step 5 — Reconcile Sales and Dashboard — Hold cleanup before rent arrears triage
• Finance debt receivables triage — Top debtors when rent lines cluster after holds clear
• Handling a Late Payment — Step 1 — Collections when arrears are real
• Managing a Check-out — Step 6 — Departure-week settlement before refund
• Portfolio KPI review — Step 7 — Month-end sign-off

Check-out ledger cleanup before refund

Pair with other Manual block hygiene guide sections

Phantom duplicate In Debt after calendar hold cleanup pairs with Step 5 — Reconcile Sales and Dashboard — Revert approved duplicate on Contract Values, not collections outreach. Hub parity: Common Workflows — Check-out ledger cleanup before refund. Distinct from rent Check-out collections before refund. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Check-out ledger cleanup before refund — Hub matrix (bookings-detail-transactions-revert-modal-info-banner.png, finance-transactions-bulk-reject-selected-bar.png)

• Step 5 — Reconcile Sales and Dashboard — Hold cleanup before duplicate triage

• Reject/revert mistaken receipts — Revert duplicate after holds clear

• Finance debt receivables triage — Re-check Top debtors after Revert

• Check-out collections before refund — Real rent arrears contrast

• Managing a Check-out — Step 6 — Departure-week settlement before refund

• FAQ — Check-out ledger cleanup before refund hub — Symptom table for phantom In Debt / Ready To Refund blocked when tenant paid once

Cancellation collections before void

Pair with other Manual block hygiene guide sections

Phantom rent In Debt after calendar hold cleanup may block policy void — confirm real arrears on Contract Values during Step 5 — Reconcile Sales and Dashboard before Cancelling a Booking — Step 2. Hub parity: Common Workflows — Cancellation collections before void. Distinct from Check-out ledger cleanup before refund (duplicate transfers). Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Cancellation collections before void — Hub matrix (finance-contract-values-in-debt-filter.png, bookings-cancel-booking-modal-refund-types.png, workflows-cancel-booking-refund-modal-flow.mp4)
• Step 5 — Reconcile Sales and Dashboard — Hold cleanup before pre-cancel arrears triage
• Cancelling a Booking — Step 2 — Settlement before Step 4
• Finance debt receivables triage — Top debtors when rent lines cluster after holds clear
• Handling a Late Payment — Step 1 — Collections when arrears are real
• Check-out ledger cleanup before refund — Duplicate transfer contrast

Notification row-click navigation

Pair with other Manual block hygiene guide sections

Stale payment overdue alerts after calendar hold cleanup pair with Notification triage — Step 4 on Step 5 — Reconcile Sales and Dashboard — row-click before Step 5 bulk mark-read. Hub parity: Common Workflows — Notification row-click navigation. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Notification row-click navigation — Hub matrix (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4)
• Glossary — Notification row navigation — Target-field order and bell General contrast
• Glossary — Notification row navigation hub — Surface table + per-guide/module mesh
• FAQ — Notification row-click navigation hub — Stale alerts after Step 5 hold cleanup symptom table
• Step 5 — Reconcile Sales and Dashboard — Hold cleanup before alert triage
• Notification triage — Step 4 — Row-click stale Payments rows
• Notification triage — Step 5 — Unread cleanup after balance confirms
• Finance debt receivables triage — Top debtors after holds cleared
• Portfolio KPI review — Notification row-click navigation — Month-end sign-off after hygiene

WhatsApp per-booking messaging

Pair with other Manual block hygiene guide sections

Tenant WhatsApp about blocked calendar dates pairs with Bookings → Communication after Step 3 — Scan reason and end columns — get-listing-calendar answers portal view; route hold disputes here with notify-landlord when the block is unclear. Hub parity: Glossary — WhatsApp per-booking messaging hub · Common Workflows — WhatsApp per-booking messaging. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — WhatsApp per-booking messaging — Hub matrix (bookings-detail-communication-tab-whatsapp-thread.png, inbox-module-triage-flow.mp4)
• Glossary — WhatsApp per-booking messaging hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — WhatsApp per-booking messaging hub — Blocked-calendar hold disputes on Step 3 symptom table
• Step 3 — Scan reason and end columns — Hold context before replying in Communication
• Notification triage — Step 2 — Message pings about blocked dates
• Tenant MCP — Property, payment, and calendar — get-listing-calendar for guest-facing assistants
• Processing a New Booking — WhatsApp per-booking messaging — Upstream booking context when hold blocks a stay
• Inbox module — Cross-booking triage when guest email is unknown

Bot reasoning (audit)

