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Vantaca IQ - Insights

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Shelley Labrecque
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The Vantaca IQ Insights section provides comprehensive business intelligence and analytics for your management company. Access real-time metrics about your portfolio performance, revenue trends, employee productivity, and compare your company's performance against industry benchmarks. Use these insights to make data-driven decisions, identify growth opportunities, and optimize operations.

Vantaca IQ Insights includes:

  • Benchmarks: Compare your company's performance against industry peers across different company sizes.
  • Action Items: provides comprehensive analysis and filtering of open action items across your organization.
  • Collections: Analyze collection delinquency rates and effectiveness.
  • Company: Displays company-wide metrics across portfolio growth, revenue performance, and employee productivity.

Each Insights page displays a data source icon in the page header indicating whether it uses live or scheduled data. For more information about these icons, see the "Vantaca IQ: Understanding Live and Scheduled Data" article.

 

Contents

 

Before You Start

Make sure that you enable the appropriate role security and permissions and understand how roles, responsibilities, and portfolios work in Vantaca IQ.

 

Role Securities and Permissions

You must have the following securities added to your role to interact with the specific Insight center:

  • Benchmarks: Add the Benchmarks Command Center permission with View permission.
  • Action Items: Add the Action Items Command Center permission with View permission.
  • Collections: Add the Collections Command Center permission with View permission.
  • Company: Add the Company Command Center permission with View permission.

For more information about adding these permissions, see the "Vantaca IQ: Securities and Permissions" article.

 

Understanding Roles, Responsibilities, and Portfolios in Vantaca IQ

Vantaca IQ uses your existing role, responsibility, and portfolio configuration to determine data access and enable filtering across analytics dashboards. Understanding these relationships helps you configure access appropriately and use filtering features effectively:

  • Users: System users who need access to associations, referred to as employees. Vantaca IQ filters to identify management company employees based on user type.
  • Roles: System-level securities/permissions that control access to tables and functionality. Roles are assigned through securities/permissions and screen access levels.
  • Associations: Individual HOAs within Vantaca.
  • Responsibilities: Groups of users linked to specific portfolios. Responsibilities can also have associations directly assigned, providing a secondary access path.
  • Portfolios: Groups of associations organized for management purposes.
  • Portfolio Types: Customizable categories that define portfolios by job function (e.g., Community Manager, Accountant, Regional VP). Each portfolio belongs to one portfolio type.

For more information, see the "Understanding Roles, Portfolios, & Responsibilities" article.

 

How Access Works

User access to associations follows this connection path:

1. User belongs to a Responsibility.

2. Responsibility links to a Portfolio.

3. Portfolio contains Associations.

If this connection exists, the user has access to the association and its data in Vantaca IQ.

Note: Associations can be directly tied to Responsibilities, though this is less common.

 

Using Portfolio Types for Job Function Filtering

Portfolio Types indicate job functions across your organization. When you assign a portfolio type to a portfolio (e.g., Community Manager), all users connected to that portfolio through responsibilities are identified as holding that job function for the portfolio's associations.

This configuration enables:

  • Clear identification of who performs which job functions.
  • Filtering by job function across Vantaca IQ tools.
  • Consistent reporting on employee workload by role.
  • Multiple portfolios sharing the same job function type.

Best Practice: Configure Portfolio Types to match your organizational job functions. This allows you to use the Responsibilities filter in Company Insights and other tools to analyze performance by job function, track workload distribution, and make data-driven staffing decisions.

 

Doors

A door (also called a unit or property) represents one managed property in your portfolio. This is the standard industry term for counting properties under management.

In Vantaca IQ, Door Count and Property Count display the number of active properties in your associations.

Door count does not depend on having an owner record. Properties are counted regardless of ownership status:

  • ✅ Property with an active homeowner → Counted.
  • ✅ Property with a tenant → Counted.
  • ✅ Property with no owner record → Counted.
  • ✅ Property with only inactive owners → Counted.
  • ✅ Property with only previous owners → Counted.
  • ❌ Property marked inactive → NOT counted.

Door count represents the total number of active properties in your portfolio, regardless of who owns or occupies them.

For more information about door counts, see the "Vantaca IQ: Understanding Current Door Counts" article

 

Benchmarks 

The Insights Benchmarks section provides comparative analytics to help you understand your management company's performance relative to industry peers within the Vantaca network. The benchmarking system categorizes companies by size (small, medium, or large) based on total doors under management, ensuring you compare against relevant peer groups. 

For more information, see the "Vantaca IQ: Benchmarks Insights" article.

