Big Projects: Association Documents

Project Summary:   

This project is to set up a folder structure and upload documents you want to be available in Vantaca for internal and external purposes.  The document folders can be shared internally and/or shared with Board members and homeowners on the portal. 

Benefits of Doing This: 

• All documents will be centrally located and readily available in Vantaca. 
• You can share a document folder(s) on the portal for only Board members and/or Homeowners 
• Reduce the number of homeowner calls if Association’s Rules & Regs are available for them on the Portal.  
• You have the ability to post documents publicly and share the link with Realtors to self-serve.  
• The form can be uploaded so homeowners can self-serve as well, such as lease registration, clubhouse, etc.  
• The ability to pull in documents for any action items, such as governing documents for Welcome Packet.  

Questions to Consider: 

• Are there documents that you want to share on the Portal for Board Members and Homeowners? 
• What documents would be helpful for Vantaca.net users? 
• Should I do this now? 
  1. Do I have the resources to dedicate to this project? 
  2. Are the benefits of doing this project enough to work on the project now? Will it take away from my team completing the rest of the project plan?
  3. On average, we see clients taking an hour per association to complete. 

Approach and Details: 

• Decide what documents you want to upload to Vantaca and then prioritize the ones necessary for Go-Live. 
• Define your document folder structure. An example will be in your Asana task.
• Assign responsibility for organizing and uploading the documents.  
• Gather all necessary documents per association and Upload. 

Resources: 

Navigating the Association Document Library 

Association Document Securities