Adding a Client to the Waiting List

Modified on Mon, 4 Jul, 2022 at 1:57 PM

The Waiting List in Chintaro is a place you can add clients who have applied for housing. You can add clients who are not yet tenanted, or clients who are currently tenanted and are awaiting transfer to the Waiting List. You can only add the household's Primary Tenant to the Waiting List.

This solution covers:

Adding a Client to the Waiting List
Additional Data and Functions
Waiting List Bulk Screens
Waiting List Notes

Adding a Client to the Waiting List

Start by searching for the Client you would like to add to the Waiting List (Toolbar > Clients> double click on the row of the Client to open their Client Screen).

If you have searched but the client you want to add is not in the system, click this link to see how to Add a New Client).

From the Client screen, click the Waiting List button. A pop up box will open advising you are about to create a Waiting List Entry - click Yes.

Clicking Yes will open an empty Waiting List screen where you can enter the information you'd like to capture about the application:

Field	Screenshot	Description
Wait List Type 1 - Wait List Type 4		The Wait List Type fields are drop down lists that allow you to define 4 different values to assist in the sorting, grouping and filtering of the Waiting List. Often Organisations will have some factors of importance that enable you to work out which Client is suitable for which Property you have available. These values may be for Housing Type (EG House, Unit, Flat, etc.), Regions (EG Inner East, Northern, South Eastern, etc.), Housing Configuration (EG 1 Bedroom, 2 Bedroom, etc.). The 4 Wait List Type fields may also be used to incorporate special needs of Clients (EG Carer Required, Ground Floor Only, Wheelchair Access, etc.) These fields are to be used as your Organisation sees fit, and are customised through System Maintenance> Reference Tables> Wait List Type 1-4.
Program		Used to specify which Program the Client will be housed under. If your Organisation does not have different Program streams, leave this field blank.
House Hold Type		Used to define the type of household of the Client. Select the appropriate option from the list.
Current Housing Type		The type of housing the client/household are currently residing.
Referral		Populated from the Client Record if a referral was entered. If you want to add the referrer details in the Waiting List record, select the referrer from the drop down list and the Client Record will be updated also.
Housing Outcome		Used after the Client is tenanted, or removed from the Waiting List.
Current Rent		Used to record the amount the household is currently paying in rent per week. This is not used for financial calculations in Chintaro, but can be used when determining if a Client can afford the weekly rent in a Property/Room that becomes available.
Application Date		Defaults to today’s date, but can be changed to the Registration Date on the Client Record.
Date of Last Contact		Defaults to today’s date, but can be changed to the most recent date you were in contact with the Client. If you edit the Waiting List entry or add a Note in the Client Record, Chintaro will ask if you want to update the Date of Last Contact.
Preference 1, 2 & 3		Used to select what the Client’s preferences for housing are. These preferences may be number of bedrooms in a Property, and can be customised to suit your Organisation through System Maintenance> Reference Tables> Waiting List Preferences.
Number in Household		Enter the number of people in the household.
Awaiting Transfer		Enables you to differentiate between those Clients who are current Tenants and are awaiting transfer to another Room, and those Clients who are not currently tenanted by your Organisation. Ticking the Awaiting Transfer box indicates that the Client is currently tenanted with your Organisation, and is awaiting a transfer of Rooms.
Residency Points		Used if your Organisation has a priority system for giving preference to housing local residents.
Public Housing Reg’d & Department Eligible		Used if the Client is registered with Public Housing, and if they are Department Eligible. Enter details if applicable.
Public Waiting List Num		Client’s Public Housing Waiting List number, is applicable.
Contact Phones		Will default from the Client record, if the field is entered. These fields can be entered on the Waiting List record also, which will also default for the Client screen.
Email		Will default from the Client record, if entered.
Comments		Used to record any comments specific to the Waiting List entry.
Client Comments		Will default from the Client Record, if entered.

Click the Exit button to save. The Client screen will now show that the client is on the waiting list:

Additional Data and Functions

The Waiting List screen has a number of blue buttons on the top of the screen that allow you to enter additional information and perform other functions.

Function	Description
Housing History	Used to enter more detailed data regarding the Client’s housing history. Select the relevant fields to your organisation, otherwise, leave these fields blank.
SMS, Email, Word Merge	Functions that enable you to send SMS’s, Email’s and Word Merge letters to Clients from the Waiting List record.
Residency Links	Used to record how long a client has lived in a local government area.
Disability Mods Req'd	Opens the Disability Modification’s Tags. Select the appropriate Tags for the Client if they require specific disability modifications when tenanted
Client Details	Opens client screen
Create Tenancy	Click here to see the Solution: Creating a Tenancy.

Waiting List Bulk Screens

To access the Waiting List bulk screens, click on Waiting List from the Main Menu.

Clicking Manage Waiting List will open the Waiting List Search Screen (See Solution: Using Search Screens in Chintaro for functionality).

The Waiting List Search Screen can be accessed via the Waiting List Menu > Manage Waiting List (as above), or by clicking the quick link in the Toolbar.

Waiting List Notes

The Notes on the Waiting List record will come from the Notes Section in the Client Record (See Solution: Client Screen Notes for how to add a Note on the Waiting List record). You can view the contents of the Note by double clicking on the Note.

When clicking Add to add the Note to the Client Record, Chintaro will ask if you want to update the Date of Last Contact on the Waiting List. Click Yes to update the Date of Last Contact, or No to leave the Date of Last Contact as the date on the Waiting List entry.