Every maintenance ticket, from report to resolution proof
Tenants report issues in the portal with photos and videos, or on WhatsApp with the AI Chatbot add-on, your team adds the rest, and Vivin creates the recurring and check-in tickets itself. Each priority has its response deadline, and your field team closes jobs on the phone with time, photos and receipts.
At a Glance
Every ticket, its deadline and its cost in one place
Ticket sources: your team, the tenant portal, the WhatsApp chatbot and 5 automatic ones
Priorities with their own response deadline: Low, Medium, High and Critical
Cost allocations: Owner, Tenant or Internal
Tickets reassigned or completed in one bulk action
Features
What Vivin maintenance does
From the tenant's report to the photo of the finished job, with deadlines, costs and the tickets Vivin writes for you.
Every Request in One Ticket List
In Operations > Tickets, the issues tenants report in the portal, with the room or common area and their photos, videos or PDFs, sit next to your team's tickets. With the AI Chatbot add-on, tenants can also report on WhatsApp and the photos they send go onto the ticket. Each ticket shows where it came from and moves through Unassigned, To do, In Progress and Completed, and jobs planned far ahead wait as Draft.
Tickets Nobody Has to Type
Recurring event creates a weekly, every-2-weeks or monthly job in one go and tells you how many tickets it will create before you save. Check-in and check-out tickets are set once in Settings for every property and move with the booking's dates. Services tenants order, problems found on a room inventory and housekeeping turnarounds open their own tickets, and ticket templates pre-fill the jobs you still open by hand.
A Response Deadline for Each Priority
Set the hours for Low, Medium, High and Critical in Settings, and each ticket gets its due date from its priority. Late tickets show how many days overdue they are, and the Overdue filter keeps only those. With the AI Chatbot add-on, your keyword rules set the priority of WhatsApp reports, and an AI analysis of past tickets suggests new keywords for you to review.
Closed on Site, With Proof
On the phone, Start runs a timer and Finish work opens a guided close: the time spent comes from the timer, the internal note can be dictated, Resolution proof takes the photos of the job and a material receipt becomes an expense on the ticket. Turn on Resolution proof required and no ticket is completed without at least one proof file.
Costs per Ticket and per Supplier
Each ticket records who bears its cost: Owner, Tenant or Internal, and an expense can be charged straight to the tenant's payment plan. With Job prices, an outside contractor's rate per ticket category, with extra for evenings, nights and weekends, is added to the ticket when they close it. Cash-Flows By supplier then shows each supplier's job costs and what is paid.
The Right People, Always Informed
Assign tickets to anyone on your team, outside contractors included as users of your account, and give each category a default responsible. Bulk actions reassign or complete up to 500 tickets at once. Followers get an email when a ticket's status, date or priority changes, each person picks the push alerts they get on the installed phone app, and tenants follow their request in the portal.
How it works
A problem is reported
A tenant reports it in the portal or on WhatsApp, your team logs it, or Vivin opens it from a recurring job, a check-in, a service order or a room inventory.
Your team plans the work
The category's default responsible and the priority's due date are filled in, the assignee is told by email and by push on the installed app, and the ticket's followers see every change.
The job is closed with proof
The technician closes it on site with time, photos and receipts, and the tenant sees it as Resolved in the portal. Each ticket keeps its resolution time, and Analytics counts tickets per month by property, unit or owner.
From the blog
Ready to run maintenance from one ticket list?
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