Installation - iOS Devices

1. Open the App Store.
2. Enter “Vantaca” in the Search field.
3. Select the Vantaca app.
4. Select the Install button.
   
5. Select the Vantaca App from your App Library.
6. Accept the permission popup the opens the first time you launch the app with the following message:
   • Allow “Vantaca” to use your location? Your location is used to provide suggested nearby properties.
   • Note: This permission will allow the Inspection module of the App the ability to provide results based on your current location.
     
     
7. Enter your Vantaca.net credentials to login to the App.

 

 

Updating the App - iOS Devices

1. Open the menu by selecting the hamburger icon ().
2. Select the Upgrade Now option in the menu.
   
3. Select the Download on the App Store button to be redirected.
   
4. Select Update on the Vantaca App.
   
   

 

Navigation Menu

The Navigation Menu can be accessed by clicking the Hamburger Icon  at any point when using the app.

 

Dashboard

The Dashboard displays the Unread Messages widget. If you do not have any Unread Messages, the Dashboard will appear blank. Select a message to view additional details.

Action Items

The Action Items page is where you can view My Action Items, All Action Items and Create Action Items.

• Select the My Items button to view your Action Items.
  • Select from the Current Item list to open additional details about the item.
    • Note: The layout of each Action Item will differ depending on the Action Item Type. For example, an Invoice Action Item will display different fields than an ARC Action Item.
    • Fields can be edited and saved by clicking the Checkmark Icon , if available.
    • Click the Pencil and Pad Icon to access the following options:
      • Edit Item: Opens the Edit Action Item page.

 

• Change Step: Edit the current step of the Action Item.
• New Message: Send a New Message about the Action Item to a User Role and/or recipient.
  1. Select a role from the available list by selecting the Greater Than Icon .
  2. A specific email can be entered if necessary.
  3. Enable the High Importance toggle to mark the message as high priority for the recipient.
  4. Enter your message in the provided field.
  5. Attachments can be added using the following options:
     • Uploaded from your device’s storage by selecting the Cloud Icon .
     • Or, taking a photo by selecting the Camera Icon .

 

 

6. Select the Checkmark Icon to send.
   

• • Cancel: Returns you back to the Details page.

• Select the All Items button to view All Action Items.
  • The Association Selection field will become visible where you can select (All Associations) or an individual association.
  • Note: The list will not auto-populate with results automatically but will return results based on a search of at least one character, both numbers and letters.

Add Action Item

• Select the Add Icon to create a new Action Item.
  

1. Choose a Homeowner or Association for the Action Item.
   
   
   • The Association can be changed by selecting the Association Name and selecting from the Association list.
   • Select the Homeowner button to search for Homeowners.
     • Recent Homeowners will auto-populate in the Recent
   • Select the Association button to search for Associations.
2. Select an Action Type.
3. Select an Action Step.
   • Note: An Action Type needs to be selected before attempting to select an Action Step.
   • Note: The list of available Action Steps will differ based on the selected Action Types
4. Select a Follow Up Date, if necessary.
5. Select a Due Date, if necessary.
6. Enter a Subject for the Action Item.
7. Enter a Description for the Action Item.
8. Enter an Email if necessary.
9. Attachments can be added using the following options:
   • Uploaded from your device’s storage by selecting the Cloud Icon .
   • Or, taking a photo by selecting the Camera Icon .
10. Select the Checkmark Icon to create the Action Item.

 

It’s Important to remember that additional fields may appear on the Create Action Item page depending on the Action Type being created. For Example, selecting a Work Order Action Type will require you to select a Service Provider whereas selecting an ARC Request Action Type will require you to select an ACC Type.

 

Homeowner List

The Homeowners page is where you can view and edit your Association’s homeowner information.

• The Current Association can be changed by selecting Association Name and selecting from the Association List.
• Note: The Homeowner List will not auto-populate with results automatically but will return results based on a search of at least one character, both numbers and letters.
• Select a homeowner to open their Homeowner Dashboard.

 

 

 Homeowner Dashboard Tab

The Homeowner Dashboard displays all relevant Homeowner information including contact details, property information, upcoming assessments and related homeowner action items for the selected homeowner.

