Once you have added at least one General Inventory Item to a Property, and added a Tradesperson to perform the Maintenance, you can create Maintenance Tasks (Work Orders) to send to contractors.
Property Name: The first thing you'll need to do is select the Property that the Item is located in from the Property drop down list. Once you have selected a Property, other fields will become Active. Clicking the Property Details button will take you straight to the Property.
Inventory Item: Select an Inventory Item that requires the Maintenance. If your Organisation does not have detailed records of each item, select General from the drop down list (Your System Administrator is able to set the Inventory Item to default to General, and the Maintenance Type to Responsive in System Maintenance> Preferences> Maintenance)
Maintenance Type: Is used to record the type of maintenance that the item requires. Usually, this will be Responsive (when something breaks, and you need to get it fixed). If you are entering cyclical items such as Smoke Alarm Checks, select Cyclical from the drop down list.
Location: Select the Location of the Maintenance from the drop down list.
Room: Select the Room that the Maintenance is in, ONLY if the Maintenance required is in a Room of a Rooming/Boarding House.
Item Type: Select the type of Item that requires Maintenance (EG Washing Machine).
Item Group: Select the group of appliances the Item belongs to (EG Whitegoods).
Trade Type: Select the type of Tradesperson that will complete the maintenance (EG Plumbing). This will determine which Tradespeople you will be able to select from your list of contractors (for example, if you select 'Plumbing', only the Tradespeople with a Trade Type of 'Plumbing' will appear).
Works Type: Is used to classify the item for Forecast Maintenance or long-term scheduled upgrades.
Tradesperson Details: Select the Tradesperson that you will assign the Maintenance Task to from the drop down list. Only those Tradespeople with the Trade Type selected (above) will appear (for example, if you select 'Plumbing', only the Tradespeople with a Trade Type of 'Plumbing' will appear). When selecting a Tradesperson, the Email field will default if you have entered an email address for the Tradesperson. Tradesperson details can be viewed by clicking
Email CC: Enter the Email address of anyone else that you would like to CC in to the Email for the Maintenance Task.
Urgent?: The Urgency drop down list is used to indicate the urgency of the maintenance required, and is linked to the number of days to resolve. This is linked by the Scheduled Completion Date on the right hand side of the Maintenance Task. In Chintaro, the default Urgency Categories are Urgent (1 day to resolve), Priority (7 days to resolve) and Standard (30 days to resolve). Urgency Categories (Priority, Standard, Urgent) can be customised to suit your Organisation, through System Maintenance> Reference Tables> Urgent Types.
Created By: Will default to the User Name that you are logged in to Chintaro as. You are able to type over this field if you are creating the Work Order for a colleague.
Housing Worker: Will default to the Tenancy Manager of the selected Property. These details will appear when you create the Work Order as the Housing Worker is the logical contact for the Organisation. If this is incorrect, select the relevant contact person from the drop down list.
Tenants Permission?: Indicates if you have received the Tenants Permission to access the Property to complete the Maintenance Request.
Tenants Damage?: Is used to record the types of damage that Tenants are causing to Properties, and can be used in reporting to track how much Tenant Damage is costing your Organisation.
Damage Type: Is used to record the type of damage that occurred, whether it be recoverable/non-recoverable, or Third Party recoverable/non-recoverable.
Tenant Charged: Is used to indicate if the Tenant has been charged for the damaged caused.
Tenant Invoice: After the Tenant has been charged for the damage caused, enter the Invoice number to link the invoice to the Tenant, to the Maintenance Task.
Tenants Name(s) & Tenants Phone(s): Is a field to indicate the Tenant that will be contacted for the Maintenance Task. To remove the Tenant Name and Phone Number(s), highlight the field, and press <DELETE>. To add other Tenants to contact, click
. Select the Tenant(s) you want to have as the contact for the Maintenance Task, if you want the Tradespeople to call the Tenant directly. If you want the Tradesperson to contact your Organisation and not the Tenant, leave these fields blank.
You are able to type straight in to the 'Tenant Details' fields (Tenant Name(s), Tenants Phone(s), Tenant Availability) on a Maintenance Request/Work Order.
Tenant Availability: If you are organising Tradespeople to contact Tenants directly, you can enter the Tenants Availability in this section.
Maintenance Task Instruction Fields
Instructions: The Instructions section is where you enter the details that will tell the Tradesperson what the issue(s) is(are). You can make this as detailed as you would like, and hold down <CTRL> & <Enter> for a new line.
Access Instructions: The Access Instructions section is where you will add any specific instructions related to accessing the Property. If there are no specific Access Instructions leave this field blank.
Tradesperson Alerts/Instructions: The Tradesperson Alerts/Instructions field is where you are able to enter any information that you need to alert the Tradesperson to, about the Tenant or the Property. The Property Alerts and Client Alerts displayed on this screen will not automatically be shown on the Work Order, as there may be sensitive information in these alerts that is not relevant to the Maintenance Task itself. If you are required to alert the Tradesperson to potential dangers, enter the information in this field.
Maintenance Task Dates and Order Numbers
Reported: Enter the date that the Maintenance Request was reported to you.
Scheduled Start: Enter the date that you believe the Maintenance will begin.
Actual Start: Will be entered when the Tradesperson starts on the Maintenance Task.
Scheduled Completion: Will appear with a date once the Urgency field is entered.
Order #: Your Organisation’s reference number for the Maintenance Task. This numbering system for your Maintenance Tasks can be modified by adding/removing prefixes and selecting a number to begin with in System Maintenance> Preferences> Maintenance> Work Order Prefix Number.
Tradesman’s (SC) Order #: The Tradesman/Sub Contractor’s Order Number will be entered when the Maintenance Request has been completed.
Maintenance Task Related Links
The Related Links section allows you to keep information that is stored on your computer network and link it to a Maintenance Task (See Solution: Related Links).
Sending the Maintenance Task to a Tradesperson
Once you have entered the General Information, Instruction Fields and Dates for the Maintenance Task, you will select the Action to take to send the Work Order to the Tradesperson:
From the Action section, you have 3 options:
- Send the Work Order to a New Word Document, where the Work Order will open in Microsoft Word allowing you to view and edit the document before saving or printing, or
- Email the Work Order directly to the Tradesperson’s default Email address listed, or
- Send the Work Order straight to the Printer.
Select the option you wish to take by ticking the relevant box. Click
If you select New Word Document, a Microsoft Word Template will open with the information entered in to the Maintenance Task
Requesting a Quotation for a Maintenance Task
If you are requesting a quotation for a Maintenance Task, click in the Action section and the Send Work Order To button will displays as
Click Send Quote Request To
The Microsoft Word templates that are used to create the Work Order and the Request for Quote are similar, except the request clearly states that this is a Request for Quote, and says ‘Please Provide a Written Quote’ instead of ‘Works Requested’.