New Owner Set Up Action Type

Summary: This article is to assist with setting up the new owner with portal logins, welcome letter, notifying board members through the Action Item process. 

The Ownership Transfer action item in Vantaca creates the New Owner Set Up action item on the new homeowner's account. The New Owner Set Up action item is often found on the Closing Coordinator's My Action Item page,  or on the new homeowner's action items page. 

The first step of the New Owner Set Up is Confirm the Mailing Address. This is a reminder to create the Homeowner Login information if an email has been provided for them. 

After the Closing Coordinator confirms the address, step the action item to Send Welcome Letter & Portal Key. This step will send the new homeowner a welcome letter, and instructions to create their portal account. To learn more about the Portal Key, visit the Portal Registration article. To confirm what will be sent to the homeowner at this step, navigate to the New Owner Set Up action type on the Settings > Action Types/Steps screen. Click the Hamburger Menu, then Letters and/or Emails to see what will be sent at this step.

Visit the Letter Templates 101 and How to Edit an Action Item Email Template articles for more information on templates.

From the Send Welcome Letter & Portal Key step, Vantaca will automatically advance to the Hold Collections & Fees step. The action item is set up to stay in this step for 30 days and prevent the homeowner from getting any fee type charges put on their account or put into the collections process. After the 30 days pass, the action item will automatically advance to the closing step of Complete. Depending on the grace period set up in the Association > Settings screen for the applicable association, the hold fees and hold collections may automatically be removed when the action item closes. Visit the Association Settings for more information about association settings.