This article provides an overview of the Owners Portal for a Board Member. For demonstration purposes, assume you are a board member within the Presidential Valley Association. Note: as a Board member, you will have access to specific pages when you log into the Owners Portal provided to you by your management company. Contact your management company for more information about your access to the different Board Portal sections.
- Identify which Portal sections are available to every homeowner with a log in, and which are available only to Board members
- Describe the capabilities of the Owner sections of the Portal
- Navigate the Board member specific section of the Portal to manage the Association
Begin by logging into the Owners Portal. Once you log in, you'll notice at the bottom left you have a Board Actions section. These are the specific pages that you as Board member will have access to.
Reviewing the Dashboard, you'll notice at the top right it will show your name (so you know you're logged in correctly). In the center of the dashboard your current Account Information is displayed by default, showing any Upcoming Assessments and any Open Issues you may have. As a Board Member, you also have a special section "My Board Tasks" which will display your number of open To-Do items.
On the left, there is a panel containing various items. Within the top section, you can do such things as: view your account, make a payment, change or update your contact information, select whether or not your information is viewable in the community directory, change your password and submit various types of requests, view the Association Calendar and see upcoming events, view Owners (who have selected to have their information in the community directory), and view and download Association documents or forms. These options are the same options that a normal owner in your community would have.
The Board Actions section, which only Association Board members will have access to, displays various pages that can be used to mange their association.
By clicking the Board Action Items page, you will see any Action Item or Association Task that is currently assigned to your role. Based on the type of Action Item, a Board member may be able to Approve or Aecline these tasks from the green menu box on the far right. The Action Item can always be viewed in more detail by clicking the eyeball icon to view Action Item Details..
Clicking the Eyeball will open the Action Item Details, allowing you to see the historical events of this Action Item. You can send a new message to your management company here by clicking the "Type a Message" box next to the Envelope. If you have the option to Approve or Decline these items, those options will appear here as well.
The Collections, Violations, Work Orders and Invoices pages show all open Action Items of that type, and can also be used to research previously closed Action Items of that type. Depending on the settings established by your management company, you may have access to one or all of these pages. Contact your management company for more information about your access to the different Board Portal sections.
The Homeowners page is a searchable directory of all owners that can be easily exported to Excel for reporting or documenting by clicking on the Export button. The directory can be filtered by any column by clicking the 3 dots in the column header. You can also ascend or descend columns, adjust search values, or add or remove columns. To see previous owners, check the Previous Owners Only box. To view an owners open Action Items, Charge Balances or Transaction History, click on the Account number for the specific homeowner record. If you have a particular way you'd like to display this page every time you open it, including specific filters and sorting, you can click the Gear icon in the top right and click Save Grid Settings.
The Bank Accounts page gives you access to the Association Bank Account information for your community. By clicking the Eyeball icon on any bank account, you can see Bank Register items and transaction history for that account.
Finally, clicking Reports give you access to run various reports directly from your board portal. You can either View the report to specify parameters like date range and what you want to display, or simply click Download PDF to see the default report. This gives you a level of transparency second to none with your community!