Latest updates appear at the top of tables • Updated throughout the month
Contents
New Features this Month
Vantaca Home: Portal Redesign
The Vantaca Home portal has been redesigned with an updated interface featuring enhanced navigation, improved responsiveness, modern visual elements, and a more intuitive experience for homeowners and board members.
Users will experience a refreshed, modern interface across all Vantaca Home pages including the dashboard, payment screens, requests, documents, calendars, directory, and board action pages. The redesign includes updated navigation that collapses for more screen space, streamlined workflows, and enhanced visual design elements.
The pre-login pages have been rebuilt for optimal viewing on phones and tablets, and custom content can now be displayed on authentication flows such as Forgot Password and Sign Up pages.
Important: Vantaca will enable this new redesign gradually to management companies throughout the end of the year with full adoption planned for 2026.
Vantaca Home portal users will see the updated interface upon login, providing a more intuitive and visually appealing experience while maintaining familiar functionality and navigation patterns. The following image is an example from the OceanView association:
For more information, see the following articles:
- Vantaca Home Portal
- How to Configure and Manage the Home Portal
- Set Up the Vantaca Home Portal
CMP: Back Button
One of your most requested features is here! We've added Back button functionality to Vantaca's main navigation, making it easier to move through your daily workflow without losing your place.
Why You'll Love It
The Back button works just like your browser's back button, but with intelligence built specifically for Vantaca:
- Maintains Your Context: When you navigate back to a previous page, your selections are preserved. If you were viewing a specific homeowner ledger, you'll return to that exact homeowner, not just the homeowner list.
- Works Across Your Session: The Back button remembers up to 25 pages you've visited during your current session, giving you plenty of flexibility to retrace your steps.
- Smart Behavior: The button only appears when you have pages to go back to, and it's automatically disabled when modals are open to prevent navigation confusion.
How It Works
Simply click the Back button in the top navigation bar to return to your previous page. The system tracks full page loads, so actions that don't reload the page (like opening a popup or tag editor) won't be saved in your history.
Keep in mind that your page history is session-based and will clear if you refresh your browser.
Why We Built This
You told us that navigating back through complex workflows, from homeowner ledgers to assessment pages to association lists, required too many manual steps. The Back button eliminates that friction, letting you focus on your work instead of navigation.
This enhancement is part of our ongoing commitment to making Vantaca more intuitive and efficient based on your feedback. For more information, see the "Overview of the Vantaca Dashboard" article.
Vantaca IQ: Company Insights Performance Rankings
The Performance Rankings tab in Vantaca IQ Company Insights provides comprehensive visual analytics to evaluate association performance across key business metrics. This feature helps management companies quickly identify top and bottom performers, track trends, and make data-driven decisions about portfolio management.
All Performance Rankings data updates based on selected date range and users can see data for their assigned portfolios. IQ Administrators have unrestricted access to all company data regardless of portfolio assignments.
Note: Performance Rankings is only available to management companies enrolled in Revenue Manager.
Benefits include:
- Quickly identify high and low performing associations at a glance.
- Monitor performance trends over time with rank trend indicators.
- Make informed decisions about resource allocation and management focus.
- Access actionable insights without complex report generation.
The key components of the Performance Ranking tab include:
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Association Ranking Table: A sortable table displaying all associations with:
- Rank Tier: Platinum, Gold, Silver, or Bronze designation.
- Rank Trend: Up or down arrows showing performance changes.
- Profit Score: Calculated profitability metric.
- Revenue: Total revenue for the selected period.
- Activity Level: High, Medium, or Low based on closed action items.
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Performance Charts: Three sets of dual horizontal bar charts display the top five and bottom five associations by:
- Revenue: Total revenue comparison.
- Profitability: Profitability score rankings.
- Activity: Closed action items measurement.