Pair with other Manual Block Hygiene guide sections

Blocked-date bot replies on Step 3 — expand Reasoning under mint Bot bubbles on Bookings → Communication → WhatsApp to audit automated replies before editing ChatBot persona or IF/THEN rules. Hub parity: Glossary — Bot reasoning (audit) hub · Common Workflows — Bot reasoning (audit). Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Bot reasoning (audit) — Hub matrix (bookings-detail-communication-tab-bot-reasoning-expanded.png)
• Glossary — Bot reasoning (audit) hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Bot reasoning (audit) hub — Symptom table for Reasoning vs ChatBot settings
• ChatBot settings — Bot reasoning audit — Read-only thread audit vs editable persona / IF/THEN
• Bookings — Communication tab — Reasoning control on Bot bubbles
• Glossary — ChatBot settings hub — Edit persona / IF/THEN after thread audit
• Step 3 — Scan reason and end columns — Workflow step where bot replies surface

ChatBot settings

Pair with other Manual Block Hygiene guide sections

Pair Account Settings → ChatBot (Persona, IF/THEN, Status Bot) with thread review on Communication when blocked-date bot replies on step 3. Hub parity: Glossary — ChatBot settings hub · Common Workflows — ChatBot settings. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — ChatBot settings — Hub matrix (settings-chatbot-tab-overview.png, settings-chatbot-status-bot-connected.png, settings-chatbot-save-rule-flow.mp4)
• Glossary — ChatBot settings hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — ChatBot settings hub — Symptom table for pairing, persona, and IF/THEN tuning
• ChatBot settings — Persona, IF/THEN rules, Status Bot WhatsApp pairing
• Glossary — Bot reasoning (audit) hub — Thread Reasoning audit after rule changes
• Onboarding a New Property — Step 4 — Setup-step pairing for tenant chatbot rules

Rent reduction after invoicing

Pair with other Manual block hygiene guide sections

Month-end hygiene in Step 5 — Reconcile Sales and Dashboard may surface bookings whose rent was already invoiced while holds suppressed occupancy — external credit notes before Issue credit notes. Hub parity: Common Workflows — Rent reduction after invoicing. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Rent reduction after invoicing — Hub matrix (bookings-detail-change-monthly-rent-modal.png, bookings-rent-reduction-invoiced-floor-flow.mp4)
• FAQ — Rent reduction after invoicing hub — Repricing after hold cleanup on Step 5 symptom table
• Step 5 — Reconcile Sales and Dashboard — Repricing after hold cleanup before bulk export
• Common Workflows — Month-end invoicing (fixed date) — Fixed Invoice date before Issue allocation
• Common Workflows — Bulk Hostkit invoicing — Issue credit notes after external rent relief
• Glossary — Invoiced floor (rent) — Change monthly rent clamp on exported months
• Portfolio KPI review — Rent reduction after invoicing — Step 7 sign-off contrast

Payment notification (operator)

Pair with other Manual block hygiene guide sections

Stale payment overdue alerts after calendar hold cleanup pair with Notification triage — Step 4 on Step 5 — Reconcile Sales and Dashboard — confirm row type before bulk mark-read. Hub parity: Common Workflows — Payment notification (operator). Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Payment notification (operator) — Hub matrix (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4)
• Glossary — Payment notification (operator) — Three row types + opt-in layers
• FAQ — Payment notification (operator) hub — Symptom table + per-guide/module mesh
• Settings — Preferences — Notifications & emails — Account Receive payment notifications master
• Settings — Interface language — Your email preferences — Per-user Payment notification emails
• Step 5 — Reconcile Sales and Dashboard — Alert backlog after hold cleanup
• Payment alert to receivables triage — Ongoing receivables vs calendar holds
• Pending manual receipt approval — Pending when Total Debt lags

Payment alert to receivables triage

Pair with other Manual block hygiene guide sections

Stale payment overdue alerts after calendar hold cleanup pair with Notification triage — Step 4 on Step 5 — Reconcile Sales and Dashboard — row-click before Step 5 bulk mark-read. Hub parity: Common Workflows — Payment alert to receivables triage. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Payment alert to receivables triage — Hub matrix (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4)
• Glossary — Payment alert to receivables triage — Ongoing/Ended payment overdue before Debt Aging
• Glossary — Payment alert to receivables triage hub — Surface table + per-guide/module mesh
• FAQ — Payment alert to receivables triage hub — Stale alerts after Step 5 hold cleanup symptom table
• Step 5 — Reconcile Sales and Dashboard — Hold cleanup before alert triage
• Notification triage — Step 4 — Row-click stale Payments rows
• Notification triage — Step 5 — Unread cleanup after balance confirms
• Finance debt receivables triage — Top debtors after holds cleared
• Portfolio KPI review — Payment alert to receivables triage — Month-end sign-off after hygiene

