⚙️ Features for Admins & Board Members
All basic features for managing your community
146 articles
📖 Guides
Guides for common tasks
- 👩🏽💻 Admin Guide: Processing Access RequestsHow to review and approve new user access requests.
- 🛠️ Admin Guide: Managing ACC/ARB RequestsHow administrators process, review, and manage architectural change requests.
- 📑 Admin Guide: Managing DocumentsHow to upload, organize, and manage community documents.
- ⚠️ Admin Guide: Managing Violations (Notices)How administrators create, track, and resolve violation notices.
- 📋 Task List: Creating & Managing TasksBoard members can create and manage tasks with due dates and owners
- ☕️ Admin Guide: Managing CommitteesSetting up and managing HOA committees in Vlge. (Groups)
- Where to Run ReportsFinancial Reports, custom reports, analytics, and other report screens — there is no Admin → Reports page.
- 🗳️ Poll Manager (Surveys)How to setup and run a community poll (Admins Only)
- 🗺️ Vacant LotsUsing Lot Number instead of address
- ☑ Electronic Consent: User Profile ChoiceYour members can choose electronic consent where permitted
- 📝 Meeting Minutes: Important NotesAs volunteers, having another set of compliance guidelines can be a lot. Vlge can help simplify.
- # Lot Number vs Street AddressSome lots are best referred to as a Lot # when vacant
- 🏠 Property Type OptionsYou can add various property types to your community
- 📝 ACC/DRB/ARB Members - ReviewingYour Architectural review committee may have a different name but this is the review process.
- Move-in/Move-out: Outstanding ChargesHow to settle existing charges using move-in/move-out
- 🔖 Mailing Lists: Prepare reusable listsIf you frequently send mail or email to the same group, you can save a list
- ACC/ARB/ARC Reviewers / CommitteeHow to build your committee and ensure you have the right voters
- Meeting Manager: Vlge Conference (Video)Host your meetings inside Vlge (Vlge Pro Only)
- 📝 Meeting Minutes: An OverviewCreating meeting minutes is a critical step in compliance for organizations
- 📝 Meetings: Finalize the MeetingWhen a meeting has completed, finalize the record for compliance.
- 🎉 Events: Building an Event WebpageBuild a page dedicated to your event - private or public
- 📧 Email Deliverability Report (Admin Tools)You can check the status of your outgoing emails in Admin Tools
- 💰 Vlge Referral ProgramEarn credits for your Association by sharing your experience
- 📆 Meeting Manager Configuration (v2)Setup a meeting using Meeting Manager
😁 Getting Setup
Features to help you get up and running on Vlge
- 🏷️ Setup: Tag ManagerEdit, Add, or delete tags for organizing your community data
- 🏘️ Setup: Community GroupsCreate and join community groups for committees and interests.
- ACC/ARB Setup: Guidance ItemsYou can provide very specific guidance articles per project type
- 🌎 Website BuilderBuild your own community website with Vlge tools
- 🌎 Website Builder: Get StartedBuild your communities public facing page with Vlge Tools
- 🌎 Website Builder: Section TypesDetails on the available section types in the builder
- 🌎 Website Builder: Custom Domain SetupConnect your community domain: remove old website records, add one CNAME, and forward www.
- 🏠 Admin Guide: Customize Community HomeYour community navigation includes a default Community Home
- 👥 Admin Guide: Managing RolesYou can assign permissions to Roles in the Admin
- 🧑🧑🧒🧒 Admin Guide: Adding/Managing UsersHow administrators can add, edit, and manage community member accounts.
- Admin Tools (Overview)What lives on the Admin Tools hub, including Pro and feature-gated tiles.
- General Settings OverviewOrganization, Roles and Permissions, Features, documents, and design — separate from the Admin Tools hub.
- ACC/ARB: Options & SetupThere are multiple options to customize your ACC/ARB setup
- ACC/ARB: Project TypesSetting up or Editing Project Types in the ACC/ARB form
- Import Tools: Budgets & ActualsImport a budget CSV from Financial Dashboard → Import Tools, then activate it under Budgets.
- 💰 Financials: Chart of AccountsVlge has a set of default Accounts but you can add, edit or delete as you need
- Resident Access RequestsResidents can request access to the community portal at your domain
- 📷 Property/Lot Images (Google vs Custom)Vlge automatically adds an aerial view where available, but you can customize
- 📨 Admins: Inviting Your Members to VlgeHow to invite your community to create their accounts in the portal
- 📝 Custom Fields: Choose your ownFor both People and Properties, you can create your own custom fields.
- 👥 Entity Ownership: OverviewIn some cases, a property is owned by an entity and represented by individuals.
