There are two ways for a homeowner to register for the portal. Depending on if the owner has their portal key determines how they will register.
For Homeowners with a Portal Key:
The Portal Registration Key helps in automating the Portal Sign-up process. So long as the Portal Key and Account number match, a portal login can safely and effortlessly be created by the system, with no manual entry from your team!
Simply adding the Portal Key as a Merge Tag to your existing welcome letters will give your new owners a way to sign up instantly to your portal, without the need to wait for your team to create those logins.
Every existing and new owner will have an automatically generated Portal Key that can be used to sign up for the portal. When the owner clicks Sign Up, they will be directed to a page to enter the information in the attachment below. If the registration key and account number are the correct combination, the owner will have instant access to the portal.
If the email the homeowner enters when signing up for the portal is not on file, or is not the primary email on their account, a message will pop-up asking the user if they would like to make this email their primary email address.
Homeowners without their Portal Key:
Portal Registration Action Item
Objective: Issue an owner login created from a sign up request.
Homeowners can click the Sign Up button in the portal to request a login. Owners only need to sign up to request a login if they did not receive login credentials from the Generate Portal Login action item.
When the homeowner clicks Sign Up, if they do not have the registration key they must click the link stating I do not have a valid key. From there, they are prompted to enter their name, email address, phone number, address, association, and account number (optional). Once the owner clicks Create, a Portal Registration action item is automatically created in Vantaca.
Portal Registration action items begin as an "orphan action item" meaning it is not yet matched to an owners account. The management company employee who receives the action item must edit the action item and search for the owner based on the info that the owner submitted. To edit the action item, click the hamburger Menu (three horizontal lines) then select Edit. Next, assign the correct Association and Homeowner to the action item.
Once the homeowner is tied to the action item, click the Update and Select button so that the action item is anchored in your action center panel. Next, navigate to Homeowners > Contact Info and add the owner's email address by clicking + New Contact. So that the owner can receive email communication from Vantaca.
Next, navigate to Homeowners > Logins click the + New Login button. The User Name should be owner's name, next enter their email, and lastly their password. Please note that the owner password is typed in the email template sending the login (this was set up beforehand in the action item configuration). Make sure that you enter the password that is being sent to the owner in the next step.
Once you have created the login then step the action item to Portal Login Created. In the note field enter the owners email address so that it is tagged into the email. This step sends an email to the homeowner. Click the Preview button to see the email with the email and password. Check that the password is the one you entered when creating the login. When ready to complete, click Update.