This document is updated regularly.
Important: The tables in the Security Permissions by Section section replace the Role Securities Spreadsheet.
Role securities control what users can view and do in Vantaca. Each security permission is assigned to specific roles, determining access to features, data, and actions throughout the system. This article provides a complete reference list of all available role securities and permissions in Vantaca, organized alphabetically by section for easy lookup when configuring user roles. For information about how roles, portfolios, and responsibilities work together, see the "Understanding Roles, Portfolios, & Responsibilities" article.
Important: When configuring role securities, always err on the side of caution. Grant only the permissions necessary for users to perform their job functions. It's easier and safer to add permissions later when needed than to remove excessive permissions that may have already been used inappropriately. Following the principle of least privilege helps:
- Protect sensitive data from unauthorized access
- Prevent accidental changes or deletions
- Maintain system integrity and accountability
- Reduce security risks across your organization
Review role permissions regularly and adjust as needed based on actual job requirements.
Contents
- Understanding Role Securities
- Add Securities and Permissions to a Role
- Security Permissions by Section
- FAQ
Understanding Role Securities
Role securities determine which screens users can access and which actions they can perform within those screens. Each role security setting controls access to specific Vantaca features and functions.
Important: Some permissions only appear when the corresponding feature flag is enabled for your database (for example, Revenue Manager, Vantaca Home, etc.).
Common permission types include:
- View: Allows users to see information but not make changes.
- Add/Update: Allows users to create new records and modify existing ones.
- Delete: Allows users to remove records.
- Approve: Allows users to approve workflows or requests.
- Merge: Allows users to combine duplicate records.
Vantaca organizes role securities into sections that correspond to main navigation areas in the system. Within each section, individual securities control access to specific screens and features.
Example structure:
-
Accounting Section
- ACH Log: View, Edit
- AR Billing Summary: Edit
- Bank Reconciliation: View, Add/Update
- GL Accounts: View, Add/Update, Delete
Note: Some permissions provide access to multiple screens in Vantaca. The Security Permissions by Section details all screens and actions controlled by each permission.
Add Securities and Permissions to a Role
To view or edit role securities for a specific role:
-
Navigate to Settings > Roles.
The Roles page displays. -
Search for the role that you want to add the permission to.
For example, in the following image, the user wants to allow Administrators to use a new feature and enters "admin" in the search field to display all roles that include the word "admin".
-
Click the caret next to the role name to open it (ensure the Security tab is selected).
Note: The Reports tab shows which reports the role can access. By default, all reports are available unless specifically restricted. -
Go to the section that contains the security/permission and click Edit next to the one you want to add.
The Edit Role Security screen opens.
Note: Each role security may include different permissions.
-
Select the desired permissions for the role.
We recommend that you - Click Save changes.
Security Permissions by Section
This section provides a reference of all available role securities, their locations in the system, and the screens and actions they control. It is updated regularly as Vantaca functionality expands.
It is organized into two main sections:
-
User Role Information: Shows where to find the security setting in Vantaca.
- Section: The top-level category under the Roles > Security tab where you can find this permission
- Sub-Section: The specific security field within the section
- Permission: The individual permission options available (e.g., View, Edit, Delete)
Example: To find the ACH Log permission, look in the Accounting section, locate the ACH Log sub-section, and review the available permission options.
-
Permission Details: Describes describe where and how the security setting affects user access:
- Tab: The main navigation tab in Vantaca
- Screen: The specific page or feature
- Sub-Screen: Additional pages accessed from the main screen
- Functionality: The specific actions users can perform
Example: The ACH Log View permission allows users to access the Accounting > ACH Log screen and view ACH transaction records.
Default Roles
Your Vantaca database includes several default roles with preconfigured securities. These roles serve as templates for common job functions:
- System Administrator
- Manager
- Accountant
- Customer Support
- Board Member
- Outside Accountant
You can use these default roles as starting points and create new roles tailored to your organization's needs.
Note: The Roles > Securities database continues to grow and evolve as Vantaca adds new functionality. Some permissions may be unused or reserved for future features.
If you need assistance configuring role securities or have questions about specific permissions, contact Vantaca Support.
Important: The following tables replace the Role Securities Spreadsheet.
Accounting | Action Item | Association | Association Settings | Banking | Calendar
Call Center | CCR | Help | Homeowner | Import | Mailroom | Management | Portal | Portfolios | Reports | Scout AI | Settings | Support | System | Templates | Users | Vantaca Admin | Vantaca IQ | Vendors
Accounting
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Accounting | ACH Log | View | System | ACH Log | View screen, export to Excel | |
| Accounting | AR Billing Summary | View | System | AR Billing Summary | View screen, export to Excel | |
| Accounting | Association GL Accounts | View | Association | GL Accounts | View screen, export to Excel, Include Summary Report | |
| Accounting | Association GL Accounts | View | Association | GL Accounts | GL Groups | View screen |
| Accounting | Association GL Accounts | Add/Update | Association | GL Accounts | GL Groups | Edit GL groups, Create new GL groups, Edit Ranges |
| Accounting | Association GL Accounts | Add/Update | Association | GL Accounts | Mark GLs as Used | |
| Accounting | Association GL Accounts | Delete | Association | GL Accounts | Mark GLs as Not Used | |
| Accounting | Association GL Accounts | Delete | Association | GL Accounts | GL Groups | Delete GL Groups, Delete Ranges |
| Accounting | Association GL Accounts | Merge | Association | GL Accounts | Merge GLs | |
| Accounting | GL Accounts | View | Settings | GL Accounts | View screen, Update Default GLs | |
| Accounting | GL Accounts | Add/Update | Settings | GL Accounts | Edit GL Accounts, Create new GL Accounts | |
| Accounting | GL Accounts | Add/Update | Association | GL Accounts | Edit UnUsed GLs, Create New GL Accounts |
Action Item
Some permissions require other permissions to function. For example, Action Item permissions require the View permission before other action item permissions can be selected:
- The Action Items > Action Items > View permission must be enabled before you can select Create, Step, Message, Copy, or Edit permissions.
- When View is not selected, all dependent permissions automatically deselect and become unavailable until View is enabled again.
This hierarchy prevents invalid permission combinations where users could have permissions to perform actions without the ability to access the necessary screens.
Note: Action Item permissions have been restructured into separate permission types (View, Create, Step, Message, Copy, Edit) for more granular control.
The Add/Update permission has been removed from HOActionItemList, AssocActionItemList, and Vendor Action Items. Creating action items from Homeowners, Association, and Vendor screens is now governed by the main Action Items > Action Items > Create permission. The sub-sections HOActionItemList, AssocActionItemList, and VendorActionItems no longer have Add/Update as a selectable permission.
