This article provides an overview of the Owners Portal for a Board Member. For demonstration purposes, assume you are a board member within the Utopia Homeowners Association. Note: as a Board member, you will have access to specific pages when you log into the Owners Portal provided to you by your management company. Contact your management company for more information about your access to the different Board Portal sections.
- Identify which Portal sections are available to every homeowner with a log in, and which are available only to Board members
- Describe the capabilities of the Owner and Association sections of the Portal
- Navigate the Board member specific section of the Portal to manage the Association
Begin by logging into the Owners Portal. Once you log in, you'll notice at the bottom left you have a Board section. These are the specific pages that you as Board member will have access to.
Reviewing the Dashboard, you'll notice at the top left it will show your name (so you know you're logged in correctly). In the center of the dashboard your current Account Information is displayed by default, showing any Upcoming Assessments and any Open Issues you may have. Below, you'll notice a few orange icons. These icons are hotlinks to some of the tabs on the left side of the Portal. Clicking any of these icons will bring you to that corresponding page. On the left, there is a panel containing a three sections: Owner, Association and Board sections. The Owner and Association sections will show on your Portal, as well as every Homeowner that has a log in created.
Within the Owner section, you can do such things as: view your account, make a payment, change or update your contact information, select whether or not your information is viewable in the community directory, change your password and submit various types of requests.
The Association section will allow you, and all owners, to view the Association Calendar and see upcoming events, view Owners (who have selected to have their information in the community directory), and view and download Association documents or forms.
The Board section, which only Association Board members will have access to, displays various pages that can be used to mange their association.
By clicking the Board Action Items page, you will see any Action Item or Association Task, that is currently assigned to your role. Based on the type of Action Item, a Board member will be able to approve or decline or Msg (message) on these tasks from the orange menu box on the far right. The Action Item can always be viewed in more detail by clicking the drop down arrow on the left.
The Homeowners page is a searchable directory of all owners that can be easily exported to Excel for reporting or documenting by clicking on the Export to Excel button. The directory can be filtered by any column by clicking the 3 dots in the column header. You can also ascend or descend columns, adjust search values, or add or remove columns. To see previous owners, check the Previous Owners Only box. To view an owners open Action Items, Charge Balances or Transaction History, click on the drop down arrow next to a specific homeowner record. Click the Show Owners button again to refresh your Homeowners List.
The Collections, Violations, Work Orders and Invoices pages show all open Action Items of that type, and can also be used to research previously closed Action Items of that type. Depending on the settings established by your management company, you may have access to one or all of these pages. Contact your management company for more information about your access to the different Board Portal sections.