Homeowner Offsite/Mailing Addresses

Summary: You'll learn what Offsite Mailing Addresses are, how to enter one, and where to find them in Vantaca.

What is an Offsite Address?

When a property is not the main place where the owner lives. In situations where the property is rented out, mail for the owner should be sent to his main property. This property will then be flagged as an Offsite Address and serve as the owner’s mailing address.

Entering an Offsite Address

To register an offsite address for an owner, go to Homeowners > Homeowners > Homeowner Profile > Communication > Contact Info and select New Contact. In the Edit Contact form, select Address as Contact Type and fill in the offsite address info.


 

Note: For addresses that are PO Box addresses with no street address, enter "0" in the first field and then the PO Box number in the second. Continue to fill out the rest of the city, state, and Zip Code fields.

After clicking Update, a new record appears in the Contact list with the new address.

From the same Homeowners > Homeowners > Homeowner Profile > Communication > Contact Info subtab, click the Change Primary Mailing Address button. Select the new mailing address from the Change Mailing Address form that appears. After you select the new address, this will become the mailing address for this property and will be displayed with a (Primary) tag appended to the address. If there is an address with this indication, this address will be flagged as an offsite property.

Note: If the mailing address is the same as the property address, the mailing address should not be entered in the Homeowners > Homeowners > Homeowner Profile > Communication > Contact Info subtab because this will flag it incorrectly as an offsite address. When no mailing address is entered, the system uses the property address as the mailing address.

Tip: If you need to correct an offsite address to make it match the property and not be counted as offsite, you can go to the Homeowners > Homeowners > Homeowner Profile > Communication > Contact Info subtab and select the Change Primary Mailing Address button. Select the address that is the property address (not the one currently selected address) and update. That should then use the property address as the mailing and you can delete the extra addresses as needed.

Where do the Offsite Mailing Addresses show?

• Under Association > Association List there in column # Offsite Addresses.
  
• Under the Homeowners > Homeowners > Homeowner Profile > Communication > Contact Info subtab you can see an address with the extension (Primary Mailing Address).
• In the Homeowner header under Mailing.
• In email and letter tags, tag Mailing Address With Name which will print the owner’s first and last name, on the next line street number, street name and unit, and on the third line the city, state and zip.

How Mail Format Settings Use These Addresses

The mailing addresses on file for an account interact with the Mail Format setting in Action Type Rules to determine which addresses receive a generated letter:

• Primary Mailing Address Only — sends to the primary mailing address only.
• Mailing Addresses — generates a separate letter for each mailing address on file.
• All Addresses options — use the Mailing Address with Name merge tag, with or without a "Current Resident" fallback for the property address.

For details, see the "Action Type Rules" article.