Set Up the Vantaca Home Portal

Example:


 

To add or edit the dashboard welcome message:

1. Navigate to Settings > Portal Pages for management company-wide messages, or Association > Portal Pages for association-specific messages.
2. Click Edit next to the Owner Dashboard page.
3. Click Edit Body Content.
4. Enter your custom content using the rich text editor (you can also enter HTML code by clicking the View HTML icon (). 
5. Click Update.

Important: You can update this message as frequently as needed for timely communications. However, remember to return to this page to update or remove the message when the information is no longer relevant. For example, if you post a message about a community yard sale, update or remove it after the event.

For management company-wide messages, all associations inherit this content unless you create an individual custom message at the association level.



Payment Configuration

The portal provides homeowners with multiple payment options depending on the configuration. Homeowners can access payment features from the Pre-login page Pay Now button, the Dashboard, the Account Overview (Payments) page, through Express pay, or a Pay Now link in a communication.

Users can make payments by:

• One-time payments via credit card, debit card, or eCheck.
• Scheduled future payments.
• Auto-draft for recurring payments.
• Payment plans (if configured).
• Express Pay.
• Pay Now links.

Payment processing requires Vantaca Pay configuration.

For information about setting up payment processing, payment methods, fees, and related features: See the "Vantaca Pay" section in the Vantaca Library.



Requests

Portal requests allow homeowners to submit various types of requests directly to your management team through the portal. When homeowners click the Requests navigation menu option, the New Request page displays where they can click:


 

• Inbox: Action items appear in the Inbox when the homeowner is associated with them through the portal. Items at steps with Hide From Portal selected do not appear. For details, see the "Vantaca Home: Inbox" article.

• Submit a Request tab: Select the type of request:

  • General Requests
  • Architectural Requests (ARC)
  • Reservation Requests

For information about how the homeowner will see and use this page, see the "Vantaca Home Portal" article.



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General Requests

General requests include action items that homeowners can submit for maintenance, service, questions, or other standard requests. The types of requests that appear in this section are determined by your action item configuration.

To configure which action items appear as general requests:

1. Navigate to Settings > Action Types/Steps. 
   The Action Types screen displays.
2. Locate the action item type you want to make available as a general request (or create a new action item type).
3. Click Edit next to the action item. 
   The Edit Action Type screen displays.
   
   
   
4. In the Category field, select Homeowner Request or Work Order.
   Note: Action types configured with either of these categories will be available to all associations in the General Requests section of the portal. Unlike the ARC Request page, which can be enabled or disabled per association, General Request types cannot be customized at the individual association level.
5. Verify that Block Creation is not selected (see the next section for more information). If it is selected, the action item will not appear in the portal even if it has the correct category.
6. Click Update.
    

Block Creation Checkbox

The Block Creation checkbox prevents users from creating new action items of that type. When Block Creation is selected:

• The action item type does not appear in portal request lists.
• The action item type does not appear in dropdown lists when creating action items manually in Vantaca.
• Existing action items of this type remain visible and can be managed.

Use the Block Creation checkbox to:

• Hide action item types you are testing but not ready to deploy.
• Remove outdated action item types from user view without deleting them.
• Restrict certain workflows to internal use only.

For more information about configuring action items, see the "Action Item Configuration" section of the Vantaca Library.



Customize the General Request Page Content

You can add information to the General Request page to help users understand the options and fields that are part of this page and what constitutes a general request.

In the following example, the management company customized this page to say "Please complete the form below". You can add any information you like, such as what constitutes a request, how to fill out the form, etc. 


 

To customize the content that appears on the General Request page:

1. Navigate to Settings > Portal Pages or Association > Portal Pages (depending on if you want to make a global change to this page for all associations to see or if you want to make a specific association change).
2. Click Edit next to the Submit a Request page.
3. Open the Edit Body Content section to enter your custom content using the rich text editor (you can also enter HTML code by clicking the View HTML icon ().
4. Click Update.



Architectural Requests

Architectural requests allow homeowners to submit ARC (Architectural Review Committee) applications for property modifications. 

Important: This request type appears only when enabled for the association.

To enable or disable architectural requests:

1. Navigate to Association > Portal Pages.
2. Verify the desired association displays at the top of the page.
3. Locate the ARC Request page in the portal pages list.
4. To enable: If the page is in the Unused Portal Pages tab, click Use to move it to the Association Portal Pages tab and make it visible. 
   OR
   To disable: If the page is in the Association Portal Pages tab, click Not Used to move it to the Unused Portal Pages tab and hide it from the portal.

For more information about:

• Customizing the text and content on the ARC Request page: Use the previous procedure, but click Edit next to the ARC Request page.
• Setting up ARC forms /documents that homeowners can access when submitting requests: See the "Vantaca Home: Architectural Requests" article.

Forms

Coming Soon: The Forms feature is rolling out gradually. When enabled for your management company, administrators will be able to build custom portal forms that homeowners complete when submitting requests. Forms are created in Settings > Form Management using a drag-and-drop builder, then linked to action item types so they render automatically when a homeowner submits a matching request type.

