Vantaca: Generate Violation and Compliance Reports for Board Meetings

Pull a Violations report filtered to the meeting date range, include status (Open, Pending, Closed), add aging (days open), and group by community (and optionally by violation type). Export to PDF for the board packet and to Excel if the board wants sorting. If everything is already set up correctly, this takes a few minutes: set filters, preview, export, and save it to the board-meeting folder.

 

What “violation and compliance report” means in Vantaca

 

• Violation: a rule issue logged on an account or address (example: trash cans left out).
• Compliance: whether the violation is resolved (closed) or still not resolved (open/pending).
• Aging: how long a violation has been open. Boards usually care about “over 30/60/90 days.”

 

Step-by-step: generate the report

 

• Go to the Violations area (often under Community or Inspections/Violations depending on your setup).
• Open Reports (or a report button inside the Violations list).
• Select a report like Violation List, Open Violations, or Violation Summary.
• Set filters:
  • Date range: from last board meeting to today (or the month).
  • Status: include Open and Pending; optionally include Closed for “resolved since last meeting.”
  • Community/Association: choose one or all.
  • Violation type/category: optional, helpful for trends.
  • Aging: add buckets like 0–30, 31–60, 61–90, 90+ if available.
• Choose columns:
  • Address/Account, Violation type, Status, Date opened, Last action, Next step, Fine amount (if used), Hearing date (if used).
• Preview, then export:
  • PDF for board packets.
  • Excel/CSV if the board wants to sort/filter.

 

Common setup mistakes (and quick fixes)

 

• Missing violations: filters too tight (wrong community, wrong date field). Widen date range and confirm you’re filtering by created/opened date vs inspection date.
• Board sees “no progress”: report only shows open items. Add a second export for Closed since last meeting.
• Confusing statuses: standardize what Open, Pending, and Closed mean internally.
• Privacy issues: if notes include sensitive info, exclude internal notes or use a board-safe version.

 

Validate before sending to the board

 

• Spot-check a few addresses: confirm the report matches the violation record.
• Confirm totals: count of open violations and count closed since last meeting.
• Make sure aging looks reasonable (no “0 days” items that are actually old).

 

Troubleshooting

 

• Export button missing: likely permissions. Ask your admin to grant Reports or Violations reporting access.
• Report is blank: remove one filter at a time to find the blocker.
• Wrong community data: confirm you’re in the correct association context and not a template/test community.

 

When to contact Vantaca support

 

• Report fields you need don’t exist (example: hearing outcome, fine status) and you need a custom report.
• Data is clearly incorrect (violations missing from reports but visible in records).
• Automation/workflows (auto-notices, fine schedules) aren’t updating statuses and the board report is unreliable.