Release notes are moving to a PDF format
This change improves consistency and readability across all releases. Each PDF includes a:
- Clickable table of contents for quick navigation
- Color-coded sections by product
- Clear previously/now descriptions for every change
PDF Link: Vantaca February 2026 Release Notes
Latest updates appear at the top of tables• Updated throughout the month
Contents:
New Features This Month
CMP: Homeowner Profile and Call Center Enhancements
Homeowner Profile
Vantaca has consolidated homeowner information into a streamlined tabbed interface, improving efficiency when working with homeowner accounts. Users no longer need to navigate between multiple menu items to access homeowner information. All relevant data is available in a single location with logical groupings, significantly improving user efficiency when managing homeowner accounts
Simplified Navigation: The following menu items have been removed from the Homeowners menu and consolidated under a single Homeowner Profile option:
- Action Items
- Activity Notes
- Additional Info
- Contact Info
- Ledger
- Logins
- Payment Method
- Tags
- Leases
- Tenants
The new Homeowner Profile menu item appears directly under Homeowner List and defaults to the Action Items tab. This menu item is tied to the Homeowner > Homeowner > View permission.
Tabbed Viewing Experience: The Homeowner Account now features organized tabs (most with subtabs) for quick access to information:
- Action Items
- Ledger (with sub-tabs)
- Communication (with Contact Info and Logins sub-tabs)
- Activity Notes (with sub-tabs)
- Additional Info (with sub-tabs)
- Tenants/Leases (with sub-tabs)
- Payment Method
- Tags
The Communication tab includes sub-tabs for Contact Info (default) and Logins, with an alert icon displayed if no logins exist for the homeowner. The Tenants/Leases tab provides separate views for Tenants (default) and Leases.
Collapsible Homeowner Account Header
The homeowner account header now includes collapse/expand functionality, giving users control over their screen real estate. When collapsed, the header displays essential at-a-glance details — account number, primary owner name, association nickname, property address, activity notes, property and overall balances, and board/collections indicators to free up vertical space to focus on ledger transactions, action items, or other working areas.
The Show Info/Hide Info icon provides quick access to complete homeowner details, including all contact information, property data, and account settings, whenever needed. The header retains the user's preference between sessions, so the layout stays consistent without requiring manual adjustment each time.
Key Info Field
The homeowner account header now includes a Key Info field for displaying critical information that requires immediate attention, such as POA status, attorney representation, or communication restrictions.
When populated, the field appears prominently above the header, ensuring that any team member accessing the account sees special handling instructions right away. The field supports up to 150 characters and is tied to the property, so the information remains visible across all owners, including previous owners. Users with appropriate permissions can add, edit, or clear Key Info through an inline interface. This gives property managers and customer service staff a reliable way to surface consistent communication protocols and reduce the risk of missed critical details during homeowner interactions.
Related Articles
- How to Add and Edit Homeowner Contact Information
- Generate New Portal Logins
- Navigating the Homeowner Ledger
- Navigating the Homeowner Activity Notes Page
- Homeowner Payment Method
- Homeowner List Page Overview
- Understanding Roles, Portfolios, and Responsibilities
Call Center Enhancements
Call center representatives now have immediate access to critical homeowner information directly in the Call Center panel, including collections status, important notes, and board member identification, improving call quality without navigating away during customer conversations. System admins can organize call center workflows under a dedicated category for improved reporting and workflow management. Users can search for action items from anywhere in the application and quickly access recently viewed action items without re-entering XN numbers, improving workflow efficiency.
Call Center Action Type Category
A dedicated Call Center action type category now organizes call center-specific workflows. The Call Center interface restricts action item creation to only action types within this category (such as A Homeowner Call, Board Member Call, Vendor Call, or Emergency Call), closing security gaps that previously allowed any action type to be created from the Call Center while enabling specific filtering and reporting on call interactions.
Call Center Role Securities
A new Call Center security group in Role Securities with Add/Update permission controls action item creation from the Call Center. Users with this permission can create action items from the Call Center; without it, they can search XN numbers and homeowners but cannot use the Update button. Permission defaults to enabled for roles that have existing Action Item Add/Update permissions.
Enhanced Call Center Panel
The Call Center panel now displays Collection Status (when applicable), Key Info (when configured), and a Board Member indicator when a homeowner is selected. The Items field is deprecated, Property field replaced with Account Number and Property Address, Type field renamed to Call Type, and XN search field moved to the application header.
