How do I add a Board Member to an association?

Adding Board Members in ManageCasa is simple, but there is a best-practice workflow, especially when the Board Member is also a property owner in the community. In this article, we’ll walk you through the recommended setup process, how to add them to the association, and common FAQs to help avoid access or login issues.

Best Practice: Setting Up Board Members

If your Board Member is also a property owner (and most are), make sure to follow these steps in order. This ensures their owner and board access sync correctly.

1. Add them as a Property Owner first and Send invite

Before setting them up as a Board Member, create their contact as a property owner and send the invite to join ManageCasa, then assign them to their property.

• IMPORTANT: While you are adding them as a property owner, you’ll see the Association Board Member Access section on the contact form. Please do NOT fill out the Association and Account User Role fields yet.

2. Update the existing contact and assign Board Member access

Now that their owner account has been set up, go to:

• Contacts page, then edit their profile.
• Scroll to Association Board Member Access section.
• Select the correct Association and choose the appropriate Account User Role (e.g., President, Treasurer, Secretary, etc.).
• Click Update to save.

Another way to add them as a board member after you have created the property owner account is go to:

• Go to Associations page and select the association where the owner will serve as a board member.
• Edit the association and scroll down to the Board Member section.
• From the Add board members dropdown field, select the contact.
  • If the contact is not listed, click Add New, enter the required details and select their board role, then click Add and Send Invite.
• Once all board members are added, click Save to apply the changes.

3. How Board Members Switch Between Portals

Once logged in, they’ll now have two portals: their owner portal and their board portal. To switch accounts:

• Click their avatar or profile circle (initials icon) in the upper-right corner.
• They should see the option to switch accounts:
  • Property Owner portal
  • Board Member portal

FAQs

1. The Board Member says they cannot switch accounts (they only see one portal). What should I check?

If they don’t see the option to switch between “Owner” and “Board Member”, review the following:

• In the Contacts page, the Type column beside their name should show the labels Property Owner and Board [Position]
  If one of these is missing, their access was probably not set up correctly. Reach out to us and we’ll help you fix it.
• Check for duplicated contacts / separate logins. Sometimes, an admin may have created one contact for their owner access and a separate contact for their board access. If this happens, let us know whether they want to keep a single login and which email address to retain. We’ll help merge their accounts for you.

2. In the Board Portal, they don’t see their association, files, properties, or other contacts. What should I do?

• Each Board Member is automatically assigned to an Access Group when you invite them.
  Check the Access Groups for the association to ensure the correct Access Group exists and the board member is included in it.