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Action Item | Action Item Trends | View | Home | Action Item Trends | View screen | |
| Action Item | Action Items | View | Action Items | Action Items | Shows tab Action Items | |
| Action Item | Action Items | View | Action Items | My Action Items | View screen, Export to Excel | |
| Action Item | Action Items | View | Action Items | All Action Items | View screen, Export to Excel | |
| Action Item | Action Items | View | Action Items | My Messages | View screen, Export to Excel | |
| Action Item | Action Items | View | Homeowners | Action Items | View action items | |
| Action Item | Action Items | View | Action Items - attachments | View/Download attachments | ||
| Action Item | Action Items | Create | Action Items | My Action Items | Create New Action Item | |
| Action Item | Action Items | Create | Action Items | All Action Items | Create New Action Item | |
| Action Item | Action Items | Create | Homeowners | Action Items | Create new Homeowner Action Items | |
| Action Item | Action Items | Create | Association | Action Items | Create new Association Action Items | |
| Action Item | Action Items | Create | Vendors | Action Items | Create new Vendor Action Items | |
| Action Item | Action Items | Step | Action Items | My Action Items | Bulk Step | |
| Action Item | Action Items | Step | Action Items | All Action Items | Bulk Step | |
| Action Item | Action Items | Step | Action Items - inner grids | Step Action Item, Select Action Items | ||
| Action Item | Action Items | Step | Action Center | Invoice / Transfer processing buttons | ||
| Action Item | Action Items | Step | Action Items - attachments | Add/delete attachments | ||
| Action Item | Action Items | Step | Homeowners | Action Items | Step Homeowner Action Items | |
| Action Item | Action Items | Step | Association | Action Items | Step Association Action Items, Assign Action Items | |
| Action Item | Action Items | Step | Vendors | Action Items | Step Vendor Action Items |
|
| Action Item | Action Items | Message | Action Items | My Action Items | Create a new message on an Action Item | |
| Action Item | Action Items | Message | Action Items | All Action Items | Create a new message on an Action Item | |
| Action Item | Action Items | Message | Action Items - inner grids | Create a new message on an Action Item | ||
| Action Item | Action Items | Message | Homeowners | Action Items | Message Homeowner Action Items | |
| Action Item | Action Items | Message | Association | Action Items | Message Association Action Items | |
| Action Item | Action Items | Message | Vendors | Action Items | Message Vendor Action Items | |
| Action Item | Action Items | Copy | Action Items | My Action Items | Copy Action Items | |
| Action Item | Action Items | Copy | Homeowners | Action Items | Copy Homeowner Action Items | |
| Action Item | Action Items | Copy | Association | Action Items | Copy Association Action Items | |
| Action Item | Action Items | Copy | Vendors | Action Items | Copy Vendor Action Items | |
| Action Item | Action Items | Edit | Action Items | My Action Items | Edit Action Item | |
| Action Item | Action Items | Edit | Action Items | All Action Items | Edit Action Item | |
| Action Item | Action Items | Edit | Action Items - inner grids | Edit Action Item | ||
| Action Item | Action Items | Edit | Homeowners | Action Items | Edit Homeowner Action Items | |
| Action Item | Action Items | Edit | Association | Action Items | Edit Association Action Items | |
| Action Item | Action Items | Edit | Vendors | Action Items | Edit Vendor Action Items | |
| Action Item | Action Items | Merge | Action Items | My Action Items | Merge button in Merge Action Items popup (not supported) | |
| Action Item | Action Steps | Add/Update | Settings | Action Types | Edit Action Type Steps | |
| Action Item | Action Steps | Delete | Settings | Action Types | Delete Action Type Steps | |
| Action Item | Action Types | Add/Update | Settings | Action Types | New Action Type, edit existing Action Type | |
| Action Item | Action Types | Delete | Settings | Action Types | Delete Action Type | |
| Action Item | Action Types | Copy | Settings | Action Types | Copy an Action Type | |
| Action Item | Action Item | View | Settings | Settings | View screen, Preview Action Item Steps | |
| Action Item | Association Action Items | View | Action Items | View the screen | ||
| Action Item | Association Trends | View | Home | Association Trends | View screen | |
| Action Item | Homeowner Action Items | View | Action Items | Homeowner Profile | Controls whether the Action Items tab is visible on the Homeowner Profile page | |
| Action Item | Signature Approval | Update | Accounting | Signature Approval | Approve Signatures | |
| Action Item | Signature Approval | View | Accounting | Signature Approval | View Screen | |
| Action Item | Step Documents | Add/Update | Settings | Action Types/Steps | Add documents in Action Type Steps, Hamburger menu, Documents | |
| Action Item | Step Documents | Delete | Settings | Action Types/Steps | Delete documents in Action Type Steps, Hamburger menu, Documents | |
| Action Item | Vendor Action Items | View | Allows users to see the Action Items menu option under the main Vendor menu. |
Association
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Association | 1098 | View | Association | 1098 | Shows 1098 Balances option under main Association menu. | |
| Association | 1098 | Update | Association | 1098 | Shows Edit button on individual mortgage records. Gates editing in the detail load views. | |
| Association | 1098 | Generate | Association | 1098 | Shows Export to Excel and Close and Create Export File for Submission buttons. Also used as "Close" on the 1098 status view. | |
| Association | 1098 | Reopen | Association | 1098 | Shows Reopen button, users can unlock closed 1098 records for editing. |
|
| Association | 1098 | Add | Association | 1098 | Shows Add New Mortgage Record button. | |
| Association | 1098 | Delete | Association | 1098 | Shows Delete button on open records (hidden for records with "Closed" status regardless of permission). | |
| Association | Activity Notes | View | Association | Association Profile | Notes | Controls whether the Activity Notes menu item is visible under the main Association menu. Without it, the screen is inaccessible. |
| Association | Activity Notes | Add/Update | Association | Association Profile Notes | Notes | Shows New Note toolbar button and Edit button on individual note rows. |
| Association | Activity Notes | Delete | Association | Notes | Shows Delete button on individual note rows. | |
| Association | Additional Info | View | Association | Additional Info | ||
| Association | Additional Info | Add/Update | Association | Additional Info | Edit Association Additional Info | |
| Association | Additional Info | Copy | Association | Additional Info | ||
| Association | Amenity Calendar | View | Association | Association Profile | Amenity Calendar | View the amenity calendar |
| Association | Amenity Calendar Settings | View | Association | Association Profile | Amenity Calendar | View the amenity calendar settings |
| Association | Amenity Calendar Settings | Add/Update | Association | Association Profile | Amenity Calendar | Add or update amenity calendar settings |
| Association | Amenity Calendar Settings | Delete | Association | Association Profile | Amenity Calendar | Delete amenity calendar settings |
| Association | Amenity Calendar Settings | Copy | Association | Association Profile | Amenity Calendar | Copy amenity calendar settings |
| Association | GL Entry | Add | Accounting | GL Entry | New GL Entry; Copy; Reverse; Recur | |
| Association | GL Entry | Add | Import | Lockbox Import | Modify Misc Deposit GL Entry | |
| Association | Documents | Add Files | Association | Documents | New Document | |
| Association | Documents | Scout AI Upload Ability | Association | Documents | Upload documents via Scout AI | |
| Association | Documents | Rename | Association | Documents | Rename files and folders | |
| Association | Address Types | Add/Update | Association | Address Type | Create new Association Address Type; edit association Address Types | |
| Association | Assessment Schedule | Add/Update | Association | Assessments | Create new Assessment; Edit Assessments, Generate and Post Generations | |
| Association | Association | Add/Update | Association | Association List | Create New Association; Edit Associations | |
| Association | Association | Add/Update | Association | Addresses | New address, edit address | |
| Association | Association Alias | Add/Update | Association | Association Alias | Create new Alias; Edit Aliases | |
| Association | Bank Accounts | Add/Update | Association | Bank Accounts | Edit Bank Account, display and use "+ New Open Item" | |
| Association | Bank Reconciliation | Add/Update | unused | |||
| Association | Bank Reconciliation New | Add/Update | unused | |||
| Association | Bank Transfer | Add/Update | Accounting | Transfer Funds | Recurring Transfers | New Recurring Transfer; edit |
| Association | Board/Committee Members | Add/Update | Association | Board/Committee | Assign New Board/Committee Member; Edit | |
| Association | Board/Committee Type | Add/Update | Association | Board/Committee | Create New Board/Committee Type; Edit | |
| Association | Budget | Add/Update | Accounting | Budget | New GL; Save changes; Approve budget | |
| Association | Custom Data Group | Add/Update | Settings | Custom Info | Association Info Fields | New Field; Edit field |
| Association | Funds | Add/Update | Association | Funds | New Fund; edit fund | |
| Association | Insurance | Add/Update | Association | Insurance | New Insurance; edit insurance | |
| Association | Services | Add/Update | Association | Services | New Service, edit existing Service | |
| Association | Service Contracts | Add/Update Contract | Association | Services | New Contract button | |
| Association | Service Contracts | Add/Update Contract | Association | Services | Edit Contract | Edit Account No, Auto Post, Pre Post, Auto-Recon, Review, Auto-Approve, Pay Type |
| Association | Documents | Add/Update Folders | Association | Documents | New Folder; Edit Folder | |