• Click the Pencil and Pad Icon to access the following options:
  • Edit Property: Opens the Edit Property page.
  • Edit Homeowner: Opens the Edit Homeowner page.
  • Cancel: Returns to the Homeowner Dashboard
• Select the Homeowner Name to edit Homeowner Information.
  • The following fields can be edited:
    • Homeowner First Name
    • Homeowner Last Name
    • Spouse First Name
    • Spouse Last Name
    • Business Name
    • Homeowner Email
    • Primary Phone
      
      
  • Select the Checkmark Icon to save.
• Select the Property Address to edit the Property Information.
  • The following fields can be edited:
    • Street No.
    • Street Name
    • Address
    • Unit
    • City
    • State
    • Zip
    • Lot
    • Block
    • Phase
    • Village
    • Old Account
    • Settled Date (Date)
    • Previous Owner (Date)
    • Deed Name
    • Block Payments (toggle): Enabling this will block a homeowner from making payments on the homeowner portal.
      
  • Select the Checkmark Icon to save.
• Select the Homeowner Email to edit the Email Information:
  • The following fields can be edited:
    • Is Primary (toggle): Enabling this will use this email as the primary email for contacting the homeowner.
    • Label
    • Email Address
      
      
  • Select the Checkmark Icon to save.
• Select Balance or a Next Assessment Item to open the Homeowner Ledger
• Select an Action Item to open its Action Item Details.

Homeowner Info Tab

The Homeowner Info tab displays information related to homeowner addresses, properties, contact details, tenants, pet information and additional fields as configured per association.

• Click the Pencil and Pad Icon to access the following options:
  • Edit Property: Opens the Edit Property page.
  • Edit Homeowner: Opens the Edit Homeowner page.
  • Cancel: Returns to the Homeowner Info
• Select the Homeowner Name to edit Homeowner Information.
  • The following fields can be edited:
    • Homeowner First Name
    • Homeowner Last Name
    • Spouse First Name
    • Spouse Last Name
    • Business Name
    • Homeowner Email
    • Primary Phone
      
      
  • Select the Checkmark Icon to save changes.
• Select the Homeowner Email to edit the Email Information:
  • The following fields can be edited:
    • Is Primary (toggle): Enabling this will use this email as the primary email for contacting the homeowner.
    • Label
    • Email Address
      
      
  • Select the Checkmark Icon  to save.
• Select New Email to add a new email address to the homeowner account.
  • Is Primary (toggle): Enabling this will use this email as the primary email for contacting the homeowner.
  • Label
  • Email Address
  • Select the Checkmark Icon to save.
    
• Select New Phone Number to add a new phone number to the homeowner account.
  • Is Primary (toggle): Enabling this will use this phone number as the primary number for contacting the homeowner.
  • Label
  • Phone Number
  • Select the Checkmark Icon to save.
    
• Select a Mailing Address to choose from the list of available Mailing Addresses
  • Note: There may be only one mailing address available.
• Select New Address to add a New Address to the homeowner account.
  • Is Current Mailing Address (toggle): Enable this if address is the current mailing address.
  • Label
  • S. / Foreign
  • Street No.
  • Street Name
  • Address
  • City
  • State
  • Zip
  • Select the Checkmark Icon to save.
    
• Select a Property Address to edit the Property Information.
  • The following fields can be edited:
    • Street No.
    • Street Name
    • Address
    • Unit
    • City
    • State
    • Zip
    • Lot
    • Block
    • Phase
    • Village
    • Old Account
    • Settled Date (Date)
    • Previous Owner (Date)
    • Deed Name
    • Block Payments (toggle): Enabling this will block a homeowner from making payments on the homeowner portal.

• Select the Checkmark Icon to save.
  

• Additional Homeowner Information related to Homeowner Accounts will be displayed here but may not be editable within the App.

Homeowner Ledger Tab

The Homeowner Ledger tab displays the homeowner’s ledger information which includes a summary of their transactions and their balance information.

Summary Tab

The Summary tab displays all transaction types on the account and any associated balance.

• Select a charge to view the Charge Details.
  

Transactions Tab

The Transactions tab displays a list of all historical transactions for a homeowner’s history.