Finance debt receivables triage

Pair with other Manual block hygiene guide sections

Phantom debt when holds masked receivables pairs with Step 5 — Reconcile Sales and Dashboard — re-open Top debtors only after Pending manual receipt approval clears. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Finance debt receivables triage — Hub matrix (finance-overview-income-chart-debt-aging.png, finance-overview-debt-aging-expanded-bucket.png)
• Step 5 — Reconcile Sales and Dashboard — Debt Aging after holds cleared
• Pending manual receipt approval — Amber Pending before Top debtors (finance-transactions-pending-pill.png)
• Entering Monthly Utility Bills — Finance debt receivables triage — Missing bills vs phantom debt
• Portfolio KPI review — Step 7 — Month-end sign-off after hygiene (dashboard-kpi-total-debt-tooltip.png)
• Notification triage — Step 5 — Stale payment alerts after Step 4 hold cleanup
• Glossary — Finance debt receivables triage hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Finance debt receivables triage hub — Phantom debt symptom table

Handling a Late Payment collections

Pair with other Manual block hygiene guide sections

Phantom In Debt on Step 5 — Reconcile Sales and Dashboard after holds clear may need Handling a Late Payment — Step 1 when debt is real — not stale calendar blocks. Hub parity: Common Workflows — Handling a Late Payment collections hub. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Handling a Late Payment collections hub — Hub matrix (finance-overview-income-chart-debt-aging.png, dashboard-kpi-total-debt-tooltip.png)
• Step 5 — Reconcile Sales and Dashboard — Occupancy vs Total Debt after hold cleanup
• Finance debt receivables triage — Debt Aging when debt is not phantom
• Handling a Late Payment — Step 1 — Collections when arrears are real
• Reject/revert mistaken receipts — Ledger cleanup before collections
• Glossary — Handling a Late Payment collections hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Handling a Late Payment collections hub — Phantom debt vs real arrears symptom table

Dashboard Total Debt subtitle

Pair with other Manual block hygiene guide sections

After clearing stale holds on Step 5 — Reconcile Sales and Dashboard, re-read Total Debt headline vs Vacant Units — phantom occupancy can mask real receivables. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• FAQ — Dashboard Total Debt subtitle — Headline vs >15 days subtitle (dashboard-kpi-total-debt-tooltip.png)
• Step 5 — Reconcile Sales and Dashboard — Debt Aging after holds cleared
• Occupancy KPI to block hygiene handoff — Occupancy / Vacant Units vs blocks
• Finance debt receivables triage — Top debtors when headline still high
• Portfolio KPI review — Dashboard Total Debt subtitle — Month-end sign-off mesh

Uncovered Debt KPI

Pair with other Manual block hygiene guide sections

After Step 5 — Reconcile Sales and Dashboard, a high Total Debt with matching Uncovered Debt on Finance → Overview means thin deposit coverage — not phantom blocks. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• FAQ — Uncovered Debt KPI — Deposit coverage vs Total Debt (finance-overview-kpi-cards.png)
• Glossary — Uncovered Debt — Distinguish receivables from occupancy suppression
• Finance debt receivables triage — Top debtors when strip figures align
• Occupancy KPI to block hygiene handoff — Blocks vs real arrears
• Dashboard Total Debt subtitle — Ongoing-only / vs Finance strip

Finance Income status drill-down

Pair with other Manual block hygiene guide sections

Step 5 reconcile — phantom In debt on Income may clear after hold removal; confirm on Debt Aging before collections escalation. Hub parity: Common Workflows — Finance Income status drill-down. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• FAQ — Finance Income status drill-down — Income chart (Paid / Scheduled / In debt); month-scoped payment-line modal (finance-overview-income-status-in-debt-modal.png)
• Glossary — Finance income status — In debt segment vs Debt Aging booking rows
• Finance debt receivables triage — Top debtors when you need ranked debtors, not payment lines (finance-overview-debt-aging-expanded-bucket.png)
• FAQ — Bookings that owe money — Booking-level receivables on Debt Aging
• Step 5 — Reconcile Sales and Dashboard — KPI read after calendar cleanup
• Glossary — Finance Income status drill-down hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Finance Income status drill-down hub — Phantom In debt segment symptom table

Cash flow forecast drill-down

Pair with other Manual block hygiene guide sections

Step 5 reconcile — Cash flow forecast should not show phantom collections after hold cleanup; pair with Income segment reads. Hub parity: Common Workflows — Cash flow forecast drill-down. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• FAQ — Cash flow forecast drill-down — Cash flow forecast chart (Month / Day); All payments modal (finance-overview-cash-flow-all-payments-modal.png)
• Glossary — Cash flow forecast (Finance Overview) — Collections history vs Dashboard rent-due chart vs Income status
• Finance Income status drill-down — Paid / Scheduled / In debt when scheduled vs collected mismatch
• Dashboard — Cash Flow Forecast — Rent due timing (dashboard-cash-flow-forecast-chart.png) — not Finance collections
• Step 5 — Reconcile Sales and Dashboard — Collections vs occupancy KPIs after calendar cleanup
• Glossary — Cash flow forecast drill-down hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Cash flow forecast drill-down hub — Phantom collections symptom table