| Association | Portal Pages | Add/Update Images | Association | Portal Pages | Images | Add/Update Portal Page Images |
| Association | Service Contracts | Add/Update Provider | Association | Services | Edit Contract | Edit Service, Provider, Provider Contact, Start Date, and End Date |
| Association | Portal Pages | Add/Update Style Sheet | Association | Portal Pages | Style Sheet | Add/Update Portal Page Style Sheet |
| Association | Bank Register | Cancel | Accounting | Bank Register | Stop (for MoB and Columbia Bank only) | |
| Association | Additional Info | Copy | Association | Additional Info | Copy Association Additional Info items | |
| Association | Assessment Schedule | Copy | Association | Assessments | Copy Assessments including Rules | |
| Association | Documents | Copy Files | Association | Documents | Copy File | |
| Association | Documents | Copy Folders | Association | Documents | Copy Folder | |
| Association | Address Types | Delete | Association | Address Type | Delete Association Address Types | |
| Association | Assessment Schedule | Delete | Association | Assessments | Delete Assessments, Delete Rules, Delete Generations | |
| Association | Association | Delete | Association | Association List | Delete Association; delete Association portfolio (in edit Association popup) | |
| Association | Association | Delete | Association | Addresses | Delete address | |
| Association | Association Alias | Delete | Association | Association Alias | Delete Aliases | |
| Association | Bank Accounts | Inactivate | Association | Bank Accounts | Delete Bank Accounts | |
| Association | Bank Reconciliation | Delete | unused | |||
| Association | Bank Reconciliation New | Delete | unused | |||
| Association | Bank Register | Delete | Accounting | Bank Register | Delete; Undelete | |
| Association | Bank Transfer | Delete | Accounting | Transfer Funds | Recurring Transfers | Delete |
| Association | Board/Committee Members | Delete | Association | Board/Committee | Delete | |
| Association | Board/Committee Type | Delete | Association | Board/Committee | Delete Board/Committee Types | |
| Association | Budget | Delete | Accounting | Budget | Delete budget entries | |
| Association | Custom Data Group | Delete | Settings | Custom Info | Association Info Fields | Delete field |
| Association | Funds | Delete | Delete fund | |||
| Association | Insurance | Delete | Association | Insurance | Delete insurance | |
| Association | Service Contracts | Delete | Association | Services | Delete Contract button | |
| Association | Services | Delete | Association | Services | Delete Service | |
| Association | Documents | Delete Files | Association | Documents | Delete File (x) | |
| Association | Documents | Delete Folders | Association | Documents | Delete Folder | |
| Association | Portal Pages | Disable | Association | Portal Pages | Disable Association Specific Portal Pages | |
| Association | Bank Register | Edit | Accounting | Bank Register | Edit; Unvoid | |
| Association | Bank Register | Move | Accounting | Bank Register | Move | |
| Association | Portal Pages | Enable | Association | Portal Pages | Enable Association specific Portal Pages | |
| Association | Budget | Open Budget | Accounting | Budget | Unapprove budget | |
| Association | Service Contracts | Signature | Association | Services | Edit Contract | Edit Signature Approval |
| Association | Portal Pages | Update | Association | Portal Pages | Edit Association specific Portal Pages | |
| Association | GL Entry | Update System-Maintained GL | Accounting | GL Entry | Edit GL Entry | Update with GL for PP, AR, AP, or Cash |
| Association | GL Entry | Update System-Maintained GL | Accounting | GL Entry | GL Recurring Entry (Edit) | Update with GL for PP, AR, AP, or Cash |
| Association | GL Entry | Update Unbalanced | Accounting | GL Entry | Edit Gl Entry | Update with credit not equal to debit; Currently no check in GL Recurring Entry |
| Association | GL Entry | Update/Delete | Accounting | GL Entry | Edit; Delete; Undelete | |
| Association | GL Entry | Update/Delete | Accounting | GL Entry | GL Recurring Entry | Delete |
| Association | Additional Info | View | Association | Additional Info | View screen, Export All Assocs to Excel, Export This Assoc to Excel | |
| Association | Address Types | View | Association | Address Type | View screen | |
| Association | Assessment Schedule | View | Association | Assessments | View screen; Generate Invoice; Edit and delete Assessment Rules | |
| Association | Association | View | Association | View tab Association | ||
| Association | Association | View | Association | Association List | View screen; Export to Excel; Select Association | |
| Association | Association | View | Association | Addresses | View screen | |
| Association | Association | View | Home | Financial Summary | View screen | |
| Association | Association Alias | View | Association | Association Alias | View screen | |
| Association | Bank Accounts | View | Association | Bank Accounts | View screen | |
| Association | Bank Reconciliation | View | Accounting | Reconciliation | View screen, currently full reconciliation permission. | |
| Association | Bank Reconciliation New | View | unused | |||
| Association | Bank Register | View | Accounting | View tab | ||
| Association | Bank Register | View | Accounting | Bank Register | View screen | |
| Association | Bank Transfer | View | Accounting | Transfer Funds | View screen; make transfers | |
| Association | Bank Transfer | View | Accounting | Transfer Funds | Recurring Transfers | View screen |
| Association | Board/Committee Members | View | Association | Board/Committee | View screen | |
| Association | Board/Committee Type | View | Association | Board/Committee | View screen | |
| Association | BoardMeeting | View | unused | |||
| Association | Budget | View | Accounting | Budget | View screen | |
| Association | Budget | View | Accounting | GL Research | View screen | |
| Association | Custom Data Group | View | Settings | Custom Info | Association Info Group | View screen |
| Association | Custom Data Group | View | Settings | Custom Info | Association Info Fields | View screen |
| Association | Documents | View | Association | Documents | View screen | |
| Association | Funds | View | Association | Funds | View screen | |
| Association | GL Entry | View | Accounting | GL Entry | View screen | |
| Association | GL Entry | View | Accounting | GL Entry | GL Recurring Entry | View screen |
| Association | GL Entry | View | Accounting | GL Entry | GL Recurring Entry | New Recurring GL Entry; Edit; Copy |
| Association | Insurance | View | Association | Insurance | View screen | |
| Association | Inspections | View | Association | Inspections | View screen | |
| Association | Portal Pages | View | Association | Portal Pages | View screen | |
| Association | Service Contracts | View | Association | Services | Edit Contract button | |
| Association | Services | View | Association | Services | View screen | |
| Association | Bank Accounts | View Full Account | Association | Bank Accounts | View full Bank Account # and full Routing # | |
| Association | Portal Pages | View Images | Association | Portal Pages | Images | View Portal Page Images |
| Association | Portal Pages | View Style Sheet | Association | Portal Pages | Style Sheet | View Portal Page Style Sheet |
| Association | Bank Register | Void | Accounting | Bank Register | Void | |
| Association | Vantaca Pay Accounts | View | Association | Vantaca Pay Accounts | View info and status of Vantaca Pay accounts | |
| Association | Vantaca Pay Accounts | Add/Update | Association | Vantaca Pay Accounts | Add or update Vantaca Pay accounts |
Association Settings
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Association Settings | A/P Payments | View | Association | Settings | A/P Payments | View A/P Payment settings |
| Association Settings | A/P Payments | Update | Association | Settings | A/P Payments | Edit A/P Payment settings |
| Association Settings | A/R | View | Association | Settings | A/R | View A/R settings |
| Association Settings | A/R | Update | Association | Settings | A/R | Edit A/R settings |
| Association Settings | Accounting | View | Association | Settings | Accounting | View Accounting settings |
| Association Settings | Accounting | Update | Association | Settings | Accounting | Edit Accounting settings |
| Association Settings | Accounting (Auto-Waive Fees) | View | Association | Settings | Accounting (Auto-Waive Fees) | View Auto-Waive Fees settings |
| Association Settings | Accounting (Auto-Waive Fees) | Update | Association | Settings | Accounting (Auto-Waive Fees) | Edit Auto-Waive Fees settings |
| Association Settings | ACH | View | Association | Settings | ACH | View ACH settings |
| Association Settings | ACH | Update | Association | Settings | ACH | Edit ACH settings |
| Association Settings | ARC | View | Association | Settings | View ARC settings | |
| Association Settings | ARC | Update | Association | Settings | Edit ARC settings | |
| Association Settings | Block Ledger Message | View | Association | Settings | Block Ledger Message | View Block Ledger Message settings |
| Association Settings | Block Ledger Message | Update | Association | Settings | Block Ledger Message | Edit Block Ledger Message settings |
| Association Settings | CCR | View | Association | Settings | CCR | View CCR settings |
| Association Settings | CCR | Update | Association | Settings | CCR | Edit CCR settings |
| Association Settings | Collections | View | Association | Settings | Collections | View Collections settings |
| Association Settings | Collections | Update | Association | Settings | Collections | Edit Collections settings |
| Association Settings | Communication | View | Association | Settings | Communication | View Communication settings |
| Association Settings | Communication | Update | Association | Settings | Communication | Edit Communication settings |
| Association Settings | Coupons | View | Association | Settings | Coupons | View Coupons settings |
| Association Settings | Coupons | Update | Association | Settings | Coupons | Edit Coupons settings |
| Association Settings | Current Period | View | Association | Settings | Current Period | View Current Period settings |