For more information, see the following articles:
Vantaca Pay: Pay Now Link Enhancements
Enhanced the Vantaca Pay and Express Pay experience with streamlined workflows, improved navigation, and robust payment handling to increase payment completion rates and reduce homeowner friction:
- Recurring Payment Optimization: The Make a Payment page now defaults to recurring payment options, positioning Recurring Payment as the first choice in the Payment Type field with Credit Card pre-selected as the payment method. The recurring payment interface has been streamlined by removing the Notes field to simplify the setup process.
- Smart Account Navigation: For homeowners with merged accounts or multiple subledgers, the Make a Payment page now automatically defaults to the account and subledger previously selected on the Dashboard or Account Overview page, eliminating unnecessary navigation steps.
- Express Pay Maximum Payment Limit: Express Pay now allows homeowners to make payments even with a $0 balance, enabling advance payments on upcoming charges. A safeguard limits payments to 3x the combined upcoming charges, with clear error messaging when the maximum is exceeded.
- Improved Link Handling: Invalid or expired Express Pay links now redirect homeowners to the guest payment page (or login screen if guest payments are disabled) rather than displaying errors, ensuring payment access is maintained. Additionally, homeowners whose login has expired can successfully use valid Pay Now links without requiring full re-authentication.
- Manual Link Invalidation: Management company staff can now manually invalidate Pay Now links (and automatically generate a new one for the next communication) when security concerns arise, account ownership changes, or homeowners request new links.
Customer Impact:
- Homeowners: Faster recurring payment enrollment, simplified navigation across multiple accounts, ability to make advance payments with safeguards, and uninterrupted payment access through Pay Now links.
- Management Companies: Increased recurring payment adoption, higher payment completion rates, fewer support requests, and enhanced collection through persistent Pay Now link functionality.
For more information, see the following articles:
CMP: Action Item Improvements
System Administrators can now configure action steps more efficiently with all settings accessible in one location, receive proactive warnings about configuration issues before deployment, and quickly locate specific templates—ensuring communications function properly from the start.
Note: Any currently configured action items will automatically transition to the new action type and rules interface. No action is required from users, and all existing configurations will be preserved.
- Unified Rules screen: Action step configuration is now consolidated into a single Rules screen with tabbed navigation (Rule Configuration, Instructions, Email Template, Letter Template, Reports, and Documents).
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Smart Validation: The system now provides proactive warnings when:
- Notification methods are configured without matching templates (email, letter, report, or document).
- Closing steps don't have a "Next Step if Yes" selected, preventing missed communications from homeowners on closed action items.
- Enhanced Template Organization: Letters and Reports tabs now feature search functionality, with ordered items automatically prioritized at the top with count indicators for faster configuration.
- Contextual Help: New tooltips on the Action Item Steps section Send To, Reply To, Portal Reply, and Closing Step column headers provide guidance directly in the interface, reducing the need to reference external documentation. The Hamburger menu on the action item step has been replaced with a dedicated Delete button for easier management.
To learn about these improvements and more, see the following articles:
Improvements
| Release Date | Details | Customer Impact | Roles Affected | Related Articles |
|---|---|---|---|---|
11/26/25 Vantaca IQ |
Saved Filter Settings Users can now save, load, and manage custom filter combinations on Collection Insights and Company Insights pages (Revenue and Employee tabs). Filter presets include a name, optional description, and the ability to set one filter as the default that loads automatically when accessing the page. Users can create multiple filter presets, mark favorites for quick access, update existing filters, and delete filters they no longer need through a centralized Manage Filters interface. |
Users no longer need to manually reselect their preferred filter combinations each time they access Insights pages. Filter presets persist across sessions and automatically load when set as default, streamlining workflow for users who regularly analyze the same data subsets. | All IQ Users | |
11/25/25 Home/Pay |
Vantaca Home Portal Redesign See previous New Features section. |
Users will see the updated interface upon login, providing a more intuitive and visually appealing experience while maintaining familiar functionality and navigation patterns. | All clients that use the home portal. | |
