Chat Assistant

Chat Assistant is a built-in AI tool that helps superusers find information, look up homeowner and association data, and get support, all without leaving Vantaca. This article covers what Chat Assistant can do and how to access it.

Important: Chat Assistant is an Early Access feature currently available to superusers. Capabilities may be added, changed, or removed before general availability.

Contents

• Access Chat Assistant
• What Chat Assistant Can Do
  • Homeowner Lookups
  • Homeowner Ledger and Billing
  • Company and Org Config
  • Association Financials
  • Action Items and AP
  • Knowledge and Tickets
• FAQ

Access Chat Assistant

Chat Assistant is available from any screen in Vantaca. Click the chat icon in the bottom corner of the screen to open it. You can type a question, describe what you need, or attach a screenshot or file to provide additional context.

What Chat Assistant Can Do

Ask questions in natural language and Chat Assistant finds the relevant data automatically. For example, you can ask for a homeowner balance, a fee schedule, or the status of an action item.

Homeowner Lookups

Use Chat Assistant to find homeowners and view account-level details.

• Find a homeowner: Search by email, name, address, or account number.
• Owner detail and balance: View balance, last payment, block flags, and tenant info.
• Portal login status: Check whether a homeowner is registered and can log in to the homeowner portal.

Homeowner Ledger and Billing

Chat Assistant can retrieve detailed ledger and billing information for individual homeowners.

• Ledger summary: View charges, payments, and the last 15 ledger entries.
• Upcoming charges: See the next scheduled fees for a specific owner.
• Payment detail: Look up the date, amount, and return or void status for a specific payment.
• Payment methods on file: View ACH accounts, autopay settings, and saved bank accounts.
• Ledger audit trail: See who created or modified each ledger entry.

Company and Org Config

Look up management company and association configuration details.

• Find management company: Match a company name to its Vantaca client ID.
• Company feature flags: View timezone, password policy, and portal configuration.
• List associations: See all communities with names, IDs, and property counts.
• Association settings: View ACH, payment, collections, and Vantaca Pay fee settings.
• Board members: Look up board member names, roles, email addresses, phone numbers, and term dates.
• User permissions: View roles, screen-level access, and portfolio scope.

Association Financials

Chat Assistant can pull financial data for any association.

• Fee schedule: View charge types, amounts, and frequencies.
• Funds overview: See operating and reserve funds with bank account links.
• Annual budget: View the GL account breakdown with year-to-date (YTD) actuals.
• Bank accounts and balances: Check live balances and minimum balance requirements.

Action Items and AP

Look up workflow and accounts payable (AP) details directly from Chat Assistant.

• Action item detail: View XN status, step, type, and notes for a specific action item.
• Action item search: Filter action items by owner, association, and category.
• AP invoice search: Find invoices by number, vendor, or status.
• Invoice detail: View full details for a specific AP invoice.
• Service contracts: Review vendor contracts including auto-approve and auto-pay settings.

Knowledge and Tickets

If Chat Assistant cannot answer a question using data, it can search help articles or escalate to the support team on your behalf.

• Search help articles: Chat Assistant searches the Vantaca knowledge base using smart query rephrasing to find the most relevant articles.
• Create support ticket: If Chat Assistant cannot resolve your question, it opens a Zendesk support ticket with priority and category automatically.
• Submit product feedback: Send feedback directly to the product team via HubSpot.

FAQ

Q: Who can access Chat Assistant?

A: Chat Assistant is currently available to superusers only. Availability to other roles will be evaluated in a future release.

Q: What if Chat Assistant cannot answer my question?

A: Chat Assistant automatically creates a Zendesk support ticket on your behalf if it cannot resolve your question. No additional steps are required.

Q: Can I attach files or screenshots?

A: Yes. You can attach screenshots or files to your Chat Assistant message to provide additional context.