When Forms is enabled for your management company, you will start with three default forms that match the standard ARC, General, and Service Request flows. You can edit these defaults, create additional forms within the same category (for example, separate ARC forms for fences, paint, and structural changes), and add custom fields beyond the canonical set required by each action type.

Important: The Forms feature requires the Settings > Form Management role permission and must be enabled for your organization by Vantaca. Contact your Vantaca account team for access.

For more information about creating and managing forms, see the "Vantaca Home: Build and Manage Forms" article.





Reservation Requests (Amenities)

Reservation requests allow homeowners to reserve amenities such as clubhouses, pools, tennis courts, or other community facilities. This request type appears only when you have amenities configured for the association.

To create amenities:

1. Navigate to Association > Amenity Calendar Settings.
2. Click New Amenity to create an amenity or click Edit next to an amenity to make changes. 
   The New Amenity screen opens.
   
   
   
3. Provide information in the fields and make sure to set the Visibility to allow homeowners to view and reserve.
4. To display a custom image for this amenity in the Home portal, click Choose File next to Amenity Image and upload an image. There is a 5 MB upload limit.
5. Click Update.
    

When amenities are properly configured with homeowner visibility, they automatically appear in the Reservation Requests section of the portal.

To learn how to set up the related action items and enabling amenity reservations, see the "Enabling Amenity Reservations for your Homeowner Portal" article.

 

Calendar and Events

The community calendar displays events and important dates for the association. Homeowners can view scheduled events but cannot create or edit them. 

For information about adding events to the community and amenity calendars, see the "Vantaca Home: Calendar & Events" article.



Inbox

In current versions of the Vantaca Home portal, system-generated notifications and messages to homeowners appear in the Inbox rather than in a Recent Messages section on the Dashboard. The Inbox is the unified message hub for all homeowner action items, requests, compliance notices, reservations, and general communications. For details, see the "Vantaca Home: Inbox" article.



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Directory Settings

The portal Directory allows homeowners to view contact information for board members, committee members, and fellow homeowners. Each homeowner controls their own directory visibility preferences.




For information about directory configuration and privacy settings, see the "Vantaca Home: Directory" article.



Documents Access

Homeowners and Board members can access association documents through the portal when you make them available in the Documents library. Only folders with appropriate security settings appear to homeowners.

 



For information about setting up document access for homeowners and for Board members, see the "Vantaca Home: Documents" article.



Generate Portal Logins

After configuring your association's portal, you can generate portal logins for homeowners who do not already have access.

The Generate New Portal Login action item creates logins with temporary passwords for all primary email addresses in the association that are not yet associated with a portal login. The system sends each homeowner an email with their login credentials and instructions.

Note: After generating logins, return to set up board member permissions for those homeowners who serve on the board or committees (see the next section).

For information about generating portal logins and customizing the login notification email template, see the "Generate New Portal Logins" article.



Board Member Access

Board members need additional permissions beyond standard homeowner access to view board-specific pages and perform board functions in the portal.

Board members can access:

• Board Actions section with approval workflows.
• ARCs, Invoices, Work Orders, and Collections pages.
• Homeowners directory with search and export capabilities.
• Reports page for running association reports.
   

To set up board member access:

1. Verify the board member has a homeowner portal login.
2. Navigate to their homeowner account.
3. Assign the appropriate board or committee role to the homeowner.
4. Configure the role with the necessary portal permissions.

For more information about:

• Adding board and committee members, see the "How to Add Board and Committee Members" article.
• Board members and what they can do in the Home portal, see the "Boards" section of the Vantaca Library.
   

Troubleshooting

 

Q: How do I change which pages appear in an association's portal?

A: Navigate to Association > Portal Pages, select the association, and use the Association Portal Pages and Unused Portal Pages tabs to enable or disable specific pages. Click Use to enable a page or Not Used to disable it.
 

Q: Can I have different portal content for different associations?

A: Yes. Content configured at Settings > Portal Pages establishes defaults for all associations, but you can override this at Association > Portal Pages for association-specific customization.
 

Q: Why don't my homeowners see the ARC Request option?

A: Verify that the ARC Request page is enabled in Association > Portal Pages and is marked as Is Live. Also verify that the page visibility is set to allow homeowner access.



Q: How do I hide a page from all associations?

A: Navigate to Settings > Portal Pages, locate the page you want to hide, and clear the Is Live checkbox. The page remains available for editing but does not appear in any portal until you mark it as Is Live again.
 

Q: What happens if I edit content at both the management company and association level?

A: Association-level content overrides management company-level content. After you edit content at the association level, changes to the management company level no longer affect that association unless you reset the content by clearing the field or matching it exactly to the global content.



Q: Can homeowners submit requests for action items that are marked with Block Creation?

A: No. Action items with the Block Creation flag do not appear in portal request lists, even if they are configured as Homeowner Request or Work Order categories.
 

Q: How often should I update the dashboard welcome message?

A: Update the message as frequently as needed for timely announcements. Remember to remove or update the message when the information is no longer relevant to avoid displaying outdated content.





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