Vantaca Home: Profile Settings Page

Early Access: If your account looks different from what's shown here, don't worry! This update is rolling out gradually and will be available to you soon.

The Profile Settings page is where homeowners view and update their contact information, login credentials, and account preferences. They reach it by clicking My Profile in the left navigation menu of the Vantaca Home portal. The Profile Settings page is organized into three tabs: Contact Info, Login Info, and Account Preferences. This article describes what homeowners see and can do on each tab and how the page is configured.

Contents

• Accessing Profile Settings
• Contact Info Tab
  • Address
  • Email
  • Phone Number
  • Add New Contact Information
  • Change the Mailing Address
• Login Info Tab
  • Changing the Password
• Account Preferences Tab
  • Electronic Signature Consent
• How Contact Changes Sync Back to Vantaca

 

Accessing Profile Settings

Homeowners click My Profile in the left navigation menu of the portal. The Profile Settings page opens to the Contact Info tab by default.

Note: Non-homeowners do not see the My Profile option. This includes board members who are not homeowners.

 

Contact Info Tab

The Contact Info tab is divided into two sections: Primary Contact Info and Other Contact Info.

Primary Contact Info

The Primary Contact Info section shows the contact information marked as primary for the homeowner: primary mailing address, primary phone number, and primary email address. Each field has an edit icon. Clicking the edit icon opens a form to update that field.

Other Contact Info

The Other Contact Info section lists additional addresses, phone numbers, and email addresses the homeowner has on file. Homeowners click the edit icon next to any entry to update it, or click Add Contact Info in the top-right of the tab to add a new entry.

Note: Some entries in Other Contact Info display a property label (for example, Property: 10010028) to indicate they are tied to a specific property record rather than the homeowner's personal contact information. Edits to property-tied contact entries update the property record in Vantaca.

Note: When a homeowner saves changes to contact information or communication preferences, a confirmation screen displays with electronic disclosure content explaining their agreement to receive electronic communications. The message may include custom language specific to your management company or use standard electronic communication agreement language. For details, see the Electronic Signature Consent section.

Address

Property Address:

• Homeowners cannot edit or delete the property address. It is the legal property address set up by the management company or association and serves as the default mailing address for new accounts (if no other mailing address is set up).
• The property address always remains on the account even when other mailing addresses are added.
• Although homeowners cannot delete the property address, they can remove the mailing address designation by first setting another address as the mailing address.

Mailing Address:

• When in the Primary Contact Info section, it is the address where physical mail is sent.
• When in the Other Contact Info section, it is for reference only.
• Homeowners must always have at least one mailing address designated.
• Homeowners cannot delete or remove a mailing address without first setting another address as the mailing address.
• The property address is the default mailing address for new accounts.

Email

• The login email automatically appears here from the homeowner's login credentials.
• The primary email address receives all email communications.
• If the Send to All Emails setting is enabled in the action item step configuration, the primary and all other emails on the Contact Info tab receive email communications.
• Homeowners can add, edit, and delete email contacts and designate which email is the primary.

Phone Number

• Homeowners can add multiple phone numbers with custom labels (for example, Cell, Home, Work).
• Homeowners can designate a primary phone number for communications.
• Homeowners can add, edit, and delete phone numbers and designate which phone number is the primary.

Note: If the association uses Vantaca Pay and a homeowner adds a phone number for text message reminders, the number is automatically added to the Other Contacts section with the label cell. Any phone number added with the same cell label receives text message reminders from Vantaca Pay. For more information, see the "How do I use Express Pay?" article.

Add New Contact Information

When a homeowner adds new contact information:

1. In the Contact Info tab, they click Add Contact Info.
2. They provide the following information:
   • Contact Info Type: Select the type of information to add. The screen updates dynamically with the relevant fields based on the selection.
   • Label: Enter the label for the contact information. It displays above the contact info.
   • Make primary contact: Enable this toggle (if available) to designate the new entry as the primary contact information.
   • Mailing Address: Enable this toggle to designate this address as the address to use when mailing forms, letters, and other physical mail. A mailing address is always required.
   • International Address: Enable this toggle to change the State and Zip code fields to Province and Postal Code, and to add a Country field for international addresses.
3. They click Add.

Change the Mailing Address

To change or delete the current mailing address, homeowners must first set another address as the mailing address.

