Getting Familiar with the platform
As the initial admin, you'll land first on the Getting Started Workflow which will guide you through each step of the initial setup. You can always reach support to setup additional help at [email protected].
The Getting Started progress bar tells you where you are at each point.
You can always get back to Getting Started by looking in the very top left of the side nav. If you've seen enough, you can uncheck "Always show..." and you will land on the Dashboard when you sign in going forward.
👉 There are 11 steps (you can skip around) to go from sign-up to fully set-up. You can do them all at once, over time, and in any order.
👉 Here is a view of the top of Getting Started - note in this example 4 of 10 are completed.
Step 1: Invite fellow Board members to the platform
Step 2: Upload your Logo & Complete Your Community Address
(you can skip for now and come back if you need to gather your logo). If you'd like one created for you, just email [email protected]
We recommend 200px x 200px or better (up to 2MB size)
Note: Using AI for your Logo:
You can select Generate with AI and use the tools to generate a logo. A default prompt is provided but you can edit as you see fit. The logo generator will offer you an option which you can use or try again. Each option is automatically trimmed to size for best fit in the platform. If you have your own logo, feel free to upload that instead.
Step 3: Add Units/Properties
Add now, or setup later. Our Import wizard will help you easily setup the platform, but if you need any help, just ask and we'll take care of it for you!
Step 4: Add Residents/Users
Import easily, or ask for help. We're here to support you.
Step 5: Upload Community Documents
Add CC&R's, ByLaws, and other important documents for Vlge to index and store - making them readily available to your residents. You can do this at any time, but our guided flow here makes sure the categorization is just right for the most important documents, and that they end up in just the right spot for your residents.
Step 6: Build Document Store
We'll provide a basic structure for storing key documents, financials by year, contracts, and all the common documents. You can add or edit as you like for yoru community.
Tip: Make confidential documents private by restricting them to the Board only folder.
Step 7: Setup Violations & Notices
Configure how your community handles these important items
⭐️ If you select Yes, our wizard creates the most common types for you, but you can always customize or delete later.
Step 8: Customize your terminology
Don't use "ACC" for Architectural Controls? No problem, call it what you like and we'll adjust the platform.
Step 9: Setup your ACC/ARB (custom) request form and process
Step 10: Setup your Core Financials
Setup Review fees, fine amounts, and dues custom to your community. Import prior information.
We continue to guide you along each step, and remain available to help complete any setup step where you feel stuck. See additional help pages for configuring your dues.
Step 11: Notifications
Vlge provides a rich messaging automation feature with which you can set triggers for a variety of actions inside your portal. If you have messaging automation workflows that you want setup, visit Admin Tools ➡ Messaging and look for Messaging Automation at the bottom. These range from:
architectural requests being created
comments that are visible to homeowners or to the committee alone
support tickets
user actions
and more
⚡️ Other key tasks/things to consider related to getting setup:
Contact Info: Make sure that your organization information is accurate in General Settings - Organization Info. In the cases where one of your members needs to reach you, this is the default address that they will use. On occasion, members will be set up with a specific email address but will attempt using a different one that they firmly believe has been given to your organization. Most often, it has not, and they will reach out in order to get access to the platform. If Vlge support receives a contact from one of your members regarding access, we will simply direct them to the address you list in Org Info as Vlge does not make decisions around who should or should not have access to your portal.
Notices/Violations Setup: (The terms "Notices" and "Violations" are often used interchangeably here and throughout the platform). You began the process above by (potentially) using some of the Vlge defaults for violations and Violation actions. However, the Notices Setup section in General Settings provides the ability to create generic or unique templates that will be used depending on the violation type and the action type (including fines versus no fines and methods of delivering notices that may include email, first-class mail, or certified mail with electronic receipt)
Billing Policies: Visit Financial Dashboard ➡ Billing & Collections ➡ Billing Policies to set your late fees, interest etc as it relates to various Charge Types - With Vlge you can automate the application of various fees related to collections and billing.
Key Financial Settings: Visit Financial Dashboard ➡ Financial Settings for items like Financial Approvers, Fiscal Year (if non-calendar), Default vendor payment account setting, Refund Permissions (who can issue refunds and with what approval chain), and Approver limits for financial transfers (typically Western Alliance Banking related).
Billing Settings: In Financial Dashboard ➡ Billing Settings - set your payment methods accepted and provide instructions for local physical check if applicable (less common). Also set your auto-pay preferences. Lastly - configure your Charge Types which are the basis of a lot of the reporting, policies you set, etc.
Billing Settings - Payment Application Order: Some communities and some states have specific policies or statutes regarding the application of payments and the order in which they are applied. You can customize and set those here, which are largely dependent on your charge types, which are set in the step above.
Setup your Western Alliance Bank account: Even if you intend to maintain your existing banking relationship as your primary operating account, opening a simple checking and/or reserve account through Western Alliance Banking unlocks the complete suite of functionality in Vlge. This allows you to reduce cost of ACH, easily pay vendors through automated approvals, and accept physical checks through the Western Alliance Banking Lockbox. There is no minimum deposit. There is no opening account charge, and there are no monthly recurring fees. Visit Financial Dashboard ➡ Banking ➡ Western Alliance Banking.
Core Community Info: One of the recurring functions of most communities is the need to produce an "escrow document" or "Resale document", depending on your state. These documents contain a common set of information related to the community, from dues information, special assessments, insurance information, or specific required disclosure documents. Often included are things like litigation history, additional comments on the disclosure itself, and community manager information, which may be designated as self-managed.
In general settings, you will find "Core Community Information", which provides a central point for you to enter all of this information. You can choose whether or not to use the Vlge resale document service, depending on availability in your state, but in any event, it's helpful to have all of this information centralized.