VYROX xSERVA Campus Operations · HomeServa, PropServa, SmartServa and SportServa: Campus Operations Manual

xSERVA Roles, Staff and Approvals

VYROX Wiki · Updated 23 September 2026 · https://www.vyrox.com/wiki/xserva-roles-staff-and-approvals

Roles, staff and approvals in VYROX xSERVA let you decide who runs each estate and what needs a manager's sign-off. You register the management body (JMB, MC or Sub-MC), its projects and its employees, grant each employee the permissions they need, set the rules for resident user accounts, and choose which resident requests must be approved before they take effect. It is used by system administrators, property managers and building management staff across HomeServa, PropServa, SmartServa and SportServa.

Before You Start

Sign in at the portal address your operator gives you. See Login.
The Admin Console (management bodies, projects and employees) is available only to the main administrator account. It opens from the user menu at the top right.
Settings > User Accounts and Settings > Approvals need the settings permission on your employee record.

How the Structure Fits Together

Level	What It Is	Where You Manage It
Management Body	The legal entity that runs the estate: a Joint Management Body (JMB), Management Corporation (MC) or Subsidiary Management Corporation (Sub-MC), or a company	Admin Console > Management Bodies
Project	One estate, building or club run by a management body	Admin Console > Projects
Employee	A staff member who signs in to the management portal	Admin Console > Employees
Customer and Sub-User	Owners, tenants and members, plus the family members or helpers they add	Customers, Customer Accounts and the sub-user list

Management Bodies (JMB/MC/Sub-MC)

Open the user menu and choose Admin Console.
Press Management Bodies, then New Management Body.
Enter the Full Legal Business Name, Business Registration Number (BRN), Tax Identification No. (TIN), Sales & Service Tax Number (SST No.) if registered, and the Malaysia Standard Industrial Classification Codes (MSIC).
Enter the business address (Business Address Line 1 to 3, City, Zip / Postcode, State, Country) and contact details (Business Contact Number, Business Email Address, Business Fax Number).
Upload the Business Logo and supporting documents such as the Memorandum & Articles of Association/Constitution or the company forms, or one Compiled (Multiple Documents in One File) upload.
Fill in the person in charge: Name, NRIC/Passport No., Mobile Phone No., WhatsApp No. and Email Address.
If the body issues LHDN MyInvois e-invoices, fill in the LHDN e-Invoice API Credentials your tax agent or LHDN portal provides.
Press Add.

The list shows Management Body Name, Person In Charge Name, Person In Charge Contact Number and Status. Use Suspend and Unsuspend to pause or restore a body. For more detail see Management Bodies.

Projects

In the Admin Console, press Projects, then New Project.
Choose the Company (management body) and Category.
Enter the Project Name, Project Code, Project Description and the project address.
Enter the project office contacts. Tick Same as Business Phone No., Same as Business Fax No. or Same as Business Email Address. to copy the body's details.
Add location help: Coordinate, Google Maps Link, Waze Live Map Link, Parking Guide and Parking Map.
Under Available Apps, tick the modules this project uses.
Set the Currency Configurations (for Malaysia, currency code MYR with the RM symbol).
Press Add.

For the full field list see Projects.

Employees

In the Admin Console, press Employees, then New Employee.
On the Details tab, choose the Company and Project, then enter Employee No., Full Name as per IC/Passport, IC/Passport No., Gender, Country of Origin, Mobile Phone No., Email Address, Mailing Address, Position, Direct Report Superior and First Day of Work.
Optionally record Bank Name, Bank Account No., KWSP EPF No. and Tax Category.
Set an Authorization PIN Code if this employee approves invoice amount changes. This is the code the employee gives subordinates for invoice amount change requests.
Open the Permissions tab and tick the permissions to grant.
Press Add.

The employee list shows Name, Username, Position, Mobile Phone No. and Status. Suspend blocks an employee from signing in without deleting their record. See Employees for more.

Permissions

Permissions control which menus an employee sees. On the new employee form, the Permissions tab covers finance reports:

Permission	View Scope	Time Frames
Cash Book	Able to view for this employee only or Able to view for all employees	Today, Yesterday, Other Day, This Month, Last Month, Other Month, This Year, Last Year, Other Year, Custom Time Frame
Revenues	Same choices	Same choices

Other portal areas, such as Customers, Settings and Settings > Properties, each depend on their own permission on the employee record. If a staff member cannot see a menu, the matching permission has not been granted.

User Account Rules

Go to Settings > User Accounts to set rules for resident and member app accounts:

Enable open sign up for external users shows a Sign Up link on the app sign-in page, so people can register themselves.
Automatically deactivate the Family Member (Children) Sub-User Accounts when the child reaches the age you enter, on the first day of the year.

Press Save Changes to apply.

Sub-Users (Residents' User Accounts)

Owners and tenants can add sub-users, such as family members, from the app. These appear in the sub-user list with the tabs Approved, Suspended, Deactivated, Rejected, Deleted, Pending Approval and Changes Pending Approval.

The list shows Application No., Customer Account ID, Property No., Full Legal Name, Sub-User Type, Mobile Phone No., Email Address and Status.

Open Pending Approval to review new sub-user applications.
Check the applicant against the unit's owners.
Press Approve or Reject.
Use Changes Pending Approval in the same way for edits to existing sub-users.

For how residents add sub-users see Sub-Users and User and Sub-User.

Approvals

Go to Settings > Approvals. Ticking a checkbox means the request needs approval by the management side before it takes effect. Leave it unticked to let requests go through automatically.

Request Type	When Ticked
Visitor Registrations	Visitors a resident registers wait for approval
Facility Bookings	Bookings wait for approval; you can then tick the specific Facility Types that need it
Deposit Refunds	Refund requests need approval
Advance Payment Refunds	Refunds of advance payments need approval
Property Information Changes	Customer detail changes wait in Customers > Information Change Requests
Sub-User Applications	New sub-users wait in Pending Approval
Sub-User Information Changes	Sub-user edits wait in Changes Pending Approval
Card Access Applications	Access card requests need approval
Face Recognition Access Applications	Face access requests need approval
Vehicle Plate Recognition Access Applications	Vehicle plate access requests need approval
Integrated Smart Access Applications	Integrated access requests need approval
Contractor Service Permits	Contractor permits need approval
Concierge Service Requests	Concierge requests need approval
Marketplace Listings	Resident listings need approval before they appear
Membership Subscriptions	Membership sign-ups need approval

Only request types for modules your project uses have any effect. Press Save Changes to apply.

Frequently Asked Questions

Why Can I Not See the Admin Console?

The Admin Console is available only to the main administrator account. Ask that administrator to create or change management bodies, projects or employees.

What Is the Difference Between JMB, MC and Sub-MC?

They are the management bodies under Malaysian strata law: a JMB runs the estate before strata titles are issued, an MC after, and a Sub-MC manages a limited common property within the estate. In xSERVA each is set up as a management body.

How Do I Stop an Employee Signing In?

Open the employee in Admin Console > Employees and press Suspend. Press Unsuspend to restore access.

Where Do Pending Sub-User Applications Go?

When Sub-User Applications approval is ticked, new applications appear in the Pending Approval tab of the sub-user list until someone presses Approve or Reject.

Can a Resident Change Their Own Password?

Yes. See Change Password.