Board Member Identification
A Board () indicator displays in the following three locations when the homeowner login is linked to an active board role:
- Call Center
- Homeowner Header
- Homeowners > Logins page
The indicator only appears when the board role is active (within the start and end dates) for the current association. A tooltip shows which homeowner logins are board members and their email addresses.
XN Search (and History) in Header
XN search functionality has been moved from the Call Center panel to the application header next to the New Action Item button for quick access from anywhere in Vantaca. The search field accepts numeric input only (up to 10 digits), performs exact match searches, and navigates directly to the Action Item Details screen when a match is found. The field is visible only to users with the Action Items > Action Items > View permission.
The XN Search field displays the last 10 action items searched by each user in dropdown format showing XN#, Action Type, and Action Step (e.g., "12345 - Work Order - Pending Completion"). Search history persists across sessions and clicking any item navigates directly to that action item. The XN tab has been removed from the Call Center.
Related articles:
- Call Center - Action Items and Phone System Automation
- What is an Action Item?
- Understanding Roles, Portfolios, & Responsibilities
- My Messages, My Action Items, and All Action Items
Revenue Manager: Enhanced Navigation
The main revenue manager navigation menu has been reorganized to improve usability and streamline access to key features.
Users will find a more intuitive navigation experience with clearer menu organization. Features are now grouped by functional area, making it easier to locate tools without searching through multiple menu options.
These changes create a more logical menu structure that aligns with common workflows and reduces the time needed to locate frequently used features.
IQ: Action Item Insights
Added a comprehensive Action Item Insights page to Vantaca IQ, providing advanced filtering, real-time metrics, and detailed action item analysis.
Users can now analyze action item workload with powerful filtering tools, identify aging items, track team performance, and make data-driven decisions about workflow management. The comprehensive filtering options allow users to slice action item data by category hierarchy, age, assignment, and association criteria, while summary metrics provide instant visibility into open item counts and average resolution times.
The new page includes:
- Open Item Count and Average Days Open summary cards displaying key metrics.
- Open Action Items table with default columns (XN, Association Name, Nickname, Type, Step, Assigned To, Last Updated, Days Open) and optional columns (Days Since Last Activity, Days in Current Step, Send To Role, Created Date).
-
Advanced Filtering:
- Action Item Age filter with two options: "Show items within (Days)" and "Show items older than (Days)", based on Created Date or Last Activity Date.
- Action Item Categories, Types & Steps filter with hierarchical selection, optional 6-month activity toggle, and search capability
- Employee, Association, Portfolio, Portfolio Type, and Responsibility filters.
- Export and Settings functionality for table customization.
- Direct XN links to navigate from the grid to action items in CMP.
Related Articles:
Improvements ⬆️
| Release Date | Details | Customer Impact | Roles Affected | Related Articles |
|---|---|---|---|---|
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02/26/26 CMP |
Strongroom Payment Void Button Control When using the Strongroom integration with the Avid > Active setting enabled, the Void button is now hidden for Strongroom payments in the Accounting > Bank Register screen. All invoice changes for Strongroom payments must be done within Strongroom, not Vantaca. Note: The Void button remains visible for Strongroom accounts that have Avid > Enable Payments enabled. |
Prevents errors from voiding Strongroom payments in the wrong system, ensuring proper payment processing workflow. | Accounting Staff AP Team |
N/A |
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02/26/26 CMP |
Action Type Categories Consolidation Deprecated several unused action type categories by migrating their action types into the Standard category. The following categories have been consolidated:
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Simplified action type organization with fewer categories to navigate. Existing action items are unaffected, and all functionality remains the same. | System Admins Workflow Managers |
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02/26/26 CMP |
Advanced Fields Preference Persistence The Show Advanced Fields toggle setting in the action step Rules modal now persists in the database, eliminating the need to toggle it on or off each time. The setting remains active across sessions and applies globally across all action steps. |
Saves time by not having to repeatedly enable advanced fields when configuring action step rules. The setting persists even after logging out. | System Admins Workflow Managers |
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02/26/26 CMP |
Service Provider Field Restrictions for Vantaca Vendor Users Management companies can no longer edit the following vendor fields when the vendor is using Vantaca Vendor portal, as these fields are managed directly by the vendor:
These fields are now grayed out with a message: "This vendor manages certain fields directly in Vantaca Vendor." Management companies can still edit the following fields: Preferred Provider status, Hold Payment, Compliance settings, Insurance Information, 1099 settings, Provider Type, and can add additional contacts (including designating which contact is Primary). |
