The Homeowner Portal
In this article, we'll provide an overview of all pages for the new Homeowners Portal.
The Homeowner Portal has several pages to help your Homeowner Navigate their Account and keep them informed and engaged with their communities.
Dashboard/Homeowner Home Page
The Homeowner Dashboard will always be the first page displayed when logging in or Mimicking a homeowner. The Dashboard page gives an overview of the homeowner’s account information, balance, any upcoming scheduled payments if applicable, as well as their “Open Issues.” From the Dashboard you can easily navigate to the other Portal Pages.
My Contact Info
On the My Contact Info page, homeowners can update any of the below information, including mailing address, email, and phone number. They can also control what contact information is available on the directory, as well as their communication preferences. Once these changes are made in the portal, Vantaca will automatically update with the new information. Any changes are also recorded on the Homeowner's Activity Notes for future reference. Navigating the Homeowner Activity Notes Page
By selecting the My Login tab at the top of this page, owners can also update their login information.
On the Billing page, owners can see the current state of their Account(s) balance, as well as making payments on each of those accounts in one convenient location. In addition, portal users can see their account history, along with any charges, adjustments, or payments. They can even download copies of their statements or Transaction Histories by clicking Download Report.
Owners can make payments using any of the below methods, as determined by your Management Company.
Homeowners can set up auto draft for their monthly assessments from a checking or savings account. The monthly assessments will be auto-drafted on the same day each month. The auto-draft date and amount are determined by the management company in your Association > Settings page. If the homeowner wants more flexibility, they can choose the payment date and amount for an automatic, recurring payment by using the Recurring eCheck Payment option below.
The homeowner will be required to have a $0 balance before enrolling in Auto Draft. If they have a balance due, the Enroll button is replaced with a One Time Payment option. They can submit a one-time eCheck payment for the full balance, then enroll.
eChecks are a free payment option for homeowners. They will just need to enter in the checking or savings account number, routing number, and payment amount before submitting the payment. The payment amount will default to the balance due but can be edited by clicking and editing the Payment Amount field.
By using this payment option, owners can choose the date which they would like to automatically pay their assessments each month.
Note: If any changes are made by the association to the monthly assessment amounts, such as with a new annual budget, homeowners will have to manually edit the amount they wish to pay.
To enroll, the homeowner will click on New Recurring Payment to navigate to the following page where they can enter all of the required information and click Schedule Payment:
Credit Card Payments
Homeowners can make payment by a credit or debit card. Clicking Make a Payment will link homeowners to the third party payment processing site of your choice. Most 3rd party payment processors do charge a fee for this option.
On the My Items page, homeowners can not only see outstanding or recently closed items for their account, but they can also submit new requests that will create an Action Item in your system.
The Discussions tab shows both Open and Recently Closed action items for your Homeowner's Account(s) They can see the Status or Step of Action Items, open them to see any messages or steps meant for them, and even reply directly to your team with any questions or comments they may have.
Submit a Request
By clicking Submit a Request, your Homeowners can submit various types of requests to your Management Team. The types of requests located here are determined by your configuration. Both Work Order and Homeowner Request Category Action items will appear here. Any Action Item created through this page will begin in the first numerical step, send to the appropriate person, and be attached to the Homeowner's Vantaca account.
Homeowners can also use the special ARC Request option to enter relevant ARC information. Any documents contained in the Association > Documents page under Documents > Forms > ARC will be listed on this page as well. This allows homeowners easy access to ARC Forms and Guidelines they'll need to submit their paperwork, and helps to cut down on your requests for more information.
Homeowner's can use the Reservation Request tab to make an Amenity Reservation, if you have the Amenity Calendar option enabled. This will automatically create an Action Item for the amenity request.
Calendar & Events
The Community Calendar in the homeowner portal can show different events and important dates within the community. For details on adding Calendar Events to your Association, visit FAQ: Calendar Quick Tips .
The Amenity Calendars tab allows your Homeowners to view their Amenity Reservations, whether they've been approved or not. The New Reservation Request link will redirect Homeowners to My Items > Submit a Request page.
Homeowners have access to their community’s directory. Here they can see contact info for their boards, committee members, and fellow homeowners. Each homeowner can choose their Directory Preferences on the My Contact Info page. By default, both Email and Phone number are hidden from the Homeowner Directory.
Here, homeowners have access to the documents that are set up in Vantaca by going to Association > Documents. Only folders with Folder Security set to Everyone or Homeowners will be visible to homeowners. For more information on the Association > Documents page, visit Navigating the Association Document Library.
Clicking on a Folder will open that folder for view. Each Folder will show the number of items inside. Clicking a File name will open the file. "Breadcrumbs" are visible at the top of the page to allow homeowners to easily go backwards in the file pathing for easy navigation.