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Vantaca Manage App: Work Orders

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Shelley Labrecque
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The Vantaca Manage app allows you to create, view, and manage work orders at both the association and property levels. Work orders can be created for association-wide issues, such as common area maintenance, or for specific property addresses, such as individual unit repairs.

Work orders are organized by status, which you can view by tapping the desired selection:

  • Open: Currently active.
  • Closed: Completed.
  • All: all work orders together.

They move through your organization's configured Work Order workflow process as they progress from creation to completion.

 

Contents

 

Association Work Orders

Association work orders are tied to the association itself and not a property within the association. Common association work order examples are repairs to common areas, maintenance of community amenities like pools or parks, etc.

To view a list of the work orders related to an association:

  1. Navigate to the Association screen.
  2. Select an association.
  3. Tap the Work Orders tab.
  4. (Optional) Tap All, Open, or Closed depending on the status of the work order that you want to view in the list.
    The screen displays the related association work orders.

    2025-07-01_12-03-42.png
  5. Tap a work order to open it.

 

Property Work Orders

Property work orders are tied to a specific property within an association. Common property work order examples are repairs needed for a damaged property fence, leaking outdoor faucet, etc.

To view a list of work orders related to a property:

  1. Navigate to the Association screen.
  2. Select an association.
    The Association page opens in the Properties tab and displays a list of all the properties in the association. Properties with an open work order show the blue WO tile that also includes the number of open work orders for that property.

    2025-06-10_15-43-14.png
  3. Select a property.
  4. Tap the Work Orders tab.
  5. (Optional) Tap All, Open, or Closed depending on status of the work order that you want to view in the list.
    The screen displays the related association work orders.

    2025-06-10_15-44-11.png
  6. Tap a work order to open it.
    The selected work order for the specific property opens.     

    2025-06-10_15-45-02.png

 

Manage an Existing Work Order

Open an existing work order by navigating to it and tapping it. The work order screen displays.

 

2025-06-10_15-46-32.png

 

On this screen you can:

  • Edit: Modify details and add notes and additional photos to existing work orders. When you make a change, the Update button becomes active.
    Note: You cannot add a photo as part of a work order update unless you edit the Notes section first. You cannot edit work orders at all if they are in a closing step.
  • Step Through Process: Move work orders through your organization's workflow by selecting a different step.
  • Work Order History: Tap this section title to access complete work order history and status updates.

Tap Update when complete.

 

Add a Work Order

To add a work order to an association or property:

  1. Navigate to the Associations page and select the desired association.
  2. To add a work order to an association, tap the Work Orders tab, and then Add Work Order.
    OR
    To add a work order to a property, open the property, tap the     Work Orders tab, and then Add Work Order.
    The Add Work Order screen opens.
  3. Provide the following information:
    Note: Each management company may have the work order workflow set up differently with different naming conventions and steps. Some selections may auto-populate other fields. Make sure that you are familiar with your company's work order process.

    2025-06-10_15-51-30.png
    • Add photos: Tap to add photos to the work order. You can add multiple photos with primary photo selection. See the Add Photos section of the "Vantaca Manage App: Violations" article for details about adding photos.
    • (Required) Action Type: Select the appropriate action type from the list.
    • (Required) Step: Select the appropriate step from the list (this may vary depending on the action item selected).
    • Service Type: Select the appropriate service type from the list.
    • Follow-up Date: Select a date to follow-up on this work order.
    • Due Date: Select a date for when the work should be completed.
    • Subject: Enter a brief title for the work order.
    • Description: Enter a detailed explanation of the issue and the work that you want done.
    • Service Provider: Select a service provider to complete the work.
    • Location: If this is a property, the location will automatically include the GPS coordinates (latitude and longitude) of the property. If this is an association, click Current Location to automatically populate your current geolocation as a reference point when you are at the spot where you want the work to take place (e.x., at the damaged part of a fence).
  4. Tap Add.
    The work order displays in the list under the Work Orders tab.

 

 

 

 

 

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