Vantaca January Release Notes 2026

Latest updates appear at the top of tables• Updated throughout the month

CMP: Action Items Permission Structure Enhancement

Rebuilt action item permissions to provide more granular control over user capabilities.

Important: This update preserves all existing user capabilities. When the new settings are implemented, each user's current permissions will be automatically mapped to the corresponding new settings. Your company maintains full control to adjust these mappings as needed, preventing any disruption to daily workflows.

The Action Items > Action Items permission set now includes separate permissions for View, Step, Message, Create, Copy, and Edit, replacing the previous combined View and Add/Update permissions.

Key changes include:

Separate Permissions: System administrators can now assign specific capabilities (view, create, edit, step, copy, message) to different user roles based on their responsibilities.
Permission Hierarchy: The View permission is now required before other permissions can be selected. When View is unchecked, all dependent permissions automatically uncheck and become unavailable.
Automatic Migration: Existing View permissions automatically map to View, Step, Message, Copy, and Edit permissions, while Add/Update permissions map to the Create permission.

This update provides precise control over action item access, allowing administrators to grant only necessary permissions to each role while preventing invalid permission combinations. We recommend carefully selecting which roles have permission to edit action items. Limiting this capability helps ensure that proper workflows are followed and maintains data integrity.

During migration, all existing permissions are preserved to ensure no functionality is lost.

For more information see the following articles:

Manage Android: ARC Requests

Board members and Architectural Review Committee (ARC) members can now use the Android Vantaca Manage app to view ARC requests (previously available for iOS only).

For information about this feature in the app, see the "Vantaca Manage App: ARC Requests" article.

IQ: Data Source and Timing Icons

Available: 01/08/2026

Vantaca IQ tools now use live or scheduled refresh data and display icons to show this data source type as well as date range applicability, helping you instantly understand data freshness and make better-informed decisions.

Icon Indicators

Data Source:

Live Data: Data is current and updated when the tool is loaded. Used for operational tools requiring immediate, up-to-the-minute information like current open items, portfolio counts, and revenue, so you can make time-sensitive decisions with confidence. Applies to Business, Employee, and Association dashboard tools; Company Insights Door/Association Counts and Revenue data to eliminate drift issues and providing current portfolio visibility and financial information.
Scheduled Data: Data is refreshed on a regular schedule; hover to see last update date/time. Used for analytical tools that aggregate historical trends and complex calculations across large datasets, providing optimized performance for reporting and long-term analysis. Applies to Invoice Overview (Business Dashboard and Association Dashboard), Invoice Data Entry (Business Dashboard), Coded Invoices (Employee Dashboard), and Benchmarks to optimize viewing historical trends and aggregated metrics.

Date Range Applicability:

Date Range Applies: Tool responds to the date range filter.
Date Range Does Not Apply: Tool does not respond to the date range filter.
Some tools show "Some data respond to date range" for mixed behavio

For more information, see the following articles:

