There are two ways for a homeowner to register for the portal. Depending on if the owner has their portal key determines how they will register.
For Homeowners with a Portal Key:
The Portal Registration Key helps in automating the Portal Sign-up process. So long as a homeowners Portal Key and Account number match, a portal login can safely and effortlessly be created by the system, with no manual entry from your team!
Simply adding the Portal Key as a Merge Tag to your existing welcome letters will give your new owners a way to sign up instantly to your portal, without the need to wait for your team to create those logins.
Every existing and new owner will have an automatically generated Portal Key that can be used to sign up for the portal. When the owner clicks Sign Up, they will be directed to a page to enter the information in the attachment below. If the registration key and account number are the correct combinations, the owner will have instant access to the portal.
If the email the homeowner enters when signing up for the portal is not on file or is not the primary email on their account, a message will pop-up asking the user if they would like to make their email, their primary email address.
Homeowners without their Portal Key:
Portal Registration Action Item
Objective: Issue an owner login created from a signup request.
Homeowners can click the Sign-Up button in the portal to request a login. Owners only need to sign up to request a login if they did not receive login credentials from the Generate Portal Login action item.
When the homeowner clicks Sign Up, if they do not have the registration key they must click the link stating I do not have a valid key. From there, they are prompted to enter their name, email address, phone number, address, association, and account number (optional). Once the owner clicks Create, a Portal Registration action item is automatically created in Vantaca.
Portal Registration action items begin as an "orphan action item" meaning it is not yet matched to an owners account. The management company employee who receives the action item must edit the action item and search for the owner based on the info that the owner submitted. To edit the action item, click the hamburger Menu (three horizontal lines) then select Edit. Next, assign the correct Association and Homeowner to the action item.
Once the homeowner is tied to the action item, click the Update and Select button so that the action item is anchored in your action center panel. Next, navigate to Homeowners > Contact Info and add the owner's email address by clicking + New Contact. So that the owner can receive email communication from Vantaca.
Next, navigate back to the Portal Registration action item and step to Send Portal Key. They action item will send the Homeowner a templated email and roll to a closing step.