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Processing a New Booking

Ask AI Chat “Where do I open Bookings under Portfolio and Create New Booking to process a new booking — check for channel imports first, then create a direct reservation (English labels — Common Workflows Processing a New Booking — product navigation only, no account data)?” — then open Portfolio → Bookings and + Create New → Booking (ai-chat-product-context-processing-booking-reply.png, ai-chat-product-context-processing-booking-flow.mp4). The assistant typically says open Bookings in the left menu, check the list for channel imports, then use Create New Booking (in the product UI that is + Create New → Booking under Reservations). Same grounding external MCP clients get from get-vivin-context-overview (or get-vivin-context-bookings-tenants). Distinct from go-live inventory on Onboarding a New Property and from the broader Common Workflows hub product maps.

AI Assistant — where to open Bookings and Create New Booking to process a new reservation

Walkthrough: ask AI Assistant where to open Bookings and Create New Booking for a new reservation, then open Portfolio → Bookings and + Create New → Booking.
First-time workspace setup

Run this workflow only after Getting Started — Recommended Setup Sequence steps 1–12 and steps 13–14 (Listings inventory + Bookings module readiness) — channel imports need Settings → Integrations from setup step 12. First property on a new workspace: complete Onboarding a New Property and Step 7 — Verify in Listings first — hub matrix: Common Workflows — New inventory to first booking handoff. Lockout catch-up: Getting Started — Lockout catch-up after password recovery.

Finding your way in this guide

Start with Step 1 — Check if the booking was auto-imported for channel rows, then Step 2 / Step 3 for payment timing. Contract and confirmation: Step 4 → Step 5; month-end Pending mesh: Step 5b / Step 6b. Portal gates: Step 6. Habit-specific shortcuts live under Related below.

This workflow covers creating a booking from enquiry to confirmation — whether the booking comes from an external platform or directly.

Pair with other workflows

After confirmation, continue with Managing a Check-in; when move-in or confirmation charges stay unpaid, pair with Handling a Late Payment. During month-end Step 6b, pair Portfolio KPI review — Step 7 with AI usage API (landlord_chat) when duplicate-import triage leaned on AI Chat.

Prerequisites

Before processing a booking, ensure:

  • The property and unit exist in the Listings module
  • The property's contract settings are configured (payment frequency, confirmation/check-in payments) — see Creating a New Property
  • If the booking is from an external platform, the platform is connected in Settings > Integrations

Step 1 — Check if the booking was auto-imported.​

Pair with other Processing a New Booking steps

Import duplicate checks pair with Common Workflows — New inventory to first booking handoff (upstream Onboarding — Step 7 on first property), Settings > Integrations, Bookings — Timeline, and Landlord MCP / Tenant MCP overlap reads before you create-booking. Downstream: Step 4 when a match exists.

If the booking originated from a connected platform (Airbnb, Booking.com, Channex, etc.), Vivin may have already imported it automatically. Before you create a duplicate:

  1. Open Bookings and search by tenant name, email, or contract dates in the toolbar.
  2. Optionally open Other filters and set Source platform to the channel you expect (for example Airbnb, Booking.com, or Channex) so the list only shows imported rows from that integration.
  3. Confirm the row shows the expected platform badge on the booking card or table row. If a matching reservation already exists, skip to Step 4 (contract) or Step 5 (payments) as appropriate.

When imported rows are already tagged, Booking categories stays open while you add a second tag — tick Student, then No booking category, to keep tagged and untagged imports in one view. See Bookings — Booking categories stays open.

Duplicate or test row — Delete, not Cancel

When the extra row is a mistaken Add booking or training duplicate with no real stay, use Delete Booking on Contract Info → Check-in & Check-out instead of Cancel booking — see FAQ — Cancel Booking vs Delete Booking. Clear any provider platform in-payment first. Delete hides manual ledger lines on Finance → Transactions while keeping vIBAN / credit card. When the row is valid but linked to the wrong tenant profile, use Change tenant instead — Common Workflows — Wrong tenant on a booking.

iCal-only short stays

Airbnb / Booking.com calendar feeds can import short-term blocks that appear on Operations > Check-in & Check-out and unit Calendars without a full mid-term booking row. If you only see a channel-labelled pseudo departure (for example Booking.com Reservation), you may still need a manual booking for contract and payment-plan work — see Glossary — Short-term iCal pseudo check-in/out.

