The Chintaro Maintenance Quick Start Guide is a reference document for existing Chintaro Users that provides step by step instructions on getting started with Property Maintenance.
The Chintaro Maintenance Quick Start Guide is divided in to 5 sections, and covers:
Types of Maintenance
Raising a Maintenance Task (Work Order)
Completing a Work Order
As the Chintaro Maintenance Quick Start Guide focusses on the essential fields required to complete the task, this document highlights the corresponding eLearning Training Module and the relevant Solution where you will be able to expand your knowledge on the section.
Adding a Tradesperson
Tradespeople are the individuals or businesses that you will
assign your Maintenance Tasks to.
To add a Tradesperson, from the Trades People Search Screen, click the Add Tradesperson button.
Enter the following General Information:
Trading Name: The Name of the Business.
Trade Type: The type of trade the
Supplier ID: Is an external supplier
ID used in accounting (payables) exports (if applicable).
Region: Is used to indicate if the
Tradesperson has a preferred region to work in.
Contact 1 Name: The name of the main
Contact 1 Email: Is used as the
default Email address when sending Maintenance Tasks via Email.
Payment Method: Is used to record
the preferred payment method of the Tradesperson.
Template Name: Is used to link a specific Maintenance Task (Work Order) template for the Tradesperson, if they have their own format for Work Orders.
NOTE: All drop down lists in Chintaro are completely customisable for your
Organisation, and are maintained through System Maintenance> Reference
The Compliance Section is used to record types of licences the Tradesperson holds. If the Compliance Details for the Tradesperson have expired, a red warning will appear on both the Tradesperson Record and the Maintenance Task screen (when a task is allocated) to warn you which details have expired.
The Maintenance Tasks Section 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.
The Notes Section for a Tradesperson is a historical record of the interaction you have with the Tradesperson. Notes can be entered manually, and some Notes are created automatically by the system.
The SMS, Email and Word Merge functions enable you to communicate with the Tradesperson directly from the Tradesperson Record.
OR watch the eLearning Training Module below: Tradespeople
Inventory Items are the items in a Property that you want to keep a record of, and assign Maintenance Tasks to. Some Organisation’s record their Inventory Items in detail, by logging all major appliances and furniture items individually. Other Organisation’s will record one Inventory Item called General and then link all maintenance in a Property to a general Inventory Item. All Properties in Chintaro must have at least one Inventory Item called General to assign Maintenance Tasks to.
To add an Inventory Item to a Property, from the Property
Record, click Inventory> Add
Item Name: Name of the Item.
Item Type: Is used to record what type of item it is (EG Fridge).
Item Group: Is used to record what group of appliances the item belongs to (EG Whitegoods).
Trade Type: Is used to indicate the type of tradesperson that will complete the maintenance on the item (EG Plumber and Gasfitter).
Maintenance Type: Is used to record the type of maintenance that the item will require. Usually, this will be Responsive (when something breaks, and you need to get it fixed).
Trades Person: Is used if there is a particular Trades Person or company that will be responsible for maintaining the Inventory Item.
NOTE: Most drop down lists are completely customisable for your Organisation, and are maintained through System Maintenance> Reference Tables.
If you set the default Inventory Item to General (in System Preferences), there is no need to create them against the Properties. The system will create it the first time you raise a Maintenance Task on the Property.
OR watch the eLearning Training Module below: Inventory Items
Types of Maintenance
There are 3 main types of Maintenance in Chintaro.
Maintenance: Responsive Maintenance is where an item in a Property is
broken and needs to be fixed. A Maintenance Task will be created and sent to a
Tradesperson, and the Tradesperson will attend the Property to fix the item.
Responsive Maintenance is the most common type of Property Maintenance.
Maintenance: Cyclical (or Scheduled) Maintenance is where you can set up
Maintenance to occur on a regular basis, such as every 3 months, 6 months, 12
months, etc. Items that require Cyclical Maintenance include Smoke Alarms,
Gutter Cleaning, etc.
