Latest updates appear at the top of tables • Updated throughout the month
Contents
New Features this Month
Vantaca Home: Pay Now Links
Pay Now links are persistent, automatically-managed payment links that enable homeowners to make one-click payments from emails and action items without logging into Vantaca Home. The system automatically generates and maintains unique links for every homeowner in associations that use Vantaca Pay.
Benefits:
- Reduces payment friction and increases payment rates through one-click access.
- Eliminates the need for homeowners to remember login credentials.
- Streamlines collection efforts with secure, trackable payment access.
- Prevents excessive payments with built-in safeguards (maximum limit of 3x combined upcoming charges).
How It Works: The system automatically generates Pay Now links for all homeowners in Vantaca Pay associations. Each link has a 40-day lifecycle and automatically refreshes 10 days before expiration. Links become invalid immediately after use for payment with new links then generated automatically. Expired links redirect homeowners to the Vantaca Home guest payment flow for seamless payment continuity.
Implementation: Management companies add Pay Now links to communications using two merge tags placed side-by-side with no space between them: [~web portal~][~pay now link~].
Links can be included in monthly statements, collection notices, payment reminders, special assessments, welcome letters, etc.
For more information about:
- Setup and usage instructions for management companies, see the "Pay Now Link Management" article.
- Payment instructions for homeowners, see the "How to Use Pay Now Links" article.
Vantaca IQ: Company Insights
Management companies can now access comprehensive business intelligence through the new Company Insights dashboard. This centralized view provides real-time metrics about portfolio growth, revenue performance, and employee productivity, with industry benchmark comparisons to assess competitive positioning.
Note: Revenue metrics require Revenue Manager enablement.
The Company insights page includes the following tabs:
- Summary: Displays current door count, association count, increase/decrease metrics, and portfolio growth trends.
- Revenue (requires Revenue Manager): Shows total revenue, revenue per door, revenue trends over time, revenue by charge type, and pending charges.
- Employees: Tracks associations per employee and doors per employee with historical trends.
In addition:
- The Industry Benchmarks page has a new Company tab that shows total doors under management, total associations under management, and revenue per door comparisons across small, medium, and large companies.
- Chart styling was updated to show distinct shapes and colors for different company sizes.
- A new company size badge indicator displays across all benchmark pages.
For more information, see the "Vantaca IQ: Insights" article.
Manage Mobile App: Association and Owner Additional Info
The Vantaca Manage mobile app now provides read-only access to both owner and association additional information directly from your mobile device, eliminating the need to switch between the app and desktop for viewing custom field data. This information is entered in Vantaca.net (CMP) and can include customized categories.
Owner Additional Info:
In the following example, the property details area shows that the owner is Alex Johnson and the Tenants icon indicates that the property is rented. The Owner Info tab provides category information, in this case the tenant contact information and vehicle information categories display.
- Contact information and owner icons: Contact information displays at the top for faster communication and shows icons that indicate ownership:
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: Homeowner.
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: Builder-owned property.
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: Rental property with tenants.
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Owner Info tab: Displays information, organized by category, that matches your CMP configuration. Expand and collapse categories to focus on relevant owner information and property details.
Association Additional Info:
In the following example, the screen on the left shows the categories within the Presidential association, and the screen on the right shows the additional info after Alarm Monitoring is tapped.
- Additional Info tab: Displays association-specific information, organized by category, that matches your CMP configuration. Expand and collapse categories to focus on relevant association information.
For detailed information about both of the new Info tabs, see the "Vantaca Manage App: Overview and Setup" article.
