The Activity Notes page provides a comprehensive view of all system and user-generated activity for homeowner accounts in a searchable table format.

Use this page to track communications, account changes, and property history across single or multiple properties. Activity Notes include chronological records from Action Items, messages, account ledgers, system-generated correspondence, and homeowner profile changes made through the portal, with sensitive authentication information automatically filtered for security.

Important: When you use Activity Notes for the first time, review the filtering options to customize your view based on your specific tracking needs.

Contents

• Access Activity Notes
  • Contact Information Activity Notes
• Create New Notes
• Search and Filter
• Export Activity Data

Access Activity Notes

The Activity Notes page displays a chronological history of activity from the owner's Action Items, messages, account ledger, system-generated correspondence, and homeowner profile changes made through the portal.

The system automatically tracks all action item edits with detailed field-level changes, providing
a complete audit trail of modifications.

Note: One-time access codes and temporary authentication information are filtered from Activity Notes to protect sensitive access credentials while maintaining full activity tracking.

To access the Homeowner Activity Notes page:

1. If you are already viewing the desired homeowner account, click the paper icon (1) in the Property header section to quickly access Activity Notes.
   OR
   Navigate to Homeowners > Homeowner Profile > Activity Notes.
2. Ensure that the desired homeowner displays or click the name (2) to open the Search screen where you can find and select a different homeowner.
   
   
   
   

The Activity Notes page includes three main tabs that provide different views of homeowner activity:

• Current Property: Shows activity on the property for the current owner only, excluding contact information changes. 
• All Owners: Shows activity for the life of the current property, including previous owner activity, excluding contact information changes. Previous owners display with "(Previous Owner)" designation in the Owner column. Use this view to track work orders and other property-related activity throughout the property's history. 
• Current Owners (renamed from "This Owner"): Shows activity for all current owners at the currently selected property, including contact information changes. The Owner column displays which owner the change was made to. This view shows activity across all properties that those owners are associated with. Use this view to track contact information modifications and owner-specific activity including editing, adding, and removal of owners email addresses and phone numbers. 

Contact Information Activity Notes

The Current Owners tab tracks all contact information changes for homeowners. The system automatically logs activity notes when:

• A homeowner is added, deleted, or edited
• Contact information is modified (name, mailing address, email, phone, communication preferences)
• Primary owner designation is changed
• Primary contact designation is changed

Each contact information activity note includes:

• Owner name (in the Owner column)
• Note time
• Activity type (Contact - followed by the specific change)
• Comment/note describing what changed
• Author who made the change

Note: Contact information is shared across all properties an owner is associated with, so the Property column remains blank for most contact information changes. The exception is primary owner changes, which display the specific property where the change was made.

Examples of contact information activity notes:

Note: Email addresses are clickable links in CMP.

• Activity: Contact - New Additional Owner
  Comment/Note: "Homeowner John Bill was added to property account MOC147624, Primary Phone: (555) 123-4567, Primary Email: jbill@email.com"
• Activity: Contact - Name Change
  Comment/Note: "Homeowner John Bill was changed to John E Bill"
• Activity: Contact - Mailing Address Update
  Comment/Note: "Homeowner John E Bill's mailing address was changed from 123 Old St to 456 New Ave"
• Activity: Contact - New Email
  Comment/Note: "Email address johnebill@email.com was added to homeowner John E Bill"
• Activity: Contact - Primary Owner Update
  Comment/Note: "The primary owner for property account MOC147624 has been changed from Jane Doe to John Smith"

Create New Notes

Use this feature to log conversation details, document interactions, or attach relevant files to the homeowner's record. 

This note is for internal use only. It does not appear to owners and does not display in the Home portal.

To add a note to the homeowner account:

1. Click New Note.
   The New Note screen opens.
   
   
    
2. Enter the following information:
   • Subject: Enter a subject or title for the note.
   • Note: Enter details in this field.
   • (Optional) Attachments: Click Select files to add attachments such as Word documents, PDFs, images, or email files to save on the homeowner account.
3. Click Update.

Note: Activity Notes can only be deleted by the user who created them using the Delete button.

Search and Filter

The Activity Notes page provides comprehensive search and filtering capabilities.

Search 

Search Activity Notes using the following criteria:

• Date: Filter by specific date ranges.
• Author: Find notes created by specific users.
• Activity: Search by activity type.
• Keyword: Search within Comments/Notes content.

Filter 

Click the Filter ()icon and select options to refine your view:

• Filter for notes containing specific keywords (e.g., Owner).
• Filter out specific content types (e.g., broadcast messages sent to the owner).
• Combine multiple filter criteria for precise results.

Export Activity Data

To export Activity Notes information click Export to Excel. The information downloads as an Excel file that can be used as a report. Use this feature when the information is not available in Vantaca's pre-generated reports.

FAQ

Q: How can I tell when an owner's Communication Preference has been changed?

A: Communication Preference changes are tracked under the This Owner tab in Homeowners > Homeowner Profile > Activity Notes.

The Activity column will display one of the following:

• Note - Updated Homeowner Preferences – The owner changed their Communication Preference through the portal
• Note - Updated Communication Preference – A management company employee changed the preference on the owner's behalf

The Comment/Note column provides detailed information about the specific Communication Preference change.

Important: If the owner changed their Billing Preference through the portal, the activity note will include a Preferences Change Record attachment with the following information:

• IP address where the change was made
• Login information
• Homeowner name
• Authorization date
• Description of the billing preference change (original setting to current setting)
• Affected property
• Owner's electronic signature (required to complete a Billing Preference change on the portal)

Q: Is there a report that shows which owners have portal logins and their login activity?

A: Vantaca doesn't have a built-in report for this, but you can access this information through the Homeowner and Board Login Activity dashboard within the Business dashboard section in Vantaca IQ.

Use this tool to access comprehensive insights into homeowner and board member login activity. View unique logins and the frequency of homeowner logins, shown by association. Easily identify homeowners and properties without login information or email addresses and take action when needed.

For details on using this dashboard, see our Vantaca IQ - Business Dashboard article. If Vantaca IQ isn't enabled for your database, contact your Customer Success Manager to get started.