Improvements ⬆️

Release Date	Details	Customer Impact	Roles Affected	Related Articles
01/28/26 Manage iOS/Android	Violation Hearing Time on Mobile App The Vantaca Manage mobile app now displays and allows editing of hearing times for violations. Community managers can view and set hearing times directly within the violation details screen on both iOS and Android devices, with data syncing bidirectionally between the mobile app and CMP.	Community managers can now manage complete hearing schedules from their mobile devices, meeting state compliance requirements and eliminating the need to return to a computer to set hearing times during field inspections.	Community Managers Community Inspectors	Vantaca Manage App: Violations
01/28/26 Manage Android	Violation Description Whitespace Validation The Manage Android app now prevents users from submitting violation descriptions that contain only whitespace characters (spaces, tabs, line breaks). The CCR Description field validates input to ensure meaningful content is provided before submission.	Users creating violations in the Manage Android app must now enter actual text content in the CCR Description field. Attempting to submit only whitespace characters trigger a validation error, ensuring all violations include meaningful descriptions and preventing incomplete or invalid violation records.	Property Managers Community Managers Inspection Staff using Manage Android app	Vantaca Manage App: Violations
01/15/26 Vantaca Pay	Recurring Payment Enrollment Access for Zero Balance Accounts Added a direct path for homeowners with zero balance accounts to access recurring payment enrollment without making a payment. The system now displays enrollment options for eligible homeowners with $0 balances, allowing them to set up automatic payments proactively rather than requiring an initial payment transaction.	Homeowners with zero balances can now enroll in recurring payments directly through the Account Overview page without needing to make a one-time payment first, simplifying the enrollment process and improving payment automation adoption.	Homeowners	Vantaca Home Portal Home Portal Payments Onboarding
01/15/26 Vantaca Pay	SMS Enrollment Prompt for Payment Flow Added SMS text message enrollment prompts for homeowners who exit the payment flow without enrolling in recurring payments. After completing a payment or choosing to skip recurring payment setup, eligible homeowners receive a prompt to enroll in text message payment reminders, providing an additional engagement opportunity for payment communications.	Homeowners who choose not to enroll in recurring payments during the payment process now have the option to sign up for SMS payment reminders, helping them stay informed about upcoming payments through their preferred communication channel.	Homeowners	Vantaca Home Portal Home Portal Payments Onboarding
01/15/26 CMP	Custom HTML Home Page Option Added a Full Custom Page checkbox option on the Edit Portal Page screen specifically for the Home page (pre-login landing page). This setting enables complete custom HTML customization for the Home page, allowing associations to create fully customized landing pages. The option is available at Settings > Portal Pages (Management Company level) and can be overridden at the Association level.	Management companies and associations can now create fully custom pre-login home pages using custom HTML, providing complete design flexibility for their community's first impression and branding experience.	System Admins Management Company Staff	How to Configure and Manage the Home Portal Vantaca Home Portal
01/15/26 CMP	Portal Pages Edit Screen Enhanced the Edit Portal Pages screen with a larger viewing area and improved Body Content section for an easier content editing experience.	The Edit Portal Pages screen now provides a larger workspace making it easier to view and edit Body Content when customizing portal pages in both Settings > Portal Pages and Association > Portal Pages.	System Admins Management Company Staff	How to Configure and Manage the Home Portal
01/15/26 CMP	Portal Contact Info Custom Disclosure Message Custom content configured for electronic disclosure confirmations now displays properly in the Owner Contact Info portal page settings screen.	Management companies can now customize the electronic disclosure confirmation message that displays when homeowners update their profile and communication preferences through the portal Owner Contact Info page.	System Admins Management Company Staff	How to Configure and Manage the Home Portal
01/15/26 IQ	Employee Dashboard Action Item Count Accuracy Improved the Open Action Items and Open Items by Type tools on the Employee Dashboard to display only action items directly assigned to the employee or where the employee's role matches the current action item step assignment.	The Employee Dashboard now accurately reflects each employee's assigned workload rather than all action items they have permission to view. Provides more accurate performance tracking and workload assessment, to help managers better understand individual employee responsibilities and capacity.	IQ Admins People Managers Executives	Vantaca IQ - Employees Dashboard
01/15/26 Revenue Manager	Revenue Manager Export Enhancements for Credits Enhanced all Revenue Manager billing exports to include comprehensive credit information. The Pending Charges Detail, Details of Posted Charges, and Pending Amount screen exports now include the Association Nickname column and display credit-specific data including charge types, GL accounts, memo details, invoice numbers, and ledger dates.	Revenue Manager exports now provide complete credit tracking alongside charge data, with individual credit records shown separately from grid totals. This enables detailed financial analysis, reconciliation, and audit capabilities for admin billing processes.	Accounting Staff	Revenue Manager: Billing Revenue Manager: Credits and Refunds
01/08/26 IQ	Employee Dashboard Tool Renamed and enhanced tools on the Employee Dashboard for improved clarity and usability: Open My Items Tool - Open Action Items: Added an Assigned To column for filtering items directly assigned to a specific employee and the tooltip clarifies that the tool shows all open action items the employee has access to through roles and responsibilities. Open My Items by Type Tool - Open Items by Type: Tooltip now explains scope. Employee Listing: Removed unread message count. Association/Property counts are now based on role/responsibility assignments. Open Item counts show direct assignments only.	Clearer tool names and enhanced filtering help users quickly identify their work. Employee Listing now clearly distinguishes role-based access from direct assignments, helping managers understand workload distribution.	All Vantaca IQ Users Managers IQ Admins	Vantaca IQ - Employees Dashboard Vantaca IQ - Employees Dashboard
01/08/26 IQ	Financial Delivery Tool Enhanced the Financial Delivery tool on the Business Dashboard: Month picker defaults to prior month. Days open calculation uses configured Opening/Closing steps instead of action item creation/close dates.	Tool defaults to most recent completed month. Days open calculations now accurately reflect financial reporting process timing based on configured workflow steps.	Managers Accounting Staff IQ Admins	Vantaca IQ - Business Dashboard
01/08/26 IQ	Refresh Log Refresh Log includes clearer information about data update processes, scheduled refresh cadence, and weekly maintenance windows.	Better visibility into scheduled data refresh timing. Updated information box explains snapshot time (data capture) and data available time (accessible in IQ).	IQ Admins	Vantaca IQ - Securities and Permissions (New) Understanding Live and Scheduled Data in Vantaca IQ
01/08/26 IQ	Custom Date Range Selection Clicking Custom Dates now automatically opens the calendar picker.	Select custom dates with one fewer click.	All Vantaca IQ Users	Vantaca IQ - Filtering and General Functionality