| Association Settings | Current Period | Update | Association | Settings | Current Period | Edit Current Period settings |
| Association Settings | Financial Overview Report | View | Association | Settings | Financial Overview Report | View Financial Overview Report settings |
| Association Settings | Financial Overview Report | Update | Association | Settings | Financial Overview Report | Edit Financial Overview Report settings |
| Association Settings | Financial Overview Report Variances | View | Association | Settings | Financial Overview Report Variances | View Financial Overview Report Variances settings |
| Association Settings | Financial Overview Report Variances | Update | Association | Settings | Financial Overview Report Variances | Edit Financial Overview Report Variances settings |
| Association Settings | Fund Accounting | View | Association | Settings | Fund Accounting | View Fund Accounting settings |
| Association Settings | Fund Accounting | Update | Association | Settings | Fund Accounting | Edit Fund Accounting settings |
| Association Settings | Interfaces | View | Association | Settings | Interfaces | View Interfaces settings |
| Association Settings | Interfaces | Update | Association | Settings | Interfaces | Edit Interfaces settings |
| Association Settings | Management Center | View | Association | Settings | Management Center | View Management Center settings |
| Association Settings | Management Center | Update | Association | Settings | Management Center | Edit Management Center settings |
| Association Settings | Master/Sub | View | Association | Settings | Master/Sub | View Master/Sub settings |
| Association Settings | Master/Sub | Update | Association | Settings | Master/Sub | Edit Master/Sub settings |
| Association Settings | Master/Sub Actions | View | Association | Settings | Master/Sub Actions | View Master/Sub Actions settings |
| Association Settings | Master/Sub Actions | Update | Association | Settings | Master/Sub Actions | Edit Master/Sub Actions settings |
| Association Settings | Miscellaneous | View | Association | Settings | Miscellaneous | View Miscellaneous settings |
| Association Settings | Miscellaneous | Update | Association | Settings | Miscellaneous | Edit Miscellaneous settings |
| AssociationSettings | Portal | View | Association | Settings | Portal | View Portal settings |
| AssociationSettings | Portal | Add/Update | Association | Settings | Portal | Add or update Portal settings |
| Association Settings | Settings List | View | Association | Settings | View the Association Settings list | |
| Association Settings | Statements | View | Association | Settings | Statements | View Statements settings |
| Association Settings | Statements | Update | Association | Settings | Statements | Edit Statements settings |
| Association Settings | Vantaca Home | View | Association Settings | Settings | Vantaca Home | View Vantaca Home settings |
| Association Settings | Vantaca Home | Add/Update | Association Settings | Settings | Vantaca Home | Edit Vantaca Home settings |
| Association Settings | Vantaca Pay | View | Association Settings | Settings | Vantaca Pay | View Vantaca Pay settings |
| Association Settings | Vantaca Pay | Add/Update | Association Settings | Settings | Vantaca Pay | Edit Vantaca Pay settings |
Banking
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Banking | ACH Payment Search | View | Homeowners | Payment Search | ACH Payment Search | View screen |
| Banking | ACH Payment Search | Add/Update | unused | |||
| Banking | Homeowner Payment Search | View | Homeowners | Payment Search | View screen | |
| Banking | Homeowner Payment Search | Add/Update | Homeowners | Payment Search | Create Bank Return | |
| Banking | Homeowner Payment Search | Back Date | Homeowners | Payment Search | Allows Bank Return Action Items to be backdated before today |
Calendar
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Calendar | Calendar | View | Association | Calendar | View screen | |
| Calendar | Calendar | Add/Update | unused | |||
| Calendar | Calendar | Copy | Association | Calendar | Copy Event | |
| Calendar | Calendar | Delete | unused |
Call Center
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Call Center | Call Center | Add/Update | Action Items | Call Center | New XN from Call Center |
CCR
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| CCR | ACC / CCR Items - Association Overrides | View | Association | ARC Types | View screen | |
| CCR | ACC / CCR Items - Association Overrides | View | Association | CCR Items | View screen | |
| CCR | ACC / CCR Items - Association Overrides | Update | Association | CCR Items | Association CCR | Save changes |
| CCR | ACC / CCR Items - Association Overrides | Update | Association | CCR Items | UnUsed CCR | Use |
| CCR | ACC / CCR Items - Association Overrides | Update | Association | ARC Types | Association ARC Types | Save Changes |
| CCR | ACC / CCR Items - Association Overrides | Update | Association | ARC Types | UnUsed ARC Types | Use |
| CCR | ACC / CCR Items - Association Overrides | Delete | Association | CCR Items | Association CCR | Not Used |
| CCR | ACC / CCR Items - Association Overrides | Delete | Association | CCR Items | UnUsed CCR | Delete |
| CCR | ACC / CCR Items - Association Overrides | Delete | Association | ARC Types | Association ARC Types | Not Used |
| CCR | ACC / CCR Items - Association Overrides | Add | Association | CCR Items | UnUsed CCR | Add CCR item override |
| CCR | ACC / CCR Items - Association Overrides | Default | Association | CCR Items | Association CCR | Set as default for association |
| CCR | ACC / CCR Items - Association Overrides | Edit | Association | CCR Items | UnUsed CCR | Edit |
| CCR | ACC / CCR Items - Master List | View | Settings | CCR Items | View Screen | |
| CCR | ACC / CCR Items - Master List | Add/Update | Settings | CCR Items | New CCR Item; Edit | |
| CCR | ACC / CCR Items - Master List | Add/Update | Settings | ACC Types | New ACC Type; Edit | |
| CCR | ACC / CCR Items - Master List | Add/Update | Association | ARC Types | UnUsed ARC Types | New ACC Type; Edit |
| CCR | ACC / CCR Items - Master List | Delete | Settings | CCR Items | Delete | |
| CCR | ACC / CCR Items - Master List | Delete | Settings | ACC Types | Delete | |
| CCR | ACC / CCR Items - Master List | Delete | Association | ARC Types | UnUsed ARC Types | Delete |
| CCR | ACC / CCR Items - Master List | Default | Settings | CCR Items | March as default | |
| CCR | Detail Description - Association Override | View | Detail descriptions visible with the page | |||
| CCR | Detail Description - Association Override | Update | Association | CCR Items | Association CCR | Edit Detail |
| CCR | Detail Description - Association Override | Add | Association | CCR Items | Association CCR | Add Detail |
| CCR | Detail Description - Association Override | Default | Association | CCR Items | Association CCR | Mark detail as default |
| CCR | Detail Description - Master List | View | Settings | CCR Items | View screen | |
| CCR | Detail Description - Master List | Update | Settings | CCR Items | Edit detail description | |
| CCR | Detail Description - Master List | Delete | Settings | CCR Items | Delete detail description | |
| CCR | Detail Description - Master List | Add | Settings | CCR Items | New detail description | |
| CCR | Detail Description - Master List | Default | Settings | CCR Items | Mark as default | |
| CCR | Inspection | View | unused | |||
| CCR | Inspection | Add/Update | unused | |||
| CCR | Inspection | Delete | unused |
Help
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Help | Internal Support | Submit Tickets | Help | Internal Support | Submit internal support tickets | |
| Help | Vantaca Support | Submit Tickets | Help | Vantaca Support | Submit Vantaca support tickets |
Homeowner
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Homeowner | ACH Draft | View | Homeowners | ACH Draft | View Screen | |
| Homeowner | ACH Draft | Update | Homeowners | ACH Draft | Edit; Delete | |
| Homeowner | Activity Notes | View | Homeowners | Homeowner Profile | Activity Notes | View screen, including tabs Current Property, All Owners, Current Owner |
| Homeowner | Activity Notes | Add/Update | Homeowners | Homeowner Profile | Activity Notes | New Note; Edit |
| Homeowner | Activity Notes | Delete | Homeowners | Homeowner Profile | Activity Notes | Delete |
| Homeowner | Additional Info | View | Homeowners | Homeowner Profile | Additional Info | View screen, |
| Homeowner | Additional Info | Add/Update | Homeowners | Homeowner Profile | Additional Info | Edit |
| Homeowner | Additional Info | Delete | Homeowner Profile | Additional Info | unused | |
| Homeowner | Additional Info | Key Info | Homeowners | Homeowner Profile | Additional Info | Edit key info banner |
| Homeowner | Contact Info | View | Homeowners | Homeowner Profile | Communication > Contact Info | View homeowner's mailing addresses, phone numbers, email addresses, and communication preferences. |
| Homeowner | Contact Info | Add/Update | Homeowners | Homeowner Profile | Communication > Contact Info | Add and edit homeowner contact information. |
| Homeowner | Contact Info | Delete | Homeowners | Homeowner Profile | Communication > Contact Info | Delete homeowner contact information. |
| Homeowner | Credit Card Payments | View | Homeowners | Credit Card Payments | View Screen | |
| Homeowner | Credit Card Payments | Update | Homeowners | Credit Card Payments | Issues | Search and Post |
| Homeowner | Credit Card Payments | Delete | Homeowners | Credit Card Payments | Issues | Delete |
| Homeowner | Custom Data Group/Fields | View | Settings | Custom Info | Homeowner Info Group | View Screen |
| Homeowner | Custom Data Group/Fields | View | Settings | Custom Info | Homeowner Info Fields | View screen |
| Homeowner | Custom Data Group/Fields | Add/Update | Settings | Custom Info | Homeowner Info Group | New Group; Edit |
| Homeowner | Custom Data Group/Fields | Add/Update | Settings | Custom Info | Homeowner Info Fields | New Field; Edit |
| Homeowner | Custom Data Group/Fields | Delete | Settings | Custom Info | Homeowner Info Group | Delete |
