Property Maintenance - Tradespeople

Modified on Tue, 6 Sep, 2022 at 1:28 PM

Tradespeople are the contractors that you send your Work Orders to. This solution covers:

Adding a new Tradesperson to Chintaro
Trade Types
Tradesperson Compliance Details
Tradesperson Maintenance Tasks Section
Tradesperson Notes
Communicating to Tradespeople
Saving the view of different sections on the Tradesperson's screen

Adding a new Tradesperson to Chintaro

To add a Tradesperson to the system, click Tradespeople from the Toolbar:

Then click the Add Tradesperson button and add the following information that applies to your tradesperson:

Field	Screenshot	Description
Trading Name		The name of the business.
Address/City		The address of the business.
State/Postcode		Will default when the city is selected.
Portal Address/Postal State/Postcode		The postal address of the business, if different from the business address.
Supplier ID		An external supplier ID used in accounting (payables) exports including when exporting maintenance transactions to your General Ledger.
Region		Used to indicate if the Tradesperson has a preferred region to work in.
ABN		The Australian Business Number of the Tradesperson
Contact Name 1		The main contact person for the trade.
Contact Phone		Enter the main contact numbers for the Tradesperson (2 fields).
Contact 1 Email (Default Email)		Used as the default Email address when sending Maintenance Tasks via Email.
Contact 2 Names/Phone/Fax		The contact details of another person in the company, if applicable.
BSB/Account Number		Used to record the bank details for the Tradesperson.
Payment Method		Used to record the preferred payment method of the Tradesperson. Select from the drop down list.
BPay Biller Code		Enter the Tradesperson’s Bpay Biller Code, if applicable.
KPM Maint Type		Used by Organisations involved with the KPM Program (Victoria). If applicable, select the KPM Maintenance Type from the drop down list.
Template Name		Used to link a specific Work Order template for the Tradesperson, if they have their own format for Work Orders EG DFFH.
Related Link		Add a hyperlink in Chintaro regarding a Tradesperson file or folder on your network.
Comments		Enter any general Comments about your Tradesperson in the Comments section. This will be information that you wish Chintaro users to see each time the Tradesperson record is opened. This differs from Tradesperson Notes which builds up a history of the Tradesperson.

Trade Types

Trade Types are used to group your Tradespeople together, so that when you select the Trade Type on a Maintenance Task, only those contractors with that Trade Type will appear (for example, if you select that you need a Plumber on a Maintenance Task, only the Tradespeople in Chintaro with the Trade Type of 'Plumber' will appear).

Some Tradespeople may have multiple Trade Types (for example, a Tradesperson may be able to complete both Cleaning and Garden Maintenance tasks).

Chintaro enables you to add as many Trade Types as required, by clicking Add/Edit Trades:

A pop up box will appear to display the Trade Types that you are able to allocate to your Tradesperson. To select a Trade Type, double click on the option you would like to select from the Available Trade Types on the left hand side of the pop up box:

This will move the Trade Type to the Selected Trade Types on the right hand side:

Repeat for as many Trade Types as required. Clicking Exit will save the Trade Types to your Tradesperson:

NOTE: Your Chintaro System Administrator can add or remove options from the Trade Type list, in System Maintenance > Reference Tables > Trade Types.

You will be able to see all of the the multiple Trade Types on the Tradesperson Search Screen, and filter by these Trade Types:

Tradesperson Compliance Details

The Compliance section allows you to enter any licences that the Tradesperson holds. Examples of this are a Public Liability Number, Builder's Licence Number, Workers Compensation Number or their Insurance Number.

To enter compliance details of a Tradesperson, select the Licence Type you wish to add from the drop down list:

Then, enter the Licence Number and Expiry Date of the Licence:

When the Expiry Date is reached, Chintaro will show you the Expiry Date in red and also show you a red alert on the Tradesperson's record that the Licence has expired:

If the Compliance Details for the Tradesperson have expired, a red warning will appear on both the Tradesperson Record and the Maintenance Task screen to warn you which details have expired:

If the Licence type you want to add isn't in the drop down list, your Chintaro System Administrator is able to add it through System Maintenance > Reference Tables > Licence Type:

Tradesperson Maintenance Tasks Section

The Maintenance Tasks section of the Tradesperson record will build up a record of the Maintenance Tasks allocated to the Tradesperson. Both Active (incomplete) and Inactive (completed) tasks will appear in this section.

Double click on any task's row to open the Maintenance Task.

Tradesperson Notes

The Notes section for a Tradesperson work in exactly the same way that the notes section do for other screens in Chintaro:

Clicking the 'Sticky?' box for a Tradesperson's note will make it appear at the top of the list. This is useful if there are many notes, but one or 2 are more important and need to be found quickly.

Communicating to Tradespeople

The Tradesperson Record has a number of functions at the top of the screen that enable you to SMS, Email and Word Merge a Tradesperson from their screen:

Click the appropriate button to access these functions.

Saving the view of different sections on the Tradesperson's screen

Each section of the Tradesperson's screen has a 'Save View' button, which enables you to sort or filter any of the columns in the section, and save the view so that each time you enter the Tradesperson's screen, it will appear how you would like to see it:

This is unique and individual to your Chintaro log on name, and will not appear in the same way for another Chintaro user.

Viewing all Tradesperson Notes in the system

Tradesperson Notes is a screen where you can view all of the Notes made for all Tradespeople. To view the Tradesperson Notes screen, from the Home Screen, click Property Maintenance, then click Tradespeople Notes.

You are able to sort and filter this screen to view Tradesperson Notes (EG by the Note Date, Note Title, Note Type, Action or Action Type columns). There are a number of functions at the top of the screen that enable you to print and export data regarding Property Notes

Clicking the Show All button will take you back to the screen’s default view.