Reject/revert mistaken receipts

Pair with other Manual block hygiene guide sections

Duplicate receipts found during KPI-driven repricing pair with Payment Allocation — Correcting mistaken receipts. Hub parity: Common Workflows — Reject/revert mistaken receipts. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Reject/revert mistaken receipts — Hub matrix when duplicate receipts need Reject / Revert

• Glossary — Credit note warning (reject/revert) — Modal banners and Not issued credit note queue

• Glossary — Reject/revert mistaken receipts hub — Surface table + per-guide/module mesh reciprocal hub

• Glossary — Credit note warning (reject/revert) hub — Modal-banner surface table + per-guide/module mesh

• FAQ — Credit note warning (reject/revert) hub — Symptom table + per-guide/module mesh

• Payment Allocation — Correcting mistaken receipts — Repricing duplicate cleanup

• Glossary — Credit note (payment reject/revert) — Month-end repricing disputes

• Glossary — Invoiced floor (rent) — Rent edit guards after blocks lifted

• 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

• Step 5 — Reconcile Sales and Dashboard — Revert approved duplicate before bulk Issue allocation (bookings-detail-transactions-revert-modal-info-banner.png)

• Portfolio KPI review — Reject/revert mistaken receipts — Month-end receivables cleanup (Step 7)

• Entering Monthly Utility Bills — Reject/revert mistaken receipts — Missing bills vs phantom debt after holds cleared

• Notification triage — Reject/revert mistaken receipts — Stale payment alerts after Step 4 hold cleanup

• FAQ — Reject/revert mistaken receipts hub — Pending mesh during reconcile symptom table

Month-end invoicing (fixed date)

Pair with other Manual block hygiene guide sections

Month-end hygiene in Step 5 should finish before bulk Issue allocation when occupancy dips were masking receivables — save a fixed Invoice date in Settings → Invoicing first. Hub parity: Common Workflows — Month-end invoicing (fixed date). Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Month-end invoicing (fixed date) — Hub matrix (settings-invoicing-invoice-date-toggle.png, finance-transactions-fixed-invoice-date-banner.png, finance-transactions-bulk-toolbar-fixed-invoice-date-banner.png)
• Invoicing — Default invoice date — Toggle Use today as invoice date off + Save
• Finance — Month-end invoicing with a fixed date — Six-step operator habit on Transactions
• Common Workflows — Bulk Hostkit invoicing — Issue allocation after fixed date is saved
• FAQ — Month-end invoicing (fixed date) hub — Symptom table + toggle reset after batch
• Glossary — Fixed invoice date — Account-wide until you change it
• Step 5 — Reconcile Sales and Dashboard — Occupancy reconciliation before month-end bulk export
• Handling a Late Payment — Month-end invoicing (fixed date) — Collections Pending mesh when debt KPIs stay high (Step 6b)
• Portfolio KPI review — Month-end invoicing (fixed date) — Step 7 sign-off contrast

Bulk Hostkit invoicing

Pair with other Manual block hygiene guide sections

Month-end hygiene in Step 5 should finish before bulk Issue allocation when occupancy dips were masking receivables — pair Month-end invoicing (fixed date) (save fixed Invoice date first). Hub parity: Common Workflows — Bulk Hostkit invoicing. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Bulk Hostkit invoicing — Hub matrix (finance-transactions-bulk-selection-bar.png, settings-invoicing-hostkit-series.png)
• FAQ — Bulk Hostkit invoicing hub — Symptom table + per-guide mesh
• Step 5 — Reconcile Sales and Dashboard — Occupancy reconciliation before month-end bulk export
• Common Workflows — Month-end invoicing (fixed date) — Fixed Invoice date before Issue allocation
• FAQ — Bulk Hostkit invoicing slow — HTTP 429 pacing — leave batch running; refresh Transactions before re-issue
• Common Workflows — Reject/revert mistaken receipts — Issue credit notes (N) after invoiced Reject / Revert
• Portfolio KPI review — Bulk Hostkit invoicing — Step 7 sign-off contrast

Same-day turnover coordination

Pair with other Manual block hygiene guide sections

After Step 4 — Edit or remove the hold on the unit calendar, Timeline overlap on a shared unit may still be a same-day turnover — not a duplicate import. Hub parity: Common Workflows — Same-day turnover coordination. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Same-day turnover coordination — Hub matrix (bookings-timeline-view.png, audit-manual-blocks-filter-scroll.mp4)
• Glossary — Same-day turnover coordination hub — Surface table + per-guide/module mesh
• Step 4 — Edit or remove the hold on the unit calendar — Hold cleanup before overlap triage
• Processing a New Booking — Step 1 — Visual overlap check after holds clear
• Managing a Check-in — Step 6 — Arrival-week access defects on shared units
• Bookings — Timeline view — Week scale on unit Search
• FAQ — Same-day turnovers — Numbered habit before support tickets