Prevents data conflicts between vendor-managed and management company-managed information, keeping vendor banking and contact details accurate and controlled by the vendor. | Accounting Staff AP Team Property Managers |
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02/26/26 CMP |
Action Type Requirements Improvements Enhanced action item creation with improved defaults and streamlined report generation:
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More intuitive defaults reduce setup time for new action types and email templates. Simplified Rules modal prevents PDF generation errors. | System Admins Workflow Managers |
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02/26/26 CMP |
Action Type Requirements Migration and Consolidation Simplified action type requirements from five options to two:
Existing requirements will automatically migrate to the new structure. |
Streamlines action type configuration with clearer options. All existing action types continue to function as before. | System Admins | |
02/24/26 Home/Pay |
Payment Date Selection in Recurring Payments Onboarding Modal When setting up recurring payments through the onboarding modal, homeowners can now select their preferred payment date during enrollment. |
Homeowners can set their preferred recurring payment date upfront during enrollment, reducing the need to modify payment settings after setup. | Homeowners | Home Portal Payments Onboarding |
02/23/26 Manage Mobile |
Filter Inspections by Step in the Manage App Community managers can now filter inspections by step type within an association, making it easier to prioritize workflow based on where inspections are in the process. |
Managers can quickly sort and prioritize inspections by step, reducing time spent scrolling through long lists and improving efficiency in the field. | Community Managers | |
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02/23/26 Manage Mobile |
Inspect Button Disabled for Users Without Edit Permissions Users with view-only access to an association now see the Inspect button in a disabled (grayed-out) state instead of receiving an error that logged them out of the app. A tooltip displays to explain why the button is unavailable and how to resolve it. |
Users with view-only access can continue to view association data without being unexpectedly logged out. The tooltip helps them understand what permission is needed, reducing confusion and support requests. | Community Managers System Admins |
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02/23/26 Manage Mobile |
CCR Description No Longer Required When None Are Configured When creating a violation in the Manage app, the CCR Description field is now only required if descriptions are configured for the selected CCR item. Users are no longer blocked from saving a violation when their management company's CCR setup does not include descriptions for certain items. |
Users can complete violations without being blocked when their CCR setup does not include descriptions for certain items, eliminating a common workflow blocker. | Community Managers | |
02/17/26 IQ |
Live Open Item Count Added to Employee Listing The Employee Listing in Vantaca IQ now displays a live Open Items count column showing the total number of open action items each employee can access. |
Managers and executives gain immediate visibility into employee workload directly from the Employee Listing page without navigating to individual employee dashboards. The Open Items column reflects the same live count displayed in the employee's Open Items tool on their individual dashboard, including both directly assigned items and items accessible through role-based responsibilities. | System Admins People Managers Executives |
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02/12/26 CMP |
Auto Fee Waiver Balance Calculation Options A new Auto-Waive Balance setting has been added to Association > Settings > Accounting (Auto-Waive Fees) with two options:
When Late Fee Rule is selected, Vantaca evaluates only the charges included in the Balance Includes field of the applicable late fee rule to determine if a late fee should be auto-waived. When multiple late fees are charged, the system evaluates the Balance Includes field of all applicable late fee rules. |
Associations can configure more precise auto-waiver logic based on late fee rule configuration rather than total account balance, preventing incorrect fee waivers when homeowners have other outstanding balances unrelated to the late fee being evaluated. | Accounting Staff System Admins |
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02/12/26 CMP |
Action Type Rules Simplified The following fields have been removed from action type configuration:
The XN Rules Improvements feature flag has been deprecated and this functionality is now standard for all users. |
The action type configuration interface is cleaner and easier to navigate. Collections workflows now advance based on duration, decision types, and other criteria without the Min Balance to Move On field. | System Admins Collections Managers |
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02/10/26 Revenue Manager |
Pending Charges Export Credit Information Enhanced the Pending Charges Detail export to include credit information in the spreadsheet. Credits now appear in the exported data, matching what displays in the Pending Charges Detail screen. |
When exporting pending charges from the Pending Charges Detail screen, the file now includes complete financial information with both charges and credits, providing accurate totals for reconciliation and review before posting invoices. | Accounting Staff Management Company Billing Staff |
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02/10/26 IQ |
Employee List Column Update Updated the Vantaca IQ Employee Listing page to rename the "Open Items" column to "Assigned Open Items" with a clarified tooltip. The column now clearly indicates it displays only action items directly assigned to each employee via the "Assigned To" field. |