11/25/25 Home/Pay |
Recurring Payments Now Default The Make a Payment page now defaults to Recurring Payment as the first option in the Payment Type field, making it easier for homeowners to set up recurring payments. The system still defaults to One-Time payments when recurring payments are disabled for the association. |
Homeowners can more easily set up recurring payments with the new default selection, streamlining the payment setup process. | Homeowners | Vantaca Pay section of the Vantaca Library |
11/25/25 Home/Pay |
Notes Field Removed from Recurring Payments The Notes field has been removed from the Recurring Payment page to streamline the payment setup process. |
Simplified recurring payment setup with unnecessary fields removed. | Homeowners | N/A |
11/25/25 Home/Pay |
Improved Payment Account Selection When homeowners navigate to the Make a Payment page from the Dashboard or Account Overview page, the payment page now automatically selects the account and subledger they were viewing. This streamlines the payment process for homeowners with merged accounts or multiple subledgers. |
Reduced clicks and confusion when making payments across multiple accounts. | Homeowners with merged accounts or multiple subledgers | Vantaca Pay section of the Vantaca Library |
11/25/25 Home/Pay |
Express Pay Maximum Payment Limit Express Pay (Pay Now links) now allows payments even with $0 balance and implements intelligent maximum payment limits. When both current balance and upcoming charges are $0, the maximum payment is $1,000. Otherwise, homeowners can pay up to 3x the total of their balance plus upcoming charges. The system prevents payments exceeding these limits with clear error messaging. |
Homeowners can make advance payments more easily while fraud protection remains in place through smart payment limits. | Homeowners using Express Pay links | |
11/25/25 Home/Pay |
Billing/Communication Preference eSignature Requirement When homeowners update billing or communication preferences, they must now provide an eSignature in the Electronic Communication consent screen. The system automatically creates and stores a .txt file documenting the preference changes, including consent content, login information, property details, date of change, and updated settings. |
Enhanced documentation for preference changes provides better audit trails for compliance purposes.
|
Homeowners Management Companies |
Vantaca Home: Profile Settings Page |
11/25/25 CMP |
Other Email Field Notification Delivery Corrected an issue where emails were not sending to addresses entered in the Other Email field on action items when the action step had No Notifications configured or when the homeowner account had no email address. |
Email communications now send to addresses entered in the Other Email field regardless of the action step's notification settings or homeowner email configuration, ensuring critical communications reach intended recipients. | All users managing action items with email communications | |
|
11/19/25 CMP |
Association List Performance Made performance improvements to the Association List that allows for faster load time on screens and increases capacity during peak load times. |
Users will notice faster page loading and increased capacity. | All Users | Association List |
11/11/25 CMP |
Back Button Navigation See previous New Features section. |
Users can navigate backward through recent pages using the new Back button in the top navigation bar. | All Users | Overview of the Vantaca Dashboard |
11/07/25 Manage Mobile |
Required Action Field Label Update Updated the Required Action field label in violations to display as "Required Action (Action Item Note)" for improved clarity. |
The field label provides context to help users understand the purpose and use of the Required Action field when documenting violations. | Property Managers Community Managers |
Vantaca Manage App: Violations |
|
11/06/25 Vantaca IQ |
Performance Rankings Tab added to Company Insights See previous New Features section. |
Users can quickly identify top and bottom performing associations through visual rankings to make data-driven portfolio management decisions. | Property Managers Portfolio Managers Workflow Managers Executives |
|
11/06/25 Vantaca IQ
|
IQ Admin Insights Permissions Enhanced Insights permissions for IQ Admin users to access all available filter options and data across portfolios and responsibilities. |
IQ Admin users now see all portfolios, portfolio types, and responsibilities in Insights page filters without role-based restrictions. | IQ Administrators | Vantaca IQ: Insights |
11/05/25 Pay |
Pay Now Link Enhancements See previous New Features section. |
Homeowners benefit from faster recurring payment enrollment and simplified navigation while management companies see increased payment completion rates and reduced support requests. | Homeowners Management Companies |
|
11/04/25 CMP |