Occupancy KPI to block hygiene handoff

Pair with other Manual block hygiene guide sections

This workflow is the downstream half of hub Common Workflows — Occupancy KPI to block hygiene handoff — upstream Portfolio KPI review — Step 3 surfaces the dip; Step 5 — Reconcile Sales and Dashboard confirms occupancy recovers on Dashboard and Sales Multicalendar after holds clear. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Occupancy KPI to block hygiene handoff — Hub matrix (audit-manual-blocks-workspace.png, audit-manual-blocks-filter-scroll.mp4)
• Glossary — Occupancy KPI to block hygiene handoff hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Occupancy KPI to block hygiene handoff hub — Downstream Audit hold cleanup symptom table
• Step 1 — Open Audit and read the checklist — Portfolio-wide Manual Blocks tab entry
• Step 4 — Edit or remove the hold on the unit calendar — Clear stale holds before repricing
• Step 5 — Reconcile Sales and Dashboard — Post-hygiene occupancy reconciliation
• Portfolio KPI review — Step 3 — Upstream Analytics → Occupancy dip signal
• Glossary — Vacant Unit Preference — Confirm preference before blaming holds

Walkthrough: upstream Analytics → Occupancy dip → Audit search → unit Calendar hold removal → re-read Ranking.

Deposit missing on Finance Deposits

Pair with other Manual block hygiene guide sections

When Step 5 — Reconcile Sales and Dashboard debt KPIs stay high after holds are cleared, clear Finance → Deposits toolbar date range before you assume calendar holds are still suppressing receivables — partly collected deposits and filtered-out move-outs look similar. Hub parity: Common Workflows — Deposit missing on Finance Deposits. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Deposit missing on Finance Deposits — Hub matrix (finance-deposits-date-range-clear-flow.mp4)
• Step 5 — Reconcile Sales and Dashboard — Occupancy reconciliation before deposit portfolio triage
• Partly collected security deposit — After clearing range, chase Partial paid shortfalls
• Handling a Late Payment — Deposit missing on Finance Deposits — Deposit shortfall vs rent Partial Paid distinction
• Glossary — Finance Deposits date range — Default ~3 months window
• Portfolio KPI review — Deposit missing on Finance Deposits — Step 7 sign-off contrast

Deposit lifecycle status

Pair with other Manual block hygiene guide sections

Step 5 — Reconcile Sales and Dashboard — when debt KPIs stay high after holds clear, triage Finance → Deposits lifecycle cards for partly collected deposits distinct from calendar holds. Hub parity: Common Workflows — Deposit lifecycle status. Full pairing matrix: Manual Block Hygiene section cross-reference · Common Workflows section cross-reference.

• Step 5 — Reconcile Sales and Dashboard — Partial paid card when debt KPIs follow deposit shortfalls
• Common Workflows — Deposit lifecycle status — Hub matrix
• Glossary — Deposit lifecycle status — depositStatus pill vocabulary
• Partly collected security deposit — Deposit shortfall vs calendar holds

Partly collected security deposit

Pair with other Manual block hygiene guide sections

Step 5 — Reconcile Sales and Dashboard when Total Debt stays high after holds are cleared — click Partial paid on Finance → Deposits before you assume calendar holds still suppress occupancy. Hub parity: Common Workflows — Partly collected security deposit. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Partly collected security deposit — Hub matrix (finance-deposits-lifecycle-partial-paid-card.png, finance-deposits-partial-collection-walkthrough.mp4)
• Step 5 — Reconcile Sales and Dashboard — Partial paid card when debt KPIs masked calendar holds
• Handling a Late Payment — Step 1 — Deposit shortfall vs rent Partial Paid distinction
• Deposit missing on Finance Deposits — Clear toolbar range when lifecycle card counts look too low
• Finance — Deposit lifecycle status cards — Partial paid card for portfolio triage
• FAQ — Partly collected security deposit — Portfolio triage when occupancy dips were masking receivables
• Glossary — Deposit lifecycle status — depositStatus pill vocabulary

Wrong tenant on a booking

Pair with other Manual block hygiene guide sections

Month-end reconciliation on Step 5 — Reconcile Sales and Dashboard may surface Upcoming bookings linked to the wrong tenant profile — use Change tenant on Contract Info, not Delete Booking, when the reservation is otherwise valid. Hub parity: Common Workflows — Wrong tenant on a booking. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Wrong tenant on a booking — Hub matrix (bookings-detail-change-tenant-control.png, bookings-detail-change-tenant-modal.png, bookings-detail-change-tenant-flow.mp4)
• Step 5 — Reconcile Sales and Dashboard — Change tenant vs Delete when profile link is wrong
• Common Workflows — Cancel Booking vs Delete Booking — Duplicate row → Delete, not Change tenant
• Glossary — Cancel Booking vs Delete Booking hub — Contrast duplicate import → Delete, not Change tenant
• Bookings — Change tenant — Eligibility guards (Upcoming, no signed contract)
• Portfolio KPI review — Step 7 — Month-end sign-off when Delete hid manual ledger rows (#1897)
• Glossary — Wrong tenant on a booking hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Wrong tenant on a booking — Symptom table

