How to Add Board and Committee Members

This article outlines instructions about how to designate a homeowner within an association as a board or committee member.

Important: Board and committee members can be either existing homeowners in the community or non-homeowner members (such as developer-appointed board members). Each type requires different setup procedures.

Contents

• Role Securities
• Add a Board or Committee Member to an Association
• Board Member Identification Indicators
• Creating a New Board/Committee Type
• Example Non-Homeowner Board Member
• Example Homeowner Board Member

Role Securities

Add Board/Committee Members to an Association

To add new board or committee members to an association:

Note: Make sure your role has the required role securities to add board/committee members (see the previous procedure).

1. Navigate to Association > Board/Committee.
2. Ensure that the correct Association displays in the top-left or select a different one by clicking the association name to access the Search screen and select another association in your portfolio. 
   
   
    
3. Review the following tabs:
   • Responsibilities: Displays all users with a responsibility assigned to the association and their Roles. For example, users assigned to the Manager role for the community.
   • Board/Committee: Shows all current and/or previous board and committee members already designated in the system.
4. Click Assign New Board/Committee Member to begin creating a new user.
   The Add Board/Committee Member screen opens.
   
   
    
5. Provide the following information:
   • User: Select the appropriate option:
     • Non-Homeowner Member: Select for board members who are not homeowners in the community (such as developer-board members). 
     • Homeowner: Select the homeowner's login info from the list which displays all homeowner portal logins and associated username/emails for the association. When you select, the contact information automatically populates in the fields that follow.
       This method links the homeowner's portal with their board portal, allowing them to access both using a single login. 
       
       Important: If you don't see the homeowner listed, verify in the Homeowners > Homeowner Profile > Communication > Logins tab for the owner that there is a login present. If not, create a portal login for them by either clicking the + New Login button and relaying the password information to the owner, or by opening a Generate Portal Login action item for the association, which will create portal logins for all owners who don't currently have one. For more information, see the "Generate New Portal Logins" article.
        
   • Role: This option determines the pages and functions this user can view and the action items they receive (the same as roles for internal users). You can assign multiple roles to a single user, and these roles overlap. 
     Example: The ARC Chair role and ARC Committee role. The ARC Chair role gives the user permission to approve and decline all ARC requests for the association. The ARC Committee role allows users to view all ARC Requests and messaging functionality, but they cannot approve or decline.
   • Type: Determines how users display on the Portal Directory.
     Important: For Non-Homeowner Board Members, this field is required. If a Type is not assigned, the member may be immediately logged out of the portal upon login. Homeowner board members are not affected by this requirement.
   • Start Date: Determines when this responsibility becomes active within the community. This is a required field that defaults to the current date.
   • End Date: Determines when the responsibility ends. This field is not required.
     Tip: Best practice is to leave this date blank when creating a new board member. In the event of a delayed election, an End Date could leave your community without anyone capable of performing necessary daily functions. 
   • Login Credentials (User Name, Password, Email): Enter a username, email, and password for portal access if not automatically filled (e.x. for non-homeowners). 
     
     Important: Changing the Password field for an existing owner will change that owner's password. Leave this field blank to keep the same password.
      
6. Click Update.
   
   Important: If you created a Non-Homeowner Board Member, notify the board member of their new credentials, as Vantaca does not send this information automatically. For Non-Homeowner Board Members to access the portal, confirm the Visibility in the Owner Dashboard settings is set to Everyone using the Settings > Portal Pages screen.
   
   If a board member cannot access Board Actions through the portal or does not appear as a board member in the Directory (when enabled), this is most likely because an End Date has been entered for their record. When a board member's End Date is reached, they will remain visible on this screen for historical purposes until manually deleted.

Board Member Identification Indicators

After a homeowner is assigned as a board member with an active start date (and no expired end date), a Board indicator () automatically appears in three places in Vantaca to help staff quickly identify board members during daily workflows:


 

• Call Center panel: The indicator displays when a homeowner is selected, giving call center representatives immediate visibility without leaving the call flow.
• Homeowner Account header: The indicator appears in the collapsed header at the top of the homeowner's account.
• Homeowners > Homeowner Profile > Communication > Logins tab: The indicator displays next to the homeowner's login record.

The indicator is active only when the board role falls within the assigned Start Date and End Date for the current association. A tooltip is available on the indicator showing the specific board and committee roles tied to the board email address. When a member has more than two roles, the first two display alphabetically, followed by "and more..."
 

Note: If the Board indicator is not appearing as expected, verify that the board member's Start Date has been reached and that no End Date has been set that would deactivate the role. The homeowner must also have an active portal login linked to their board member record for the indicator to display.

Create a New Board/Committee Type

Vantaca includes the following default Board/Committee Types that you cannot edit or delete:

• ARC Committee
• Board Member
• President
• Secretary
• Social Committee
• Treasurer
• Vice President

You can create, edit, and delete custom Board/Committee Types.

To create a new Board/Committee Type:

Note: Make sure your role has the ability to view, add/update, or delete the Board/Committee Type by following the Role Securities procedure and adding the permissions.

1. Click the Board/Committee Type (1) tab, and then the New Board/Committee Type (2) button.
   
   
    
2. Enter a new Board Type name.
3. Click Update.
   The new Type displays Edit and Delete buttons in the accompanying column.
   Note: Attempting to delete a Board/Committee Type currently in use displays a validation message to prevent errors.