- ⚙️ Entity Rep Permissions ExplainedWhat each of the permissions of an Entity Rep means
- 🙋🏽 Designated Contact RoleOne of the roles you can use for a user in relation to a property
- 🙋🏽 Unit Relationship Roles Reference GuideHow each person is connected to a property (Lot/Unit)
- 🙋🏽 Profile Fields: Preferred NameWhere the preferred name is used in Vlge
- 🔑 Property Level User PermissionsThere are two specific permissions that can be set at a property level
- 🎨 Customize: Left NavigationSome items on the left navigation can be added, removed or reordered
- 🙋🏻♀️ People: Primary Owner SettingFound in My property or the Property detail page
- 🏠 Customizing Community Home ItemsYou can edit the FAQ's, Help, ACC Guidance, and more
🗒️ Messaging (All Plans)
Emails, Postal, and Billboard or Banner features
- 📧 Email MessagingCreate and send email campaigns to your community members.
- ✉️ Messaging: Automations & TemplatesUse automations to send templates based on certain events
- 🎨 Messaging: Email TemplatesHow to create and manage email templates for common communications.
- 📫 Setting Up Postal MailConfigure postal mail settings and manage mailing funds.
- 👨🏽💻 Messaging: Sending EmailStep-by-step guide for administrators to create and send community emails.
- 📢 Billboard AnnouncementsHow to create effective billboard announcements that get attention.
- 📝 Address List: Printable LabelsBuilding a printable address list for your community
💵 Financial Features (All Plans)
All things Financial and budget related
- 🏦 Onboarding: Unit History & Bank ImportsWhy import order matters, how Vlge matches deposits to owner payments, the guards that stop double counting, and how to fix it when income looks wrong
- 📝 Reserve Study: Where the Reserve Balance Comes FromHow percent-funded picks its balance: mapped general ledger accounts by default, or a manual override with a recorded reason.
- 💰 Undeposited Funds (Manual Checks)Do you need an Undeposited Funds account, how it differs from the workflow toggle, and how to turn it on
- 💰 Financial Section (Overview)Map of the Financial Dashboard: Inbox, books, banking, billing, and reports
- 💰 Bank ReconciliationClose a bank statement against GL cash - going forward, not a replay of all history
- 💰 Opening Balances: Post Your Starting PositionHow to post the cutover journal entry in Import Tools
- 📓 Vendors: Vendor Roster & ManagementAdd all your vendors, pay vendors and run reports on where you've spent money.
- 👩🏽💻 Vendors: HOA Vendor Portal InviteWhat your vendors see when a link is generated for them
- Pay Bills: Vendor InvoicesAdd, approve, and pay vendor bills — plus vendor links and inbound invoice email.
- 🪄 Import Tools (Financials)Map of every financial importer - opening balances, unit ledger, bank, budgets, assets
- 📊 Admin Guide: Financial ReportsHow to run and understand financial reports in Vlge.
- $ Budgets in VlgeBuild or import a budget — and where it sits relative to the books
- Expense Reimbursement: ProcessingFor Boards to process any received expense reimbursements
- 📝 Financial: Asset Tracking (Overview)Log and Track assets from supplies to major capital assets
- 📝 Vendors: Invoice Approval WorkflowHow you receive, approve, and pay Vendor invoices
- 💰 Log a Payment Manually (On Property)When you take a payment outside of the automated system, you can log it on the property detail page
- ⛬ Importing Unit Ledger HistoryCSV how-to for per-unit charges and payments, including GL posting mode
- 💰 Waiving or Adjusting FeesSometimes you need to waive or void a late fee or fine (or other). Here's how.
- 💰 Fiscal Year: Setting your Fiscal YearAdjusting your fiscal year for accounting from Calendar to other
- ⚡️ Deleting Recent Financial ImportsTo "undo" a recent import follow these instructions
- 💰 Entering Manual DisbursementsFor those who use a modified accrual basis for accounting
- Vendors: Creating a New BillCreating a bill for a Vendor directly in your portal
- 💰 Financial Imports: Opening LedgerHow to plan and execute your starting balance and accounting setup
- 🕑 Late Charges & Notice AutomationYou can create rules around sending notices for late notices
- 💰 Financials: GL Adjustments on ImportsFor auditing purposes, posted entries are locked but you can make a small change to the account posted
- 💰 Accepting Physical ChecksIf you wish to accept physical checks (mailed or in person) see this guide
- 📧 Receive Bills/Invoices by EmailYou can receive bills or invoices from 3rd parties by email
- Financial Collections: Easy Attorney LettersFor sending accounts to collections
- 💰 Recurring Charges: Advanced ModeFor Vlge Pro users with Advanced Billing enabled
- 💰 Accounts in Collections: SettingsYou can disable payments for accounts in collections if needed
- 💳 Quickpay: Resident Invoices & PaymentResidents have the option to pay via QuickPay from an invoice
- 📝 Reserve Study FeatureYou can calculate and track reserve funding needs tied to Capital Assets
- 💰General Ledger: View & SearchYou can view your entire GL in Financial Dashboard
- 💳 Stripe: Updating Your AccountYou can update your bank or account settings in Stripe through Vlge
- 💰Billing: Set Unique Amounts per PropertyFor communities that have varying amounts per property | Vlge Pro
- 💰 Admin Settings: Auto-payYou can customize how auto-pay appears for your community
- 💰 Billing Settings: Charge TypesDefine your charge types and set billing policies for each
- 💰 Manual Bank AccountsEntering transactions and historical data from non-connected accounts
- 💰 Accounting Basis in VlgeUnderstanding the implications and treatment of each method
- 💰 Stripe Payout DetailsHow to find your payouts and details about deposits
- 📝 Unit Payments ReportShow all payments over a period of time by type and Unit/Property
- 📝 Delinquent Accounts - Send MailYou can use Automations or manually send letters to delinquent accounts
- 💰 Transactions: Manual AddWhile linked accounts (including Western Alliance) will automatically sync transactions, you can manually add one anytime as desired
- 💰 Autopay Report: Review EnrollmentsSee who is on autopay and manually trigger collections
- 💰 Transactions Page (Financial Dash)About the transactions page in Financial Dashboard
- 💰 Record a Single Payment ➡ Multiple LotsHow to effectively split one payment and apply it to multiple properties
- 💰 Admins: How Autopay WorksA detailed explanation of how Autopay works in Vlge
- 💰 Financial Inbox: Daily Action ItemsCategorize, match deposits, and clear items - not the same as bank reconciliation
- 💰 Delinquent Account Reporting/HandlingDelinquent accounts deserve focused attention. Read more here.