Cancel Booking vs Delete Booking

Pair with other Manual block hygiene guide sections

Month-end reconciliation on Step 5 — Reconcile Sales and Dashboard may surface ledger gaps after Delete Booking on reconciled stays — Manual Transactions hide on Finance → Transactions (#1897) while System Transactions stay. Use Cancel booking when full ledger history matters. Hub parity: Common Workflows — Cancel Booking vs Delete Booking. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Cancel Booking vs Delete Booking — Hub matrix (bookings-cancel-booking-modal-refund-types.png, finance-transactions-type-summary-cards.png, workflows-cancel-booking-refund-modal-flow.mp4)
• Glossary — Cancel Booking vs Delete Booking hub — Surface table + per-guide/module mesh reciprocal hub
• Step 5 — Reconcile Sales and Dashboard — System vs Manual buckets after soft-archive
• Portfolio retirement decisions — Building Archive — not per-reservation Delete
• FAQ — Manual payments after Delete Booking — Expected #1897 ledger visibility
• Finance — Archived bookings on the ledger — Month-end sign-off pairing
• Portfolio KPI review — Cancel Booking vs Delete Booking — Step 7 reconciliation mesh

Portfolio retirement decisions

Pair with other Manual block hygiene guide sections

Portfolio sunsetting after Step 5 — Reconcile Sales and Dashboard uses Archive property on Listings → Portfolio — not Delete Booking on every reservation. Hub parity: Common Workflows — Portfolio retirement decisions. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Portfolio retirement decisions — Hub matrix (listings-archived-populated-table.png, listings-archived-unarchive-sidebar.png, portfolio-retirement-decisions-flow.mp4)
• Glossary — Portfolio retirement decisions hub — Surface table + per-guide/module mesh reciprocal hub
• Step 5 — Reconcile Sales and Dashboard — Clear holds; confirm no Upcoming bookings before Archive

Walkthrough: building Archive on Listings → Portfolio vs reservation Cancel booking / Delete Booking on Contract Info (clip closes without confirming).

• Listings — Archived properties — Archived tab after building Archive
• Common Workflows — Cancel Booking vs Delete Booking — Reservation void vs mistaken row cleanup
• FAQ — Archive a property — Edit property sidebar Archive / Unarchive
• Portfolio KPI review — Portfolio retirement decisions — Step 7 sunsetting review mesh

Provider platform Delete Booking guard

Pair with other Manual block hygiene guide sections

Reconciliation on Step 5 — Reconcile Sales and Dashboard may surface missing Manual Transactions after Delete Booking on reconciled stays — use Cancel when ledger history matters (#1897). When cleaning duplicate integration imports, Reject provider platform in-payment before Delete (#2076). Hub parity: Common Workflows — Provider platform Delete Booking guard. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Provider platform Delete Booking guard — Hub matrix (bookings-provider-platform-reject-delete-flow.mp4)
• Glossary — Provider platform Delete Booking guard hub — Surface table + per-guide/module mesh reciprocal hub
• Step 5 — Reconcile Sales and Dashboard — Ledger gaps after soft-archive cleanup
• Cancel Booking vs Delete Booking — Reconciliation when Manual Transactions matter
• Finance — Type summary cards — System vs Manual buckets
• Bookings — Provider platform payment — Reject before soft-archive
• FAQ — Delete Booking on integration reservation — Integration guard (#2076)

Archived booking ledger visibility

Pair with other Manual block hygiene guide sections

Reconciliation on Step 5 — Reconcile Sales and Dashboard may surface missing Manual Transactions after Delete Booking on reconciled stays — use Cancel when ledger history matters (#1897). Building sunsetting uses Archive property, not per-reservation Delete. Hub parity: Common Workflows — Archived booking ledger visibility. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Archived booking ledger visibility — Hub matrix (finance-transactions-type-summary-cards.png)
• Glossary — Archived booking ledger visibility hub — Surface table + per-guide/module mesh reciprocal hub
• Step 5 — Reconcile Sales and Dashboard — Ledger gaps after soft-archive cleanup
• Cancel Booking vs Delete Booking — Cancel when Manual Transactions must stay
• Portfolio retirement decisions — Archive property after hygiene pass
• Provider platform Delete Booking guard — Clear in-payment before Delete (#2076)
• Finance — Archived bookings on the ledger — Hidden manual rows after soft-archive
• FAQ — Manual payments after Delete Booking — Symptom table (#1897)

Archive property (building-level)

