Summary: This article will provide instructions on how to designate a Homeowner within an Association as a Board or Committee member.
- Add a Board or Committee Member to an Association
- Assign roles to a Board or Committee Member of an Association
- Add a new Board/Committee Type
Add a Board or Committee Member to an Association
To add new Board or Committee members to an association, navigate to the Association > Board/Committee page, and make sure you have the correct Association selected in the top left. To select a different Association, you can click the Association in the top to be taken to a search screen that allows you to select other Associations in your Portfolio.
The Association > Board/Committee page opens on the Responsibilities tab. This tab will display all users with a Responsibility assigned to the Association, and what Role(s) they have. For instance, you can see anyone assigned to the Manager role for this community.
The Board/Committee tab shows all current and/or previous Board and Committee members already designated in the system.
Click on the + Assign New Board/Committee Member button to begin creating a new user.
- If the member is a homeowner in the community, click the dropdown menu to see a list of current logins for the Association you have selected, as established on their Homeowner accounts. This will display the User Name and Email associated with each of your homeowner portal logins. Selecting one of these will populate their contact info in the fields below. This method links the Homeowner's portal with their board portal, allowing them to see information for both using a single login.
Note: If you do not see the Owner listed, check their Homeowners > Logins page to verify the User Name and email address of the Login, and/or create a new login for this person.
- If this Board member is not also a homeowner in the community, (for instance, a Developer-board) you can add a Non-Homeowner Member. You will need to enter a User Name, email, and password for them. Vantaca will not send this information anywhere, so you must communicate this information with the board member.
Note: In order for Non-Homeowner Board Members to have access and be able to sign in to the portal, you will want to confirm the Visibility in the Owner Dashboard settings is set to "Everyone" via Settings > Portal Pages.
- Role: Determines what pages and functions this user has permission to view, and what Actions Items. This functions the same as Roles for your internal users. You may end up assigning multiple boards to a single user. These roles overlap.
Example: The ARC Chair role and the ARC Committee role. The ARC Chair role will give the User permission to Approve and Decline all ARC requests for the Association. The ARC Committee role will be able to view all the ARC Requests and have the functionality to message on those requests, but cannot Approve or Decline.
- Type: Determines how these users are displayed on the Portal Directory, and if used for display purposes only.
- Start Date and End Date: These determine the period that this responsibility is Active within the community. They User will only have access to the Role selected for these dates. The Start Date is a required field and will always default to the current date. End date is not required.
Note: It is best practice to leave the End Date blank when creating a new Board member. In the event of a delayed election, an End Date could leave your community with nobody capable of doing necessary daily functions.
- User Name, Password, Email Address : This is the information relevant to this User logging in and and accessing the Portal.
Note: Changing the Password field for an existing owner will change the password for that owner. Leave this field blank to keep the same password.
Click Update to create this new user.
Note: If creating a Non-Homeowner Board Member, be sure to notify the board member of their new credentials. Vantaca does not send this information automatically.
Creating a New Board/Committee Type
Vantaca comes stocked with the following Board/Committee Types that cannot be edited or deleted: ARC Committee, Board Member, President, Secretary, Social Committee, Treasurer, and Vice President. While you can't edit these types, you can Create, Edit, and Delete your own custom Board/Committee Types.
Click the +New Board/Committee Type button, enter a new Board Type, and click Update to complete. The new Type you added will have an Edit and Delete button in the accompanying column.
Note: Attempting to delete a Board/Committee Type that is currently in use will prompt the following message to prevent errors that would occur if not for this validation:
John Smith is a Non-Homeowner, he is a Board Member and he is the President of the Utopia Homeowners Association. He has a User Name of John Smith and an email address of firstname.lastname@example.org Use 1234 as the new password. Click on the Assign New Board/Committee Member button and enter the following:
Once you have clicked the Update button, you will see that John Smith has been created with the Board Role with the President Type:
Docc Church is a current Owner and Board Member. His going to be the Board Invoice Approver. He starts on March 1st , 2021 and he has a 1 year term. His email is email@example.com. Click on the Assign New Board/Committee Member button and enter the following:
Notice that Docc Church's User Name, Email, Password and Address were automatically populated because Docc has an existing Homeowner Portal Login. Once you have clicked the Update button, you will see that Docc Church has been created with the Board Member Type with the Role of Invoice Approver:
Now, depending on the Association settings established for Board Invoice Approvals, Bob will receive a notification and a new Action Item on his Owners Portal under the Board Action Items page whenever he has a new invoice to approve. Both of these homeowners will have Board Member access and additional Owners Portal pages specific to their Roles when they log into their Homeowner account through the Vantaca Portal.