Vantaca Manage App: FAQs

Contents

• Q: Are there both iOS and Android apps?
• Q: What devices does the app work on?
• Q: Will the app work in a community without great cell service?
• Q: How do I use Offline Mode?
• Q: What does "No Association Data Available" mean when I select an association?
• Q: Why is the association download arrow yellow instead of blue?
• Q: My association data downloads successfully, but I get an error that the map failed to download. What's wrong?
• Q: I'm trying to start an inspection, why is the Inspect button disabled?
• Q: I can't add a violation, why is the Add button disabled?
• Q: How long do closed violations display in the property history of the app?
• Q: What can I do with work orders in the app?
• Q: Why can't I update or add photos to a current work order?
• Q: Can I edit ARC requests in the app?
• Q: What do the Past Cure Date, VIO, WO, and ARC colored tiles on a property mean?
• Q: Why is my map opening with a view of the globe and no pins/icons display in the association?
• Q: I am inspecting a large association with a long property list. What is the best way to view the list?
• Q: I need to move fast while completing adding Inspections and Work Orders. Do I have to complete all fields to add them?
• Q: Does Vantaca Manage have a storage limit within the app?
• Q: What does the "Access Forbidden" error mean?
• Q: I'm having trouble logging into Vantaca Manage. What permissions are needed?
• Q: I'm experiencing issues with the app. How can I get help?
• Q: How often is the app updated?

Q: Are there both iOS and Android apps?

A: Yes! Vantaca Manage has apps for both iOS and Android devices. You can find the app for download at:

• iOS: Apple App Store
• Android: Google Play Store

Note: If you are an iOS beta customer that already has the app, you must log out of current app, download the new app from the Apple App Store, and log in. 

Q: What devices does the app work on?

A: Vantaca Manage has been designed to work on phones and tablets with an operating system of:

• iOS: Versions 16 and higher.
• Android: Versions 13 and higher.

Q: Will the app work in a community without great cell service?

A: Yes! You can download any association that you plan to visit and engage Offline mode to continue work tasks. For more information, see the Offline Mode section of the "Vantaca Manage App: Inspections" article.

Q: How do I use Offline Mode?

A: A great habit to get into is downloading association information before you head out into communities. This ensures that you can access all of the related information you'll need to continue your tasks. To do this:

1. Find the associations you want to inspect and tap the Download icon () to download all association information, details, and photos.
2. Tap the Hamburger menu () in the top-left corner of the app to open the menu.
3. Enable the Offline Mode toggle to engage the app into Offline Mode.
4. Close the menu and select the downloaded association to begin working in Offline mode.

Q: What does "No Association Data Available" mean when I select an association?

A: This modal displays when you either have no cellular/wifi signal or have enabled Offline mode without downloading the association data. You will need to either return to area with cellular/wifi signal or turn off Offline mode.

Q: Why is the association download arrow () yellow instead of blue?

A: This is Vantaca Manage's way of letting you know that you do not have the most recent information for the downloaded association and will need to download again. This usually occurs after the original download data is more than 24 hours old.

Q: My association data downloads successfully, but I get an error that the map failed to download. What's wrong?

A: This occurs when one or more properties in the association have incorrect addresses that cause the map boundaries to become too large. The map system (Mapbox) attempts to download geographic data based on the outermost property addresses in your association. When an address error exists, the map tries to encompass an area that's too large (potentially spanning multiple states), causing the download to fail.

Common address errors that trigger this issue:

• Transposed digits in zip codes (e.g., 28401 entered as 28410)
• Primary and secondary addresses swapped in the system
• Properties accidentally assigned addresses in different states
• Incomplete or incorrect street addresses

To resolve:

1. Contact your system administrator or data management team.
2. Review property addresses in Vantaca.net for the affected association.
3. Look for properties with addresses that appear out of range or in different geographic areas than expected.
4. Correct any address errors in Vantaca.net.
5. Re-download the association data in Vantaca Manage.

Q: I'm trying to start an inspection, why is the Inspect button disabled?

A: If you return to the Dashboard, you'll see that you have an inspection in progress. Simply tap Resume on the open inspection and finalize it so you can begin an inspection on a different association. You can only have one inspection in progress at a time in Vantaca Manage.

Q: I can't add a violation, why is the Add button disabled?

A: A user can only have one inspection active at a time. If you open a different association and attempt to add a violation, the button will be disabled and won't allow you to add new violations or start inspections until you have closed the first inspection. To resolve this, return to your active inspection, complete it, and then you'll be able to start a new inspection in a different association.

Q: How long do closed violations display in the property history of the app?

A: Closed violations remain visible in the app's property history for one year after they are closed. After this period, they will no longer display.

Q: What can I do with work orders in the app?

A: For both association and property work orders, you can:

• Create new work orders that include details and multiple photos.
• Edit work order details and photos.
• Update a work order to a non-review step.

Q: Why can't I update or add photos to a current work order?

A: You cannot add a photo as part of a work order update unless you edit the Note section first. You cannot edit work orders at all if they are in a closing step.

Q: Can I edit ARC requests in the app?

A: ARC requests are view only and you can download attachments, but you cannot create or edit them in the app.

Q: What do the Past Cure Date, VIO, WO, and ARC colored tiles on a property mean?
 

A: We wanted to make sure you could quickly identify actions needed on the property level. The tiles help you quickly spot:

• Past Cure: Properties that have violations that are past the assigned cure dates and need action on the next steps.
• VIO: The number of violations that are open on a property.
• WO: The number of work orders associated with a property or association.
• ARC: The number of architectural requests associated with a property.

Q: Why is my map opening with a view of the globe and no pins/icons display in the association?

A: This happens when location services are disabled on your device. To fix this, you'll need to enable location services in your device settings:

For iOS:

1. Open Settings.
2. Go to Privacy & Security.
3. Tap Location Services.
4. Toggle Location Services ON.
5. Find Vantaca Manage and ensure it's set to While Using the App or Always.

For Android:

1. Open Settings.
2. Go to Location.
3. Toggle Use location ON.
4. Find Vantaca Manage in your app permissions and ensure location access is enabled.

Once location services are enabled, restart the Vantaca Manage app and the map should display your location and association properties correctly.

Q: I am inspecting a large association with a long property list. What is the best way to view the list?

A: You can apply Proximity sorting to the list and reorganize to view the properties closest to you. Make sure that your location settings for your device are turned on.

To sort by proximity:

1. Tap the Sort icon (). The sort menu displays at the bottom of the app.
   
   
   
   
2. Select Proximity.
   The properties will list from closest to you to furthest away. As you move around, the list moves with you.

Q: I'm experiencing issues with the app. How can I get help?

A: If you encounter any problems or have questions not covered in the articles, contact our support team at support@vantaca.com.

Q: How often is the app updated?

A: We regularly update Vantaca Manage to improve functionality and add new features. Make sure to keep your app updated through the App Store or Google Play Store to access the latest improvements.