Within any organization, you may need to make employee changes, such as adding or deleting users and assigning them the appropriate responsibilities. Because roles and portfolio types are already configured, staffing changes are easy with Vantaca. 

Contents

• Add New User
• Give the User a Responsibility
• Edit or Create the Portfolio
• Edit or Create the Responsibility
• Delete Users

Add New User

If the new user will replace an old user, delete the old user and create a new one.

Important: Do not edit the old user to change it to your new user as it changes the author for previous action items to the new user and you will lose the historic data. Deleting a user does not affect historical action items.

Before you delete the existing user, it is best practice to add End Dates to their Responsibilities. This ensures that the user is not included in any future or current displays or action items, but still maintains historical data. 

To create a new user:

1. Navigate to Settings > Users and click New User.
2. In the Edit screen, enter the following information:
   
   
   
   
   • First Name: The first name of the user. 
   • Last Name: The last name of the user.
     Note: This information will be how the user displays in the system (e.g. John Smith) and on any action taken by them, such as action item notes, messages, etc.
   • Login: The login credential users need to know to access Vantaca. We recommend following the same naming conventions as your company email addresses so it's easy to remember (e.g. Jsmith).
   • New Password: Create a password for your user. You will need to provide them with this information so they can use it to log in to Vantaca.
   • Confirm New Password: Enter the same password to confirm.
   • eMail: The user's email address for notifications from Vantaca.
   • Cell Number: The user's cellphone number for text notifications from Vantaca. 
   • Require 2 Factor Authentication: Select if the your company requires the user to perform 2 Factor authentication.
3. Click Update to save your user.

Give the User a Responsibility

For users to log in and perform work in Vantaca, they must have at least one responsibility. The responsibility ties the user to their roles and portfolios and allows actions items and messages to flow appropriately. The method used to add a responsibility depends on the type of responsibility they have:

• Shared Responsibilities (Customer Support, AP, etc.)
• Unique Responsibilities (Manager, Portfolio-based Accountant, etc.)

Shared Responsibilities

To assign a shared responsibility:

1. If your user has a responsibility that exactly matches other employees in your organization, such as Customer Support or an AP processor with the All portfolio, click the caret (1) next to your new user, and then click Assign New Responsibility (2).
   
   
   
   
2. Select the shared responsibility (3).
3.  Enter a start date (4) (end date is not recommended).
4. Click Update (5).    

Unique Responsibilities

If the user has a responsibility that is not exactly like another employee, such as anyone that is portfolio-based, you need to create both their portfolio and their responsibility.

Note: If your new employee is replacing a previous employee with the exact portfolio/responsibility, you can edit the portfolio and responsibility rather than creating a new one.

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Edit or Create the Portfolio

1. Navigate to Settings > Portfolios.
2. Edit the old user portfolio by clicking Edit, change the Portfolio Name, and then click Update.
   OR
   Create a new portfolio by following the rest of this procedure.
3. Click New Portfolio.
   The New Portfolio screen opens.
4. Provide the following information:
   
   
   
   
   • Portfolio Name: It is best practice to name the portfolio something that will be easy to distinguish later, including the job function (e.g. Manager - Bob or Regional Manager - Bob are more descriptive than two portfolios named Bob).
   • Portfolio Type: Select the type.
5. Click Update.
6. To add associations to the portfolio, click the caret next to the portfolio and select the appropriate associations.
   
   
   
   
7. Click Save Changes.

Edit or Create the Responsibility

If your new employee is replacing a previous employee with the exact portfolio/responsibility, you can edit the portfolio and responsibility rather than creating a new one. For more information about Responsibilities, see the "Understanding Roles, Responsibilities and Portfolios" article. 

1. Navigate to Settings > Responsibilities.
2. Edit the old user responsibility by clicking Edit, change the Responsibility name, and then click Update.
   OR
   Create a new responsibility by following the rest of this procedure.
3. Click New Responsibility.
   A new row is added to the Responsibilities table.
4. Provide the following information:
   • Responsibility Name: Enter the name of the responsibility. Remember to make it easy to distinguish, such as including the job function. See the Portfolio Name in the previous procedure for an example.
   • Role: Select a role for the responsibility. This assigns action items to them and determines the pages and buttons to which they have access.
5. Click Update.
6. Click the caret next to your new Responsibility.
7. Click the tab to assign:
   
   
   
   
   • Users: Click Assign New User, select the new user you created at the beginning of this article, and click Update.
   • Portfolios: Click Add Portfolio, select the portfolio you edited/created in the previous procedure, and click Update. 
   • Associations: Select the associations to add to the responsibility. This tab is used mainly in the following scenarios where you can save time instead of creating a portfolio for someone who only needs access to a single, or a few, associations:
     • If your user needs access to a specific association that falls outside their normal portfolio. For example, if a new manager wants access to Presidential Valley while they are training.
     • If your user only works in one or two associations. For example, a concierge or on-site Lifestyle Coordinator.
8. Click Save changes.

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Delete Users

1. Navigate to Settings > Users.
2. Click Delete next to the user that you want to remove. 
   Note: If you do not have the Delete button, you may need to adjust your Role Securities.