| Homeowner | Custom Data Group/Fields | Delete | Settings | Custom Info | Homeowner Info Fields | Delete |
| Homeowner | Homeowner | View | Homeowners | Homeowner List | View screen; Export to Excel; Edit, Select, RevoPay buttons | |
| Homeowner | Homeowner | View | Homeowners | Homeowner Profile | Ledger | View screens |
| Homeowner | Homeowner | View | Homeowners | View tab Homeowners | ||
| Homeowner | Homeowner | Add | Homeowners | Homeowner List | New Property/Lot | |
| Homeowner | Homeowner | Add | Homeowners | Homeowner List | Edit Homeowner | Update |
| Homeowner | Homeowner | Update | Edit Homeowner/Property | Update | ||
| Homeowner | Homeowner | Delete | Homeowners | Homeowner List | Delete | |
| Homeowner | Homeowner | Merge | Homeowners | Homeowner List | Merge | |
| Homeowner | Homeowner | View Full EIN/SSN | Homeowners | Homeowner List | View full EIN/SSN | |
| Homeowner | Homeowner | Update EIN/SSN | Homeowners | Homeowner List | Update EIN/SSN | |
| Homeowner | Homeowner | Add EIN/SSN | Homeowners | Homeowner List | Add EIN/SSN | |
| Homeowner | Homeowner Bankruptcy | View | Homeowners | Homeowner Profile | Ledger > Bankruptcy | unused |
| Homeowner | Homeowner Bankruptcy | Add/Update | Homeowners | Homeowner Profile | Ledger > Bankruptcy | Completed; Void; New Payment; Charge Adjustment |
| Homeowner | Homeowner Bankruptcy | Delete | Homeowners | Homeowner Profile | Communication > Credits | unused |
| Homeowner | Homeowner Credit | View | Homeowners | Homeowner Profile | Communication > Credits | View homeowner credits records |
| Homeowner | Homeowner Credit | Add/Update | Homeowners | Homeowner Profile | Communication > Credits | Add or update homeowner credits record |
| Homeowner | Homeowner Credit | Delete | Homeowners | Homeowner Profile | Ledger > Credits | Delete homeowner credits record |
| Homeowner | Homeowner Ledger | View | Homeowners | Homeowner Profile | Ledger > Credits | View homeowner credits record |
| Homeowner | Homeowner Ledger | Add/Update | Homeowners | Homeowner Profile | Ledger > Summary | New Charge; New Payment; Charge Adjustment; Payment Adjustment |
| Homeowner | Homeowner Ledger | Add/Update | Homeowners | Homeowner Profile | Ledger > Accelerate | Post Acceleration |
| Homeowner | Homeowner Ledger | Edit History | Homeowners | Homeowner Profile | Ledger > Summary | Edit Balance History button active |
| Homeowner | Homeowner Ledger | Edit History | Homeowners | Homeowner Profile | Ledger > Transactions | Edit History button active |
| Homeowner | Homeowner Ledger | Delete | Homeowners | Homeowner Profile | Ledger > Summary | Delete ledger entries |
| Homeowner | Homeowner Ledger | Select Bank Account | Homeowners | Homeowner Profile | Ledger > Summary | Select bank account for deposit |
| Homeowner | Homeowner Ledger | New Deposit | Homeowners | Homeowner Profile | Ledger > Summary | Create new deposit |
| Homeowner | Homeowner Ledger | Deposit Adjustment | Homeowners | Homeowner Profile | Ledger > Summary | Adjust a deposit |
| Homeowner | Homeowner Ledger | Edit Deposit History | Homeowners | Homeowner Profile | Ledger > Summary | Edit deposit history |
| Homeowner | Homeowner Ledger | Vantaca Pay Refund | Homeowners | Homeowner Profile | Ledger > Summary | Process a Vantaca Pay refund |
| Homeowner | Homeowner Ledger Advanced Adjustments | All Charges | Homeowners | Homeowner Profile | Ledger > Summary | Show all transaction types in Charge/Payment Adjustment popups; also shows all transaction types when doing a Bank Return |
| Homeowner | Homeowner Ledger Advanced Adjustments | Credit Charge Adj | Homeowners | Homeowner Profile | Ledger > Summary | Ability to create a credit adjustment on a charge |
| Homeowner | Homeowner Ledger Advanced Adjustments | Refund Via ACH | Homeowners | Homeowner Profile | Ledger > Summary | Process refund via ACH |
| Homeowner | Homeowner Ledger Advanced Adjustments | Refund Recipient | Homeowners | Homeowner Profile | Ledger > Summary | Manage refund recipient |
| Homeowner | Homeowner Ledger Advanced Adjustments | Refund Address | Homeowners | Homeowner Profile | Ledger > Summary | Manage refund address |
| Homeowner | Homeowner Payment Method | View | Homeowners | Homeowner Profile | Payment Method | View screen |
| Homeowner | Homeowner Payment Method | Add/Update | Homeowners | Homeowner Profile | Payment Method | Update |
| Homeowner | Homeowner Rent | View | Homeowners | Homeowner Rent | View rent records | |
| Homeowner | Homeowner Rent | Add/Update | Homeowners | Homeowner Rent | Add or update rent records | |
| Homeowner | Homeowner Rent | Delete | Homeowners | Homeowner Rent | Delete rent records | |
| Homeowner | Homeowner Tags | View | Homeowners | Homeowner Profile | Tags | View screen |
| Homeowner | Homeowner Tags | Add/Update | Homeowner Profile | Tags | unused | |
| Homeowner | Homeowner Tags | Delete | Homeowner Profile | Tags | unused | |
| Homeowner | Logins | View | Homeowners | Homeowner Profile | Communication > Logins | unused |
| Homeowner | Logins | Add/Update | Homeowners | Homeowner Profile | Communication > Logins | New Login; Edit; Reset Password |
| Homeowner | Logins | Delete | Homeowners | Homeowner Profile | Communication > Logins | Delete |
| Homeowner | Tenants | View | Homeowners | Homeowner Profile | Tenants/Leases > Tenants | View screen; edit tenant |
| Homeowner | Tenants | Add/Update | Homeowners | Homeowner Profile | Tenants/Leases > Tenants | Add Tenant |
| Homeowner | Tenants | Delete | Homeowners | Homeowner Profile | Tenants/Leases > Tenants | Delete |
Import
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Import | 1099 Balances | Append | Import | Import | Append import | |
| Import | 1099 Balances | Replace | Import | Import | Replace import | |
| Import | 1099 Balances | Update | Import | Import | Update import | |
| Import | 1098 Shares | Update | Import | Import | Update 1098 share records | |
| Import | account EIN/SSN | Append | Import | Import | Append accout EIN/SSN records | |
| Import | Admin Billing Charges By Amount | Append | Import | Import | Append Admin Billing Charges By Amount import | |
| Import | Admin Billing Charges By Amount | Reverse | Import | Import | Reverse Admin Billing Charges By Amount import | |
| Import | Admin Billing Charges By Qty | Append | Import | Import | Append Admin Billing Charges By Qty import | |
| Import | Admin Billing Charges By Qty | Reverse | Import | Import | Revers Admin Billing Charges By Qty import | |
| Import | Association CCR | Replace | Import | Import | Replace association CCR records | |
| Import | Association CCR | Append | Import | Import | Append association CCR records | |
| Import | Association TaxId | Update | Import | Import | Update association tax ID records | |
| Import | Avid Invoices | Append | Import | Import | Appends Avid invoice records | |
| Import | Bank Account Beginning Balances | Update | Import | Import | Update import | |
| Import | Bank Accounts | Replace | Import | Import | Replace import | |
| Import | Bank Accounts | Update | Import | Import | Update import | |
| Import | Bank Outstanding Items | Append | Import | Import | Append import | |
| Import | Budget | Append | Import | Import | Append import | |
| Import | Budget | Replace | Import | Import | Replace import | |
| Import | Budget (New Association Only) | Append | Import | Import | Append import | |
| Import | Budget (New Association Only) | Replace | Import | Import | Replace import | |
| Import | Charge Balances | Append | Import | Import | Append import | |
| Import | Charge Balances | Replace | Import | Import | Replace import | |
| Import | Charge Balances | Reverse | Import | Import | Reverse Charge Balance import | |
| Import | Charge Balances Without History | Replace | Import | Import | Replace charge balances without history import | |
| Import | Charge Balances Without History | Append | Import | Import | Append charge balances without historyimport | |
| Import | Charge Balances Without History | Reverse | Import | Import | Reverse charge balances without history import | |
| Import | Create Invoices | Append | Import | Import | Append invoice records | |
| Import | GL Entry | Append | Import | Import | Append GL entry records | |
| Import | Global CCR | Replace | Import | Import | Replace global CCR records | |
| Import | Global CCR | Append | Import | Import | Append global CCR records | |
| Import | 1098 Mortgage Balance | Append | Import | Import | Append import for Form 1098 mortgage balance data | |
| Import | Global GL Accounts | Append | Import | Import | Append import | |
| Import | Global GL Accounts | Replace | Import | Import | Replace import | |
| Import | Homeowner Charge Percentage | Append | Import | Import | Append import | |
| Import | Homeowner Charge Percentage | Replace | Import | Import | Replace import | |
| Import | Homeowner Charge Tags | Append | Import | Import | Append import | |
| Import | Homeowner Charge Tags | Replace | Import | Import | Replace import | |
| Import | Homeowner Charge Tags | Reverse | Import | Import | Reverse Homeowner Charge Tags import | |
| Import | Homeowner Credits (Recurring) | Append | Import | Import | Append import | |
| Import | Homeowner Credits (Recurring) | Reverse | Import | Import | Reverse import | |
| Import | Homeowner Offsite Addresses | Append | Import | Import | Append import | |
| Import | Homeowner Payments | Append | Import | Import | Append import | |
| Import | Homeowner Rental Charge | Append | Import | Import | Append import | |
| Import | Homeowner Rental Charge | Reverse | Import | Import | Reverse import | |
| Import | Homeowner Specified Values | Append | Import | Import | Append import | |
| Import | Homeowner Specified Values | Replace | Import | Import | Replace import | |
| Import | Homeowner Tags | Append | Import | Import | Append import | |
| Import | Homeowner Tags | Replace | Import | Import | Replace import | |
| Import | Homeowner Transaction History | Append | Import | Import | Append import | |
| Import | Homeowner Transaction History | Reverse | Import | Import | Reverse import | |
| Import | Lockbox | Append | Import | Import | Append import | |
| Import | Lockbox | Delete/Undelete Lockbox Items | Import | Import | Delete/Undelete Lockbox Items | |
