Community Brief

The Community Brief is an automatically generated email report that shows your HOA boards exactly what your management company delivered each month. It pulls from data already in Vantaca, summarizes the month in plain language, and arrives branded with your company's logo and colors. You review it, edit if needed, and send it to your board.

Important: If your account looks different from what's shown here, don't worry! This update is rolling out gradually and will be available to you soon.

Contents

• What is the Community Brief?
• How it works
• Accessing your report
• What's in the report
• Editing your report
• Regenerating your report
• Your branding
• Built for board members

What is the Community Brief?

Management companies handle a tremendous amount of work for HOA boards every month: collecting homeowner dues, paying bills, processing maintenance requests, answering homeowner questions, coordinating vendors, and resolving community standards issues. The Community Brief gives you a standardized, professional way to show boards the work you have done, anchored to what your company is responsible for and populated by the data already in Vantaca. It requires no configuration to get started.

How it works

Vantaca builds a ready-to-review draft for each association every month. You open the draft, review the data and the AI-written summary, edit anything you want to change, and finalize it when you are happy with it. A report is never finalized automatically, so you are always in control of what goes out.

Accessing your report

Vantaca generates a Community Brief for each association every month. To open it:

1. Navigate to Reports > IQ > Community Brief.
2. Click Open.

   Your report generates and displays.

   
3. To edit the report, go to the Editing your report section.
4. When you are happy with the report, click Finalize report.

What's in the report

Every Community Brief follows the same easy-to-read layout. The data changes from month to month, and sections adapt to the information available, but the structure stays consistent so boards always know where to look:

• Header: Your company logo, the association name, and the month the report covers.
• This Month's Narrative: A short, plain-language recap of how the month went. Vantaca writes this for you from the association's data, and you can edit it before you send.
• At a Glance: The month's key numbers, grouped into Financial health (homeowner payments collected, spending vs. plan, operating balance, and reserves and savings) and Service activity (questions and requests, average response time, and bills reviewed and paid).
• What We Delivered This Month: A checklist of the work completed, each with a result. Items can include financial reports delivered, homeowner dues collected, bills processed and paid, property inspection completed, homeowner questions handled, community standards addressed, home modification requests, work orders processed, and board meetings attended. Only items with activity that month are shown.
• Actions Required: Items that need the board's attention or approval, such as invoices awaiting approval, home modification requests, a violation that requires a board hearing, and collections awaiting approval.
• A note from Your Management Team: An optional personal note from you to the board. If you leave it blank, this section is left out of the report.
• Footer: A short "we're here to help" message and your community manager's contact details, including name, title, email, phone, and address.

Editing your report

You are always in control of what goes out. Before you finalize, you can edit the written summary and adjust the content of each section. To edit a report:

1. Click Edit report.

   The Community Report Builder displays.

   
2. Select a section to edit.
3. Select a Tone and update the text, or click Regenerate with AI to have text generated for you.
4. When done, click Save changes.
5. Click Finalize report.

Regenerating your report

If you update information in Vantaca and want the report to reflect it, you can regenerate the draft to pull in fresh data and a new summary. Regenerating replaces any manual edits you made, so Vantaca will confirm before doing it.

Your branding

Each report carries your management company's branding: your logo, your primary and secondary colors, and an optional banner image. The result looks like it came directly from your company, not from Vantaca.

Built for board members

Boards shouldn't need industry knowledge to understand what they're paying for. Every label in the report is written in plain language: "homeowner dues" instead of "assessments," "home modification requests" instead of "ARC requests," "community standards issues" instead of "violations," and "spending vs. plan" instead of "budget variance." The goal is for any board member to understand what was delivered in under a minute.

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