Corrections 🔧

Release Date	Details	Customer Impact	Roles Affected	Related Articles
01/29/26 CMP	Prepaid Homeowner by Charge Report Balance Accuracy Corrected the Prepaid Homeowner by Charge report to accurately reflect balances following payment adjustments and reallocations. The report now properly incorporates payment allocation changes made through the Adjust Payment screen, ensuring report balances match subledger balances.	The Prepaid Homeowner by Charge report now displays accurate credit balances that match homeowner ledger and subledger balances, even after payment reallocations. Management companies no longer need to delete and repost payments to correct report discrepancies.	Accounting Staff Financial Managers	Types of Reports Navigating the Homeowner Ledger Processing a Homeowner Refund
01/29/26 CMP	Collections Merge Tags Exclude Refundable Deposits Corrected Collections Breakdown and Collections Balance merge tags to properly exclude refundable deposits from collections balance calculations. The merge tags now filter based on charge type to ensure only collectible charges appear in collections communications.	Collections letters now accurately display only collectible balances, excluding refundable deposits as intended. This prevents confusion in collections communications and ensures homeowners receive correct balance information.	Property Managers Collections Staff AR Team	Merge Tags Action Type Rules Why are my merge tags not pulling in data?
01/29/26 CMP	Remittance Email Event Link Functionality Enhanced remittance email action item notes to include role type information, enabling clickable event-driven links within the system. This improvement ensures proper linking between remittance communications and invoice action items.	Users can now navigate directly from remittance email notifications to related invoice records through properly functioning event links, improving workflow efficiency when reviewing payment communications.	Accounting Staff AP Processors	Remittance Emails Email Research
01/29/26 CMP	Homeowner Refund Void Corrected an issue where voiding homeowner refund invoices did not reverse the refund amount on the ledger. Refunds now properly reverse regardless of the invoice approval step.	Homeowner ledgers now accurately reflect voided refunds, preventing balance discrepancies and ensuring financial accuracy.	Accounting Staff	Processing a Homeowner Refund
01/29/26 CMP	South Data Statement File Format Corrected statement file formatting for international addresses sent to South Data	Statements with international addresses now process correctly through print services, preventing failed print jobs and ensuring all homeowners receive their statements.	Accounting Staff	N/A
01/29/26 CMP	Cash Disbursement Report Owner Return Exclusion Corrected an issue where Cash Disbursement reports were incorrectly including Owner Return Payments. The report now excludes owner returns and displays only actual disbursement transactions.	Cash Disbursement reports now accurately reflect true disbursements without including owner return payments, ensuring correct financial reporting and reconciliation.	Accounting Staff	Types of Reports
01/15/26 CMP	Email Display in Action Items Corrected email content truncation and enabled better scrolling when viewing action items with lengthy email threads.	Full email content now displays consistently when viewing action items, regardless of email length or browser type. Previously, lengthy email threads were cut off mid-sentence in Chrome and Edge browsers.	Call Center Users Customer Support Staff Management Staff	N/A
01/08/26 Manage Mobile	Android Follow Up Date Auto-Population The Android app now correctly auto-populates the Follow Up Date field when creating or stepping violations. The Follow Up Date is calculated based on the Duration field configured for each action step.	Users creating or stepping violations in the Android app will now see the Follow Up Date automatically populate based on the action step configuration, which matches the behavior in Vantaca.net. This ensures violations properly auto-roll to subsequent steps as designed and that merge tags that reference the follow-up date display correctly in letter templates.	Community Managers Community Inspectors Field Staff	Vantaca Manage App: Violations

Articles in this section

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New Features This Month