When channel paperwork lists a fiscal ID (NIF) instead of a room code, open Tenants and paste that value in toolbar Search — the directory matches fiscal and identification IDs without re-ranking; open the tenant profile and jump to the linked booking from there. See Tenants — Interface overview. When imported tenants already have segments, Tenant categories on Bookings stays open while you add a named segment, then No tenant category; All categories on Tenants stays open while you add a named segment, then No category.

Paste a unit code in Search

When several bookings match your search text, the Bookings list ranks unit / listing name hits above tenant name or email — paste the internal room code (for example AA-11-5D-R2) to surface the channel import for that unit first. See Bookings — Search bar and Glossary — Directory search ranking.

Visual overlap check

After you confirm contract dates, switch to Bookings → Timeline (/bookings/timeline) and paste the unit internal name in toolbar Search — coloured bars show whether another stay or a calendar block already covers the window. Use Week or Month scale when a departure and arrival share one calendar day (same-day turnover). Clear Only bookings when you need manual or channel blocks on the same unit row. For Sales-scoped availability without rent cells, compare Sales → Multicalendar — on Date range, click End date right after Start date so the list is the full stay window (Date range waits for both dates). Portfolio-wide manual holds: Tools → Audit (Manual block hygiene). FAQ: How do I handle same-day turnovers?.

Bookings list — toolbar Search narrowed by unit internal name (unit matches ranked first)

Bookings list — Other filters drawer with Source platform set to narrow imported channel rows

External automation on import checks

Account-scoped Landlord MCP list-bookings and get-booking surface the same imported rows you search in Bookings — narrow by date range or tenant identifiers in your client before you create-booking manually. list-listings (thin GET /listings/options projection) resolves internal unit codes when channel paperwork lists a room name instead of a booking id — then get-booking or toolbar Search on the matching import. When you need a visual overlap check before creating a duplicate, get-listing includes unavailabilities (manual and channel blocks) and get-listing-calendar mirrors Bookings → Timeline reads — pair with get-property when several units on one building share similar names. Booking-scoped Tenant MCP list-bookings-by-email helps when channel paperwork only lists a guest email; get-listing-calendar is the tenant-facing read when guests ask about blocked dates on a suspected duplicate import. Portfolio-wide duplicate scans stay on Landlord MCP. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

Step 2 — Create the booking manually (direct bookings only).​

Pair with other Processing a New Booking steps

Manual creation pairs with Create New menu — Booking, Settings > Tenant categories (assign Category before Step 4), and create-booking on Landlord MCP. Upstream: Step 1 when no channel import exists.

From any management screen, open + Create New > Booking (same entry point as in Listings). Fill in:

Add booking — property, unit, tenant, and dates

  1. Select the property and unit — or turn on Book several units at once to pick several rooms in the same house for the same tenant and dates (the tenant’s category must have Multiple concurrent bookings enabled)
  2. Enter tenant details (name, email, phone, nationality)
  3. Set Check-in & Check-out (and contract dates when shown) — for a same-day turnover against an existing stay on one unit, pick check-out on the next booking’s check-in day; the calendar enables that day only in the check-out phase. Extra nights after checkout are preparation days — tick Ignore unit preparation days only when the new stay should start in that buffer. When Book several units at once is on, that occupancy greying is off — clashes are named per room after Create N bookings. See Bookings — Creating a New Booking (bookings-add-booking-same-day-turnover-flow.mp4) and Date calendar stays clear.
  4. Confirm the platform as "Direct"
External automation on manual creation

Account-scoped Landlord MCP create-booking mirrors + Create New → Booking (POST /bookings) — it does not set tenant category; assign Category on Tenant Info or use create-tenant / update-tenant before contract mail, same as the management UI habit below.