| Import | Mgmt Fee Billing | Append | Import | Import | Append import | |
| Import | Misc Deposit | Append | Import | Import | Append misc deposit records | |
| Import | Multi-Owner Property and Homeowner | Replace | Import | Import | Replace multi-owner property and homeowner records | |
| Import | Multi-Owner Property and Homeowner | Append | Import | Import | Append multi-owner property and homeowner records | |
| Import | Multi-Owner Property and Homeowner | Update | Import | Import | Update multi-owner property and homeowner records | |
| Import | New Associations | Append | Import | Import | Append import | |
| Import | Open Work Orders | Append | Import | Import | Append import | |
| Import | Paid Invoices | Append | Import | Import | Append paid invoice records | |
| Import | PayLease Deposit | Append | Import | Import | Append import | |
| Import | Payment Allocation via Lockbox | Append | Import | Import | Append import | |
| Import | Payment Allocation via Post Deposit | Append | Import | Import | Append import | |
| Import | Post Charges | Append | Import | Import | Append import | |
| Import | Post Charges | Reverse | Import | Import | Reverse import | |
| Import | Post Utilities Charges | Append | Import | Import | Append post utilities charge records | |
| Import | Post Utilities Charges | Reverse | Import | Import | Reverse post utilities charge import | |
| Import | Property and Homeowner | Append | Import | Import | Append import | |
| Import | Property and Homeowner | Replace | Import | Import | Replace import | |
| Import | Property and Homeowner | Update | Import | Import | Update import | |
| Import | Property and Homeowner | Reverse | Import | Import | Reverse import | |
| Import | Vendors | Append | Import | Import | Append import | |
| Import | Vendors | Replace | Import | Import | Replace import | |
| Import | Tenant | Append | Import | Import | Append import | |
| Import | Tenant | Replace | Import | Import | Replace import |
Mailroom
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Mailroom | Check Queue | View | Mailroom | Check Queue | View screen | |
| Mailroom | Check Queue | View | Mailroom | Desktop Utility | View checks in Desktop Utility | |
| Mailroom | Check Queue | View All Users | Mailroom | Check Queue | Jobs | "Users" column; allows downloading of checks not printed by self |
| Mailroom | Check Queue | Mailroom | Check Queue | Queue | Print; select checks for printing | |
| Mailroom | Check Queue | Reprint | Mailroom | Check Queue | Jobs | Download |
| Mailroom | Collections History | View | Mailroom | Collections History | View screen | |
| Mailroom | Collections History | Rollback | Mailroom | Collections History | Rollback Selected Items | |
| Mailroom | Collections Preview | View | Mailroom | Collections Preview | View screen | |
| Mailroom | Collections Preview | Update | Mailroom | Collections Preview | Generate Preview | |
| Mailroom | Communication Setup | View | unused | |||
| Mailroom | Communication Setup | Update | Settings | Letter Templates | Word Template Manager | Allows logging in (and uploading functionality) in the Word Add-In |
| Mailroom | Desktop Utility | Download | Mailroom | Desktop Utility | View link to download utility | |
| Mailroom | Email Accounts | View | Mailroom | Email Accounts | View screen | |
| Mailroom | Email Accounts | Add/Update | Mailroom | Email Accounts | New Email Account; Edit | |
| Mailroom | Email Accounts | Delete | Mailroom | Email Accounts | Delete | |
| Mailroom | Email Accounts | Edit Auto-Responder | Mailroom | Email Accounts | Configure email auto-responder | |
| Mailroom | Email Research | View | Mailroom | Email Research | View screen | |
| Mailroom | Letter Templates | View | Settings | Letter Templates | View screen | |
| Mailroom | Letter Templates | Add/Update | Settings | Letter Templates | New Letter/Type; Word Template Manager; Edit | |
| Mailroom | Letter Templates | Association Override | unused | |||
| Mailroom | Letter Templates | Delete | Settings | Letter Templates | Delete | |
| Mailroom | New Message Template | View | Settings | New Message Template | View message templates | |
| Mailroom | New Message Template | Update | Settings | New Message Template | Update message templates | |
| Mailroom | New Message Template | Delete | Settings | New Message Template | Delete message templates | |
| Mailroom | New Message Template | Add | Settings | New Message Template | Add message templates | |
| Mailroom | Print Queue | View | Mailroom | Print Queue | View screen | |
| Mailroom | Print Queue | View All Users | Mailroom | Print Queue | Jobs | "Users" column; allows viewing/downloading of jobs not printed by self |
| Mailroom | Print Queue | Mailroom | Print Queue | Queue | Print; Send to South Data; Send to Optimal Outsource | |
| Mailroom | Print Queue | Void | unused | |||
| Mailroom | PrintCheck | unused |
Management
Note: The Revenue Manager section only appears when the Revenue Manager feature flag is enabled for your database.
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Management | Financial Report | View | Management | Financial Report | View financial reports | |
| Management | Financial Report | Add/Update Accounting Notes | Management | Financial Report | Add or update accounting notes | |
| Management | Financial Report | Add/Update Manager Notes | Management | Financial Report | Add or update manager notes | |
| Management | Financial Report | Update Reserve GL | Management | Financial Report | Update reserve GL account allocations | |
| Management | Financial Report | Update Variance Items | Management | Financial Report | Update variance items | |
| Management | Financial Report | Select Variance Items | Management | Financial Report | Select variance items | |
| Management | Homeowner Activity | View | Management | Homeowner Activity | View homeowner login and access activity | |
| Management | Management Billing | View | Management | Management Billing | View management billing | |
| Management | Management Billing | Add/Update | Management | Management Billing | Add or update management billing | |
| Management | Revenue Manager | View | Revenue Manager | Revenue Manager | View screen | |
| Management | Revenue Manager | Add/Update | Revenue Manager | Revenue Manager | Edit revenue manager data | |
| Management | Revenue Manager | Advanced Add/Update | Revenue Manager | Revenue Manager | advanced edit capabilities | |
| Management | User Activity | View | Management | User Activity | View system user activity | |
| Management | Vendor Activity | View | Management | Vendor Activity | View vendor and service provider activity |
Portal
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Portal | Bank Account Balances | View | Portal | Board | Bank Account Balances | View bank account balance summaries |
| Portal | Bank Account Balances | View Register | Portal | Bank Account Balances | View detailed bank register | |
| Portal | Board Action Items | View | Portal | Board | Board Action Items | View screen |
| Portal | Board Action Items | Add/Update | Portal | Board | Board Action Items | Approve, Decline, Msg |
| Portal | Board ARC | View | Portal | Board | ARC | View screen |
| Portal | Board ARC | Add/Update | Portal | Board | ARC | Add or update board ARC items |
| Portal | Board Calendar | Add/Update | Portal | Association | Calendar & Events | Allow edits to the calendar |
| Portal | Board Collections | View | Portal | Board | Collections | View screen |
| Portal | Board Collections | Add/Update | Portal | Board | Collections | Add or update board collections |
| Portal | Board Communications | Add | Portal | Board Communications | Allow board members to originate communications | |
| Portal | Board Document Management | Add/Update | Portal | Board | Documents | Allows adding and editing documents |
| Portal | Board Document Management | Delete | Portal | Board | Documents | Delete documents |
| Portal | Board Homeowners | View | Portal | Board | Homeowners | View screen |
| Portal | Board Homeowners | Add/Update | Portal | Board | Homeowners | Add or update homeowners in board portal |
| Portal | Board Inspections | View | Portal | Board | Inspections | View screen |
| Portal | Board Invoices | View | Portal | Board | Invoices | View screen |
| Portal | Board Invoices | Add/Update | Portal | Board | Invoices | Add or update board invoices |
| Portal | Board Invoices | New Invoice Detail | Portal | Board | Invoices | Add new invoice line items |
| Portal | Board Violations | View | Portal | Portal | Violations | View screen |
| Portal | Board Violations | Add/Update | Portal | Portal | Violations | Add or update board violations |
| Portal | Board WorkOrders | View | Portal | Board | Work Orders | View screen |
| Portal | Board WorkOrders | Add/Update | Portal | Board | Work Orders | Add or update board work orders |
| Portal | Domain Certificates | View | Portal | Domain Certificates | View portal domain certificates | |
| Portal | Domain Certificates | Add/Update | Portal | Domain Certificates | View portal domain certificates | |
| Portal | Reports | View | Portal | Board | Reports | View reports in board portal |
| Portal | WebPage Admin | View | Portal | unused | ||
| Portal | WebPage Admin | Add/Update | Portal | unused | ||
| Portal | WebPage Admin | Delete | Portal | unused |
Portfolios
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Portfolios | Company List | View | Settings | Company Info | View Screen | |
| Portfolios | Company List | Add/Update | Settings | Company Info | New Company; Edit | |
| Portfolios | Company List | Check Signature | Settings | Company Info | No longer functions as Check Signatures is a stand alone permission. | |
| Portfolios | Company List | Delete | Settings | Company Info | Delete | |
| Portfolios | Portfolio Types | View | Settings | Portfolio Types | View screen | |
| Portfolios | Portfolio Types | Add/Update | Settings | Portfolio Types | New Portfolio Type; Edit | |
| Portfolios | Portfolio Types | Delete | Settings | Portfolio Types | Delete | |
| Portfolios | Portfolios | View | Settings | Portfolios | View screen | |
| Portfolios | Portfolios | Add/Update | unused | |||
| Portfolios | Portfolios | Delete | unused |
Reports
Note: Custom Reports is being deprecated.