All Properties Tab

The Properties tab displays a summary of charge types for a homeowner organized by the homeowner’s properties.

• Select a charge to view the Charge Details.

Homeowner Activity Tab

The Homeowner Activity tab displays all homeowner activity including Assessments, Action Items and Activity Notes.

• Select the Add Icon to a new Activity Note to the Homeowner’s account.
  • Enter a Subject for the note.
  • Enter a brief description in the Note
• Attachments can be added using the following options:
  • Uploaded from your device’s storage by selecting the Cloud Icon .
  • Or, taking a photo by selecting the Camera Icon .
• Select the Checkmark Icon to save.
  

Current Property Tab

The Current Property tab displays activity for the current property Homeowner.

 

All Owners Tab

The All Owners tab displays the property information for both current and previous Homeowners.

 

This Owner Tab

The This Owner tab displays activity for the selected property in addition to any activity from other properties or accounts associated to the selected Homeowner.

 

Association List

The Association List displays all Associations you have access to.

Association Info Tab

The Association Info tab displays association information including addresses, properties and association custom fields.

• Select the Association Name to edit Association.
  • The following fields can be edited:
    • Association Code
    • Association Name
    • Tax ID
    • Association Type
    • Is Live (toggle)
    • Service Type
    • Association Model
    • A/R Cash Basis Accounting (toggle)
    • A/P Cash Basis Accounting (toggle)
    • Company
  • Select the Checkmark Icon  to save.
    
• Select the Physical Address to edit the Address.
  • The following fields can be edited:
    • Address Type: Select your Association Type from a dropdown list.
    • Street No.
    • Street Name
    • Address
    • City
    • State
    • Zip
    • County
  • Select the Checkmark Icon  to save.
    
• Custom fields can be viewed by selecting each, but they cannot be edited within the App.

Association Assessments Tab

The Assessments tab displays your association Assessment info.

• Select an assessment to view additional details.

 

Accounting

The Accounting page is where you can view invoice details by association.

Signature Approval

The Signature Approval page allows you to approve individual or multiple invoices.

• Select Approve All to approve all invoices.
  • Select Yes or No to the following confirmation message:
    • Approve All: Are you sure you want to approve and pay ALL invoices listed?
      
  • Change the current association by selecting an association from the Association List.
  • Select an invoice to open the Invoice Details.
    
    
    • Select the Forward Arrow Icon to access the following options:
      • Change Step: Opens the Change Step page.
      • Send Message: Opens the New Message page.
      • Cancel
    • Select Approve to approve the invoice signatures and step the invoice to the next step.
      • Note: If the invoice has already been stepped, the Approve option will be replaced with Pay.
• Select the GL item to open the Edit GL page.
  • Select a GL Account.
  • Select an Association Fund.
  • Enter a description if necessary.
  • Enter the Amount.
  • Enter an Annotation if necessary.
  • Select the Checkmark Icon to save.
    
• Any attachments available can be viewed by selecting View Attachment where available.

 

 

Inspection

The Inspection page is where you can perform inspections for your associations.

• Select the Association Name to select a different Association from the Association List.
• Select one of the available inspection types to begin a new inspection:
  • Full Inspection
  • Closing Inspection
  • ACC Review
• Select an inspection to Review an Inspection currently in the Review Stage.

Full Inspection

1. Select Full Inspection from the Inspection page.
   
2. An XN Number will automatically be created, and the current inspection information will be displayed.
3. Use the search field to find a specific address.
4. The list of displayed addresses can be filtered using the following filters:
   • All
   • CCR
   • W/O (Work Order)
   • ARC
5. The Show Map Toggle can be enabled to display a map based on your geolocation.
   • Note: This feature will not work if you have not allowed the App permission to use your location.
6. The Location Services Toggle will show the ten closest properties to you based on your geolocation.
   • Note: This feature will not work if you have not allowed the App permission to use your location.
7. Select an address to perform an inspection on.
   • Note: A red dot means that this address has open/pending violations associated with it. A black dot   means that this address has no open/pending violations. An Exclamation Point (!) means that an Ownership Transfer is currently in progress for the address.
8. The Property page displays the following information:
   1. Open Violations
      • If none exist, field will display as No Open Violations
   2. Open ACC Requests
      • If none exist, field will display as No Open ACC Requests
   3. Open Work Orders
      • If none exist, field will display as No Open Work Orders
   4. Closed Violations
      • If none exist, field will display as No Closed Violations
   5. Closed ACC Requests
      • If none exist, field will display as No Closed ACC Requests
        