Assign tenant category before portal mail

The Add booking wizard does not set tenant category — the segment lives on the tenant profile (Tenant Info). When you pick an existing tenant, open Tenants and confirm Category matches the portal modules and Communication Rules audience you intend. When the person is not in the list yet, use + Create New → Tenant first (optional category in that modal) or assign category on Tenant Info after creation, before Step 4 sends contract or onboarding mail — channel imports may auto-assign the default for integrations category (marketplace POST /bookings does not send a category — Creating Bookings — Tenant category); direct bookings do not. Mirror segment checks on Bookings → Tenant categories or Tenants — Tenant category filter — see Glossary — Tenant category and FAQ — Finance tenant category filter parity. Month-end segment checks: Finance — Tenant category filter.

See Creating a New Booking for detailed field descriptions. For a rent-free stay, turn off Use unit contract rents and other contract details and leave Fixed rent (€) blank — Vivin reads that as €0 (Empty fixed rent reads as €0). Channel imports copy unit Extra Charge and Extra Deposit from occupant headcount — they cannot send custom Extra Charge or Extra Deposit euros (Creating Bookings — Extra Charge). Channel imports also leave Second tenant identity empty — they cannot send a co-occupant name or ID (Creating Bookings — Second tenant). Channel imports also leave Guarantor identity and Guarantor amount (€) empty — they cannot send a guarantor name, ID, or euro amount (Creating Bookings — Guarantor). Channel imports do record platform commission as Provider platform payment when the partner sends platformProviderPaymentValue — that amount does not change tenant rent (except Vivin Booking Engine Daily stays shorter than one month) (Creating Bookings — Platform commission). Channel imports copy the property Cleaning fee amount (and Frequency) — they cannot send a custom cleaning euro figure (Creating Bookings — Cleaning fee). Channel imports also copy listing depositValue (plus Extra Deposit from occupant headcount) — they cannot send a custom hold (Creating Bookings — Deposit). Channel imports also resolve the property Admin fee (fixed amount, or the matching stay-duration tier) — they cannot send a custom admin-fee euro figure (Creating Bookings — Admin fee). Channel imports also copy the property Bills Included ceiling — they cannot send a custom utility cap (Creating Bookings — Bills included). Channel imports also copy the property Rental payment frequency and Contract type — they cannot send a custom billing cycle (Creating Bookings — Contract type). Channel imports also copy the property Confirmation payments and Check-in payments — they cannot send a custom confirmation vs move-in split (Creating Bookings — Confirmation payments). Channel imports also copy the property Due date and Due Month (or account Tenant Due Day / Tenant Due Month) — they cannot send a custom calendar due day (Creating Bookings — Due date). Channel imports also copy account Check-in time and Check-out time — they cannot send a custom clock time (Creating Bookings — Check-in times). Channel imports also copy account Days before due date — they cannot send a custom payable window (Creating Bookings — Days before due). Channel imports leave Check-in responsible and Check-out responsible empty — they cannot send a teammate (Creating Bookings — Check-in responsible). Channel imports leave Lease purpose empty — they cannot send a chip from your Categories catalog (Creating Bookings — Lease purpose). Channel imports inherit account Deposit Refund Limit — they cannot send a custom refund window (Creating Bookings — Deposit Refund Limit). Channel imports leave Booking categories empty — they cannot send chips from your Categories catalog (Creating Bookings — Booking tags). Channel imports copy automatic check-in/out tickets from the property Maintenances tab — they cannot skip or force those tickets (Creating Bookings — Maintenance tickets). Channel imports honour listing unavailabilities including preparation nights — they cannot send Ignore unit preparation days (Creating Bookings — Ignore unit preparation days). Channel imports honour listing JSON availableFrom — they cannot send Allow check-in date in the past (Creating Bookings — Allow check-in date in the past). Channel imports also land with Exclude this booking from penalty fees off — they cannot send that flag (Creating Bookings — Exclude from penalty fees). Channel imports also land with Use check in date as contract start date off — they cannot send that overlay (Creating Bookings — Use check in date as contract start date). Channel imports always send the onboarding email and generate the contract — they cannot skip Send onboarding email & contract (Creating Bookings — Send onboarding). Channel imports always copy unit and property contract values — they cannot turn off Use unit contract rents and other contract details (Creating Bookings — Use unit contract rents). After Create Booking, Bookings → Timeline already shows the stay bar when that unit is on the chart (Only bookings off) — you do not reload.

