Objective: This article is to assist with setting up the new owner with portal logins, welcome letter, notifying board members through the Action Item process.
One of the Steps of the "Ownership Transfer" Action Item is "Create New Owner Setup". As the name suggests, as the new Owner's Account is created through the Ownership Transfer Action Item, a New Owner Setup Action Item is created with it automatically. This Action Item can be found in the Closing Coordinator's "My Action item" page, or on the New Owner's Action Items page.
This Item is created in Step 1: Create Portal Login step. This is a reminder to create the Homeowner Login information, if an email has been provided for them. See Portal Registration for more information.
Select the next step in the Action Item : 2 - "Send Portal Login" - then click "Update and Select" to continue working with this New Owner Setup
**NOTE** If you do not have an email for the Homeowner, you can simply skip the "Send Portal Login" Step, and continue to the next numeric step.
From here, Vantaca will automatically progress through the next few steps (based on default rules), and send the homeowner a portal login email, as well as a welcome packet. You can edit our default letter, or upload your own to add personal touches. You can view the attached welcome packet by clicking the green paperclip on the "Send Welcome Letter" step. Next , board members and/or your welcome committee will be notified, and Fees and Collections will be put on hold for the first 30 days for the new homeowner.
On the Hold fees and Collections step, you can edit the rules to fit your process, but once this step is active for the 30 days (or however many you set it to) it will move to the "Complete" step and close out.