Processing a New Booking

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

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. If the booking originated from a connected platform (Airbnb, Booking.com, etc.), Vivin may have already imported it automatically. Open the Bookings module and search by tenant name or dates. If it exists, skip to Step 4.

Step 2 — Create the booking manually (direct bookings only). Click + Create New > Booking. Fill in:

1. Select the property and unit
2. Enter tenant details (name, email, phone, nationality)
3. Set the contract start date and move-in date
4. Confirm the platform as "Direct"

See Creating a New Booking for detailed field descriptions.

Step 3 — Review the payment schedule. After creation, open the booking and go to the Payment Plan tab. Verify the automatically generated charges match what was agreed with the tenant — correct amounts, dates, and payment types (deposit, first rent, etc.).

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. Download the generated contract PDF from the Contract tab in the booking detail. Send it to the tenant via your preferred method (email, DocuSign, etc.). Once the tenant signs and returns it, upload the signed copy back to the Contract tab — this marks the booking as "contract signed."

Step 5 — Record the confirmation payment. When the tenant makes the confirmation payment (deposit, first rent, or whichever was configured), record it in one of two ways:

• From the booking's Transactions tab — click Add Payment
• From Finance > Add Payment — select the booking and enter payment details

The system allocates the payment to the correct scheduled charge based on your payment priorities.

Step 6 — Confirm the booking status is correct. 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.

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.

tip

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