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Reports | Custom Reports | View | Reports | Custom Reports | View custom reports | |
| Reports | Custom Reports | Add/Update | Reports | Custom Reports | Add or update custom reports | |
| Reports | Custom Reports | Delete | Reports | Custom Reports | Delete custom reports | |
| Reports | Reports | Add/Update | Reports | Reports | Allows user to add/update report categories and report configurations | |
| Reports | Reports | Delete | Reports | Reports | Allows user to delete report categories and reports | |
| Reports | Reports | View | Reports | Reports | View the Reports menu |
Scout AI
Note: The Scout AI section only appears when the Scout AI feature flag is enabled for your database.
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Scout AI | Scout Access | View | Scout AI | Scout Access | View/use Scout AI |
Settings
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Settings | ACC Types | View | Settings | ACC Types | View screen | |
| Settings | ACC Types | Add/Update | Settings | unused | ||
| Settings | ACC Types | Delete | Settings | unused | ||
| Settings | Amenity Category | View | Settings | Amenity Category | Allows user to view amenity categories | |
| Settings | Amenity Category | Add/Update | Settings | Amenity Category | Allows user to add/update amenity categories | |
| Settings | Amenity Category | Delete | Settings | Amenity Category | Allows user to delete amenity categories | |
| Settings | Bank List | View | Settings | Banks | View screen | |
| Settings | Bank List | Add/Update | Settings | Banks | New Bank; Edit | |
| Settings | Bank List | Delete | Settings | Banks | Delete | |
| Settings | CheckSignatures | View | Settings | Check Signatures | View attachments (signatures) | |
| Settings | CheckSignatures | Add/Update | Settings | Check Signatures | New Signature; Edit | |
| Settings | CheckSignatures | Delete | Settings | Check Signatures | Delete | |
| Settings | Export | View | System | Export | View screen | |
| Settings | Export | Add/Update | System | Export | New Export | |
| Settings | Export | Delete | System | Unused | ||
| Settings | FAQs | View | Settings | FAQ Setup | View screen | |
| Settings | FAQs | Add/Update | Settings | FAQ Setup | New FAQ; Edit (including Association overrides) | |
| Settings | FAQs | Delete | Settings | FAQ Setup | Delete (including Association overrides) | |
| Settings | Import | View | Settings | Import | View screen | |
| Settings | Import | Add/Update | unused | |||
| Settings | Import | Delete | unused | |||
| Settings | Interfaces | View | Settings | Interfaces | View screen | |
| Settings | Interfaces | Add/Update | Settings | Interfaces | Edit; Use Default | |
| Settings | Interfaces | Delete | Settings | Interfaces | unused | |
| Settings | Logo Management | View | Settings | Logo Management | Allows user to view company logos | |
| Settings | Logo Management | Add/Update | Settings | Logo Management | Allows user to add/update company logos | |
| Settings | Logo Management | Delete | Settings | Logo Management | Allows user to delete company logos | |
| Settings | Portal Pages | View | Settings | Portal Pages | View screen | |
| Settings | Portal Pages | View Images | Settings | Portal Pages | Images | View Portal Page Images |
| Settings | Portal Pages | View Style Sheet | Settings | Portal Pages | Style Sheet | View Portal Page Style Sheet |
| Settings | Portal Pages | Add/Update | Settings | Portal Pages | Add new and edit existing global Portal pages | |
| Settings | Portal Pages | Add/Update Images | Settings | Portal Pages | Images | Add/Update Portal Page Images |
| Settings | Portal Pages | Add/Update Style Sheet | Settings | Portal Pages | Style Sheet | Add/Update Portal Page Style Sheet |
| Settings | Portal Pages | Delete | Settings | Portal Pages | Delete global Portal pages | |
| Settings | Portal Pages | Disable | Settings | Portal Pages | Disable global Portal pages | |
| Settings | Portal Pages | Enable | Settings | Portal Pages | Enable global Portal pages | |
| Settings | System Settings | View | System | System Settings | View screen | |
| Settings | System Settings | Update | System | System Settings | Update; Cancel | |
| Settings | System Settings | Security | System | System Settings | Allows user to manage security-related system settings (separate from Update permission) | |
| Settings | Transfer Approval | View | System | Transfer Approval | View screen | |
| Settings | Transfer Approval | Add/Update | System | Transfer Approval | Approve Selected |
Support
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Support | Portal Login Mimic | Debug | Homeowners | Logins | Mimic | |
| Support | Staff User Debug | Debug | unused |
System
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| System | Activity Notes | View | System | Activity Notes | Allows user to view system and user-generated activity notes | |
| System | Activity Notes | Add/Update | System | Activity Notes | Allows user to add and update activity notes | |
| System | Activity Notes | Delete | System | Activity Notes | Allows user to delete activity notes | |
| System | Conversion | View | System | Conversion | Allows user to view conversion files and folders | |
| System | Conversion | Add/Update | System | Conversion | Allows user to add/update conversion files and folders | |
| System | Conversion | Delete | System | Conversion | Allows user to delete conversion files and folders | |
| System | Conversion | Run | System | Conversion | Allows user to run/execute conversion jobs | |
| System | Export | View | System | Export | Allows user to view the Export screen and their own export jobs | |
| System | Export | Add/Update | System | Export | Allows user to create and schedule new export jobs | |
| System | Export | Delete | System | Export | Allows user to delete export jobs | |
| System | Homeowner Merge Log | View | System | Homeowner Merge Log | Allows user to view the homeowner merge log | |
| System | Homeowner Merge Log | Unmerge | System | Homeowner Merge Log | Allows user to reverse a homeowner merge | |
| System | Jobs | View | System | Jobs | Allows user to view their own jobs | |
| System | Jobs | Add/Update | System | Jobs | Allows user to create and manage jobs | |
| System | Jobs | View All Users | System | Jobs | Allows user to view jobs created by all users, not just their own | |
| System | Jobs | Download | System | Jobs | Allows user to download job output files from other users | |
| System | Process Schedule | View | System | Process Schedule | Allows user to view process schedules | |
| System | Process Schedule | Add/Update | System | Process Schedule | Allows user to add/update process schedules | |
| System | Subledgers | View | System | Subledgers | Allows user to view subledger configurations | |
| System | Subledgers | Add/Update | System | Subledgers | Allows user to add/update subledgers | |
| System | Subledgers | Delete | System | Subledgers | Allows user to delete subledgers | |
| System | System Files | View | System | System Files | Images | Allows user to view system-level files and folders |
| System | System Files | Add/Update | System | System Files | Images | Allows user to add/update system-level files and folders |
| System | System Files | Delete | System | System Files | Images | Allows user to delete system-level files and folders |
Templates
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Templates | Letter Type | View | unused | |||
| Templates | Letter Type | Add/Update | unused | |||
| Templates | Letter Type | Delete | unused |
Users
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
| Users | Role Types | View | Settings | Roles | View screen | |