Action Item Configuration Enhancements Consolidated action step configuration into a unified Rules modal with tabbed navigation that includes all of the actions from the hamburger menu (which is replaced with a Delete button). Added validation warnings when notification methods are configured without matching templates (email, letter, report, or document requirements) and to require a Next Step if Yes on closing steps to ensure responses from homeowners aren't missed on closed action items. See previous New Features section. |
System admins can now configure action steps more efficiently with all settings accessible in one location and receive proactive warnings about missing templates before deployment, ensuring communications function properly. | System Admins Workflow Managers |
|
Action Step Configuration Tooltips Added informative tooltips for Send To, Reply To, Portal Reply, and Closing Step column headers in action step configuration. |
Reduces the need to reference external documentation when configuring action steps by providing contextual guidance directly in the interface. | System Admins Workflow Managers |
||
Repeat (# Of Days) Enhanced the Repeat (# of Days) field on action item steps to provide automatic system tracking when communications are resent. When the configured number of days is reached, the system now automatically generates an action item note stating "The # of days to repeat communication for this item has been met. Communication has been resent." Additionally, repeated communications now regenerate using current merge tag data while preserving manually uploaded attachments from the original communication. |
Users can now easily track when and why repeat communications were sent through automatic system notes, improving workflow transparency and audit trails without manual documentation. |
Property Managers Admin Staff |
||
Pay Now Link Invalidation Option Added an Invalidate Pay Link option in the Homeowner Logins screen allowing management companies to manually invalidate express Pay Now Links for individual homeowners when needed |
Provides security control to invalidate compromised or outdated payment links. All previously distributed links for that homeowner become inactive, requiring generation (automatic) of a new link. | Management Company Staff with Access to: Homeowners > Logins |
Corrections
| Release Date | Details | Customer Impact | Roles Affected | Related Articles |
|---|---|---|---|---|
11/25/25 Home/Pay |
Document Switching for Merged Accounts Fixed an issue where the Documents page did not refresh when homeowners switched between merged associations, causing documents from only one association to display regardless of selection. |
Homeowners with merged accounts can now properly view documents for all their associations. | Homeowners with merged accounts | Vantaca Home: Documents Page |
11/25/25 Home/Pay |
Express Pay Amount Calculation Corrected intermittent issues where Express Pay payments and e-statements displayed incorrect amounts on the ledger, affecting reconciliation accuracy. |
Express Pay payments now accurately reflect on homeowner ledgers and e-statements. | Homeowners Accounting Staff |
N/A |
11/25/25 Home/Pay |
Email Size Limit Error Notification Corrected an issue where the Exceeds 25MB error message did not display when the Enable No Email Alerts setting was not selected on Board Email action types, preventing users from understanding why emails failed to send. |
Users now receive the Exceeds 25MB error notification when email attachments exceed size limits, regardless of the Enable No Email Alerts setting, allowing them to identify and resolve oversized attachment issues. | Board Members Managers All users sending emails with attachments |
|
11/07/25 Manage Mobile |
Violation Screen Display Corrected display issues where violation screens were cut off on both sides when users had increased zoom or accessibility settings enabled on their iOS devices. |
Violation screens now display properly for users with accessible zoom settings enabled, ensuring all fields and buttons are visible and accessible. | Property Managers Community Managers |
N/A |
11/07/25 CMP |
Documents Generating Out of Order Corrected document generation order when multiple paper documents have identical order numbers in action step letter template configuration. Documents now generate with a consistent hierarchy when order numbers match: alphabetically within the same category, then following the document type hierarchy (Letters, Reports, Documents). |
Documents with matching order numbers generate in a predictable sequence, maintaining the expected order of letters before reports when order numbers are identical. | System Admins Workflow Managers |
|
11/04/25 CMP |
Action Item Message Template Character Encoding Resolved an issue where question marks (?) appeared in email message templates for action items due to encoding errors when templates were retrieved from storage. |
Eliminates display of unintended placeholder characters in homeowner communications, ensuring professional appearance of all email templates. | All roles who send email communications through action items |
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