Example Non-Homeowner Board Member

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 jsmith@yahoo.com  Use 1234 as the new password. Click on the Assign New Board/Committee Member button and enter the following:

John Smith is not a homeowner, but he is a board member and president of the Utopia Homeowners Association. His user name is John Smith with an email address of jsmith@yahoo.com. He does not have a password. 

After you click Assign New Board/Committee Member, enter the following information:

• User: Non-Homeowner Member
• Role: Board
• Type: President
• User Name: John Smith
• Email: jsmith@yahoo.com
• Password: N3wP@aa! (create any password you like, but make sure it is unique and follows the password criteria).

After you click Update, John Smith appears in the Board/Committtee tab with the Board Role and President Type.

Example Homeowner Board Member

Docc Church is a current homeowner and board member and is going to be the Board Invoice Approver. He starts on March 1st , 2021 and he has a 1-year term.  His email is medical.team@megaton.tst.

After you click Assign New Board/Committee Member, enter the following information:

• User: Select Docc Church
• Role: Invoice Approver
• Type: Board Member
• Start Date: March 1st, 2025
• End Date: March 1st, 2026
• Email: medical.team@megaton.tst

Docc Church's User Name, Email, Password, and Address automatically populate because he has an existing Homeowner Portal Login.

After you click Update, Docc Church appears in the Board/Committtee tab with the Board Member Type and Invoice Approver Role.

Depending on the Association settings for Board Invoice Approvals, Bob will receive notifications and new action items on his Home Portal under the Board Action Items page when he has invoices to approve.

Both homeowners will have Board Member access and additional Home Portal pages specific to their roles when they log into their homeowner account through the Vantaca Home portal.

Additional Reference:

FAQ

Q: How can I get a report of board members across all associations?

A: Use the All Board Members report to generate a list of board members and committee members with their contact information across all associations. This is an Excel-only report that includes all associations, even those with Onboarding and Not Managed status.


Q: How can a Non-Homeowner Member reset their password?

A: Non-homeowner board members cannot reset their own passwords. A management company user must reset it on their behalf:

1. Navigate to Association > Board/Committee
2. Locate the board member's record and click Edit
3. Enter a new password in the Password field
4. Click Update to save
5. Share the new password with the board member

Q: A board member does not have access to Board Actions despite being set up on the Board/Committee screen. Why?

A: This typically occurs when the login selected on the Board/Committee screen doesn't match the login on the homeowner's account. To resolve this:

1. Go to Homeowners > Homeowner Profile > Communication > Logins tab for the board member and verify their login
2. Compare this to the login selected for them on the Board/Committee screen
3. If they don't match, click Edit to open the Edit Board/Committee Member window and take a screenshot for reference
4. Add an End Date in the End Date field
5. Click Update to save the change
6. Click Delete to remove the board member
7. Click Assign New Board/Committee Member to recreate the entry
8. Select the correct login that matches the homeowner's account

Once the board member is recreated with the matching login, Board Actions access will function properly.

Q: Why isn't a board member included when creating a Board Email action item?

A: This occurs when the board member has only one role assigned in Association > Board/Committee, and that role is something other than "Board".

Example: If a board member is listed only as "Board Invoice Approver," they won't appear in Board Email action items because they lack the "Board" role.

Solution: The board member needs two separate role entries in Association > Board/Committee:

1. One with the Role of Board
2. One with their additional role (such as Board Invoice Approver)

This setup allows the board member to:

• Receive Board Email action item correspondence
• Approve invoices in Board Actions > Invoices
• Use a single login for both functions

Q: Why can a board member only see some portal pages under Board Actions on the portal instead of all pages?

A: This occurs when the board member has only one role assigned, and that role is not Board.

Board members can have multiple role instances assigned to them on the Association > Board/Committee screen. This allows them to access all necessary portal pages using a single login.

To grant full access:

Ensure the board member has at least one instance assigned to the Board role. You can then add additional role instances for other duties (for example, Board Invoice Approver for invoice approval) by clicking Assign New Board/Committee Member.

With both a Board role and any additional roles assigned, the board member will see all available pages under Board Actions and have access to perform their other duties as needed.

If the board member is configured as described above, also verify that no End Date has been entered on their record(s) in the Board/Committee screen, as this can prevent access to portal pages once the date has been met.
 

Q: A board member is receiving communications at an email address that does not appear in their Contact Info or Logins pages. How is this possible?

A: If you have confirmed that the email address is not listed anywhere on the account, contact Vantaca Support for assistance. The Technical Support team can review the account on the back end for stuck email records — this typically happens when an email address was edited on the account rather than removed and re-added as a new entry


Q: How can I kick off a Board Email action item for all boards in my database?

A: This can be done using bulk action item creation on the Association > Association List screen.

1. Go to Association > Association List.
2. At the bottom of the screen, set the items per page dropdown to 250 (the maximum number of action items that can be created in bulk at one time).
3. Check the box next to the Code column header to select all associations on the page, then click Bulk Action Item.
4. On the Bulk Action Item window, confirm that the Association count reflects the correct number of associations selected.
5. Select Board Email from the Action Type dropdown.
6. Type your message in the Description field and click Update when finished.

Note: If you manage more than 250 associations, repeat this process for each additional page on the Association List screen using the page selector at the bottom of the screen until all associations have been processed. For more information on bulk action items, review our How to Create Bulk Action Items from the Homeowner or Association Lists article.