VYROX xSERVA Campus Operations
PropServa Tenancies and Rentals
Tenancies and rentals in PropServa let a property manager take a lease from first proposal to a signed, in-force agreement, register tenants against units, and bill rent automatically by rental type. It is used by commercial and strata property managers, leasing staff and accounts teams who run tenanted units, rooms and parking lots on the VYROX xSERVA campus operations platform.
Before You Start
- Sign in at the portal address your operator gives you. See Login if you need help.
- Your user account needs access to the leasing and settings menus. Menus you are not allowed to use do not appear.
- Set up your properties and units first, and create your customers under Customers. See xSERVA Campus Operations Overview for how the portal is organised.
- Create at least one rental type (below) before you register rentals.
Where to Find Each Screen
| Screen | Where It Lives | What It Is For |
|---|---|---|
| Proposals | Top menu, with the customer screens | Draft lease proposals waiting to become agreements |
| Agreements In-Force | Top menu, next to Proposals | Live leases, including those pending handover or move-out |
| Agreements Not In-Force | Top menu, next to Agreements In-Force | Expired, terminated or restated leases |
| Tenancy Agreements | Feature tile on the home screen | A shortcut into the proposals list |
| Rentals | Feature tile on the home screen | Tenants registered against units, with their tenancy details |
| Rental Types | Settings > Rental Types | The charge and deposit behind each kind of rental |
Setting Up Rental Types
A rental type defines what a tenancy costs. Each rental agreement you register picks one.
- Go to Settings > Rental Types.
- Press Add to create a new rental type.
- Enter the Rental Type name, the Description, the Charge and the Deposit.
- Save. The list shows each type with its Status and Tenancy Agreement Count, so you can see how many tenancies use it.
Working With Lease Proposals
A proposal is the first stage of a lease. It records the customer, the Property No., any Parking Lot and the Primary Contact Person.
- Open Proposals from the top menu, or press the Tenancy Agreements tile.
- Press New Lease Proposal and fill in the details.
- Use Search to find a proposal by its Proposal ID or customer.
Each proposal moves through these statuses:
| Status | What It Means | What You Do Next |
|---|---|---|
| Pending Approval | The proposal has been created and waits for a decision | Press Approve or Reject |
| Pending Account Opening Payment | Approved, waiting for the opening payment | Record the payment, then press Verify Payment |
| Pending In-Force Conversion | Paid and ready to become a live agreement | Press In Force so it appears under Agreements In-Force |
| In Force | The proposal is now a live agreement | Manage it from Agreements In-Force |
| Rejected | The proposal was turned down | No further action |
| Deleted | The proposal was removed from the working list | Kept under the Deleted filter for reference |
Managing Agreements In-Force
Agreements In-Force lists every live lease with its Agreement ID, Category, Property No., Parking Lot, Primary Contact Person and Lease End-Date. Filters at the top group the list by stage:
- Pending Handover - the lease is live but the unit has not been handed over. Press Handover when the keys are passed on.
- Active (Handover Done) - the tenant is in occupation.
- Expiring - the lease end-date is approaching.
- Pending Move-Out - the tenant is due to leave. Press Move-Out Done once the unit is returned.
- Amendment Requests and Renewal Requests - changes waiting for your decision. Press Approve or Reject.
Actions available on an agreement:
| Button | What It Does |
|---|---|
| Amend | Changes the terms of the agreement; the change is raised as an amendment request |
| Renew | Extends the lease; raised as a renewal request |
| Add Unit, Add Room, Add Parking Lot | Adds more space to the same agreement |
| Add Customer | Adds another customer to the agreement |
| Suspend / Unsuspend | Pauses the agreement and restores it, for example during a dispute |
| Terminate | Ends the lease early, for example for Breach of Contract |
Agreements Not In-Force
Agreements Not In-Force keeps the history of leases that no longer run. Each carries one of these reasons:
- Expired - the lease end-date passed without renewal.
- Terminated - the lease was ended early.
- Deactivated Due To Restatement - an amendment or renewal replaced this version with a new one.
You can still open these agreements for reference, and Renew is available when a former tenant wants to return.
Registering Rentals
The Rentals tile holds the tenants who occupy each unit and links them to a tenancy agreement and rental type.
- Press the Rentals tile on the home screen.
- Press New Tenancy Agreement.
- Choose the Property, Unit and rental Type, and set the Start Time and End Time.
- Under Tenant's Information, enter the Name, NRIC/Passport number, Date of Birth, Gender, Mobile Phone No., Whatsapp (tick Same as Mobile No. if they are the same) and Email Address, and add a Tenant's Photo.
- Attach the signed Tenancy Agreement and save.
To update a tenancy later, find it with Search and press View or Change. Use Add to put another tenant on the same unit.
Automatic Rental Invoices
Once a rental is active, PropServa raises rental invoices automatically on each billing date using the charge from its rental type. The invoice covers the rental period and appears in the tenant's account like any other invoice, so the tenant can pay it in the resident app. You review and collect these invoices in the usual finance screens, described in Invoices and Consolidated Invoices and Deposits and Payments.
Frequently Asked Questions
What Is the Difference Between a Proposal and an Agreement?
A proposal is a draft lease waiting for approval and the opening payment. Once it is paid and you press In Force it becomes an agreement and appears under Agreements In-Force.
Why Did an Agreement Move to Not In-Force After I Amended It?
Approving an amendment or renewal creates a new version of the agreement. The old version is kept for history with the reason Deactivated Due To Restatement.
Can One Agreement Cover Several Units?
Yes. Use Add Unit, Add Room or Add Parking Lot on the agreement to include more space.
How Is the Rent Amount Decided?
The rent comes from the Charge on the rental type chosen for the tenancy. Change the rental type under Settings > Rental Types to change the price.
Where Do Tenants Pay Their Rent?
Tenants pay rental invoices in the resident app, under the Accounting tab. See Deposits and Payments for how payments are recorded.