Processing a Work Order

Contents

• Receiving a Work Order

• Enter a Work Order

• Review Request

• Send to  Provider

• Provider Assigned

• Pending Work Completion

• Follow Up and Complete

Receiving a Work Order

Work orders enter Vantaca in one of two ways:

• Portal submission: The homeowner logs in to the Vantaca Home portal and submits a work order. The action item automatically steps to Review Request.
• Manual entry: The homeowner contacts the office by phone, email, or in person. A staff member enters the work order manually.

Enter a Work Order

To manually enter a work order submitted outside the portal:

1. Navigate to Homeowners > Homeowner Profile.
2. If you need to select a different homeowner, click the homeowner name to open the search and select a different one.
3. Click New Action Item.
   The Action Item screen displays.
   
   
    
4. Provide the following information:
   • Action Type: Select Work Order.
   • Current Step: Ensure this is set to Request Received.
   • Attachments: If needed, add any supporting attachments (images, email messages, etc.).
   • Enter all other relevant work order details.
5. Click Update.

Review Request

At the Review Request step, the manager or the staff member responsible for reviewing work orders confirms that all information is entered correctly and determines whether the association is responsible for the repair.

Note: If the association is not responsible for the repair, step the work order to Not Association Responsibility. Vantaca will send a notification to the homeowner informing them that the repair is their responsibility.

Send to Provider

If the association is responsible and a vendor is needed, step the work order to one of the following:

• Send to Provider
• Send to Provider for Estimate

To assign a vendor:

1. Select the type of work from the Service dropdown.
2. Select the appropriate company from the Vendor dropdown.

Note: You can only select one vendor. To include additional recipients, enter their email addresses in the Other Email field.

Provider Assigned

After assignment, Vantaca automatically performs the following:

• Steps the work order to Provider Assigned.
• Sends the work order details to the vendor by email.
• Sends a notification to the homeowner confirming that the work order has been assigned.

Pending Work Completion

The work order remains at this Pending Work Completion step until the follow-up date is reached. Vantaca recommends setting a follow-up date and/or due date to ensure the work order is completed in a timely manner.

To set follow-up and due dates:

1. Navigate to Homeowners > Homeowner Profile and click the Action Items tab.
2. Next to the new work order, click the Hamburger menu and select Edit.
   The Action Item screen opens.
3. In the Dates and Assignement section, nter the Follow Up Date and/or Due Date.
4. Click Update.

Follow Up and Complete

When the follow-up date is reached, the work order steps to Follow Up and is routed to the manager or the staff member responsible for reviewing work orders. After confirming that the work is complete, step the work order to Complete.

Additional interim steps are available if needed before marking the work order complete:

• Board Review
• Manager Review
• On Hold

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