Per-booking CI/CO ticket opt-out

When the property has automatic check-in/out tickets on Listings — Maintenances tab, turn off Use unit contract rents and other contract details on the rent step to reveal Create check-in ticket / Create check-out ticket. Uncheck to skip automatic ticket creation for this reservation only — see Glossary — Per-booking maintenance ticket opt-out and FAQ — Skip automatic check-in/out tickets for one booking. Marketplace imports cannot send this skip — Creating Bookings — Maintenance tickets.

Walkthrough: + Create New → Booking — select property and unit, enter tenant details and dates, then save (demo uses property AA-11-5D).
Vivin operators — guest-facing listing copy

Before you send the contract or share booking-engine links, confirm descriptions, amenities, rules, photos, and bilingual blocks for the property and unit match what you want tenants and channels to see. Open the Full integration pill in the Listings sidebars for the full Property Details / Listing Details layer — see Property & listing details (booking engine) and Deep Links — query params for bookmarkable URLs.

Step 3 — Review confirmation timing and the payment schedule.​

Pair with other Processing a New Booking steps

Payment-schedule review pairs with Payment Allocation, Finance — Contract Values, and tenant-facing get-payment-info on Tenant MCP before Step 4 contract mail.

After creation, open the booking sidebar and check Contract Info → Booking information first:

  1. Read Confirmation payments and Check-in payments — they show which charges are due at booking confirmation versus move-in (for example Deposit and first rent at confirmation and Last rent at check-in).
  2. If the split does not match what you agreed with the tenant, click the pencil, adjust the dropdowns (overlapping options are disabled so deposit and first rent are not double-assigned), then Update. Saving recomputes due dates on requirement-flagged lines — confirm the result on Payment plan and in Contract Info → Timeline.

Booking detail — Contract Info, Confirmation payments and Check-in payments (read-only)

Then open the Payment Plan tab. Verify the automatically generated charges match what was agreed — correct amounts, due dates (aligned with the confirmation/move-in split above), and payment types (deposit, first rent, etc.). On a variable unit, if every contract month in the span shares one € amount, Contract Info may already show a fixed headline rent — the listing stays variable for future stays. See Fixed rent on a variable unit and FAQ — Fixed rent on variable unit.

External automation on payment schedule review

Account-scoped Landlord MCP get-booking returns the same confirmation/check-in payment split and scheduled charge rows you review on Contract Info and Payment Plan — pair with get-listing-pricing-table when a variable unit’s generated rent looks off versus the unit’s configured ranges. Booking-scoped Tenant MCP get-payment-info is the tenant-facing read when external assistants answer “what do I owe at confirmation?” before you send Step 4 contract mail — portfolio-wide Contract Values sanity checks stay on Landlord MCP or the management UI.

Sidebar tab refresh

When Communication or Tickets needs a refresh while you work in Contract Info or Payment Plan, use Refresh or Retry on that tab without closing the booking — see Glossary — Booking detail sidebar tab refresh.

For portfolio-wide sanity checks across several new imports, open Finance > Contract Values with Other filters scoped to the property you just onboarded — see Finance — Property and listing filters.

Booking detail — Payment Plan tab with scheduled charges after creation

Important

If anything is wrong, correct it now before the tenant receives communications. The payment schedule is generated based on the property's contract settings at the time of booking creation — changes to property settings afterward will not affect this booking.

Step 4 — Send the contract.​

Pair with other Processing a New Booking steps

Contract delivery pairs with Tenant Portal — Digital contract signing, Portal settings — Mandatory for contract signing (portal gates before signature), Settings > Contract templates, FAQ — Tenant contract signing blocked (when the wizard stalls), and lifecycle mail in Settings > Emails. Upstream: Step 3 payment split. Downstream: Step 5 when confirmation charges are due.

Open the booking sidebar and select the Contract Info tab (labeled Contract in some locales). Download the generated contract PDF, send it to the tenant via your preferred method (email, DocuSign, etc.), and upload the signed copy back to the same tab when it returns — the upload marks the booking as contract signed. On All bookings, the Contract column switches to a teal check (hover Signed on) without a full page reload; use Filters → Contract status → Not Signed to find stays that still need an agreement — Bookings — Contract column.