Pair with other Manual block hygiene guide sections

Portfolio sunsetting after Step 5 — Reconcile Sales and Dashboard uses Archive property on Listings → Portfolio — clear holds on each unit calendar first, confirm no Upcoming arrivals, then Archive from the property edit sidebar. Distinct from per-reservation Delete Booking. Hub parity: Common Workflows — Archive property (building-level). Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Archive property (building-level) — Hub matrix (listings-archived-populated-table.png, listings-archived-unarchive-sidebar.png)
• Glossary — Archive property (building-level) hub — Surface table + per-guide/module mesh reciprocal hub
• Step 5 — Reconcile Sales and Dashboard — Clear holds; confirm no Upcoming bookings before Archive
• Listings — Archived properties — Archived tab after building Archive
• Portfolio retirement decisions — Three-way Archive vs Cancel vs Delete
• Archived booking ledger visibility — Delete hides manual rows; building Archive does not
• Manual block hygiene — Portfolio sunsetting workflow (this guide)
• FAQ — Archive a property — Edit property sidebar Archive / Unarchive

Directory list load failures

Pair with other Manual block hygiene guide sections

Audit → Manual Blocks first-fetch failures on Step 1 — Open Audit and read the checklist show Failed to load manual blocks. + Retry — not an empty table that looks like zero holds. On Step 5 — Reconcile Sales and Dashboard, pair whole-module Sales / post-login Dashboard Retry with hold cleanup — distinct from booking-sidebar Communication Refresh. Hub parity: Common Workflows — Directory list load failures · Glossary — Directory list load failures hub. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Directory list load failures — Hub matrix (audit-manual-blocks-load-failure.png, dashboard-partial-data-load-failure.png)
• FAQ — Directory list load failures hub — Audit → Manual Blocks Retry before row scan (Step 1)
• Step 1 — Open Audit and read the checklist — Manual Blocks table Retry before row scan
• Audit — Manual Blocks table loading — Infinite scroll + first-fetch failure pattern
• Step 5 — Reconcile Sales and Dashboard — Sales / Dashboard partial load Retry after holds cleared
• Common Workflows — Booking sidebar tab load failures — Tab-scoped Refresh — not whole-module Retry
• FAQ — Directory list load failures — Whole-module vs empty filter state

Booking sidebar tab load failures

Pair with other Manual block hygiene guide sections

When Step 3 — Scan Reason and End columns row-click opens a booking to verify hold context, a red Communication banner is tab-scoped — use header Refresh without leaving the hygiene pass. Whole-module Bookings list Retry is Directory list load failures. Hub parity: Glossary — Booking sidebar tab load failures hub · Common Workflows — Booking sidebar tab load failures. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Booking sidebar tab load failures — Hub matrix (bookings-detail-communication-tab-whatsapp-thread.png, bookings-detail-tickets-tab.png)
• Glossary — Booking sidebar tab load failures hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Booking sidebar tab load failures hub — Communication Refresh during hold cleanup (Step 3)
• Step 3 — Scan Reason and End columns — Communication Refresh when hold row opens booking
• Directory list load failures — Whole-module Audit / Bookings Retry — distinct recovery
• Bookings — Sidebar tab load failures — Tab-by-tab error copy
• Notification triage — Step 4 — Row-click into booking then tab fails
• FAQ — Communication or Tickets load failure — Symptom table per tab

Confirmation to check-in handoff

Pair with other Manual block hygiene guide sections

After Step 5 — Reconcile Sales and Dashboard hold cleanup, stale Upcoming Booking created rows may still need Processing a New Booking — Step 6 portal gates before Managing a Check-in — Step 1 — row-click via Notification triage — Step 4. Hub parity: Common Workflows — Confirmation to check-in handoff. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Confirmation to check-in handoff — Hub matrix (booking-lifecycle-status-tabs-flow.mp4, workflows-operations-check-in-out-planning-view.png)
• Glossary — Confirmation to check-in handoff — Upcoming portal gates → arrival week ~7 days before move-in
• Glossary — Confirmation to check-in handoff hub — Surface table + per-guide/module mesh
• Step 5 — Reconcile Sales and Dashboard — Stale Upcoming after hold cleanup
• Processing a New Booking — Step 6 — Portal gates before arrival week
• Confirmation alert triage — Booking created row-click after hygiene pass
• Managing a Check-in — Step 1 — Downstream arrival planning
• Notification triage — Step 4 — Alert-driven entry
• FAQ — Confirmation to check-in handoff — Post-hygiene handoff symptom table

Confirmation alert triage

Pair with other Manual block hygiene guide sections

After Step 5 — Reconcile Sales and Dashboard clears calendar holds, stale Upcoming Booking created or Payment received rows may still sit on /notifications — row-click via Notification triage — Step 4, finish Processing a New Booking — Step 5b / Step 6, then Step 5. Contrast Upcoming confirmation paths with Ongoing receivables on Payment alert to receivables triage. Hub parity: Common Workflows — Confirmation alert triage. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Confirmation alert triage — Hub matrix (notifications-row-navigate-to-booking-detail.png, bookings-detail-transactions-approve-payment-modal.png, notifications-row-navigation-flow.mp4)
• Glossary — Confirmation alert triage — Upcoming Booking created / Payment received before mark-read
• Glossary — Confirmation alert triage hub — Surface table + per-guide/module mesh
• Step 5 — Reconcile Sales and Dashboard — Clear stale Upcoming alerts after hold cleanup
• Notification triage — Step 4 — Row-click before bulk Mark all as read
• Processing a New Booking — Step 5b — Pending manual in-payment on confirmation imports
• Payment alert to receivables triage — Ongoing payment overdue — distinct alert path
• FAQ — Confirmation alert triage hub — Stale Upcoming after hold cleanup symptom table
• FAQ — Processing a New Booking hub — Confirmation-week symptom table