Improvements
| Release Date | Details | Customer Impact | Roles Affected | Related Articles |
|---|---|---|---|---|
10/31/25 Home & Pay |
New Feature: Pay Now Links New feature added, see the previous new feature section. |
Simplifies payment collection by allowing homeowners to pay directly from communications without portal login, improving payment rates and reducing administrative overhead for management companies. | Homeowners Management Company Staff |
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10/30/25 Vantaca IQ |
New Feature: Insights Company page. New feature added, see the previous New Features section. |
Provide centralized analytics dashboards for portfolio management, revenue analysis, and data-driven decision-making. | Executive Management Financial Managers Portfolio Managers Operations Managers |
Vantaca IQ - Insights |
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10/28/25 CMP 2520.1
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Merge Tags for Pay Now Links Introduced the: The merge tags generate the route portion |
Management companies can now streamline payment collection by embedding direct payment links in email communications, reducing friction for homeowners making payments. | Management Company Staff Communication Coordinators
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10/28/25 CMP 2520 |
Payment Refund Button Visibility The Refund button does not display for pending VantacaPay payments on the Transactions screen. |
Prevents premature refund attempts on payments that have not yet cleared, reducing processing errors. | Accounting Staff Payment Processors |
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Maintain Document Name on Download Documents now maintain their original file name upon download from Association Documents and action item attachments. The system sanitizes invalid filename characters by replacing them with underscores and handles long filenames appropriately. |
Downloaded files retain recognizable names for easier organization and reference. | All Users Downloading Documents | N/A | |
Deprecated the System Health Screen Removed the System Health screen from the application. |
System Health screen is no longer accessible. Improves overall system performance. | All Users with System Health Access | N/A | |
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10/28/25 Vantaca Manage App |
New Feature: Association and Owner Additional Info New feature added, see the previous New Features section. |
Manage app users can view both owner and association additional information, eliminating the need to switch between the app and desktop to view this data. | All Vantaca Manage Mobile App Users | Vantaca Manage App: Overview and Setup |
Updated the Violation > Required Action Field Name Changed the Violation Required Action field name to: This change clarifies that entries in this field become a note on the violation action item. |
Reduces confusion about the Required Action field purpose by explicitly indicating it generates action item notes for violations. | All Vantaca Manage Mobile App Users | Vantaca Manage App: Violations | |
Search Functionality when No Results Returned Added a No results found message that displays when search queries return no results, replacing the blank page with clear user feedback. |
Improved search experience with explicit feedback when no results match search criteria. | All Vantaca Manage Mobile App Users | N/A | |
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10/22/25 Vantaca Manage App |
Android Map Functionality and Help (?) Icon Android devices now have access to the Map functionality that provides a visual interface for navigating association properties. Android devices also now include the Help (?) icon as described below. |
Users can use Maps to quickly locate properties, identify violations and work orders at a glance, and take action without searching through property lists. | Property Managers Community Managers using Andriod Mobile Devices |
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10/16/25 Vantaca Manage App |
Added Help (?) Icon to Header Added a Help icon (?) to the Vantaca Manage app dashboard header which opens the following screen to provide quick access to help articles and lets clients share their ideas to improve the app. |
Users can now access contextual help and guidance directly from the app header without leaving their current workflow and share ideas with Vantaca to make the app even better. | Property Managers Community Managers using iOS mobile devices |
Vantaca Manage App: Overview and Setup |
10/09/25 CMP |
New Note Feature on Action Items Added a New Note button (beside the New Message button and in the Hamburger menu) to create notes on action items for internal team collaboration, with subject, note content, and attachment capabilities. |
Enables internal documentation without triggering external communications.
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All internal roles with the permission to send a New Message. | My Messages, My Action Items, and All Action Items |
Remittance Email Tracking Remittance emails are now searchable by XN and email address in the Email Research screen with service provider information and type designation for improved tracking. Action item notes now automatically generate when remittance emails are sent, creating timestamped records on associated invoices with service provider information and email content access. |
Provides audit trails and improves vendor relations through better communication documentation while eliminating the need to contact Vantaca support for remittance email confirmation. | Support Staff Accounting Personnel Accounts Payable Personnel |
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Action Item Step Activity Notes Enhanced action item step tracking to include XN numbers in activity notes format and improved transfer logging across associations with complete audit trails. |
Provides better action item progression tracking and clearer audit trails for compliance. | Property Managers Admin Staff |
System Activity Notes | |
Portal Pages Edit Restrictions Removed edit options for predefined portal pages in CMP, limiting management company and association users to essential fields while maintaining full customization for custom pages. |
Prevents accidental modification of core portal functionality while preserving customization capabilities. | Management Company and Association Admins | How to Configure and Manage Home Portal Pages |
Corrections
| Release Date | Details | Customer Impact | Roles Affected | Related Articles |
|---|---|---|---|---|
10/31/25 Home & Pay |
Fixed Statement with Coupon Download Errors Resolved timeout errors preventing homeowners from downloading Statement (Includes Coupon) and Statement with Future Charges (Includes Coupons) PDFs. |
