The Homeowner Profile consolidates homeowner account management into a single tabbed interface in Vantaca. You can access action items, ledger details, contact information, activity notes, payment methods, tags, tenants, and leases from one location. The Homeowner Header provides at-a-glance account details with clickable links for quick navigation. Permissions, portal logins, and homeowner data can all be managed from within the profile. Previously separate menu items under the Homeowners menu are now organized as tabs within the Homeowner Profile.
Note: Access to the Homeowner Profile requires the Homeowner > Homeowner > View permission. For more information, see the "Role Securities" article.
Contents
Access the Homeowner Profile
There are two ways to access a homeowner account:
Option 1 — Homeowner Profile:
- Navigate to Homeowners > Homeowner Profile.
The Homeowner Profile screen opens on the Action Items tab by default.
- Confirm the correct homeowner account displays at the top of the page.
OR
Click the homeowner name to open the Search screen and select a different account.
Option 2 — Homeowner List:
- Navigate to Homeowners > Homeowner List.
- Search for the homeowner's name and click Select.
Homeowner Profile Header
The homeowner account header appears at the top of the Homeowner Profile and provides at-a-glance details about the selected account including Board member, Collections status, and Additional Notice indicators (when applicable). You can collapse or expand the header to control how much screen space it occupies.
Notes: Vantaca saves your header preference between sessions, so the header stays in the state you left it each time you log in.
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Hide Info: Click to collapse the header. When collapsed, the header displays the following details:
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Show Info: Click to expand the header and view complete homeowner details, including all contact information, property data, and account settings.
Most items in the header are clickable links that navigate to the relevant area of the homeowner account"
- Account and Owner Name: Opens the Search screen where you can select a different account or owner.
- Association: Displays the Action items for the association.
- Property Address: Opens the Edit Homeowner/Property screen, where you can edit the homeowner or property record.
- Balance and Overall Balance: Opens the Homeowner ledger. For details, see the "Navigating the Homeowner Ledger" article. Clicking either of these links will refresh the ledger.
- Page Icon (next to Property): Opens the Homeowner Activity Notes screen for this property. For more information, see the "Navigating the Homeowner Activity Notes Page" article.
- Collection Status: Click to navigate to the homeowner's Action Items screen.
- Tenant: Click to access tenant account information, where you can make additions or changes. For more information, see the "How to Add a New Tenant" article.
- Mailing, Phone, Email, Comm Preference: Click to navigate to Homeowners > Homeowner Profile > > Communication > Contact Info, where you can add or edit contact details. For more information, see the "How to Add and Edit Homeowner Contact Information" article.
- Next Assessment or Balance: Click to open the Homeowner Ledger screen.
Key Info Field
The Key Info field appears prominently above the homeowner account header when populated. Use it to surface critical information that anyone accessing the account should see immediately, such as management company status, attorney representation, or communication restrictions.
- Character limit: Up to 150 characters.
- Scope: Tied to the property, so the information remains visible across all owners, including previous owners.
- Visibility: Visible in the Call Center and the Homeowner Header to management companies only (not homeowners).
- Editing: Users with the appropriate permission can add, edit, or clear Key Info directly in the header using the inline interface.
To add key info:
- Click Add Key Info (or Edit if you want to change what currently displays).
- Enter your information, and click Save.
Tabs Overview
The Homeowner Profile organizes account information into the following tabs. Most tabs include subtabs for further organization.
Note: The tabs were previously listed separately under the Homeowners menu and are now consolidated as tabs within the Homeowner Profile:
- Action Items: Displays open action items for the selected homeowner. This is the default tab when you open the Homeowner Profile. For more information, see the "What is an Action Item?" article.
- Ledger: Displays the homeowner's ledger with the same subtabs available previously under Homeowners > Ledger. For more information, see the "Navigating the Homeowner Ledger" article.
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Communication: Contains two subtabs for managing homeowner contact and login information:
- Contact Info (default): View and manage the homeowner's mailing addresses, phone numbers, email addresses, and communication preferences. For more information, see the "How to Add and Edit Homeowner Contact Information" article.
- Logins: View and manage the homeowner's portal login credentials. An alert icon displays on this subtab if no logins exist for the homeowner. For more information, see the "Generate New Portal Logins" article.