| Users | Role Types | Add/Update | Settings | Roles | New Role; Edit | |
| Users | Role Types | Delete | Settings | Roles | Delete | |
| Users | Roles | View | Settings | Responsibilities | View screen | |
| Users | Roles | Add/Update | Settings | Responsibilities | New Responsibility; Edit; Add/Edit Portfolio connection; Save changes on Associations list | |
| Users | Roles | Add/Update | Settings | Portfolios | New Portfolio; Edit; Copy; Save changes on Associations/Responsibilities list | |
| Users | Roles | Delete | Settings | Responsibilities | Delete; Delete Portfolio connection | |
| Users | Roles | Delete | Settings | Portfolios | Delete | |
| Users | User Roles | View | unused | |||
| Users | User Roles | Add/Update | Settings | Users | Responsibilities | Assign New Responsibility; Edit |
| Users | User Roles | Add/Update | Settings | Responsibilities | Users | Assign New User; Edit |
| Users | User Roles | Delete | Settings | Users | Responsibilities | Delete |
| Users | User Roles | Delete | Settings | Responsibilities | Users | Delete |
| Users | Users | View | Settings | Users | View screen | |
| Users | Users | Add/Update | Settings | Users | New User; Edit | |
| Users | Users | Delete | Settings | Users | Delete |
Vantaca Admin
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Vantaca Admin | AP Ledger Audit | View | unused | |||
| Vantaca Admin | AP Ledger Audit | Delete | Vendor | Invoices | Audit | Delete/undelete entries within the Audit tab |
| Vantaca Admin | AP Ledger Audit | Update | Vendor | Invoices | Audit | Edit entries within the Audit tab when drilling down into an invoice |
| Vantaca Admin | Homeowner Ledger Audit | View | Homeowners | Ledger | Audit | View "Audit" tab |
| Vantaca Admin | Homeowner Ledger Audit | Delete | Homeowners | Ledger | Audit | Delete; Undelete |
| Vantaca Admin | Homeowner Ledger Audit | Update | Homeowners | Ledger | Audit | Edit |
Vantaca IQ
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Vantaca IQ | Association Dashboard | View | Vantaca IQ | View screen | ||
| Vantaca IQ | Business Dashboard | View | Vantaca IQ | View screen | ||
| Vantaca IQ | Employee Dashboard | View | Vantaca IQ | View screen | ||
| Vantaca IQ | Vantaca IQ | View | Vantaca IQ | View screen | ||
| Vantaca IQ | Vantaca IQ Admin | View | Vantaca IQ | View screen | ||
| Vantaca IQ | Company Command Center | View | Vantaca IQ | Company Insights | View screen | |
| Vantaca IQ | Benchmarks Command Center | View | Vantaca IQ | Industry Benchmarks | View screen | |
| Vantaca IQ | Action Items Command Center | View | Vantaca IQ | Action Items Insights | View screen | |
| Vantaca IQ | Collections Command Center | View | Vantaca IQ | Collections Insights | View screen | |
| Vantaca IQ | Payments Command Center | View | Vantaca IQ | Payments Dashboard | View screen | |
| Vantaca IQ | Financial Delivery Command Center | View | Vantaca IQ | Financial Delivery Insights | View screen | |
| Vantaca IQ | Invoice Command Center | View | Vantaca IQ | Invoices Insights | View screen |
Vendors
| Section | Sub-section | Permission | Tab | Screen | Sub-screen | Functionality |
|---|---|---|---|---|---|---|
| Vendor | 1099 | View | Vendor | 1099 Balances | View screen | |
| Vendor | 1099 | Generate | Vendor | 1099 Balances | Close and Create Export/Report | |
| Vendor | 1099 | Reopen | Vendor | 1099 Balances | Reopen closed 1099 | |
| Vendor | 1099 | Update | Vendor | 1099 Balances | Edit/Exclude/Include records | |
| Vendor | Approve Invoices | Approve | Accounting | Approve Invoices | View screen | |
| Vendor | Credit Memo | View | Vendor | Credit Memo | View screen | |
| Vendor | Credit Memo | Add/Update | Vendor | Credit Memo | New Credit Memo; Edit | |
| Vendor | Credit Memo | Add/Update | Accounting | Pay Invoices | Credit Memos | Apply Credit Memo to Invoice |
| Vendor | Credit Memo | Delete | Vendor | Credit Memo | Delete | |
| Vendor | Insurance | View | Vendor | Insurance | View screen | |
| Vendor | Insurance | Add/Update | Vendor | Insurance | New Insurance; Edit | |
| Vendor | Insurance | Delete | Vendor | Insurance | Delete | |
| Vendor | Invoices | View | Vendor | Invoices | View screen | |
| Vendor | Invoices | Add/Update | Association | Services | Edit Contract | Add and edit GL Details |
| Vendor | Invoices | Add/Update | Vendor | Invoices | Edit; Reclass; see Detail History; New Invoice Detail; Edit Detail History | |
| Vendor | Invoices | Add/Update | Vendor | Invoices | Reclass | Create reclass; New GL |
| Vendor | Invoices | Add/Update | Accounting | Approve Invoices | Approve Selected Invoices | |
| Vendor | Invoices | Add/Update | Accounting | Pay Invoices | Step invoices | |
| Vendor | Invoices | BackDate on Reclass | Vendor | Invoices | Reclass | unused |
| Vendor | Invoices | Delete | Association | Services | Edit Contract | Delete GL Details |
| Vendor | Invoices | Delete | Vendor | Invoices | Delete; Delete Detail History | |
| Vendor | Invoices | Delete | Vendor | Invoices | Reclass | Delete reclass |
| Vendor | Invoices | Update System-maintained GL | Vendor | Invoices | Reclass | Use a Prepaid/AR GL account |
| Vendor | Pay Invoices | View | Accounting | Pay Invoices | View screen | |
| Vendor | Pay Invoices | Pay | Accounting | Pay Invoices | Pay Selected Invoices | |
| Vendor | Vendor Contact | View | Vendor | Vendor Contacts | View screen | |
| Vendor | Vendor Contact | Add/Update | Vendor | Vendor Contacts | New Contact; Edit | |
| Vendor | Vendor Contact | Delete | Vendor | Vendor Contacts | Delete | |
| Vendor | Vendor Payment Method | View | Vendor | Payment Method | View screen 11/28/2021: There is currently a known issue with this permission. Any Role with View Access to the Payment Method screen will also have access to Update and Edit payment methods. | |
| Vendor | Vendor Payment Method | Update | Vendor | Payment Method | New Association Method; Edit | |
| Vendor | Vendor Payment Method | Delete | Vendor | Payment Method | Delete | |
| Vendor | Vendor Alias | View | Vendor | Vendor Alias | View screen | |
| Vendor | Vendor Alias | Add/Update | Vendor | Vendor Alias | New Alias; Edit | |
| Vendor | Vendor Alias | Delete | Vendor | Vendor Alias | Delete | |
| Vendor | Vendor Documents | View | Vendor | Documents | View screen | |
| Vendor | Vendor Documents | Add/Update | unused | |||
| Vendor | Vendor Documents | Delete | unused | |||
| Vendor | Vendor Documents | Edit Folders | Vendor | Documents | New Folder; Edit Folder; Delete Folder | |
| Vendor | Vendor Payment Method | View | unused | |||
| Vendor | Vendor Payment Method | Add/Update | unused | |||
| Vendor | Vendor | View | Vendor | View tab | ||
| Vendor | Vendor | View | Vendor | Vendor List | View screen | |
| Vendor | Vendor | Add/Update | Vendor | Vendor List | New Vendor; Edit | |
| Vendor | Vendor | Add/Update | Vendor Select Popup | New Vendor; Edit | ||
| Vendor | Vendor | Add/Update | Vendor | Action Items | New Action Item | |
| Vendor | Vendor | Delete | Vendor | Vendor List | Delete | |
| Vendor | Vendor | Delete | Vendor Select Popup | Delete | ||
| Vendor | Vendor | Merge | Vendor | Vendor List | Merge | |
| Vendor | Service Type | View | Vendor | Service Types | View screen | |
| Vendor | Service Type | Add/Update | unused | |||
| Vendor | Service Type | Delete | unused | |||
| Vendor | Board Approval Override on Invoices | Override | Accounting | Approve Invoices | Allows user to override board approval requirement on invoices |
FAQ
Q: Can Vantaca Support mass update role securities for me?
A: No. Vantaca Support cannot make mass updates to role securities in your database. You will need to update role securities manually.
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