Homeowners can now successfully download statement PDFs with coupon options for all duration types (30 Days, 60 Days, YTD, and Last Calendar Year) without encountering errors or receiving blank PDF files. | Homeowners Downloading Statements Via the Home Portal | |
10/31/25 Vantaca Manage App |
Vantaca Manage App CCR Settings Visibility Resolved an issue where users could not create new violations during inspections for certain associations. The app now properly retrieves CCR settings from model associations when they are not directly populated in the association's settings table, ensuring CCR items and descriptions are available during all inspections. |
Users can now create new violations consistently across all associations during mobile inspections. | Property Managers Compliance Staff Field Inspectors |
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10/28/25 CMP 2520
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Reply All Prepopulation Fixed Reply All functionality to correctly prepopulate the Send To field with the actual author of the action item message (e.g., the homeowner who sent the reply) instead of only the role assigned to the step. The function now also includes all Cc, Bcc, and externally copied recipients from the original message. |
Reply All now functions as expected, ensuring complete communication threads with all relevant parties included, eliminating the need to manually add recipients when responding to homeowner and external communications. | All Internal Roles Using Action Item Communications |
My Messages, My Action Items, and All Action Items What Are the Send To, Reply To, and Portal Reply Options on Action Item Steps? |
New Note Visibility Restricted to Internal Users Corrected the visibility of action item notes created using the New Note button to ensure they remain visible only to authenticated .NET users. Board members, ARC committee members, and other portal-authenticated users will not see these internal notes. |
Internal team communications remain confidential and maintain proper documentation within the management team. | All Internal Staff Roles | ||
Payment Import Posting Error Fixed an issue in the Truist Lockbox import so payments to are allocated to the correct homeowner accounts. |
Lockbox payments now allocate to correct homeowner accounts based on complete account numbers. | Accounting Staff Lockbox Processors |
N/A | |
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10/21/25 CMP |
Missing Letters Corrected an issue where print jobs sent to HOA Mailers were transmitting incomplete files due to backend ZIP file creation errors. The system now properly packages all components of multi-part print orders and assigns order numbers to all portions of the transmission. |
Print orders to HOA Mailers now transmit completely with all letters and documents included, eliminating missing order numbers and incomplete job submissions. | Print Queue Users Mailroom Staff Third-party Print Integration Users |
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10/16/25 Revenue Manager |
Remittance Email Duplicates Corrected remittance email delivery to prevent duplicate sending of batch emails. The system was properly consolidating multiple invoices into a single email per batch, but was sending that consolidated email multiple times. |
Service providers now receive a consolidated remittance email once per payment batch instead of duplicate copies of the same batch email, reducing email volume and confusion. Individual action item notes continue to be tracked on each invoice for audit purposes. | Accounting Personnel Accounts Payable Staff Service Providers |
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10/16/25 Vantaca Manage App |
Violations Attaching to Inspections Corrected inspection assignment logic to ensure violations are consistently assigned to the most recent pending inspection. This resolves an issue where violations were sometimes incorrectly assigned to older or rejected inspections. |
Violations created during active inspections now reliably attach to the correct inspection, preventing data loss and ensuring proper workflow progression. | Property Managers Compliance Officers Community Managers performing mobile inspections |
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10/09/25 Revenue Manager |
Revenue Manager Service Provider Configuration Fixed an issue so users can now successfully add existing service providers to their Revenue Manager configuration. |
Users can add existing service providers to Revenue Manager without validation errors, enabling them to complete setup and begin billing processes. | Management Company Users with Revenue Manager access | Revenue Manager: Setup |
10/09/25 CMP |
Board Invoice Approval Image Visibility Fixed an issue where board invoice approvers could only see scanned check images when viewing closed check-paid invoices. Board members now see all invoice images, including original invoices and scanned checks. |
Complete invoice documentation history is now accessible in Vantaca Home for proper audit trails and board oversight. | Board Invoice Approver | |
Financial Overview Report AR Trend Graph Corrected the AR Trend Graph calculation to automatically refresh underlying data before displaying results, ensuring consistency with the Balance Sheet and AR Aging reports. |
Eliminates discrepancies in financial reporting and removes the need for manual data refresh procedures. | Accounting Staff Financial Analysts |
Financial Overview Report | |
10/07/25 CMP |
Print Queue Bulk Job Performance Resolved performance issues causing slowness and system freezes when sending bulk requests to the print queue, reducing bulk print job processing time from minutes to seconds for large job requests. Added double-click protection on the Print button to prevent multiple identical request submissions. |
Eliminates processing delays and system unresponsiveness when generating large print jobs, improving workflow efficiency for high-volume printing operations. | All users with Print Queue access | |
10/07/25 Vantaca Manage App |
Violation Letter Generation Fixed an issue so violation letters generated through the Vantaca Manage mobile app include correct image file naming syntax. The issue caused PDF letters to fail to display properly when accessed through the Attachment (paperclip) icon on violation action items created via mobile inspections. |
Violation letters generated from app inspections now display correctly with properly formatted images to ensure seamless inspection workflows. | Management company mobile app users conducting violation inspections | N/A |
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