External automation on contract upload

Account-scoped Landlord MCP upload-booking-contract can push an unsigned PDF to Contract Info — it may clear a previous signed file; treat as sensitive and prefer operator upload when portal signing is in flight. Digital signatures through the Tenant Portal still run the Sign contract wizard (four steps, or five when a guarantor is on file); MCP upload does not replace portal gates in Portal settings — Mandatory for contract signing.

When tenants sign through the Tenant Portal, confirm Portal settings — Mandatory for contract signing matches your compliance needs (each Your Details field you require — name, phone, ID, fiscal data, IBAN, and related metadata) before you chase missing paperwork — illustrated toggles: settings-sidebar-tenant-portal-portal-settings.png; see FAQ — Tenant contract signing blocked when the portal wizard stalls. The portal runs the Sign contract wizard (Your Details → Billing → Review → Sign, plus Guarantor when the booking has a guarantor); asterisk labels mirror your mandatory toggles. A portal signature can immediately satisfy After contract signed (and combined paid+signed) check-in triggers when move-in requirements are already met — uploading a signed PDF on Contract Info does not (see FAQ — automatic check-in email); use Send Check-in email after manual upload. Automated onboarding and other nudges are configured separately under Settings > Emails — Communication Rules and Booking lifecycle emails.

Booking detail — Contract Info tab with contract file, upload control, and booking actions

Step 5 — Record the confirmation payment.​

Pair with other Processing a New Booking steps

Confirmation receipts pair with Finance > Add Payment, Payment Allocation, and create-manual-payment-in on Landlord MCP — pending until Step 5b.

When the tenant makes the confirmation payment (deposit, first rent, or whichever was configured), record it in one of two ways:

External automation on confirmation receipts

Account-scoped Landlord MCP create-manual-payment-in records bank transfers the same way + Transaction / Finance → Add Payment do — receipts may stay pending until Approve payments (Step 5b); confirm allocation with list-payments / get-payment when external clients triage before move-in.

  • From the booking's Transactions tab — click + Transaction to open the Add Payment modal (see screenshot in the Bookings module)
  • From Finance > Add Payment — select the booking and enter payment details

Booking detail — Add Payment modal opened from the booking Transactions tab via + Transaction

Walkthrough: open a booking Transactions tab, + Transaction, enter amount and date, then confirm allocation to the scheduled confirmation charge (demo does not save).

The system allocates the payment to the correct scheduled charge based on your payment priorities. See Payment allocation — Recording an incoming payment for the same flow from Finance → Add Payment.

When the tenant pays less than the full deposit (or confirmation bundle) in one transfer, Vivin may mark the deposit line Partially paid with a remaining helper on the booking Deposit tab (Partial Paid on depositStatus — see Glossary — Deposit lifecycle status). Triage those reservations portfolio-wide on Finance → Deposits — click Partial paid in the Deposit lifecycle status row — then open a row to chase the shortfall before move-in. See FAQ — Partly collected security deposit and Glossary — Deposit lifecycle status.

Pending until approved

Manual confirmation payments may remain pending until a user with Approve payments acts on Finance → Transactions or the booking Transactions tab. Until then, move-in requirements can still read as unpaid — triage Pending rows on the ledger before handover (the Overview Manual Payments KPI is not an approval-queue indicator). See Finance — Pending manual payments.

Step 5b — Approve confirmation receipts (when required)​

Pair with other Processing a New Booking steps

Pending confirmation receipts pair with Finance — Pending manual payments, Handling a Late Payment — Step 4b (same approval habit), and Notification triage — Step 5 after balances settle. Upstream: Step 5.

External automation on confirmation approval

Account-scoped Landlord MCP list-payments / get-payment surface the same Pending ledger rows you approve below — pair with get-booking when a Payment received alert from Notification triage — Step 4 already supplied the reservation id, or with list-bookings when several Upcoming imports on one property recorded confirmation transfers the same week. Receipts you entered in Step 5 via create-manual-payment-in follow the same pending queue. External clients cannot Approve payment or Reject selected from MCP; operators finish on Finance → Transactions or the booking Transactions tab.

