Vantaca IQ: 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.

Contents

• What is the Community Brief?
• How it works
• Accessing your report
• Accessing from a Financial Delivery action item
• 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. Once it's turned on for your company, it requires no further 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, and edit anything you want to change. Your report is available to download as soon as it opens, and edits save as you make them, so you are always in control of what it shows.

Accessing your report

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

Note: If you don't see Community Brief under Reports > IQ, it hasn't been turned on for your company yet. Contact your Vantaca CSM to request access.

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

   Your report generates and displays.

   
3. (Optional) To edit the report, go to the Editing your report section. There's nothing else to do to make the report ready. It can be downloaded or sent as soon as it opens.

Accessing from a Financial Delivery action item

If your association's Financial Delivery process includes a Community Brief, you can also open the report directly from the action item, without navigating to Reports.

1. Open the Financial Delivery action item for the association.
2. In the Draft Financial Statements message, click Edit Community Brief.
3. The report opens. To edit it, go to the Editing your report section below.

To set up which Financial Delivery steps include a Community Brief, see How To Create & Edit Your Financial Delivery Action Item.

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. These fields can be edited; see Editing your report.

Editing your report

You are always in control of what the report shows. You can edit the written summary and adjust the content of each section at any time, before or after you download or send it. 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.

Note: If you opened the report from a Financial Delivery action item, clicking Save changes regenerates the attachments on that action item's note. The current attachments are deleted and this cannot be undone, so review your edits before saving.

Editing your community manager's contact information: From the Community Report Builder, select the Footer section to edit the community manager's name, email, phone, and office address.

• Changes to the Community Manager field are automatically saved for that association and apply to every future Community Brief for it. A caption below the field confirms: "Persists for this association moving forward."
• Changes to Email, Phone, and Address apply only to this report unless you select Apply changes to all future Community Briefs, which applies them across every association at your management company going forward.
• If you don't make any changes, all four fields continue to pull automatically from CMP.
• You can still hide the community manager's name, email, phone, or address independently using the section visibility toggles, regardless of what you've entered.

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.

If your management company already has a logo saved in Logo Management, Community Brief uses it automatically across every association. If you don't have one yet, a placeholder shows until you upload one.

To upload or change your logo, click Edit report, select the Logo section, and drag in an image or click Browse file to choose one. Vantaca resizes it to fit without cropping, and you can try different logos before saving. When you save, the logo applies to Community Brief reports across all of your associations.

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.

Back to Top