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

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

Add Board/Committee Members to an Association

To add new board or committee members to an association:

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 > Logins screen that they have a user name and email address. If not, you must create a new login for them. 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 for display purposes only.
   • 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.
   
   

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:

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: