Properties may include more than one owner, for example, in the case of a co-op building, shared
property, etc. Vantaca supports multiple owners and allows for each owner to include their individual
communication preferences. This article outlines how to add, update, and manage multiple homeowners
as well as use the Multi-Owner Property and Homeowner Import.

 

Contents

• Permissions
• Homeowners Contact Info Page
• Add Homeowner Contact Info
• Add a Homeowner to an Existing Property
  • Add a New Homeowner
  • Add an Existing Homeowner
  • Delete a Homeowner
• Change the Primary Owner
• Update a Homeowner Name
• Manage Homeowner Preferences
• Multi-Owner Property and Homeowner Import

 

Permissions

You must enable the correct permissions to use the Multiple Owners feature. For instructions, see the "Multiple Owners Setup Guide" article.

 

Homeowners Contact Info Page 

After the Multiple Owners feature is enabled for your company, the Homeowners Contact Info screen displays all owners for each property.

Note: If the feature is not enabled, the Contact Info page displays the primary homeowner only. 

Navigate to Homeowners > Contact Info to view all homeowners related to the selected property account. You can manage each homeowner’s contact records and preferences from this page.  

In the following example, the Sawyer Services Inc property in the Island Creek association displays multiple owners.

 

 

The Contact Info page displays the following information: 

• HOID: The unique Homeowner ID (HOID). You can use this ID to identify individual homeowners related to the same account. 
• Homeowner: The homeowner's first and last name and/or business name 
• Mailing Address: The homeowner's primary mailing address. If no primary mailing address is selected, it defaults to the owner’s property address. 
• Primary Email: The homeowner's primary email address. If no primary email is selected, it displays None, and the communication preferences default to Paper. 
• Primary Phone: The homeowner's primary phone number. If no primary phone is selected, it displays None, and the communication preference Text option is not available.  
• Billing Comm Pref: Displays the homeowner’s billing communication preference (Paper is the default). 
• General Comm Pref: Displays the homeowner’s general communication preference (Paper is the default). 

 

Add Homeowner Contact Info 

To add homeowner contact records:

1. Navigate to Homeowners > Contact Info.
   The Contact Info page opens to show all of the homeowners related to the property account account. 
2. Click the caret (1) next to the desired homeowner to view their individual existing address, phone, and email contact records.
   
   
   
3. To add a new contact record, click New Contact to open the Edit Contact screen and follow the instructions in the "How to Add and Edit Homeowner Contact Information" article.
   Note: if you cannot add new contact information, contact your Vantaca CSM to ensure that you have the correct role securities.
   
   You can add email addresses, phone numbers, and mailing addresses for each individual homeowner:

 

Add a Homeowner to an Existing Property

You can add multiple homeowners to a property that already exists in Vantaca:
Note: if you cannot add a homeowner to an existing property, contact your Vantaca CSM to ensure that you have the correct role securities.

• Add a New Homeowner 
• Add an Existing Homeowner

To add a completely new property to the system, see the "Adding a New or Previous Homeowner" article. 

 

Add a New Homeowner

To add a new homeowner (that is not yet in Vantaca) to an existing property account, you must create a new homeowner record:  

1.  Navigate to the Homeowners > Contact Info page and select the existing property account to which you want to add a new homeowner.
   For example, in the following image, the user selected the Sawyer Services Inc property (which includes multiple owners).
   
   
   
2. Click New Homeowner to open the Search screen.
3. Click New Homeowner on the Search screen. 
   The Edit screen opens.
   
   
   
    
4. Enter the new homeowner information in the appropriate fields and click Update.
   Note: You must enter a Homeowner (first and last name) or Business Name.   
5. Click Select next to the new homeowner which now displays at the top of the Search screen.  The new homeowner displays on the Contact Info page.
6. To manage the new homeowner's contact records and communication preferences, see the Manage Homeowner Preferences section. 

 

Add an Existing Homeowner

To add an existing homeowner to an additional property account: 

1.  Navigate to the Homeowners > Contact Info page and select the property account to which you want to add the new homeowner.
   For example, in the following image, the user selected the Sawyer Services Inc property (which includes multiple owners).
   
   
   
    
2. Click New Homeowner. 
   The Search screen opens.
3. Use the search fields and/or filters to find the existing homeowner record that you want to add to the property account, and then click Select beside their name.   
   The homeowner is added to the property and displays on the Contact Info page for that property account with the other owners.   

 

Delete a Homeowner

You must have the appropriate permission to be able to delete a homeowner. See the "Multiple Owners Setup Guide" article for more information. If you have the correct permission, a Delete button displays beside each homeowner (except the primary homeowner which you cannot delete).

Be careful when deleting homeowners. Only delete a homeowner if added by mistake or, for example, a spouse becomes deceased. 

Important: If the ownership is transferred, do not delete the owner, but follow the transfer process outlined in the "How to Process an Ownership Transfer" article.

