Coliving management, room by room
Let each room or bed on its own booking, with its own contract, payment plan and tenant portal. Split the shared bills night by night, take repair requests for each room and the common areas, and guide every resident from the house rules at move-in to the check-out.
At a Glance
Shared living, individual control
Ways to let a unit: whole, by the room or by the bed
Contract, payment plan and virtual IBAN per booking
Check-in/out phases: before and after check-in, before and after check-out
Languages in the tenant portal
Features
Designed for shared living
Many residents under one roof, each with their own dates, contract and payments, sharing the bills and the common areas.
Room-Level Management
Each room or bed is a unit with its own rent, calendar and bookings, grouped under its property, and a flat can still be let whole. The Multicalendar puts every room on one timeline, the Dashboard lists the rooms free today and how long they stay free, and the Change room wizard moves a resident to another free room, showing what changes in the payment plan and the contract.
Individual Billing
Each booking has its own payment plan - monthly rent, with part months charged by the day, the fortnight or in full, or rent in up to four equal instalments - plus recurring extra charges and its own virtual IBAN in euros. Shared utility bills are split per night across the occupied rooms, and only what exceeds the bills included in each rent is charged, once your team approves it.
House Rules and Move-in Checklists
The Check-in/out process splits each stay into four phases that residents follow in the tenant portal: sign the contract, settle the move-in payments, book an arrival time, accept the house rules, read the house guide and check the inventory of their room and, if you want, the common areas. Start from the Coliving · room template, and your team sees who is Ready before the door opens.
Maintenance Coordination
From Support in the tenant portal, residents report an issue, say whether it is in a Common Area or My Room, add photos or video and follow its status. Your team gets it as a ticket in Operations with a priority and a responsible person, recurring tickets cover routine jobs, and the portal's Home shows the cleaning days of the common areas and of the resident's room.
Channel Distribution
List your rooms on several platforms at once. Each booking closes those dates on the other connected channels automatically, to avoid double bookings.
Tenant Communication
Communication Rules send emails at each stage of the stay, such as rent reminders before and after the due date, check-in instructions, feedback requests and check-out. Residents' WhatsApp messages and, with Gmail connected, their emails land in Tools > Inbox next to their booking, and with the AI Chatbot add-on (+€2 per listing) an assistant answers routine questions on WhatsApp and opens tickets with the photos residents send.
How it works
Set up your houses
Add each house as a property and its rooms or beds as units, with their rent and photos. Attach the house rules and the house guide to the Check-in/out steps, and set the common areas' cleaning days on the property.
Fill your rooms
Bookings come from Airbnb, Booking.com and the mid-term portals you connect, or your team creates them. Each booking gets its contract from your Word template, its payment plan and a virtual IBAN for rent in euros, and the resident signs in to the tenant portal with a secure link sent to their email.
Run the house day to day
Payments are matched to what is due, Communication Rules send the reminders, issues arrive as tickets and the shared bills you upload are split per night. Add houses and rooms on the same account as you grow.
From the blog
Ready to streamline your coliving operations?
Book a demo and see how Vivin fits your portfolio.