⚠️ Note: Requires Entity Ownership enabled for your Organization (Vlge Pro + Admin Enabled)
Entity representative permissions
When you add or edit a representative for a legal owner entity (LLC, trust, partnership, etc.), you can assign six permission checkboxes. These control what that person can do on behalf of the entity in Vlge. They are separate from community Roles and Permissions (board member, admin, etc.).
Representatives are configured under Community Management → Entities, or when adding entity ownership on a property’s Legal Ownership panel.
👉 Primary contact
What it means: This person is the entity’s main point of contact for the association.
What it does in Vlge:
Identifies the lead representative for the entity (shown with a Primary badge).
Allows them to receive invoices and billing statements for the entity’s property interests.
Counts as a legal notice recipient (along with anyone marked “Receives legal notices”).
Used as a fallback billing contact if no one is marked “Financially responsible.”
Notes:
Only one representative per entity should be primary. Saving a new primary contact clears the flag on other active representatives.
Primary contact alone does not let someone edit the entity profile or manage other representatives.
👉 Receives legal notices
What it means: This person may receive official legal and compliance correspondence on behalf of the entity for its owned properties.
What it does in Vlge:
Includes them as a legal notice recipient for entity-owned units (e.g. delinquency notices, lien-related correspondence, other owner-of-record mailings).
Used when determining who receives legal/compliance communications tied to the entity’s ownership interests.
If no representative has this flag (or primary contact), Vlge falls back to the entity’s email address on file, if one exists.
Notes:
An entity with properties but no legal notice recipient (no primary, no “Receives legal notices,” and no entity email) is flagged in the entity list as Missing legal notice recipient.
👉 Can manage ownership
What it means: This person may manage the entity’s profile and ownership information in Vlge on behalf of the legal owner.
What it does in Vlge:
Lets the representative view the entity and edit entity profile information: display name, legal name, mailing address, contact email/phone, and related details.
Shows a link on My Property so they can manage entities they represent.
Does not allow adding/removing properties or adding/editing other representatives — those require association admin access (Manage Properties).
Notes:
Default on for Authorized Representative and Manager roles when adding a new rep; you can turn it off.
Association admins always have full entity management access regardless of these flags.
👉 Can consent to electronic delivery
What it means: This person may turn electronic delivery consent on or off for the entity.
What it does in Vlge:
Unlocks the Electronic Delivery Consent checkbox on the entity record.
When enabled, that representative can consent (or withdraw consent) for the entity to receive official association notices electronically instead of (or in addition to) paper delivery, per your community’s rules.
Notes:
Association admins can always change electronic delivery consent.
Representatives without this flag can still view the entity but cannot change consent.
Default on when “Can manage ownership” is on for new representatives (same default as manage ownership).
👉 Can vote in elections
What it means: This person may cast ballots in community elections on behalf of the entity’s ownership interest.
What it does in Vlge:
Makes the representative eligible to be included when building election voter lists for entity-owned properties.
Grants the ability to vote in elections for units/interests the entity owns, subject to how voting is configured for that property.
Important limitation:
Voting applies only to ownership interests that carry the unit’s vote. If a property has multiple ownership interests, the interest marked Primary voter on the property determines which interest votes. If none is marked, all current interests may carry the vote (typical single-owner case).
Notes:
An entity with linked properties but no voter-eligible representative is flagged as Missing voter-eligible representative.
Default off when adding a new representative; turn it on for the person who should vote for the entity.
👉 Financially responsible (receives invoices)
What it means: This person is the billing contact for the entity — responsible for paying the entity’s share of property charges.
What it does in Vlge:
Designates who receives invoices and pays assessments/charges allocated to the entity for its owned properties.
Routes entity-owned charge slices to this person’s resident payment queue (“Your portion of property charges”).
Marks them as financially responsible for the entity’s assessments (distinct from a generic community role).
Notes:
Only one representative per entity can be financially responsible at a time. Saving this flag on one person clears it on all other active representatives for that entity.
If no one is marked financially responsible, Vlge may fall back to: Billing Contact role → Primary contact → the sole active representative (if there is only one). If multiple reps exist and none is flagged, charges may show as unassigned payer until an admin designates someone.
Quick reference
Checkbox | Typical use |
Primary contact | Main person to reach for entity matters; backup billing contact |
Receives legal notices | Gets official legal/compliance mail for entity-owned properties |
Can manage ownership | Can edit entity profile (not add properties or other reps) |
Can consent to electronic delivery | Can toggle e-delivery consent for the entity |
Can vote in elections | Can vote in HOA elections for entity-owned interests |
Financially responsible | Gets invoices and pays the entity’s property charges |
⭐️ Role dropdown (related, not a permission checkbox)
Each representative also has a Role label (Authorized Representative, Manager, Trustee, Billing Contact, Beneficial Owner, Resident Contact). The role is mainly for recordkeeping and display. Most access is controlled by the checkboxes above.
Exception: The Billing Contact role is used as a secondary fallback for who pays entity charges if no one is marked “Financially responsible.”
Who can edit representatives?
Association admins (Manage Properties): add, edit, and remove representatives; set all checkboxes; link properties.
Representatives with “Can manage ownership”: edit entity profile only; cannot add properties or manage other representatives.