Adding a New Client

Modified on Tue, 21 Jun 2022 at 09:44 AM

In Chintaro, anyone who you deal with will start off in the system as a client. Clients are people who: 

  • are currently tenanted with your organisation
  • not currently tenanted with you but have applied to be tenanted 
  • people who are related to the primary contact (EG children, partners or people have applied for housing together)
  • people that have been tenanted with your organisation in the past. 

Every person you deal with must have their own individual Client record in Chintaro and there should only ever be 1 client in the system for each person

Please note: If you are a New Zealand user of Chintaro, click here to view the Solution for: Adding a Client - NZ

Use this solution to:

Add a new Client

Click Client in the Toolbar to open the Manage Clients screen:


Before adding a new client, ensure that the person does not already exist in the database by searching for their name in the Surname column (single click on any surname, type the surname of the client and press <ENTER> on your keyboard).

If the person has not yet been added to Chintaro, click the Add Client button will open an empty Client screen:

Add data to the screen

After you have added information to a field on any screen press <TAB> or <ENTER> on your keyboard and the data will be saved automatically. You do not need to click a button to save. 

Only add data in the screen that you know and that is relevant to your organisation and skip any fields that you do now know, or are not relevant.

The Client screen is separated in to a number of sections:

GeneralThe General Section contains General information about the Client, such as their name, referral and contact information.For more detail about each field, click this link.


The Demographics Section contains information about the Client which used mainly for statistical or statutory Reporting. For more detail about each field, click this link. 


The Income Section contains the Income details relevant to the individual. This section is used to record the incomes used in rent calculations and contains necessary fields for the Centrelink Confirmation e-Services. For more detail about each field, click this link.
ContactsThe Contacts Section is used to record information about agencies or people who are providing support to your client. For more detail about each field, click this link. 
Complaints/IncidentsThe Complaints/Incidents Section is where you raise incidents involving this client and view existing incident history.For more detail about this section, click this link. 

Tags & Alerts

The Tags and Alerts section is where you can add specific characteristics to client, to group your Clients in different ways. For more detail about each field, click this link about tags and this link about alerts. 

Arrears Actions

The Arrears Actions section will be updated with Arrears Actions that you take, if the Client becomes a Tenant who falls into Arrears.

The Related Links section enables you to add a hyperlink in Chintaro regarding a Client file/folder on your network. Chintaro does not store documents or pictures in the database itself, but you can use the Related Links section to link to a file or folder on your network. For more detail about each field, click this link. 
NotesThe Notes Section is where you record case notes about the history you have with your Client, and where the system will automatically make Notes about the Client (EG Change of Address). For more detail about this section, click this link.
ProcessesThe Processes section is where you can see the status of your internal processes involving this client such as the Application process. For more detail about this section, click this link.

Client Additional Functions

The Client Functions are the blue buttons at the top of the Client Record. These include Functions for Barring Clients, recording the Housing History of your Client, Adding Tags, SMS, Email and Word Merge capabilities, Adding Residency Links, Make Bookings for Out Care Organisations, Disability details, Confirmations received from the Client and , Income Details (the Default View on the Client Record), the Waiting List function to add the Client to the Waiting List and the Create Tenancy Function. For more detail about each function, click this link.

Other screens used for Clients in Chintaro

From the Home Screen, click Clients from the Main Menu to see the various other Client screens:

Manage ClientsClicking this option opens the Client Search Screen to view all Clients in the system. 
Merge ClientsClicking this option opens a screen that enables you to merge 2 Client records together. 
Client LettersClicking this option opens a screen that allows you to produce bulk letters to your Clients. 
Client EmailClicking this option opens a screen that allows you to generate and send bulk emails to your Clients.
Client SMSClicking this option opens a screen that allows you to generate and send bulk SMS's to your Clients. 
Client NotesClicking this option opens the screen to see all of the notes made for all of the Clients in Chintaro.

Adding other household members to a Client screen to set up a household

Once you have added the Primary Tenant as a client, go back to the Manage Clients screen and click the Add Client button again to add the Related Client. 

Once you have entered the General information about the Related Client from the Title field to the Date of Birth field, tick the No box when asked if they are a Primary Tenant: 

A pop up box will appear asking you to select the Primary Tenant. Select the Primary Tenant so their name is highlighted black, and click Update to save. 

The Primary Tenant box will now display the Client you selected. You can now select the Relationship to Tenant and indicate if the Related Client is a Child/Student:

The Related Tenant will now appear on the Primary Tenant’s Client Record, and vice-versa.

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