This article describes how to view and generate new portal logins for homeowners who do not already have portal logins created for their primary email address. It also provides instructions about how users can edit the language in the Vantaca system-generated email template.

Contents

• View Homeowner Login Information
• Generate New Portal Login Action Item
• Change the Email Template Text
• Generate New Portal Logins
• Next Steps

View Homeowner Login Information

To view homeowner login information, navigate to Homeowners > Homeowner Profile, and then Communication > Logins. 

The Portal key for the property/account owner displays above the Display Name and Login information. Logins can also be created manually on an individual account by clicking New Login.

Click the homeowner name at the top of the screen to search for and switch to a different homeowner.

Generate New Portal Login Action Item

The 'Generate New Portal Login' action item generates new portal logins with temporary passwords for all primary email addresses on file in the association that have not yet been associated with an owner portal login. You can edit the email notification that the system sends to the owner (that includes the temporary password)  to include specific language for your owners.

Change the Email Template Text

To view or change the language in that Email template, you must do so before generating the new portal Logins.

To change the Email template text:

1. Go to Settings > Action Types/Steps
2. Go to the Standard section and click the caret beside New Portal Login action type.
   
   
    
3. Click Rules.
   The Edit Rules screen opens.
4. Click the Email Template tab.
5. In this screen you can:
   Important: Do not remove the Action item Description tag as this is where Vantaca inserts the owners email and temporary password.
   
   
    
   • To add a tag, place your cursor in the email where you would like the tag to go, select the tag from the Insert Tag dropdown, and then click Go. 
   • Use the Body menu to change the fonts, etc. (if desired). 
6. Click Save Email Template when done.

Generate New Portal Logins

After you review or change the Email template, you can generate new portal logins for association homeowner:

Important: Portal logins will only be generated for associations with Onboarding or Live status. Associations with Not Managed or Deleted status are automatically excluded from portal login generation to prevent communications to unmanaged properties.

1. Navigate to Association > Action Items.
2. Click New Action Item. 
   The Action Item screen displays.
3. Make sure the correct association is selected, and then select the Generate Portal Login Action Type/Item.
   
   
   
   You do not need to add anything else in this screen.
4. Click Update.
   The generation process may take a few minutes to complete, depending on the number of logins being generated by the action item. The Generate Logins action item creates a new New Portal Login action item on each homeowner account in that association for which a new portal login is created.
   

Next Steps

After the logins have been generated and sent, you will need to set up your Board members for that association to give them the extra Board Member permissions on the portal. For more information, see the "How to Add Board and Committee Members" article as well as the video tutorial of the same name to learn how to complete this process.

FAQ

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 in Vantaca IQ.

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.

The Management > User Activity screen also tracks portal logins via the Login Activity tab. For more information, see the User Activity article.

Q: How do I disable portal access while keeping the association status as Live?

A: Follow these steps to restrict portal access:

1. Go to Association > Settings
2. Scroll to the Portal section
3. Locate Portal Style and click Edit
4. Select Disabled
5. Click Update

This will disable the portal while maintaining the association's Live status.

Q: What is the exclamation point on the homeowners Login tab? (Screenshot Below)

A: If you see an exclamation point on the Logins tab of the Homeowners account, that simply means the owner does not have a login created. 

Q: Why are portal logins not generating for my association?

A: Ensure the association is marked as Live. Portal logins and other communication can only be sent if the association is Live