VP Appointments with VP Booker

VP Appointments in xSERVA opens VP Booker, a VYROX mini app that lets a property developer schedule vacant possession (VP) handover appointments, let purchasers book an open slot, and check them in with a QR code on the day. It is used by developers' handover offices, their VP Teams and the purchasers collecting their keys.

VP Booker has two sides that share one schedule:

Before You Start

• Press the VP Appointments tile on the xSERVA home screen. VP Booker opens in a new browser tab and has its own sign-in.
• Only an administrator can change Settings and VP Team availability. Other staff can book, check in and view reports.
• The name "VP Team" can be renamed in Settings, so your console may show a different word.

How Slots Work

Each VP Team has its own schedule of sessions, each with a start and end time. One VP Team handles one handover per session, so a session with three teams assigned offers three bookable slots. A slot disappears from the customer app once it is taken or the office is closed that day.

Set General Settings

1. In the staff console, open Settings and choose the General tab.
2. Set the fields below, then press Save Settings.

Set Up VP Teams and Availability

1. Open Settings and choose the VP Teams tab (it takes the plural of your Resource Name).
2. Press Add VP Team to create a team, or Edit on an existing one.
3. Press Availability on a team to open its schedule.

Open Rules

Open Rules are the regular bookable hours. They are checked from the highest priority down, and a level with no slots set falls through to the one below:

Use Add Slot to add a session with Start and End times. Use Effective From to make a set of rules start on a future date.

Closed Rules

Closed Rules are blackout dates such as public holidays or a maintenance day. They always win over Open Rules wherever they match.

• Press Add Time Window to close only part of a day, using From and Until.
• On Specific Date, fill in Through (Optional) to close a whole range at once.
• Turn All Off clears every closed rule in the set.

Manage Customers

The Customers page lists everyone with a VP Booker account, with Mobile, Bookings, Last Sign-In and Project / Unit. Filter by All, Active or Inactive.

1. To add one purchaser, create them while booking (Add as a New Customer) with Full Name, Email, Mobile, Project Name and Unit No.
2. To add many at once, press Import Customers, choose a CSV File (up to 2 MB) with the columns shown on screen, review the rows, and confirm. Rows with errors are skipped and listed.
3. Each new customer receives a temporary password. Press Reset Password on a customer to issue a new one.

A customer marked Needs Password Change has not yet replaced their temporary password.

Book an Appointment for a Customer

1. Open Appointments and press New Appointment.
2. Search for the customer, or add them as a new customer.
3. Pick a date and an open slot, add a Remark if needed, and confirm.

Administrators may also create a Custom Slot outside the normal schedule when the office agrees a special time with a purchaser.

The Appointments page shows every appointment from today through the next 60 days, with Date, Time, Reference, Customer, Contact and Status.

Check a Customer In

1. Open Check-In and press Start Camera, then scan the QR code on the customer's phone.
2. Or type the Booking Reference and press Look Up.
3. Check the details and press Confirm Check-In. Press Undo Check-In if you checked in the wrong person, then Scan Another.

Reports and Notifications

• On Appointments, press Print Report, choose the date range, and press Open Report. The report opens in a new tab with totals for booked, checked in, cancelled and completed or no-show appointments. Press Print / Save as PDF.
• Notifications lists new appointments, changes and cancellations made by customers.

What Customers Do

1. Sign in with the email and temporary password from the handover office. On first sign-in, choose a new password (at least 10 characters with a letter and a number) and press Save and Continue.
2. Pick a date and an open slot, then confirm. The app confirms the appointment and shows its Reference.
3. Under Your Appointments, press Change or Cancel before the cutoff times. After the cutoff, contact the handover office.
4. On the day, open Check-In and show the QR code at the handover office.

Frequently Asked Questions

Why Does a Date Show No Open Slots?

Every slot on that date is taken, a closed rule covers it, or it falls outside the minimum or maximum advance booking window.

Why Can a Customer Not Change Their Appointment?

The Booking Change Cutoff (Hours Before) has passed. Staff can still reschedule it from the console.

How Do I Add More Handover Capacity on a Busy Day?

Assign more VP Teams to the sessions for that date, or add a Specific Date rule with extra slots. Each extra team adds one slot per session.

A Customer Lost Their Temporary Password. What Now?

Press Reset Password on the customer in Customers and give them the new temporary password.

Related Guides

• xSERVA Overview
• Property Setup
• Visitor Flows
• xSERVA Troubleshooting and FAQ