        
9. Open Items can be selected to view their details.
   • • Note: Options vary per association but typically items can be approved/declined or stepped from here as well as editing existing fields.
10. Select New Violation to create a new violation.
    1. Select a CCR Item.
    2. Select the First Step.
       • Note: This will vary based on the selected CCR Type.
    3. Enter the Fee Amount.
    4. Select a Follow Up Date and Due Date.
    5. Select a Cure Date.
    6. Select a Hearing Date.
    7. Attachments can be added using the following options:
       1. Uploaded from your device’s storage by selecting the Cloud Icon .
       2. Or, taking a photo by selecting the Camera Icon .
          
    8. Select the Checkmark Icon to save changes.
11. Select New Work Order to create a new work order.
    1. Select a Homeowner from the Homeowner List.
       • The Association can be changed by selecting the current association and selecting from the association list.
    2. Select an appropriate Action Item. Example: Service/Maintenance Request or Work Order.
    3. Select the Action Step.
       • Note: This will vary based on the selected Action Item.
    4. Select a Follow Up Date and a Due Date.
    5. Select a Service Provider.
    6. Enter a Subject in the provided field.
    7. Enter a Description.
       • Note: This will fill in the Action Item Description field.
    8. Enter an Email to tag in the Action Item.
    9. The Attach Location Toggle will use your current geolocation as a reference point in the Action Item.
    10. Attachments can be added using the following options:
        1. Uploaded from your device’s storage by selecting the Cloud Icon .
        2. Or, taking a photo by selecting the Camera Icon .
    11. Select the Checkmark Icon to save changes.
        
12. Select End Inspection to end the inspection.
    1. 1. The following confirmation message will appear:
          
          
          • "“End Inspection” Do you want to end this inspection, and enter the review stage?”
            • Select No to return to the current inspection.
            • Select Yes to step the Inspection to the review stage.
              • Note: This will place the inspection at the bottom of the Review Inspection

Closing Inspection

1. Select Closing Inspection Only from the Inspection page.
   
2. An XN Number will automatically be created, and the current inspection information will be displayed.
3. Use the search field to find a specific address.
4. The list of displayed addresses can be filtered using the following filters:
   1. Closing
   2. All
5. The Show Map Toggle can be enabled to display a map based on your geolocation.
   • Note: This feature will not work if you have not allowed the App permission to use your location.
6. The Location Services Toggle will show the ten closest properties to you based on your geolocation.
   • Note: This feature will not work if you have not allowed the App permission to use your location.
7. Select an address to perform an inspection on.
   • Note: A red dot  means that this address has open/pending violations associated with it. A black dot  means that this address has no open/pending violations. An Exclamation Point (!) means that an Ownership Transfer is currently in progress for the address.
8. The Property page displays the following information:
   • Open Violations
     • If none exist, field will display as No Open Violations.
   • Open ACC Requests
     • If none exist, field will display as No Open ACC Requests.
   • Open Work Orders
     • If none exist, field will display as No Open Work Orders.
   • Closed Violations
     • If none exist, field will display as No Closed Violations.
   • Closed ACC Requests
     • If none exist, field will display as No Closed ACC Requests.
       
       
9. Open Items can be selected to view their details.
   • • Note: Options vary per association but typically items can be approved/declined or stepped from here as well as editing existing fields.
10. Select New Violation to create a new violation.
    1. 1. Select a CCR Item.
       2. Select the First Step.
          • Note: This will vary based on the selected CCR Type.
       3. Enter the Fee Amount.
       4. Select a Follow Up Date and Due Date.
       5. Select a Cure Date.
       6. Select a Hearing Date.
       7. Attachments can be added using the following options:
          1. Uploaded from your device’s storage by selecting the Cloud Icon .
          2. Or, taking a photo by selecting the Camera Icon .
       8. Select the Checkmark Icon to save changes.
          