The renamed column provides clearer understanding of what data is displayed. Users can now easily distinguish between directly assigned items (shown in this column) and the full scope of open items accessible through role-based responsibilities (shown in the Employee Details page). The updated tooltip explains that the count reflects assigned open items specifically. | System Admins Managers IQ Users |
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02/06/26 Home and Pay |
SMS Enrollment Modal Dismissal Options Added a No Thanks button and Close (X) icon to SMS enrollment steps in the recurring payments onboarding modal to provide clearer dismissal options. |
Users can now dismiss the SMS enrollment modal using the No Thanks button or Close (X) icon, both triggering the standard 30-day snooze behavior. | Homeowners | Home Portal Payments Onboarding |
02/05/26 Revenue Manager |
Management Fee Invoice Description Enhanced Revenue Manager Management Fee invoices to include contract-specific charge descriptions. When posting management charges, the invoice now displays the custom Description field configured in the contract's Charge Setup rather than defaulting to "Management Fees." |
Management fee invoices now show meaningful charge descriptions (e.g., "Monthly Management Fee", "Portfolio Management", "Special Project Fee") as configured in each contract's charge setup, providing clear billing transparency to associations. | Accounting Staff Management Company Billing Staff |
Corrections 🔧
| Release Date | Details | Customer Impact | Roles Affected | Related Articles |
|---|---|---|---|---|
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02/26/26 CMP |
Strongroom Invoice Check Number Display Corrected an issue where the Check No column displayed blank for Strongroom (Avid) consolidated check payments in the Service Provider > Invoices screen, even though check numbers existed in the system. The Check No column now properly displays check numbers for all paid invoices with associated check payments. Additionally, the invoice balance now correctly shows $0 for fully paid invoices in the Bank Register drilldown. |
Improved visibility into payment details for Strongroom payments, making it easier to track and reconcile invoices paid via consolidated checks. | Accounting Staff AP Team |
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02/26/26 CMP |
Association Calendar Event Time Zone Correction Corrected an issue where Association Calendar events were creating action items on incorrect dates or times. The calendar event creation process now properly handles time zones. As part of this fix, a Time Zone field now appears in the event creation interface, which defaults to the time zone set in Association > Settings for that association. |
Calendar events now create action items on the correct dates and times. Users can see and verify the time zone being used for each event. | All users creating Association Calendar events | Association Calendar Instructions |
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02/26/26 CMP |
Action Steps Duplication Prevention Corrected an issue where action steps were intermittently duplicating 2-5 times when clicking Update on action items. The stepping process now correctly advances through each step only once as designed. |
Action items now step through their configured workflow exactly as intended, without duplicate steps cluttering the action item history and notes. | All Action Item Users | What is an Action Item? |
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02/26/26 CMP |
Action Item Update Button Validation Corrected an issue where line breaks in action step next-step instructions caused form validation errors, making the Update button unresponsive when editing action items. The system now properly handles formatted text in next-step information without triggering validation failures. |
Action item Update buttons now respond consistently regardless of formatting in next-step instructions. Users can successfully update action items without encountering unresponsive buttons caused by validation errors. | All Action Item Users | What is an Action Item? |
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02/25/26 Integrations |
AVID Consolidated Checks Display Service Provider's Preferred Name Corrected an issue where AVID consolidated checks (PayType -24) were printing the service provider's legal name (ProviderName) instead of their preferred name. The system now follows the same name priority logic used elsewhere in Vantaca: CheckName first, then DBA (Doing Business As), then ProviderName. |
AVID consolidated check payments now display the correct service provider name, consistent with how non-consolidated checks and other areas of the platform display provider names. | Accounting Staff AP Team
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Setting Up Service Provider Payment Methods |
02/23/26 Manage Mobile |
Ending an Inspection No Longer Creates Duplicate Records Corrected an issue where ending a single inspection in the Manage app caused multiple duplicate inspection records to appear in Vantaca, all created within seconds of each other. |
Ending an inspection now correctly creates a single record in Vantaca, eliminating the need to manually clean up duplicate inspections on the desktop. | Community Managers | |
02/23/26 Manage Mobile |
Violations No Longer Auto-Step to Inactive Steps Corrected an issue where violations using auto-step logic could advance to inactive action steps, causing action items to land on steps that were no longer part of the active workflow. |
Violations stepped through the Manage app now advance only to active, configured steps, preventing action items from incorrectly landing on removed or inactive steps. | Community Managers | Vantaca Manage App: Violations |
02/19/26 Manage Mobile |