When a homeowner changes the mailing address:

1. They edit an existing address in the Other Contact Info section.
2. They enable Mailing Address.
3. They confirm the change in the alert screen. The address moves to the Primary Contact Info section, and the previous mailing address moves to the Other Contact Info section (unless it is the property address).

 

Login Info Tab

The Login Info tab is where homeowners manage how they log in to the portal.

Homeowners can:

• Change the email address used to log in.
• Change the password.

Note: Changes to the login email address take effect immediately. Homeowners who have lost access to their login email should contact your management company to reset their account. For instructions, see the "Vantaca Home - Resetting a Homeowner Password" article.

Changing the Password

When a homeowner changes their password:

1. They confirm the email address is correct.
2. They enter their current password in the Current Password field.
3. They enter the new password in both the New Password and Confirm New Password fields. The fields must match.
4. When all fields are filled, they click Update.

 

Account Preferences Tab

The Account Preferences tab is where homeowners set how they receive communications and how they appear in the community Directory. The tab is divided into two sections: Communication Preferences and Homeowner Directory Preferences.

Communication Preferences

• General Communication Preferences: How the homeowner receives general communications. Options include Email, Paper, Paper and Email, and Text (when text notifications are enabled). The management company determines the options available.
• Billing Communication Preferences: How the homeowner receives billing communications. Options include Email, Paper, and Paper and Email. The management company determines the options available.
• Preferred Email: Selects which email address on file receives email communications. Appears only when multiple email addresses are on file and the association is configured to use a preferred email.
• Preferred Address: Selects which mailing address on file receives paper communications. Appears only when multiple addresses are on file and the association is configured to use a preferred address. Important: This is required in associations subject to Florida CASB 392 regulations. The preferred address selection ensures the management company sends official communications to the homeowner's preferred address in compliance with Florida state regulations.
• Send Payment Confirmation Email: When enabled, the homeowner receives an email confirmation each time a payment is processed. Appears only when Vantaca Pay is enabled and payment confirmation emails are enabled for the association.
• Receive Payment Reminders via Text: When enabled, the homeowner receives text reminders about upcoming and past-due payments at the phone number they provide. Appears only when Vantaca Pay is enabled and billing text notifications are enabled for the association. The phone number is automatically added to the Other Contacts section with the label cell. Important: Do not edit this number or label. It is connected to Express Pay and editing it may disrupt the reminder text functionality. Any other phone number added with a cell label also receives text message reminders from Vantaca Pay. For more information, see the "How do I use Express Pay?" article.

Homeowner Directory Preferences

These toggles control what information appears about the homeowner in the community Directory:

• Show name in directory
• Show phone number in directory
• Show email address in directory
• Show mailing address in directory

The exact preferences available depend on what is enabled for the association. If a preference is not configured for the association, it does not appear on the tab.

When a homeowner changes any of these preferences and clicks Update, the Electronic Communication consent screen displays. See the next section.

Note: To change communication preferences from the management side instead of the portal, see the "How to Add and Edit Homeowner Contact Information" article.

Electronic Signature Consent

To comply with regulatory requirements and provide legal documentation, homeowners must provide electronic signature consent whenever they update any billing or communication preference, including:

• General Preferences
• Billing Preferences
• Email Confirmation settings
• Text Reminder settings

When a homeowner provides consent for preference changes:

1. After making changes, they click Update. The Electronic Communication consent screen displays.
2. They review the consent language that explains how their preferences will be used.
3. They enter their full name in the eSignature field.
4. They click Submit to confirm the changes.

Audit Trail Documentation

When a homeowner provides electronic signature consent, the system automatically creates a secure text (.txt) file containing:

• The complete consent screen content
• Login information
• Property information
• Date and time of the change
• Specific settings that were updated
• The electronic signature

This documentation provides a complete audit trail and legal record of the homeowner's consent for all preference changes.

 

How Contact Changes Sync Back to Vantaca

Updates to primary contact information and contact entries on the Profile Settings page sync to the homeowner record in Vantaca. The synced information is available in:

• Homeowner Profile > Communication > Contact Info: The primary and other contact entries display in the contact section of the homeowner profile.
• Action items, mail merges, and notifications: The primary email address is used for portal notifications and mail merges. The primary phone number is used for text notifications.

Note: To prevent homeowners from editing their contact information from the portal, hide the Contact Info tab by adjusting Profile Settings permissions in Association > Portal Pages. For instructions, see the "How to Configure and Manage the Home Portal" article.

 

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