Tenant-facing confirmation contrast

Booking-scoped Tenant MCP get-payment-info helps tenant-facing assistants explain why a recorded transfer still shows unpaid until approval completes — it does not approve receipts or change Payment Plan requirement pills. list-bookings-by-email resolves the booking id when a WhatsApp or email thread only shows the guest address after they claim they paid confirmation charges; pair with Notification triage — Step 4 when Inbox preceded the alert. get-portal-links remains the right read when the tenant asks whether portal access is live while receipts stay pending (Step 6). notify-landlord alerts your team when a guest reports a bank transfer through a chatbot — it does not replace operator approval below. For Vivin product defects (permissions, integration scope, or MCP credential failures), file Using in-app support instead of routing tenant automation here. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

When you recorded a bank transfer after Step 5 but Payment Plan still shows confirmation requirements as unpaid — or a Payment received alert from Notification triage — Step 4 still shows a stale balance — follow the same approval habit as Handling a Late Payment — Step 4b and Managing a Check-in — Step 3b before Managing a Check-in. During month-end, the same Pending pill queue appears in Portfolio KPI review — Step 7 when Total Debt or Manual Payments disagree with Analytics:

  1. Open Finance → Transactions (widen the date range if needed) or the booking Transactions tab and confirm Pending rows exist when you expect a manual approval queue.
  2. On the ledger, click the amber Pending chip on the All type-summary card (or use the Pending status filter) — see Finance — Pending manual payments (finance-transactions-pending-pill.png).
  3. Locate the manual row in the filtered table.
  4. Click Approve payment (per-row check icon) or tick several rows and use Approve selected from the floating bar. For a mistaken duplicate on the ledger, use Reject selected (bulk-only on Finance — no per-row reject icon there). Reject selected shows the same red credit note warning as booking Transactions when accounting may already have invoiced the charge — see Finance — Reject payment and Bookings — Transactions row actions.
  5. Re-open Payment Plan — confirmation and move-in requirement pills should flip to Paid once allocations apply.

Finance Overview — Manual Payments KPI beside Total Debt (monthly manual total; triage pending rows on Transactions)

Finance Transactions — All card with amber Pending chip active and filtered ledger rows

Booking detail Transactions — Approve payment confirmation before move-in requirements update

Finance Transactions — bulk selection bar with Approve selected and Reject selected

Walkthrough: Finance → Transactions — amber Pending chip on the All card → Approve payment (cancel before saving).

Step 6 — Confirm the booking status is correct.​

Pair with other Processing a New Booking steps

Post-confirmation checks pair with Common Workflows — Confirmation alert triage (upstream Notification triage — Step 4 → Step 5b before Step 5; notifications-row-navigation-flow.mp4, bookings-detail-transactions-approve-payment-modal.png), Common Workflows — Confirmation to check-in handoff (Step 6 → Managing a Check-in — Step 1 decision table; bookings-detail-contract-method-of-payments.png, booking-lifecycle-status-tabs-flow.mp4, workflows-operations-check-in-out-planning-view.png), FAQ — Processing a New Booking hub, Booking Lifecycle, and get-portal-links on Tenant MCP. Unpaid charges: Handling a Late Payment — Step 1 before you hand off to arrival week.

Verify the booking is Upcoming (upcoming) if its start/check-in date is in the future, or Ongoing (current) if the start/check-in date is today. There is no pending booking status in the implemented model.

Wrong tenant profile linked

If the booking points at the wrong existing tenant (duplicate email or NIF in the account, or a picker mistake) and the stay is still Upcoming with no signed contract and check-in in the future, use Contract Info → Change tenant instead of editing the current tenant’s master record or Delete Booking. That reassigns the reservation to another tenant already in your account without rebuilding the payment plan or moving historical transactions — see Change tenant (reassign booking) and Common Workflows — Wrong tenant on a booking. Contrast duplicate-row cleanup: Cancel Booking vs Delete Booking.

The Tenant Portal access is now active. Tenants can request an email access link from the portal entry screen, or use a direct portal URL with booking credentials (id, and usually code) from onboarding/check-in communications.

