Required: Entity Ownership must be enabled for your community (Vlge Pro) - request via support email.
👉 Note the "Entity Ownership" section (visible only to Admins/Board)
➡ Entities are entered by their legal name and a type is selected (LLC, trust, etc.). A specific ownership interest is indicated. In this example below, you see 45%.
👉 Here is the input for adding an Owner Entity
⚡️ For details on each role and its capabilities, see Entity Rep Permissions.
⭐️ Representatives
It is important that each Entity have appropriate representation. In particular, an Entity is considered incomplete if it lacks a representative indicated to receive official notices, as well as a representative that has voting rights. These can be the same person.
👉 How Admins Add Representatives: Three manual paths:
1. Entity detail page (General Settings ➡ Entity Management)
After creating an entity, the admin is sent here with the representative form open. They enter name, email, phone, role, and permission checkboxes.
If the email matches an existing user, that person is linked (not duplicated).
There is no dropdown to pick from existing people - it's a typed form.
2. Property "detail page" - Legal Ownership panel
When setting up or editing entity ownership on a unit, admins can:
Select an existing person from a dropdown (current property owners + reps created in that session), or
Create a new representative via the "Add Representative" modal.
3. During initial entity setup on a property
When converting a unit to entity ownership, the same form lets you attach a representative at the same time - again by picking an existing person or creating a new one.
NOTE: When adding a representative from a property’s Legal Ownership panel, a separate checkbox controls whether the person is also added as a direct person on the property (owner, occupant, etc.). Leave it unchecked if they act only for the legal entity and have no separate personal relationship to the unit.
Representatives vs. Entity: Different jobs
CONTACT | Entity record | Primary contact (representative) |
Mailing address | This is where certified mail goes | No - Reps only have email and phone |
Fallback if no rep is set up | Primary path for electronic notices | |
Phone | Stored but not used in routing | Used for emergency contact |
Name on certified letter | Only if falling back to entity email (no rep) | Usually yes — rep’s name appears on the letter |
⚡️ Clarification on Mailing Addresses
"People" as individuals in Vlge may have their own mailing address as they are being contacted or receive notices on behalf of themselves in their role relative to the property.
"Representatives" (though people of course) do not have separate mailing addresses as it relates to the entity - when acting on behalf of the Entity. In the Entity model, the Entity is the main target and the people simply act as representatives of the Entity - thus relying on the Entity mailing address.
Any individual can be both a "Person" as owner, renter, caretaker or other contact relative to one property, but then act as a representative of an Entity that owns another property.
☎️ Contacting Entities - Vlge Flow/Routing
Field | Importance |
Representative with Primary and/or Legal Notices + email | Critical - primary path for email notices |
Entity mailing address | Critical - certified/postal mail |
Entity email | Good fallback - when no rep is set up to receive notices |
Representative phone | Useful - emergency contact only |
Entity phone | Optional - stored for reference; not used in automated routing |
⭐️ Edge Cases:
Missing | What Happens |
Missing rep email, but rep is flagged Primary/Legal Notices | Rep stays in recipient list; email may be null/placeholder → email will not send |
Missing all reps, no flags, but entity email exists | Email goes to entity email |
No qualifying reps and no entity email | No electronic recipient; warning shown |
Entity mailing address incomplete | Falls back to unit mailing/property address |
Both entity and unit addresses incomplete | No postal destination; certified mail fails |
Entity phone blank | No impact on routing |
Rep phone blank | Emergency calls skip that person; email still used |
🛟 Need more help? Just ask!