When you have a Client in the system and a vacant Room in a property, you can create a Tenancy. To create a Tenancy, you must have 3 pieces of information before you can activate that Tenancy in Chintaro. These are:


1. Room: Which Property/Room will the Client/household be tenanted in?
2. Rent: How much rent, and other charges, will the Tenant be paying per week?
3. Tenancy Start Date:  What is the first date that the Tenant(s) will pay rent for the Room/Property


This solution details:


Select a Room/Property the Tenant will be housed in

Open the client screen and click the Create Tenancy button:

Click the Select Room button:


Select the room/property this tenant will be housed in from the Vacant Rooms pop up box:


If you have many Rooms available, use the text box at the bottom of the Vacant Rooms pop up to filter the Rooms. Click on the Room to highlight, and to select, click Update
Set the Rent Record
Unless the room selected is a new Room in a property, the previous Rent Record will be displayed in the middle section of the Tenancy Record, in the rent record:


The previous Rent Record must be closed off, so the new Rent Record can begin on the Tenancy Start Date. To do this, enter the date before the Tenancy Start Date in the End Date column (highlighted blue):



When you close off the old rent record, Chintaro will advise you that there is no current Rent Record for the Room. Click OK.


In the line with a * you can now enter the new Rent Record for your Tenant. The Rent Record will always be entered as the weekly rent amountEnter the Tenancy Start Date in the Start Date column, highlighted blue:

Leave the End Date blank. There must always be one (and only one) Rent Record with a blank End Date attached to the Room. Generating Rent will not work if there is not a current Rent Record with no End Date.

Enter the weekly rent amount in the Rent column.

Enter any Additional Charges if applicable. These column headings can be customised by your System Administrator through System Maintenance> Reference Tables.

Enter the Market Rent for the Property. Rent charged to a Tenant must always be less than the Market Rent of a Property (The Market Rent for shared accommodation/group housing will be the total Market Rent for the Property, divided by the number of rooms in the Property):


Click the white box next to the 
 icon, and the data will be saved.

Check the Tenancy Start Date

The Tenancy Start Date will default to today’s date, but should be changed to the first date the tenant will be charged rent.

NOTE: Once you activate the Tenancy, the Tenancy Start Date will be locked. Make sure you enter the correct Tenancy Start Date before continuing. 



The Rent Charged To date defaults to the day before the Tenancy Start Date. Do not change this date – the Rent Charged To date should always be the day before the Tenancy Start Date (This will be explained further when Generating Rent).



Activate the Tenancy

Until this point, the Tenancy Record will not be saved. This is one of the few times in Chintaro that you are required to click a button to save/activate the record. If you exit out of this screen before activating, the data you have entered will not be saved and the Tenancy will not be created.

After you have checked that the Select Room is correct, the Edit Rent section is the correct amount and the Tenancy Start Date is the first date the Tenant will be paying rent (and the Rent Charged To date is the day before the Tenancy Start Date), click Activate to save the details and create the tenancy. 


The Tenancy is now activated, and the screen will appear as below:


SectionChange
Select RoomIs now Property Details and will take you directly to the property screen
Tenancy Start Date & Rent Charged To
Dates are now locked.
Tenancy TransactionsNow shows an Opening Balance as $0.00 if this Tenant has no previous balance with your organisation. If they do, the credit or debit balance they left with their previous Tenancy will appear. 
General SectionAll fields become active (white). You can now enter the additional data in to the Tenancy Record. 
Tags, Alerts, Notes, Related Links, Complaints, ProcessesWill appear on the screen



Chintaro Screens used for Tenancies

From the Home Screen, to access the Tenancies Sub-Menu click on Tenancies from the Main Menu to show the various Tenancy screens:


ScreenDescription
Manage TenanciesOpens the Tenancy Search Screen to view all Tenants in the system.
Tenancy LettersOpens a screen that allows you to produce bulk letters to your Tenants.
Tenancy EmailOpens a screen that allows you to generate and send bulk emails to your Tenants. 
Tenancy SMSOpens a screen that allows you to generate and send bulk SMS's to your Tenants. 
Generate RentOpens the screen used to generate rent for your tenants. 
Arrears ManagementOpens a screen used to manage Tenants who are in arrears for rent or non rent transactions. 
ArrangementsOpens a screen to view your Tenants on Payment Arrangements and Splits.
Tenancy ManagersOpens a screen to view, edit or add a new Tenancy Manager to Chintaro.
Rent ReviewOpens a screen that is used to complete an income based rent review for your Tenants in bulk.
Rent Review by Room TypeOpens the screen used to apply a rent review dependant on room type, rather than income.
Bulk Email Statements Opens the screen used to email your Tenant's their statements in bulk. 
Bulk Print StatementsOpens the screen used to print your Tenant's statements in bulk. 
Bulk PDF Statements
Opens the screen used to create your Tenant's statements in PDF's in bulk. 
Room BookingsOpens the screen used to manage room bookings for tenants exiting correctional facilities.



The Tenancy Search Screen

Tenants are all of the people who either are currently housed in your properties (Active) or people who have previously been housed in your properties (Vacated). 


Clicking Manage Tenancies from the Tenancy Sub Menu will open the Tenancy Search Screen (Click the following link to see the Solution: Using Search Screens in Chintaro). The Tenancies Search Screen will default to show all Active Tenants (people who are currently Tenanted within your Properties):


NOTE: The Tenancies Search Screen can also be accessed via the Home > Tenancies > Manage Tenancies or by clicking the Tenancy quick link in the Toolbar.


A Client may have multiple Tenancies during their time with your Organisation. Each time a Client leaves one Property and moves to another Property, or transfers from one Room to another, the current Tenancy record will be vacated, and a new Tenancy Record will be created. If you want to view all Active and Vacated Tenancies, click the Show All + Vacated button: