The Homeowner List page allows management companies to add individual properties and homeowners to associations when bulk imports are not suitable. Use this process for new construction properties, empty lots, or when adding single homeowners that do not yet exist in the system. 

Important: For properties with previous owners, use the ownership transfer process outlined in the "How to Process an Ownership Transfer" article.

Contents

• Adding a New Homeowner
• Owner Information

Adding a New Homeowner

To add a new homeowner to the community:

1. Navigate to Homeowners > Homeowner List. For more information about this page, see the "Homeowner List Page Overview" article.
2. Make sure the correct association is selected at the top of the page or click the association name to select another.
3. Click New Property/Lot. 
   The New Homeowner screen opens.
   
   
    
4. Provide the following information using the available data:
   • Account: The system automatically populates this field after property creation. This field can be updated later for new construction properties.
   • Old Account # & Old Account 2 #: Use these fields if you need to obtain data from an old system. For instance, you could use Old Account when doing a Beginning Balance Import. Some systems use the same account number for a property, and assign previous owners with a "sub" account. For that reason we provide Old Account #1 and #2.
   • Previous Owner: If the owner you are adding is a Previous Owner, enter the final date of their ownership. This is the closing date after which they no longer owned the property. 
   • Settled Date: The closing date for current owners (when they took ownership). 
   • CO Date: The Certificate of Occupancy date. This can later be updated in the case of a new build.
   • Property Address (Required): This section provides input areas for street number, Address 1, Address 2, City, State, and Zipcode. This address must be unique within the association database. Verify all address information before saving, as this affects mail delivery and document generation.
     Important: You must have at least an Address combined with a Street Number or Lot Number for the system to create the property. For example:
     
     
      
   • Lot/Block/Phase: Community-specific designations that vary by development.
   • Village: Community-specific designations used in some developments.
   • Parcel ID: Municipal property identification number when available.
   • Legal Description: Official property description as it appears on legal documents. Depending on state and municipality requirements, this may be similar to Lot/Block/Phase information but provides a familiar format for some clients.
   • Deed Name: Name that appears on property deed documents. This field has its own Communication Merge Tag. When the merge tag is used without a deed name, the system defaults to the normal name hierarchy (Business name, then Homeowner name). 
   • 1098 Shares: Displays only if the Election Buddy interface is enabled. Enter the number of shares used for HOA voting. This field supports up to four decimal places (00.0000) and displays as a column in the Homeowner List.
   • Owner Name: Add owner information or designate as empty lot. See the following Owner Information section. 
   • Is Empty Lot: Select to designate the property as an empty lot (the Owner Name becomes optional and the field disappears when selected).
   • EIN or SSN#: Optional field for identification purposes.
5. Click Update to save the new homeowner record.

Owner Information

Each property must either have an assigned homeowner or be designated as an empty lot.

To assign an owner:

1. Click Select next to Owner Name.
   The Homeowner Search screen opens:
   
   
    
2. Choose from the following options:
   • Existing Owner: Search for and select an existing homeowner.
   • New Owner: Click New Homeowner to open the Edit screen.
     
     
      
3. Enter the available homeowner information.
   Note: The Homeowner field has a 100-character limit. Names exceeding this limit will cause errors during document generation.
4. Click Update to save the owner information.
   The new homeowner will be added to the system and display at the top of the Search screen.
5. Click Select next to the new homeowner name to add it to the new property.

Troubleshooting

Q: I have a property with a decimal street number (like 123.5 Main Street), but Vantaca says it's not valid. How do I enter this?

A: Vantaca does not accept decimal values in the Street Number field. To enter a decimal street number:

1. Leave the Street Number field blank
2. Enter the decimal street number and street name in the Address 1 field (e.g., "123.5 Main Street")
3. Complete the remaining address fields (city, state, zip code) as normal
    

Q: I have an account marked as an empty lot that I need to change the owner on, but the "Is Empty Lot" checkbox won't let me uncheck it. How do I add an owner to this account?

A: Once an account is marked as an empty lot, you cannot directly add an owner by editing the account. Instead, you'll need to complete an ownership transfer by opening an Ownership Transfer action item on the empty lot account. For step-by-step instructions, see our article How to Process an Ownership Transfer.