- Activity Notes: Displays a chronological history of activity on the homeowner account, including action item changes, messages, ledger activity, and homeowner profile changes made through the portal. For more information, see the "Navigating the Homeowner Activity Notes Page" article.
- Additional Info: Displays custom data fields configured for the homeowner account. Subtabs reflect any custom data groups set up for your database. For more information, see the "Adding/Editing Additional Info Fields" article.
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Tenants/Leases: Contains two subtabs for managing tenant and lease information on the property:
- Tenants (default): View and manage tenants associated with the property. For more information, see the "How to Add a New Tenant" article.
- Leases: View and manage lease records for the property. For more information, see the "Leases" article.
- Payment Method: Displays the homeowner's saved payment methods for portal payments, including ACH and credit card information. For more information, see the "Homeowner Payment Method" article.
- Tags: Displays tags assigned to the homeowner account. Tags group homeowners for targeted charge generations, reporting, and other workflows. For more information, see the Tags section of the Vantaca Library.
FAQ
Q: Where did the individual menu items go (Ledger, Contact Info, Activity Notes, etc.)?
A: These menu items have been consolidated under Homeowners > Homeowner Profile. All the same information and functionality is available, now organized into tabs within the Homeowner Profile instead of separate menu items.
Q: Do I need new permissions to access the Homeowner Profile?
A: Access to the Homeowner Profile still requires the Homeowner > Homeowner > View permission. Most individual tab permissions remain the same. However, as of the April 2026 release, two new permissions have been added for the Communication > Contact Info subtab:
- Homeowner Contact Info (View)
- Homeowner Contact Info (Add/Update/Delete)
Additionally, the following existing permissions are now actively enforced on the Homeowner Profile: Homeowner Ledger (View), Homeowner Bankruptcy (View), Homeowner Credit (View), Homeowner Rent (View), Activity Notes (View), Logins (View), and Homeowner Action Items (View). For a full list, see the "Role Securities" article.
Q: Why does the Communication tab show an alert icon?
A: The alert icon on the Communication tab indicates that the homeowner has no portal login on file. Navigate to the Logins subtab to add one.
Q: Can I still navigate directly to a specific area, such as the Ledger, from other parts of Vantaca?
A: Yes. Links and navigation paths that previously went directly to individual pages, such as Homeowners > Ledger, now open the Homeowner Profile and land on the corresponding tab.
Q: How do I delete an owner account that was created in error?
A: Deleting an owner account requires a role permission. To grant access:
- Navigate to Settings > Roles.
- Locate the role assigned to the user who needs access.
- Click the caret (▶) to the left of the role name to view the Security tab.
- Scroll to the Homeowner section and find Homeowner, then click Edit.
- In the Edit Role Security window, select Delete to enable the Delete button on the Homeowner List screen.
- Click Save changes.
Important: Owners with an outstanding balance cannot be deleted. You will receive an error message if you attempt to delete an owner with a balance. The owner's balance must be zeroed out before deletion is allowed.
Q: How do I delete a tenant account that was created in error?
A: Deleting a tenant account requires a role permission. To grant access:
- Navigate to Settings > Roles.
- Locate the role assigned to the user who needs access.
- Click the caret (▶) to the left of the role name to view the Security tab.
- Scroll to the Homeowner section and find Tenants/Leases, then click Edit.
- In the Edit Role Security window, select Delete to enable the Delete button on the Tenants and Leases tabs via Homeowners > Homeowner Profile > Tenants/Leases.
- Click Save changes.
Q: Can a report be run for a specific Group of homeowner additional information?
A: No dedicated report exists for homeowner additional information, but the data can be exported to Excel. To do so, navigate to Homeowners > Homeowner List, click Select on any owner, then click the Additional Info tab. Under the General subtab, choose the desired Group from the Choose a Group dropdown and click Export All Owners to Excel. This generates a spreadsheet listing all owners in the association along with the data stored in the Fields within that Group.
Q: Can I track homeowner insurance information in Vantaca?
A: Vantaca does not have a built-in feature for tracking homeowner-level insurance. The insurance tracking functionality in Vantaca is designed for vendor insurance (certificates of insurance) and association-level insurance policies.
If you need to store information related to a homeowner's insurance, a custom homeowner additional information field can be created by your admin.
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