 

Action Items

The Insights Action Items section provides comprehensive analysis and filtering of open action items across your organization. Use this page to monitor workload, identify aging items, analyze team performance, and make data-driven decisions about workflow management.

For more information, see the "Vantaca IQ: Action Item Insights" article.

 

Collections

The Insights Collections section includes several key components that work together to provide a complete view of your collections performance.

For more information, see the "Vantaca IQ: Collections Insights" article.

 

Company

The Insights Company section provides a centralized dashboard for viewing comprehensive metrics about your company's performance across portfolio management, revenue generation, and employee productivity.

For more information, see the "Vantaca IQ: Company Insights" article.

 

Managing Filter Presets

You can save your filter selections as presets to quickly apply the same filter combinations in future sessions. Filter presets are available on Collection Insights and Company Insights (Revenue and Employees tabs only) pages.

Note: Filter presets save all filter selections except the date range. You must select your date range each time you access the page. Filter presets are not available on pages with single filters (such as Benchmarks) or on the Summary and Performance Rankings tabs.

For information about the different filters and what they do, see the "Vantaca IQ: Insights Filters" article.
 

Saving Filter Presets

To save a filter preset:

  1. Select your desired filter combinations from the available filters (Associations, Portfolios, Employees, Portfolio Types, or Responsibilities, depending on the page).
  2. After making your selections, the Filter Settings dropdown menu appears. 

    2026-01-07_17-27-15.png
    
  3. Click Filter Settings and select Save Current Filters. 
    The Save Filter Set screen opens. 

    2025-11-26_10-10-43.png
    
  4. Provide the following information:
    • Filter Name (required): Enter a unique name for your filter preset.
    • Set as my default (optional): Enable to make this filter load automatically when you access this page and to display Default beside the filter name.
    • Description (optional): Add context about this filter preset (up to 500 characters).
  5. Click Save.



Loading Saved Filters

After saving filter presets, the Filter Settings dropdown displays automatically when you access pages with saved filters. If you set a filter as your default, it loads automatically when you open the page.

Tip: Filters are sorted with your default filter first, followed by favorites, then all other filters alphabetically.

To load a saved filter:

  1. Click Filter Settings.
  2. Select Load Saved Filter from the dropdown. 
    A searchable list of your saved filters displays. 

    2026-01-07_17-30-28.png
    
  3. Click the filter name you want to apply. 
    The page refreshes with your saved filter selections applied.



Managing Your Filter Presets

You can update, edit, make favorite, and delete your saved filter presets.
 

Update Filter Preset

To update a filter preset:

  1. Load the filter preset you want to update.
  2. Make changes to any filter selections.
  3. Click Filter Settings and select Update [Filter Name]. 
    Your changes save to the existing filter preset.
     

Edit Filter

To edit filter name, default, and description details:

  1. Click Filter Settings and select Edit Filter.
  2. The Edit Filter modal opens where you can: 

    2025-11-26_10-14-08.png
    
    • Change the filter name.
    • Enable/Disable the default setting.
    • Update the description.
    • Delete the filter.
  3. Click Save when finished.



Make a Filter a Favorite

To make a filter a favorite:

When you have the filter applied, click the Star icon next to the filter name. Favorited filters appear near the top of your filter list for quick access.

In the following example, the Association Filter is enabled as default and made a favorite.

 

2026-01-07_17-32-20.png

 

To change your default filter:

  1. Click Filter Settings and select Edit Filter for the filter you want to set as default.
  2. Enable Set as my default.
  3. Click Save. 
    A confirmation message displays if you already have a default filter, asking you to confirm the change. Only one filter can be set as default at a time.



Manage Multiple Filters

To manage multiple filters at once:

  1. Click Filter Settings and select Manage Filter Sets. 
    The Manage Filters page displays all your saved filters. 

    2025-11-26_10-16-34.png
    
  2. From this page you can:
    • Apply any filter by clicking Apply.
    • Edit filter name, default, and description details by clicking Edit.
    • View which filter is set as default.
    • See all your favorites (indicated by a Star icon) and/or click the Star icon to make it a favorite.
    • Navigate through multiple pages of filters if you have more than the page limit.



Clearing Filters

To clear all active filters, click Clear All Filters (this option appears to the right of your last filter when filters are active). All filters return to their default state. You can then make new selections or save a new filter preset.

 

2026-01-07_17-34-14.png
 

Note: The Clear All Filters option and Filter Settings dropdown only appear when you have made filter selections or have saved filter presets. On pages without saved presets and no active filter selections, these options will not display. Additionally, the location of these buttons adjusts based on screen width and may wrap to a new line if there is insufficient space.



 



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