Summary: This article is to assist with setting up the new owner with portal logins, welcome letter, notifying board members through the Action Item process.
When performing an ownership transfer in Vantaca you will be using the Ownership Transfer action item. One of the default steps that come with this action is"Create New Owner Setup". When you step the Ownership Transfer action item to this step, the action item called New Owner setup is created and becomes separate from the Ownership Transfer action item.
This New Owner Setup action Item can often be found in the Closing Coordinator's "My Action item" page, or on the new homeowner's Action Items screen.
In the screenshot below, you will see the first step in the New Owner Setup action item. The first step is "Create Portal Login". This is a reminder to create the Homeowner Login information if an email has been provided for them. To learn more about the portal registration process for homeowners, visit the Portal Registration article for more information.
The next step that will be in New Owner Setup action item is the "Send Portal Login" step. Select this next step, "Send Portal Login", then click "Update and Select" to continue working with the New Owner Setup action item.
**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.
While Send Portal Login would send out a portal login to your new homeowner, it may make the most sense for you as a company to skip this step and proceed to the next step of Send Welcome Letter. In the Send Welcome Letter step, you would still be able to include a Portal Key merge tag in any welcome packets you would mail, or send in an email to your new homeowner in this step. This can be particularly helpful if you do not have an email for your new homeowner and it will eliminate the need for using the Send Portal Login step, and it will improve the efficiency of your New Owner setup. If you have any questions on how this may work, talk with your implementation consultant, or support team for more information.
To learn more about portal registration, visit the Portal Registration article, and to learn more about the portal registration process along with the modern portal and the portal registration key, visit the Modern Portal - Portal Registration article.
From the Send Portal Login Step, Vantaca will automatically progress through the next few steps (based on the default action item rules), and send the homeowner a portal login email, as well as a welcome packet. A default letter template will be available in your system to be used for this action item, however ever you will most likely want to make edits to this default letter to better fit your company. To learn more about letter templates click here.
After the New Owner Setup action item roles through the steps of sending a welcoming letter, and Notifying the Welcome Committee (if applicable), the action item will stop in the step of Hold Fees and Collections. This step is set up as a default to hold any fees and prevent an owner from going into collections within the first 30 days of them being a new homeowner in a community.
On the step of Hold fees and Collections step, once the step has been in place for at least 30 days on this homeowners account from the date of their move-in, the action item will role to Complete automatically and the action item will close.
Depending on your grace period in your Association Settings, your homeowner may be applicable from this point on for late fees and the collections process. To learn more about your Association Settings click here.