Vantaca Setup Guide: Meeting Minutes Templates & Board Packet Distribution

To configure meeting minutes templates and board packet distribution in Vantaca, create a reusable minutes template, attach it to your meeting type, build a board packet “bundle” of standard documents, set who can view it, then publish and distribute it through the portal/email with a test run to confirm permissions and notifications.

 

Set up meeting minutes templates

 

• Go to Meetings (or Board/Committees depending on your menu) and open Settings or Meeting Types.
• Create or edit a Meeting Type (example: Board Meeting, Annual Meeting). A meeting type is a preset that controls agenda sections, minutes layout, and defaults.
• Find Minutes Template (sometimes called Minutes Format or Template) and build sections you always need:
  • Call to Order, Roll Call, Approval of Prior Minutes
  • Officer/Committee Reports, Old Business, New Business
  • Motions and Votes fields (motion text, maker, second, result)
  • Executive Session (keep separate if your association requires restricted access)
  • Adjournment, Next Meeting
• Save the template and create a test meeting to confirm the template auto-loads.

 

Build a board packet and distribute it

 

• Open the meeting and locate Board Packet, Attachments, or Documents.
• Create a packet bundle (a set of files that gets reused) with standard items:
  • Agenda, financial reports, delinquency summary, violations summary, manager report, committee reports
• Upload files or link existing documents from your Document Library. Use clear names like 2026-03 Board Packet - Financials.
• Set permissions:
  • Board-only for sensitive items (delinquencies, legal, owner disputes).
  • Member-visible only for items you intend to share.
• Publish and send:
  • Use Send Notification or Share to distribute via portal/email.
  • Choose recipients by role (Board, Committee) to avoid missing new board members.

 

Avoid common setup mistakes (even if everything “looks right”)

 

• Template not appearing: the meeting was created before the template was attached to the meeting type. Create a new meeting or re-apply the meeting type.
• Board packet link works for staff but not board: permissions are set to staff/internal. Confirm document access is Board.
• Accidentally exposing delinquencies: keep a separate restricted packet or mark those files Board-only.
• No one got the email: notifications may be off at the user level. Verify board members have valid emails and notification opt-ins.

 

Test and validate

 

• Use a test board user (or ask one board member) to confirm:
  • They can open the packet
  • They cannot see restricted items unless intended
  • They received the notification
• Export or preview the minutes to confirm formatting before the meeting.

 

When to contact Vantaca support

 

• Role permissions are missing or locked by your account configuration.
• Packet publishing works but emails fail or bounce for multiple users.
• You need automation (auto-attach recurring reports, auto-generate packet PDFs) and the options are not visible in your menus.