Property Maintenance - Cyclical/Scheduled Services

Cyclical or Scheduled Maintenance is where you can set up tasks to be created on a regular basis, such as every 3 months, 6 months, 12 months, etc. Items that require Cyclical Maintenance are Smoke Alarms, Gutter Cleaning, etc.

If you wish to create maintenance tasks in Chintaro that repeat at regular intervals, and wish for Chintaro to automatically create these tasks as they become due, the process is as follows:

This solution details the process, which includes

• Step 1. Check the System Maintenance Settings Set Up Cyclical Intervals
• Step 2.  Create an Inventory Item to link the Maintenance to
• Step 3.  Clone the Inventory Item
• Stopping Chintaro from creating Scheduled/Cyclical Tasks

Step 1. Check the System Maintenance Settings Set Up Cyclical Intervals

Ensure the intervals you want to use are entered in to the Maintenance Cycle Reference Table. From the Home Screen, click System Maintenance, and then click Reference Tables, and select Maintenance Cycle from the list.  

Check the table to ensure that all the intervals you require are present. If you can’t access this table, please ask your System Administrator for help (Reference tables can only be changed by users with System Administrator access

In System Maintenance > Reference Tables screen, change the Reference Table from Maintenance Cycle to Maintenance Type.

Maintenance Types are used to group tasks by a Type, on the Home Screen and Reporting. 

Step 2.  Create an Inventory Item to link the Maintenance to

The next step is to create an Inventory item against a property, that you can use as a template to clone to all the properties that need this type of Scheduled Maintenance.

Click Property from the Toolbar and open the property you want to add the item for by double clicking on the row. 

Click Inventory then click Add Inventory Item:

A blank Inventory Item screen will open. Complete relevant fields by selecting options from the drop down lists. The more information added to this section will reduce the amount required to enter when the task is created. 

NOTE: Maintenance Type is mandatory and will determine how the tasks created will appear on the Home Screen.

The Cyclical Maintenance on this Item section is where the cycle of how often you would like the tasks to be created by Chintaro.

Other values you enter will be automatically allocated to any new Maintenance Task that is created.

When the maintenance is due, the task will appear on the Home Screen in the Incomplete Maintenance Tasks section, at the number of days out that you set Chintaro to create the task:

The number of days out that the task is created can be changed in System Maintenance > Preferences > Maintenance > Cyclical Maintenance Days:

Step 3.  Clone the Inventory Item

Now that you have created an Inventory Item template, you can clone it to all other Properties that require a similar Maintenance Task (see Clone Inventory Items).

Once the date you set is reached, Maintenance Tasks will automatically be created for each of the Inventory Items you created, and will continue to be created as per the cycle you selected (EG Annually). The Maintenance Tasks created will not be sent automatically to a Tradesperson – you must open the Maintenance Task and select to Print or Email it to a Tradesperson to request the work. 

Stopping Chintaro from creating Scheduled/Cyclical Tasks

If you have set up cyclical Maintenance on an Inventory Item and you no longer want a Maintenance Task created on a cyclical basis, you can stop the Maintenance Task from being created from the Inventory Item screen.

Find the Property with the cyclical Maintenance Task from the Manage Properties Search Screen.

Click the Inventory button at the top of the Property Record.

Find the Inventory Item that the Cyclical Maintenance Task is linked to. Double click on the Inventory Item to open the record. 

In the Inventory Item screen, remove the Maintenance Cycle and First Maintenance fields, by highlighting the data in the fields and pressing <DELETE> on your keyboard.