11. Select New Work Order to create a new work order.
    1. Select a Homeowner from the Homeowner List.
       • The Association can be changed by selecting the current association and selecting from the association list.
    2. Select an appropriate Action Item. Example: Service/Maintenance Request or Work Order.
    3. Select the Action Step.
       • Note: This will vary based on the selected Action Item.
    4. Select a Follow Up Date and a Due Date.
    5. Select a Service Provider.
    6. Enter a Subject in the provided field.
    7. Enter a Description.
       • Note: This will fill in the Action Item Description field.
    8. Enter an Email to tag in the Action Item.
    9. The Attach Location Toggle will use your current geolocation as a reference point in the Action Item.
    10. Attachments can be added using the following options:
        1. Uploaded from your device’s storage by selecting the Cloud Icon .
        2. Or, taking a photo by selecting the Camera Icon .
    11. Select the Checkmark Icon to save changes.
        

12. Select End Inspection to end the inspection.
    1. The following confirmation message will appear:
       
       
       • “"End Inspection” Do you want to end this inspection, and enter the review stage?”
         1. Select No to return to the current inspection.
         2. Select Yes to step the Inspection to the review stage.
            • Note: This will place the inspection at the bottom of the Review Inspection

ACC Review

1. Select ACC Review Only from the Inspection page.
   
2. An XN Number will automatically be created, and the current inspection information will be displayed.
3. Use the search field to find a specific address.
4. The list of displayed addresses can be filtered using the following filters:
   1. ARC
   2. All
5. The Show Map Toggle can be enabled to display a map based on your geolocation.
   1. Note: This feature will not work if you have not allowed the App permission to use your location.
6. The Location Services Toggle will show the ten closest properties to you based on your geolocation.
   1. Note: This feature will not work if you have not allowed the App permission to use your location.
7. Select an address to perform an inspection on.
   1. Note: A red dot  means that this address has open/pending violations associated with it. A black dot  means that this address has no open/pending violations. An Exclamation Point (!) means that an Ownership Transfer is currently in progress for the address.
8. The Property page displays the following information:
   • Open Violations
     • If none exist, field will display as No Open Violations.
   • Open ACC Requests
     • If none exist, field will display as No Open ACC Requests.
   • Open Work Orders
     • If none exist, field will display as No Open Work Orders.
   • Closed Violations
     • If none exist, field will display as No Closed Violations.
   • Closed ACC Requests
     • If none exist, field will display as No Closed ACC Requests.
       
       
9. Open Items can be selected to view their details.
   • • Note: Options vary per association but typically items can be approved/declined or stepped from here as well as editing existing fields.
10. Select New Violation to create a new violation.
    1. 1. Select a CCR Item.
       2. Select the First Step.
          1. Note: This will vary based on the selected CCR Type.
       3. Enter the Fee Amount.
       4. Select a Follow Up Date and Due Date.
       5. Select a Cure Date.
       6. Select a Hearing Date.
       7. Attachments can be added using the following options:
          1. Uploaded from your device’s storage by selecting the Cloud Icon .
          2. Or, taking a photo by selecting the Camera Icon .
       8. Select the Checkmark Icon to save changes.
          
11. Select New Work Order to create a new work order.
    1. Select a Homeowner from the Homeowner List.
       • The Association can be changed by selecting the current association and selecting from the association list.
    2. Select an appropriate Action Item. Example: Service/Maintenance Request or Work Order.
    3. Select the Action Step.
       • Note: This will vary based on the selected Action Item.
    4. Select a Follow Up Date and a Due Date.
    5. Select a Service Provider.
    6. Enter a Subject in the provided field.
    7. Enter a Description.
       • Note: This will fill in the Action Item Description field.
    8. Enter an Email to tag in the Action Item.
    9. The Attach Location Toggle will use your current geolocation as a reference point in the Action Item.
    10. Attachments can be added using the following options:
        1. Uploaded from your device’s storage by selecting the Cloud Icon .
        2. Or, taking a photo by selecting the Camera Icon .
    11. Select the Checkmark Icon to save.
        
