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
To begin, make sure you have the correct Association selected in the top left, and then hover your cursor over the Association menu item, and select the Board/Committee page.
Select the Board/Committee page and then it will show all current Board and Committee members already designated in the system. Click on the Assign New Board/Committee Member button to begin creating a new user in the new window labeled: Edit Board Member.
In the Edit Board Member window, first select the User. You can either select a Non-Homeowner Member, or drop down the menu to see a current list of logins for the Association you have selected, as established on their Homeowner accounts.
Next, create a Role and a Type, using the drop down menus. The Role determines what permissions and what functionality that User will have within their Actions Items. Two examples of a Role is an ARC Chair role and a ARC Committee role. The ARC Chair role will give the User permissions and functionality 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 to other roles within the Association.
Then, select the Start and End Date (if known). The Start Date will always default to the current date. Finally enter the User Name, Password and at least an Email address for the User. The Start Date is necessary but the End Date is not. If you select from the list of existing homeowner logins you will not need to enter a User Name, Password, or Email in order to create this Board/Committee Member. Remember, you will only need to enter that information if you use a Non-Homeowner Member. Once done, click the Update button on the bottom right of the screen, and it will load that info to the Board/Committee page.
*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.
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 email@example.com 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:
Bob Nanna is a current Owner and Board Member. His going to be the Board Invoice Approver. He starts today and he has a 1 year term. His email is firstname.lastname@example.org. Click on the Assign New Board/Committee Member button and enter the following:
Notice that Bob Nanna's User Name, Email, Password and Address were automatically populated because Bob Nanna has an existing Homeowner Portal Login. Once you have clicked the Update button, you will see that Bob Nanna 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.