External automation after confirmation

Booking-scoped Tenant MCP get-portal-links surfaces the same self-service URLs Tenant Portal → Copy exposes under Contract Info — pair with get-booking-status when tenants ask whether portal access is live. Account-scoped Landlord MCP get-booking is the portfolio read when your automation already knows the booking ID.

On the booking Contract Info tab, use:

  • Resend Onboarding email (under Check-in & Check-out) when the tenant did not receive the welcome email or contract PDF.
  • Send portal access (same card) when they only need the tenant portal login link — this does not resend the onboarding template.
  • Resend on the Contract card when you need the onboarding email with the contract attached, even if Contract in onboarding email is off.
  • Tenant Portal → Copy or Impersonate Tenant (under Method of payments) to verify what the tenant sees before move-in.

Booking detail — Contract Info, Method of payments with Virtual IBAN and Tenant Portal copy / Impersonate Tenant

Booking detail — Contract Info, Check-in & Check-out card with Resend Onboarding email, Send portal access, and Send Check-in email

Walkthrough: Contract card actions, then Resend Onboarding email, Send portal access, and Send Check-in email on the same tab (demo does not send mail).

See Bookings module — Contract Info for the full tab reference.

When to file Vivin support vs self-serve portal checks

Finish Step 5b and Resend Onboarding email before you open a Vivin support ticket — portal activation and status reads are operator workflows when confirmation receipts are approved. Self-serve first when confirmation is live but other workflows still need attention:

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

Use the Help & Support drawer from Bookings when screenshots should include Contract Info — Deep Links — Support. Pair with Notification triage — Step 6 when booking-created alerts row-click to the wrong entity. If a management lockout delayed portal verification, recover access with Resetting a Management User Password (Step 3) before you rerun Step 5b and Resend Onboarding email — refresh Landlord MCP Bearer JWT after Step 3 there; catch up booking-created and payment alerts in Notification triage — Step 4 and Step 5 (file Step 6 when row-click fails); on newly onboarded inventory, rerun Onboarding a New Property — Step 7 when Access Lockers or Multicalendar defects persist; finish Entering Monthly Utility Bills — Step 5 when the first bill cycle lagged during lockout (escalate extraction via Step 6).

External automation on portal escalation

Booking-scoped Tenant MCP get-portal-links and get-booking-status help external assistants confirm portal access before you file support — notify-landlord alerts your team when tenants report missing portal links through a chatbot; it does not replace operator Resend Onboarding email, Send portal access, or a Vivin support ticket for integration defects. Account-scoped Landlord MCP get-booking, list-tenants, and get-tenant resolve fiscal-ID paperwork before you escalate wrong-tenant links. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

tip

Next step: When the move-in date approaches, follow the Managing a Check-in workflow.

Step 6b — Approve lingering confirmation receipts (when required)​

Pair with other Processing a New Booking steps

Month-end Pending mesh pairs with Portfolio KPI review — Step 7, Handling a Late Payment — Step 6b, and Managing a Check-in — Step 6b on the same ledger queue. Upstream: Step 5b.

At month-end when confirmation-week bank transfers still show Pending on Finance → Transactions but Payment Plan on Upcoming imports still lists confirmation requirements as unpaid — follow Step 5b and the same approval habit in Portfolio KPI review — Step 7, Managing a Check-in — Step 6b, Handling a Late Payment — Step 4b, and Handling a Late Payment — Step 6 (segment-wide arrears after month-end KPI review):

  1. Open Finance → Transactions (widen the date range to include confirmation week) or the booking Transactions tab.
  2. Click the amber Pending chip on the All type-summary card (or use the Pending status filter) — see Finance — Pending manual payments (finance-transactions-pending-pill.png).
  3. Locate confirmation requirement rows tied to Upcoming imports you confirmed in Step 6.
  4. Click Approve payment (per-row check icon) or tick several rows and use Approve selected from the floating bar. For a mistaken duplicate, use Reject selected (bulk-only on Finance) — same red credit note warning as Step 5b.
  5. Re-open Payment Plan — confirmation requirement pills should flip to Paid once allocations apply; clear related Payment received rows on /notifications in Notification triage — Step 5 before you hand over to Managing a Check-in.
When to file Vivin support vs self-serve approval