After you click Delete beside a homeowner on a multiple owner account, they are removed from that account only. If they are a member of other property accounts, deleting them from this account does not affect the others.

 

Change the Primary Owner

You can change the primary homeowner related to a multiple owner account to manage which owner receives primary communication.

You must have the appropriate permission to be able to change the primary homeowner. See the "Multiple Owners Setup Guide" article for more information. If you have the correct permission, and more than one homeowner ID is related to the property account, the Change Primary Owner button displays at the top of the table.

To change the primary owner:

1. Navigate to Homeowners > Contact Info.
   The Contact Info page opens and displays all of the homeowners related to the account.
2. Click Change Primary Owner.
   The Change Primary Homeowner screen opens with the current primary homeowner selected.
   
   
   
   
3. Select the homeowner that you want to make the primary.
4. Click Update.
   The screen refreshes to show the new primary for the new primary owner information and (Primary) shows next to the name in the table. 

 

Update a Homeowner Name

You must have the appropriate permission to be able to update the homeowner’s first name, last name, or business name. See the "Multiple Owners Setup Guide" article for more information about permissions.

To update the homeowner’s first name, last name, or business name:

1. Navigate to Homeowners > Contact Info.
   The Contact Info page opens. Notice that the homeowner names display as links.
   
   
   
   
2. Click the homeowner name whose information you want to change.   
   The Edit Homeowner screen displays.
   
   
   
   
   
3. Update the information as needed and click Update.

  

Manage Homeowner Preferences 

To manage individual homeowner primary contact and communication preferences:

1. 1. Navigate to Homeowners > Contact Info.
      Note: Ensure that you have the correct property. To quickly change properties, click the Property name (1) to search for a different property.
      
      
      
   2. Click Edit (1) next to the homeowner that you want to update.
      The Edit screen opens.
      
      
      
   3. Enter or update the desired information:
      
      
      
      
      For more information about each field, see the following sections:
      • Homeowner: Displays the selected homeowner (you cannot change this here).
      • Mailing Address
      • Email
      • Primary Phone
      • General Comm Preference
      • Billing Comm Preference
   4. Click Update.  

 

Mailing Address

The Mailing Address field displays the homeowner’s primary mailing address. If no primary mailing address is selected for a homeowner, mailings default to their property address. Click the Mailing Address dropdown to display all available address options for the homeowner. Select the desired address, which includes property addresses that the homeowner owns and all mailing addresses (including the label) added for all homeowners on the property account. This allows homeowners to share mailing addresses and helps eliminate duplicate address records. 

 

Email 

The Email field displays the current selection for the homeowner’s primary email address, which is used for all electronic communications to the homeowner. 

Click the Email dropdown to display all available email address options for the homeowner. You can select from any email address listed. Login email addresses are prefaced with (Login) in the list.

Important: If you use Vantaca Home, editing the email preference does not update a homeowner’s login email address and only updates the email address used for electronic communications. You can update homeowner login information within the homeowner portal or in Vantaca by navigating to Homeowners > Logins.  

 

Primary Phone 

The Primary Phone field displays the current selection for the homeowner’s primary phone number, which is used for all communications sent via text.

Click the Primary Phone dropdown to display all available phone options for the homeowner. You can select from any phone numbers listed. 

 

General Communication Preference 

The General Comm Preference field displays the default notification method for a homeowner's general communication.

When an action item step is set to send notifications by General User Preference, notifications are communicated to all homeowners on that account via their selected preference.

Options include:

• Paper: Action item steps set to send notifications by General User Preference or Paper send a physical letter to homeowners with this preference.  
• Email: Action item steps set to send notifications by General User Preference or Electronic (General User Preference) send email communication to homeowners with this preference. Homeowners cannot select this option unless they have added a primary email address. 
• Text: Action item steps set to send notifications by General User Preference or Electronic (General User Preference) send text messages to homeowners with this preference. Homeowners cannot select this option unless they have added a primary phone number. 
• Paper and Email: Action item steps set to send notifications by General User Preference attempt to notify homeowners with this preference electronically but always send a paper notification as well. Homeowners cannot select this option unless they have added a primary email address.

 

Billing Communication Preference 

The Billing Comm Preference field displays the default notification method for a homeowner for billing communication.

When an action item step is set to send notifications by Billing User Preference, notifications are communicated to all homeowners on that account via their selected preference.

The options work in the same manner as described in the previous section but for billing notifications.

 

Merge Homeowners

See the "Merging Owner Accounts" and "Homeowner Merge Log" articles.

 

Multi-Owner Property and Homeowner Import

This import lets you add multiple homeowners to the same property account. 

You must have the Multi-Owner Property and Homeowner security enabled to use this import. For instructions about how to add this security, see the "Multiple Owners Setup Guide".

For more information and instructions about how to perform a Multi-Owner Property and Homeowner  import, see the "Homeowner and Property Imports" article.