Owner – Portal Information
Welcome!
We are excited to welcome you to The Management Trust family of communities. As a member of one of our associations, you have 24/7 access to your account and community information, all available through your owner portal. The portal’s functionality and communication tools are designed to make it easy for you to interact with your management team and to access, in real time, the status of your account along with any pending requests, such as work orders or architectural modifications.
Click on the “+” next to each section below to view screenshots and instructions for navigating and using that page within the portal.
Once you have explored the sections below, use the ‘Log In’ button at the bottom of this page to log in the owner portal and give it a try!
DASHBOARD
This will be your ‘landing page’ after logging in to the owner portal. The dashboard gives an overview of your account information, including balance and upcoming scheduled assessments, if applicable. Owners can also view open and pending processes and activity for their property and navigate to other portal pages using the navigation panel on the left side of the page.
MY CONTACT INFO
Select the ‘My Contact Info’ page from the navigation panel on the left. In the ‘Contact Info’ tab, you can manage email, phone, and address records for your property, along with your communication preferences. Under the ‘My Login’ tab, you can manage your portal login credentials. Simply click ‘Update’ to save any changes. NOTE: The ‘Directory’ feature has not been enabled on the portal. Any changes made to Directory Preferences will have no effect.
*Vantaca: Modern Portal. Update contact Info from Vantaca Video on Vimeo.
*Vantaca:Modern portal.change password from Vantaca Video on Vimeo.
BILLING
Select the Billing page from the navigation panel on the left. In the Overview tab, you can view your current account balance(s), as well as view or print an account transaction history or statement with payment coupon. If you own multiple properties, please contact your management team about the possibility of merging those accounts so you can view and manage them together. For each of your account(s) displayed, you will have the option of setting up Auto Draft or making a Credit Card payment (see ‘Make A Payment’ sections for more details).
*Vantaca: Modern Portal. Account History from Vantaca Video on Vimeo.
*Vantaca: Modern Portal. Download Statement from Vantaca Video on Vimeo.
MAKE A PAYMENT - AUTO DRAFT (ACH)
Select the Billing page from the navigation panel on the left and click on the ‘Make a Payment’ tab. Here, you will find information on the different payment methods available to you.
We are pleased to offer Automatic Draft (ACH), free of charge! Enrolling in ACH payments means that your regularly scheduled assessments will be automatically withdrawn from your designated bank account on the same day each billing period, between the 5th and 10th of the month. Please check your portal for details regarding your region’s Auto Draft policies.
If you are enrolling in Auto Draft, please note that any enrollment after the 1st of the current month will not take effect until the following month. If you are enrolling in ACH payments after the 1st of the current month, please make a one-time payment or a standard check payment for the current assessment until the ACH is effective.
With Auto Draft, the draft amount will automatically change according to your Association’s yearly budget, so you won’t have to make any changes when your Assessment balance increases or decreases. To enroll in Auto Draft, your account balance must be paid in full. If you have a balance due, you can submit a one-time payment to bring your balance current, and then return to this page to enroll in Auto Draft.
MAKE A PAYMENT – CREDIT CARD
Select the Billing page from the navigation panel on the left, then click the ‘Credit Card’ button on the desired account or select the Make a Payment tab from the Billing page and click the ‘Credit Card’ button at the bottom of that page.
One-time or recurring credit card payments can be set up using the ‘Credit Card’ option. These services are provided by a third party and transaction fees apply. Our portal provides for a seamless login to the credit card merchant, but all amounts and processing dates must be individually maintained by you, the member.
MY ITEMS
Select the ‘My Items’ page from the navigation panel on the left. On this page, you can see all open and pending tasks related to your property. These items are commonly referred to as ‘action items’. Your list will include all open items, plus any items closed in the past 30 days. Click the subject of the action item to see the current status, attachments, prior communication, and activity history. You can also send a message to your management team from within an item.
*Vantaca: Modern Portal: view My Items from Vantaca Video on Vimeo.
SUBMIT A REQUEST – GENERAL REQUEST
Select the ‘My Items’ page from the navigation panel on the left. Click the ‘Submit a Request’ tab, then select ‘General Request’.
On this page, you can submit a variety of general requests to your management team, options may vary by region:
- Access Device Request
- Billing Question
- Amenity Reservation
- Fee Waiver Request
- General Question
- Lease Request
- Temporary Parking Permit
- Vehicle Registration Request
- Work Order
Simply click the ‘General Request’ button, select the property for which you are submitting the request, then select the type of request from the drop-down menu and complete the remaining fields. You have the option to attach files, if needed. Click the ‘Submit Form’ button to send your request. Once submitted, a new action item will be created, and we will remain in communication with you until the task is completed. Check the status of the item any time on your ‘My Items’ page.
SUBMIT A REQUEST – ARC (Architectural Modification) REQUEST
Select the ‘My Items’ page from the navigation panel on the left. Click the ‘Submit a Request’ tab, then select ‘ARC Request’.
