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

Contractor Service Permits, Concierge Services and Tickets

VYROX Wiki · Updated 23 September 2026 · https://www.vyrox.com/wiki/xserva-service-permits-concierge-and-tickets

Contractor Service Permits, Concierge Services and Tickets in the VYROX xSERVA campus operations family (HomeServa, PropServa, SmartServa and SportServa) are three request-and-approve workflows. Service permits control who may renovate or move in or out of a unit and for how long; concierge services let residents request paid or free services from management; tickets sell time-limited entry, optionally tied to face recognition access. They are used by building managers, front-desk staff, club operators and the residents, contractors and members who apply.

Before You Start

  • Each workflow is an optional module. If you do not see the Contractor Service Permits, Concierge Services or Tickets tile, ask your operator to switch it on.
  • You need a staff login. Approving and configuring requires the matching permission; see your administrator if a button is missing.
  • Customers must already exist before you can raise a permit or request for them. See Property Setup: Blocks, Units and Customers.
  • Sign in at the portal address your operator gives you.

Contractor Service Permits

A contractor service permit records who is working in a unit, what they are doing, the dates, the workers and the refundable deposit held against damage.

Configure the Permit Page

  1. Go to Settings > Contractor Service Permits.
  2. Under New Permit Page Configurations, tick the Property Type Available for Applications: Residential, Commercial or both.
  3. For Space Involved and Permit Type Details, choose whether to display the section with its checkboxes or Hide this section.
  4. Write your Application Procedures. This text is included in emails, WhatsApp messages or SMS texts sent to applicants.
  5. Under Files, press Upload beside Renovation, Authorization and Indemnity and Move-In/Out to attach your terms and conditions. Applicants must tick that they have read them.
  6. Under Download Link, paste a link to All Forms and Relevant Documents. A cloud storage link is easiest to maintain.
  7. Press Save.

Issue a Permit

  1. Press the Contractor Service Permits tile on the home screen.
  2. Press New Permit.
  3. Press Select Account and choose the unit's customer account.
  4. Choose the Permit Type, such as Renovation or Move-In/Out, and tick the relevant Details and Space Involved. Use Other to type a service or space that is not listed.
  5. Choose the Property Type. For a commercial unit, enter the Business Name and Business Nature.
  6. Enter the Start Date and End Date.
  7. Enter the Service Company Name, Worker-In-Charge Name, Worker-In-Charge Mobile No., Vehicle Number and Number of Workers, plus any Remark.
  8. Enter the Refundable Deposit. A debit note is sent to the primary contact email address for payment.
  9. Tick the terms and conditions boxes and press Submit.

Warning

The refundable deposit creates a debit note for the customer to pay. Check the amount before you press Submit. For refunds after the work, see Invoices and Consolidated Invoices.

Approve or Reject Applications

Applications made by residents arrive in Pending Approval. You can also reach them from Pending Approval > Services in the top menu.

  1. Open the Pending Approval tab on the Contractor Service Permits page.
  2. Check the Property No., Applicant, Permit Type, Start Date, Expiry Date and Deposit. Press the Permit ID to see full details.
  3. Press Approve or Reject.
TabMeaning
Pending ApprovalWaiting for a decision
ApprovedWork may go ahead within the permit dates
RejectedThe application was declined
ExpiredThe permit end date has passed
SuspendedThe permit is on hold
DeletedThe record has been removed

Share the Application Forms by QR

  1. On the Contractor Service Permits page, press Print Download Link QR and print the QR code for the management office or notice board.
  2. A contractor scans the code and chooses to receive the download link of the application forms by Email or WhatsApp.

Tip

Keep the Approved tab open at the guard house so security can see which contractors are expected. For guard duties, see the Security Guard Guide. Contractors who need to find work can also use TukangMan.

Concierge Services

Concierge services are services management offers residents, such as cleaning or handyman help, each with an optional deposit and charge.

Set Up Concierge Services

  1. Go to Settings > Concierge Services.
  2. Press New Concierge Service.
  3. Enter the Concierge Service name and a Description.
  4. Tick Deposit and enter an amount if the service needs one.
  5. Tick Charge, enter the amount and choose how often it is charged: One-time, Monthly, Quarterly or Yearly.
  6. Press Add. To change a service later, press Edit, then Update.

Handle Requests

  1. Press the Concierge Services tile on the home screen.
  2. To raise a request for a resident, press New Request, choose the Property and Owner, choose the Concierge Service, add a Description and press Request.
  3. Requests from residents appear in Pending Approval. Press Accept or Reject.
  4. An accepted request can be put on hold with Suspend and resumed with Unsuspend.

The list shows Unit, User, Concierge Service, Deposit and Charge for each request, with tabs for Accepted, Rejected, Expired, Suspended, Pending Approval and Deleted.

Tickets

Tickets sell timed entry, for example a day pass to a pool or court, and can grant access through UltraPASS-Face devices.

Set Up Ticket Types

  1. Go to Settings > Ticket Types.
  2. Press New Ticket Type.
  3. Enter the Ticket Type Name, Description, Stock Item Code and Associated Stock Group.
  4. Enter the Price and the Validity in hours.
  5. Under Availability, tick the days the ticket can be used.
  6. Optionally tick Enable discount for members, or Make this ticket type available only to members of the selected membership plan.
  7. To admit ticket holders by face, tick Enable face recognition access control using UltraPASS-Face device(s) and set the maximum number of faces per ticket.
  8. Add a Remark if needed and press Add.

Sell a Ticket

  1. Press the Tickets tile on the home screen and press New Ticket.
  2. Enter the customer's Mobile Phone No. If the number is not found, a new customer profile and customer account are created.
  3. Check the Membership Information, choose the Ticket Type and confirm the Ticket Start Time and Ticket End Time.
  4. Review the Billing and Payment Information and press Next to complete the sale.
  5. For face access, press Add Face on the ticket row and snap the holder's photo.

The list shows Customer Account ID, Booked By, Booked For, Ticket Type Name, Price and Time Left. A used-up ticket shows Expired.

Frequently Asked Questions

Can Residents Apply for a Permit Themselves?

Yes. Resident applications arrive in Pending Approval on the Contractor Service Permits page for you to approve or reject.

Why Is a Permit Showing as Expired?

Its end date has passed. Issue a new permit if the work continues.

Can a Concierge Service Be Free?

Yes. Leave Deposit and Charge unticked when you set up the service.

How Long Does a Ticket Last?

As long as the Validity set on its ticket type, counted in hours. Time Left on the Tickets page shows the remaining time.

Why Does a Ticket Holder Not Open the Door?

The ticket type needs face recognition enabled, a face must be added with Add Face, and the ticket must not have expired. See xSERVA Troubleshooting and FAQ for device issues.

Related Guides

  • xSERVA Campus Operations Overview
  • Property Setup: Blocks, Units and Customers
  • Invoices and Consolidated Invoices
  • Security Guard Guide
  • TukangMan
  • Parcels, Delivery Lockers and Lost and Found
  • xSERVA Troubleshooting and FAQ