Property Maintenance - Cyclical/Scheduled Services

Modified on Tue, 06 Sep 2022 at 01:29 PM

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

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. 

Ensure you have this table setup to include all of the types you require for Cyclical Maintenance Tasks. This may be one for Cyclical, or several for Cyclical by Program, etc.

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 Maintenance Instructions box allows you to key in instructions that will be the same for each task.  You should decide which values you want to be automatically populated and complete them in the Maintenance Instruction/Work Completed/Access Instructions section.

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

Maintenance Cycle determines how often the Maintenance Tasks will be created by this Inventory Item.

First Maintenance sets the date the first Maintenance Task will be created for this template.

When creating an inventory item for Cyclical Maintenance, it is important that you set a date in the future for the First Maintenance. The First Maintenance field is of key importance here.  This is the date that the first Maintenance Task will be created by this template. When creating an Inventory Item for cloning, it is important that you set a date in the future for the first maintenance. This may be tomorrow, next week, next month, etc.

Work Order No is used if you want all maintenance tasks created for this service to be linked to one number, rather than having new work order numbers generated each time a task is created.

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.

The fields will now be blank, and you can exit the record to save the changes. The Maintenance Task will no longer be created for the Inventory Item.

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