Vantaca Home - Portal Overview for Board Members

This article provides an overview of Vantaca Home for a Board Member. You'll learn about which sections are available to Board members and how to navigate the Board-specific pages.

Note: As a Board member, you will have access to specific pages when you log into the Owners Portal provided to you by your management company. Contact your management company for more information about your access to the different Board Portal sections.

After you log in to Vantaca Home, open the Board Actions section in the left navigation menu. As a Board member, you will have access to these specific pages.

The Dashboard shows your current property in the Account Selector at the top-right, and you can switch between accounts. For more information about the dashboard, see the "Vantaca Home Portal: Dashboard Overview" article.

As a Board Member, you have access to the following sections:

•  Board Actions: Displays your open To-Do items for each task. 

• ARC Requests Voting: Displays open ARC requests.

The Board Actions menu includes options you can select to navigate to various pages used to manage the association. 

Board Actions are categorized by the type of tasks. You can approve or decline items from the following pages: ARCs, Invoices, Work Orders, and Collections. Each page has three tabs you can use to view items:

• My Items: Show items currently assigned to your role.

• Open: Shows all open items

• Closed: Shows all closed items.

Approving and Declining

Based on the type of Action Item, a Board member may be able to Approve or Decline. You can select Approve or Decline from the Ellipses menu or click View to open Action Item Details. 

Viewing Action Item Details

Clicking ARC Requests in the left navigation pane, or ARC Requests Management opens the ARC Requests Management page. Click a request to open the ARC XN in the right pane and view the historical events of the Action Item. You can send a new message to your management company here by clicking Send a Message. If you have the option to Approve or Decline these items, those options will appear here as well. 

Notes: 

• If you add a message when voting on an open ARC, there is a 500 character limit.
• Board members viewing action items in the portal will only see messages and communications intended for external recipients.

The ARCs, Invoices, Work Orders, and Collections pages show all open Action Items of that type and can also be used to research previously closed Action Items of that type.

When reviewing invoices, board members can view all associated images and attachments throughout
the invoice lifecycle, including original invoice images and any scanned payment documentation,
ensuring complete visibility for audit and review purposes.

Depending on the settings established by your management company, you may have access to one or all of these pages. Contact your management company for more information about your access to the different Board sections in Vantaca Home.

Homeowners

Clicking Homeowners in the left navigation menu opens the Homeowners List page, which is a searchable directory of all owners that can be easily exported to Excel for reporting or documenting by clicking Export. 

The directory can be filtered by any column by clicking the 3 dots in the column header. You can also ascend or descend columns, adjust search values, and add or remove columns. 

To see previous owners, select the Previous Owners Only checkbox. To view an owner's open Action Items, Charge Balances, or Transaction History, click the Account number for the specific homeowner record. If you have a particular way you'd like to display this page every time you open it, including specific filters and sorting, you can click the Gear icon in the top right and click Save Grid Settings.

Note: When board members access a homeowner's account through Board Actions > Homeowners and select a specific homeowner, they will only see certain action items in theItems tab. The only visible action items are limited to those categorized under Board Actions, ARCs, Invoices, Work Orders, and Collections.

 

Bank Accounts

Click the Bank Accounts menu option to access the Association Bank Account information for your community. You can view Bank Register items and transaction history for that account by clicking View next to each account.

Reports

Click the Reports menu option to display the Reports page and run various reports directly from Vantaca Home. You can either View the report to specify parameters like date range and what you want to display or simply click Download PDF to see the default report.