- 🧾 Check Stock Tracking (Paper Checks)Manage your paper checks for better auditing and accountability
- 💰 Bank Accounts: Managing AccountsHow to connect and manage Bank Accounts in Vlge
- 💰 Manual Disbursement: Split CategoriesHow to record a manual disbursement and split it between categories
- 💰 Billing Settings: Payment Application OrderWhen a payment is made, you can set the order in which funds are applied
- 💰 Categorizing TransactionsHow, when and where to categorize - an overview
- 💰 Stripe & WAB AccountingNuances related to cash-in-transit and how you account for it
- 💰 Payment Methods: OverviewAll about the various payment methods accepted in Vlge
- 💰 Financials: Importing Existing DataThree ways to bring books onto Vlge - and when to start bank reconciliation
- 🏦 About Western Alliance BankHelpful information about Western Alliance Bank
- 💰 Reclassify Income & Expenses in the General LedgerSometimes you may wish to reclassify a recorded income or expense line
- 💰 Accounting: Key Dates for fines & feesHow Accounting works related to fines and other fees
- 💰 Refunds: How Vlge HandlesAccounting Treatment and What Changes on the Account
- 💰 Billing Policies: Settings (Late fees, Interest etc)You can set Late Fees and interest as well as grace periods by charge type
- 💰 Pre-paids: Handling Accounting for Assessments Paid in AdvanceAssessments due in subsequent periods, but paid early can be accounted for appropriately using pre-paid liabilities
- 💰 Financial SettingsKey financial settings related to your operations
＄ Vlge Pro Features (Pro Plan)
All features in Vlge Pro
- 📝 Meeting Manager Overview (New)Organize, Run, and Archive Better Community Meetings
- 📝 Meetings: Topic Builder ToolSeek input from your community on the topics that matter to them
- Elections HubElections Hub cards, household voting, entity voters, and where to go next.
- Creating ElectionsCreate a live election in Elections Hub: Basics, Ballot Items, voters, and notifications.
- 📝 Meetings: Agenda BuilderInside Meeting Manager, you can build and publish your meeting Agenda
- 👩🏽💻 Meeting Management (In Meeting)Controls for in-meeting management
- 📧 Email: Group Inboxes & EmailYou can receive and send email from Group email boxes
- ⚡️ Action Checker (Pro Feature)This guide explains how HOA administrators use Action Checker to run a daily community checklist: overdue violations, seasonal patrol items, active ACC construction, and one-off manual tasks
- Groups & SMS (Text) CommunicationsYou send SMS (Text) messaging to opted-in Group members
- 📈 Custom Dashboards (⚡️Vlge Pro)Editing your dashboard, creating new, and setting organization defaults
- 🗳️ Elections: Receive/Log Paper BallotsWhen you run an election that includes Vlge paper ballots, here is how to receive and track them
- Elections: Voting Weight ConfigurationsWeight profiles, Parcel ID rollups, and custom Ballot IDs in Election Builder.
- 🗳️ Election Manager - Advanced GuideFor advanced election questions and information (Vlge Pro Req'd)
- 🗳️ Elections: Viewing Live Election | ResultsYou can view a live election and see results (if enabled)
- 💬 Community Discussion PageYou can enable your community discussion board in General Settings -- Features
- 🎟️ Community Offerings (Pool Pass etc)Vlge offers the capability to administer sales of pool passes, resale signs and more.
- ✉️ Email Template BuilderBuild reusable templates for sending newsletters and more
- 📘 Board Binder: Saving Key SOPs and InfoFor consistency and transitions between boards, use Board Binder to store important information.
Billing (All Plans)
Manage payments and subscriptions.