Depending on the region of your community, you may be able to submit an architectural modification (ARC/DRC) request on this page. Your community may provide forms and documents for you to review, download, and/or print so that you can complete, sign, and upload them with your request.
Select the property for which you are submitting the request, select the type of modification, complete the remaining fields, upload any attachments, then click ‘Submit Form’. Your request will be sent to the appropriate member of your management team, and you will receive a confirmation email that we have received your request. You can check the status of your request on the ‘My Items’ page.
SUBMIT A REQUEST – AMENITY RESERVATION
Select the ‘My Items’ page from the navigation panel on the left. Click the ‘Submit a Request’ tab, then select ‘Reservation Request’.
Your community may offer the ability to reserve an association amenity, such as a clubhouse or picnic area, through this portal.
Select the category and amenity you wish to reserve, navigate to your desired date, and the calendar will display its availability. Scroll to the bottom of the page and select or enter the requested information, then click ‘Submit’ to send your request.
Your request will be sent to the appropriate member of your management team, and you will receive a confirmation email that we have received your request. You can check the status of your request on the ‘My Items’ page.
CALENDAR AND EVENTS – COMMUNITY CALENDAR
Select the Calendar & Events page from the navigation panel on the left. In the ‘Community Calendar’ tab, you will see community events and meetings scheduled for your association.
*Vantaca: Modern Portal. Community Calendar from Vantaca Video on Vimeo.
CALENDAR AND EVENTS – AMENITY CALENDARS
Depending on your community, you may have association amenities, such as a clubhouse or picnic area, which can be reserved or rented by owners in the community.
Select the Calendar & Events page from the navigation panel on the left, then click the ‘Amenity Calendars’ tab. From here, you can view the availability of any amenities which can be reserved or rented. Use the navigation buttons or click on the hyperlink for the calendar to find your desired date. If the amenity is available and you wish to start a reservation request, click the ‘New Reservation Request’ link. You will be redirected to the My Items > Submit a Request > Reservations Request page. (See Submit a Request – Reservations Request section for more information.)
DOCUMENTS
Select the Documents page from the navigation panel on the left.
In this page you can view association forms and documents, including but not limited to meeting minutes, newsletters, insurance disclosures, budgets, and financials.
These documents are stored within folders, some of which may be nested within other folders. Simply click on a folder to open it. The folder file path will always be displayed along the top of the page for your reference and easy navigation back through the path. You may also enter keywords in the Search field.
*Vantaca: Modern Portal. View Documents from Vantaca Video on Vimeo.
READY TO LOG IN?
Now that you have explored all the owner portal has to offer, we invite you to give it a try!
If you have your new owner welcome letter, you can use your account number and portal key to set up a login for yourself. Click the ‘Log In’ button below, then click the ‘Sign Up’ button on the next page. Fill in the requested fields then click ‘Sign Up’. If you don’t have your account number or portal key, please click the ‘I don’t have a portal key or account number’ link located above the Sign Up button.
If you already have a login, just click the ‘Log In’ button below to sign in to the portal using your email and password.
For any other questions or issues regarding your portal login, please contact your management team.
MY LOGIN
You can change your login password and login email on this page. Changing your login email will not change the primary email address that we use to contact you.
What can board members access?
As a board member, you will have access to additional information pertaining to the association. These additional options are listed below your own owner information.
How do I learn more?
We have a short video clip as well as information for each section below. Please feel free to reach out to us as well with any questions about your access and responcibilities as a member of the association’s board.
OVERVIEW VIDEO
BOARD ACTION ITEMS
In the Board Action Items page, you will see any Action Item or Association Task, that is currently assigned to you based on your role within the association. Based on the type of Action Item, you 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.
HOMEOWNERS
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 sort the 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.
COLLECTIONS, VIOLATIONS, WORK ORDERS
The Collections, Violations, and Work Orders 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.
INVOICES
This is for Board Members, who have been given the role of Board Invoice Approver, to approve invoices from the Owners Portal.
Within this system you can:
- Manage all the invoice tasks assigned to your role as the Association’s Board Invoice Approver through the Owner’s Portal;
- Approve or decline an invoice using the Board Action Items page;
- View messages, the GL code and previous invoices from a vendor.
When you click on this page, you will see all invoices assigned to your role. These are all the tasks or workflow action items that need your seal of approval – or denial in some cases.
By clicking the drop down arrow on any invoice it will allow you to see specific information such as any Messages, the General Ledger, or GL, that the invoice is coded to and any other previous invoices from that particular vendor.
Clicking any paperclip icon will pull up an image of that invoice. By clicking the orange menu button you have options to either approve or decline this request or send a message.
In summary, by logging into the Owners Portal, and with a few clicks, you will be able to take care of all the invoice tasks assigned to your role as the Association Board Invoice Approver. The Board Invoice Approver responsibility is granted by your management company. To be setup as the Board Invoice Approver for your association, please contact your management company about your permissions.