Approve payments and ledger Reject selected are operator workflows — finish Step 6 and Step 5b before you open a Vivin support ticket. File Using in-app support when Approve payment is missing for your role, Pending rows persist after approval, or Landlord MCP / Tenant MCP clients return persistent 403 after you refreshed the management JWT — see Resetting a Management User Password — Troubleshooting. If a management lockout delayed month-end confirmation approval, recover access with Resetting a Management User Password (Step 3) before you rerun this step — refresh Landlord MCP Bearer JWT after Step 3 there; catch up payment alerts in Notification triage — Step 5 (file Step 6 when row-click fails); pair with Managing a Check-in — Step 6b, Managing a Check-out — Step 6b, Entering Monthly Utility Bills — Step 4b, and Portfolio KPI review — Step 7 on the same Pending queue.

External automation on month-end confirmation approval

Account-scoped Landlord MCP list-payments / get-payment and list-bookings surface the same Pending ledger rows you approve in Step 5b — external clients cannot Approve payment or Reject selected from MCP; operators finish on Finance → Transactions or the booking Transactions tab. Booking-scoped Tenant MCP get-payment-info helps tenant-facing assistants explain why a recorded transfer still shows unpaid until approval completes.

Processing a New Booking section cross-reference​

Use the steps above for the main path. For related guides, open Related below, or return to Common Workflows.

Pair with other Processing a New Booking guide sections

Related below links this workflow to modules, concepts, settings, and escalation paths.

Documentation map & escalation​

Upstream & downstream workflows​

Navigation & bookmarks​

Pair with other Processing a New Booking guide sections

Bookmark routes pair with Management Frontend Deep Links and Create New menu.

Concepts & settings that shape this workflow​

Bookings, finance & collections surfaces​

Deeper workflow reads​

See Upstream & downstream workflows above for the same guides.

Deeper API reads​

Operator habit hubs​

Day-to-day operator habits (lockout catch-up, pending receipts, payment triage, handoffs, and related playbooks) live on the Common Workflows habit hub.

Deep-link anchors for habit hubs

Check-out vs cancellation​

Lockout catch-up after password recovery​

Pending manual receipt approval​

WhatsApp per-booking messaging​

Bot reasoning (audit)​

ChatBot settings​

Notification row-click navigation​

Payment notification (operator)​

Payment alert to receivables triage​

Finance debt receivables triage​

Handling a Late Payment collections​

Dashboard Total Debt subtitle​

Finance Income status drill-down​

Cash flow forecast drill-down​

Reject/revert mistaken receipts​

Month-end invoicing (fixed date)​

Bulk Hostkit 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​

Cancellation collections before void​

Rent reduction after invoicing​

Same-day turnover coordination​

Occupancy KPI to block hygiene handoff​

Deposit missing on Finance Deposits​

Deposit lifecycle status​

Partly collected security deposit​

Wrong tenant on a booking​

Cancel Booking vs Delete Booking​

Portfolio retirement decisions​

Provider platform Delete Booking guard​

Archived booking ledger visibility​

Archive property (building-level)​

Confirmation to check-in handoff​

Confirmation alert triage​

Portfolio segmentation by tenant category​

Uncovered Debt KPI​

Pair with other Processing a New Booking guide sections

Confirmation deposits on Step 5 may not offset arrears — when Uncovered Debt ≈ Total Debt on Finance → Overview, prioritize Top debtors before handoff to Managing a Check-in.

Directory list refresh​

When a directory such as Bookings, Notifications, or Listings needs a refresh during this workflow, use Retry on the alert, or reload the page. Zero rows after a successful load means your filters matched nothing — widen filters or clear search.

See FAQ — Directory list refresh and Common Workflows — Directory list refresh.

Booking sidebar tab refresh​

Inside an open booking, Communication and Tickets load independently — use header Refresh (Communication) or banner Retry (Tickets). Other sidebar tabs stay usable. Whole-module list refresh is Directory list refresh.

See FAQ — Communication or Tickets won't open and Common Workflows — Booking sidebar tab refresh.

Key glossary terms​

Module documentation hubs​