12. Select End Inspection to end the inspection.
    1. The following confirmation message will appear:
       
       
       • "“End Inspection” Do you want to end this inspection, and enter the review stage?”
         1. Select No to return to the current inspection.
         2. Select Yes to step the Inspection to the review stage.
            • Note: This will place the inspection at the bottom of the Review Inspection

Review Inspection

1. Select an Inspection from the Review Inspection section.
   
2. From the Inspection Items page, you can perform the following actions:
   1. Approve Inspection:
      1. Select Approve.
      2. The Current and Next Step fields cannot be edited.
      3. Enter a Follow Up Date and Due Date, if necessary.
      4. Enter a Note, if necessary.
      5. Enter an Email, if necessary.
      6. Select the Checkmark Icon to confirm.

1. Decline Inspection:
   1. Select Decline.
   2. The Current Step field cannot be edited.
   3. Select the Next Step from the available options.
   4. Enter a Follow Up Date and Due Date, if necessary.
   5. Enter a Note, if necessary.
   6. Enter an Email, if necessary.
   7. Select the Checkmark Icon to confirm.

1. Edit Inspection:
   1. Select the Action Item to view the Violation’s details.
   2. Any changes can be saved by selecting the Checkmark Icon .

 

 

Settings

Responsibilities

The Responsibilities page allows you to create and edit responsibilities for your users.

Add a Responsibility

1. Select the Add Icon to add a new Responsibility.
   1. Enter a Description.
   2. Select a Role.
   3. Select the Checkmark Icon to save.
      

Edit Responsibility

1. Select the Pencil and Pad Icon to edit Responsibility Details.
   1. Edit the Description.
   2. Select a Role.
   3. Select the Checkmark Icon to save.
2. Select Assign New User to assign users to the responsibility.
   1. Select a Start Date.
   2. Select an End Date if necessary.
      • Note: The end date is typically left blank to ensure that a user’s settings don’t expire due to an oversight.
        
        
   3. Select Assign New User.
      1. Select a User.
   4. Select the Checkmark Icon to save.
3. Select Assign New Portfolio to assign a portfolio to the responsibility.
   1. Select individual portfolios or select Check All to select all available portfolios.
   2. Select the Checkmark Icon to save.
      
4. Select Assign New Association to assign associations to the responsibility.
   1. Select individual associations or select Check All to select all available associations.
   2. Select the Checkmark Icon to save.
      

Roles

The Roles page allows you to create and edit Roles which will dictate what permissions your Users have on each page and what actions they can perform based on their assigned Role.

Add a New Role

1. Select the Add Icon to add a new Role.
   1. Enter a Description for the Role.
   2. Select the Checkmark Icon to save.
      

Edit a Role

1. Select a Role.
2. Select the Pencil and Pad Icon to edit the Role Description.
3. Each item can be selected to Edit Role Security.
   • Note: Available options vary depending on the item.
     
     
4. Select which permissions to enable or select Check All to enable all permissions for the Role.
   

 

 

Users

The Users page allows you to create and edit Users.

Add New User

1. Select the Add Icon to add a new User.
   1. Enter a Username.
      • Note: Enter the user’s first and last name here.
   2. Enter a Login.
      • Note: This is what the user will use to login
   3. Enter the user’s Email Address.
   4. Enter the user’s Password.
      • Note: This is where you can create temporary passwords for your users.
   5. Select the Checkmark Icon to save.
      

Edit User

1. Select a User.
2. Select the Pencil and Pad Icon to edit the User Info.
   1. Edit the User Name.
   2. Edit the Login.
   3. Edit the Email.
   4. Edit the Password.
   5. Select the Checkmark Icon to save.
      
3. Select an existing Responsibility to edit.
   1. Select a Start Date.
   2. Select an End Date.
   3. Select the Checkmark Icon  to save.
      
4. Select Assign New Responsibility to assign a new responsibility to the user.
   1. The Start Date will default to today’s date.
   2. Select an End Date if necessary.
      1. Note: The end date is typically left blank to ensure that a user’s settings don’t expire due to an oversight.
   3. Select Assign New Responsibility to select a responsibility.
   4. Select the Checkmark Icon to save.