Follow Up Date Auto-Populates When Stepping Violations in iOS Corrected an issue where the Follow Up Date did not auto-populate when stepping a violation in the Vantaca Manage iOS app. The app now uses the duration configured on the action step to calculate and populate the Follow Up Date, consistent with behavior in Vantaca.net. |
Violations stepped in the iOS app now correctly populate the Follow Up Date based on the configured action step duration, ensuring automated step progression and merge tag functionality work as intended. | Field Inspectors Violation Managers |
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02/19/26 Manage Mobile |
Whitespace-Only CCR Description Triggers Validation Error in iOS Corrected an issue where entering only whitespace characters in the CCR Description field when adding a violation allowed the user to tap Add without any error or feedback. The field now trims whitespace and displays the required field validation error, preventing violations from being saved without a valid description. |
Users who enter only spaces in the CCR Description field now see a clear validation message prompting them to enter a valid description, preventing incomplete violations from being silently discarded. | Field Inspectors Violation Managers |
Vantaca Manage App: Violations |
02/13/26 CMP |
Action Item Update Button Responsiveness Corrected race condition issues that caused action item Update buttons to become unresponsive. The fix includes additional validation protection when updating action items and restores the Help > Vantaca Support menu link functionality. |
Update buttons on action item detail pages now respond reliably when making changes to action items. Users can also successfully access Vantaca support resources through the Help menu. | All CMP users working with action items | N/A |
02/12/26 CMP |
Reply and Reply All Navigation Fixed Corrected an issue where clicking Reply or Reply All from the Messages tab within an Invoice action item redirected users to the Dashboard instead of opening a message window. |
Users can now reply to messages directly from the Messages tab within Invoice action items. | All users who reply to messages on Invoice action items | |
02/12/26 CMP |
Scheduled Events Restricted for Inactive Associations Scheduled events on the Association Calendar no longer execute for associations that are not live. The system excludes associations where the Live checkbox is unchecked or the status is "Onboarding" or "Not Managed." |
Scheduled events will not execute for associations that are not actively managed, preventing errors and unwanted action items during onboarding. | System Admins Association Managers
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02/12/26 CMP |
Copy Action Item Notification Suppression Corrected Corrected the notification suppression logic when copying action items:
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External communications will not accidentally resend when copying action items with previous notes and attachments, while the No Notifications setting correctly applies only to the step selected during the copy process. | Users who copy action items
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What is an Action Item? |
02/12/26 CMP |
Action Item Update Button Validation Resolved a race condition that caused form validation to fail when updating action items, resulting in an unresponsive Update button and "ReferenceError: validator is not defined" error. |
The Update button on action items now functions reliably without encountering validation errors. | Users who update action items | What is an Action Item? |
02/12/26 CMP |
AVID Consolidated Check Invoice Images in Report The Invoice Image Report now includes invoice images for AVID consolidated checks by retrieving parent consolidated check records through child ActionItemID associations. |
Invoice Image Reports include all AVID payment transactions. Voiding operations function correctly with proper user prompts, and all linked invoices automatically return to Ready for Payment status for reprocessing. |
Accounting Staff | Types of Reports |
02/12/26 CMP |
Service Provider Action Item Stepping Fixed an error that preventing stepping. |
Users can now successfully step action items directly from the Service Provider > Action Items page. | Service Provider Coordinators | What is an Action Item? |
02/10/26 IQ |
Action Item Region-Based Filtering Corrected region-based responsibility check for action item visibility in Vantaca IQ metrics. The system now properly validates that employees can only see action items where their specific role is assigned to the association's region, preventing employees with the same role type but different regional assignments from seeing each other's items. |
Action item counts in Vantaca IQ now accurately reflect regional assignments. Supervisors and managers with region-specific responsibilities will only see action items for associations within their assigned regions, ensuring accurate workload visibility and preventing confusion from inflated item counts that included other regions. | System Admins Managers Regional Supervisors IQ Users
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Vantaca IQ - Action Item Insights (new) |
02/05/26 Revenue Manager |
Accrual Account Payment Recognition Updated percentage-based management fee calculations to properly recognize only received payments for associations using Accrual or Modified Accrual accounting methods, excluding pending ledger transactions. |
Percentage-based management fee calculations for Accrual and Modified Accrual accounts now reflect only actual received payments, ensuring accurate fee generation that matches true cash flow rather than accrued amounts. This prevents the overcharging of management fees based on pending transactions. | Accounting Staff Management Company Billing Staff |
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