Portfolio segmentation by tenant category

Pair with other Manual block hygiene guide sections

Step 5 segment dips pair with Portfolio KPI review — Step 6. Hub parity: Common Workflows — Portfolio segmentation by tenant category. Full pairing matrix: manual-block-hygiene-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Portfolio segmentation by tenant category — Hub matrix when workflows must align across reservations, receivables, and profiles
• Glossary — Portfolio segmentation by tenant category hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Portfolio segmentation by tenant category hub — Segment filter symptom table
• Step 5 — Reconcile Sales and Dashboard — Segment-specific occupancy dips
• Bookings — Other filters — Scope holds by Tenant category
• Finance — Tenant category filter — Receivables segment check

Key glossary terms

Pair with other Manual block hygiene guide sections

Glossary rows pair with Glossary cluster cross-reference. Full pairing matrix: Manual block hygiene section cross-reference · Common Workflows section cross-reference.

• 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)

• 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)

• Glossary — Change history — Operator-initiated edits on Listings setup and Bookings Changelog; create-time defaults excluded (#2093)

• FAQ — Booking Changelog scope — Three-way audit surface table (booking Changelog vs Listings Change history vs Tools → Audit); 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 — Portfolio retirement decisions — Archive property (building) vs Cancel booking vs Delete Booking (reservation soft-archive) — three-way decision table

• Glossary — Tenant category — Bookings, Finance, and Tenants segmentation when Analytics dips persist after Step 5

• Glossary — Manual unavailability — Operator-added holds cleared in this workflow

• FAQ — Booking Changelog scope — Booking Changelog vs Tools → Audit scope (#2093)

• Glossary — Vacant Units (Dashboard) — Free-today list and Today KPI signal after Step 5 reconciliation

• Glossary — Audit Manual Blocks (Created by) — Created by filter after staff turnover (Step 2)

• Glossary — Invoiced floor (rent) — KPI-driven repricing guards after blocks are lifted

• Glossary — Credit note (payment reject/revert) — Duplicate invoiced receipts found during month-end repricing

• Glossary — Deposit lifecycle status — depositStatus pill vocabulary when debt KPIs follow deposit shortfalls

• 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

• FAQ — Reject or revert an incoming payment — Reject pending rows or Revert confirmed ones; Finance → Transactions uses Reject selected bulk-only; modals warn about credit notes when Finance already invoiced

• FAQ — Manual receipt still pending — Operator-recorded receipts stay pending until Approve payments; triage on Finance → Transactions (Pending chip) or booking Transactions; Total Debt and Manual Payments KPI lag until approval

• 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 — Permission denied toast — Red You do not have permission to perform this action. toast when RBAC blocks a save; fix in Users → Role Permissions

• 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 — Notification row-click navigation — On /notifications, row click marks unread then opens link, bookingId, tenantId, listingId, or propertyId (first match); Dashboard bell General rows stay in-panel unless link is set

• 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

Module documentation hubs

Pair with other Manual block hygiene guide sections

Module hub bullets pair with Modules — Module cross-reference. Full pairing matrix: Manual block hygiene section cross-reference · Common Workflows section cross-reference.

• Analytics module — Occupancy and RevPAR follow-up when blocks suppressed KPIs (section cross-reference; Deeper workflow reads; hub)
• Audit — Discounts tab — Cross-portfolio discount review during the same month-end pass (section cross-reference; Deeper workflow reads; hub)
• Finance module — Portfolio ledgers during KPI reconciliation (section cross-reference; Deeper workflow reads; hub)
• Operations module — Maintenance tickets that sometimes leave forgotten holds (section cross-reference; Deeper workflow reads; hub)
• Bookings module — Timeline overlap checks vs manual blocks (section cross-reference; Deeper workflow reads; hub)
• Notifications module — Full /notifications history (section cross-reference; Deeper workflow reads; hub)
• Inbox module — Portfolio-wide WhatsApp workspace (section cross-reference; Deeper workflow reads; hub)
• AI Chat module — Vivin-internal AI Assistant (section cross-reference; Deeper workflow reads; hub)
• Payment Allocation — Two-layer receipts and reject/revert warnings (hub)
• Account Settings — Workspace-wide operational defaults (hub subsection index; Deeper workflow reads; hub)
• API Reference hub — Listings & Availability unavailabilities in partner pulls (hub subsection index; hub)