How do homeowners register for a portal account and management company actions?

This article explains how homeowners can register for an account using a Portal Registration Key and how to get the Key if you don't have one. 

Contents

• Register With a Portal Key

• Register Without a Portal Key

• Management Company Actions

• Troubleshooting

Register With a Portal Key

The Portal Registration Key helps automate the portal sign-up process. As long as the Portal Key and Account number match, the system can create a portal login can safely with no manual entry from your team.

Adding the Portal Key as a merge tag to your existing welcome letters gives your new owners a way to sign up instantly to your portal, without the need to wait for your team to create those logins.Every existing and new owner will have an automatically generated Portal Key that they can use to sign up for the portal.

When the homeowner clicks Sign Up in the Log In section of the portal home page, the Sign up for an account screen opens.

After they enter the correct information (the registration key and account number are the correct combination), they will have instant access to the portal. 

Note: For more tips on adding the Portal Key to your communications, watch our Portal Key Best Practices Webinar.

Register Without a Portal Key

When the homeowner clicks Sign Up in the Log In section of the portal home page, the Sign up for an account screen opens (see the previous image).

Note: Owners only need to sign up to request a login, if they did not receive login credentials from the Generate Portal Login action item.

If they homeowner doesn't have a portal key, they click Don't have an account number or registration key?. They then fill in the information on the Request an account screen and click Request which prompts a Portal Registration action item to be automatically created in Vantaca.

Note: The Additional Action of Portal Login Request must be selected on the Rules of the first step on your Portal Registration action type for the Sign Up button to appear on the portal page for your homeowners.

Management Company Actions

Portal Registration action items begin as an orphan action item, meaning it is not yet matched to an owner's account. The management company employee who receives the action item must edit the action item and search for the owner based on the info that the owner submitted.

1. To edit the action item, click the Hamburger Menu (three horizontal lines), and then select Edit.
2. Assign the correct Association and Owner to the action item to tie them together. 
   
   
    
3. Click Update and Select so the action item is anchored in your action center panel.
4. Navigate to Homeowners > Homeowner Profile > Communication > Contact Info.
5. Click New Contact  and enter the contact email address so the owner can receive email communication from Vantaca.
6. In the action item, change the Current Step to 2 - Send Portal Key to send a new homeowner an email with their Account Number and Portal Key to create a New Login (click Preview to review the email with the Account Number and Portal Key). 
   Note: If the Portal Registration request was sent in by an email address other than the primary email address, you must add that email to the Other Email field.  

Note: If the Portal Login/email address already exists, the Portal Registration Action Item does not generate a login request and the Action Item automatically closes. Make sure to check the Role in the Send To column for the Owner Response action step. If a Homeowner receives the Portal Registration email and has a question or comment, that role is who receives the message from the homeowner in their My Action Items.

Troubleshooting

Q: The Portal Key merge tag is showing "No Portal Key" in portal registration letters. Why?

A: If the Portal Key merge tag displays "No Portal Key" in generated documents:

1. Navigate to Homeowners > Homeowner List.
2. Locate the homeowner and verify a value appears in the Portal Key column (add this column if not visible).
3. If the Portal Key field is empty, click Edit on the homeowner record, then click Update (without making changes) to generate a new portal key.
4. Regenerate the portal registration letter.

Note: Homeowners created via import before July 2025 may not have portal keys automatically assigned. After updating the homeowner record, the portal key generates automatically. If issues persist, contact Vantaca Support.

Q: Is there a report that shows which owners have portal logins and their login activity?

A: Vantaca doesn't have a built-in report for this, but you can access this information through the Homeowner and Board Login Activity dashboard within the Business dashboard section in Vantaca IQ.

Use this tool to access comprehensive insights into homeowner and board member login activity. View unique logins and the frequency of homeowner logins, shown by association. Easily identify homeowners and properties without login information or email addresses and take action when needed.

For details on using this dashboard, see our Vantaca IQ - Business Dashboard article. If Vantaca IQ isn't enabled for your database, contact your Customer Success Manager to get started.