- Forecast Maintenance: Forecast (or Planned) Maintenance is used to budget for the types of works that your Organisation will conduct on your Properties to maintain their asset value. This allows you to prepare a long term budget for the upgrades you have scheduled over many years.
Maintenance Types will appear on the Home Screen, in the Control Panel:
OR watch the eLearning Training Module below: Maintenance Overview
Raising a Maintenance Task (Work Order)
Once you have entered a Tradesperson to perform the Maintenance, and added at least one general Inventory Item to a Property, you will want to create a Maintenance Task (Work Order) to request the Tradesperson to complete the necessary Maintenance required.
You are able to create a new Maintenance Task by clicking the Add Maintenance Task quick link in the Toolbar.
This will open an empty Maintenance Task where most of the fields will be greyed out.
First, select the Property that requires the Maintenance from the Property field. Once you have selected a Property, other fields will become Active.
Inventory Item: Is used to indicate the Item that requires the Maintenance. If your Organisation does not have detailed records of each item in the Property, select General from the drop down list.
Maintenance Type: Is used to record the type of maintenance that
the item requires. Usually, this will be Responsive (when something is broken
and you need to get it fixed). If you are requesting scheduled maintenance such
as Smoke Alarm Checks, select Cyclical from the drop down list.
Tradesperson Details: Select the Tradesperson that you will assign the Maintenance Task to from the drop down list. When selecting a Tradesperson, the Email field will default to the Email address entered on the Tradesperson Record.
Email CC: Is used if you select to Email the Maintenance Task to the Tradesperson. Enter an Email address of a person that you would like to CC’d in the Emailed Work Order.
Urgent: The Urgency drop down list is used to indicate the urgency of the maintenance required. This field is linked to the Scheduled Completion Date in the Completion Details function. In Chintaro, the default Urgency Categories are Urgent (1 day to resolve), Priority (7 days to resolve) and Standard (30 days to resolve). The Urgency Categories and number of days resolution can be changed through System Maintenance> Reference Tables> Urgent Types.
Created By: Will default to the username you are logged in to the system with, but can be overwritten if required.
Property Manager: Will default to the Property Manager’s name (if entered on the Property Record), but can be overwritten if required.
Tenants Name(s) & Tenants Phone(s): Are used to indicate the person who 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 Copy Tenant Details. You are able to type straight in to the ‘Tenant Details' fields (Tenant Name(s), Tenants Phone(s), Tenant Availability) if you would like to enter a different contact name, such as a staff member’s name.
Instructions: Very important field, where you enter the details that will tell the Tradesperson what the issue(s) is. You can make this as detailed as you would like.
Access Instructions: Is used to add any specific instructions related to accessing the Property.
Alerts/Instructions: Is used 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 the Maintenance Task 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 alerts/instruction
information in this field.
Date fields: Will default to today’s date. The Reported Date is the date you were advised the item requires maintenance, the Scheduled Start Date is the date you believe the maintenance will begin, and the Actual Start Date is entered when the maintenance begins on the item.
Order Number: Is your Organisation’s reference number for the Maintenance Task. The 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.
Costs: You can enter the Estimated Cost and the Budget Cost of the maintenance required, by clicking the Completion Details button at the top of the screen, and entering the appropriate values.
The Action Section (at the bottom left of the screen) is where you select the option you require to:
1. 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
2. Email the Work Order directly to the Tradesperson’s default Email address listed, or
3. Send the Work Order straight to the Printer.
Select the Action to take from one of the 3 tick boxes, and then click Send Work Order To.
The Maintenance Task has a number of Additional Data and Functions at the top of the screen:
SMS Tradesperson: Is used to send an SMS to the Tradesperson.
SMS Tenant: Is used to SMS the Tenant of the Property that requires Maintenance.
Task Details: Is used to see the default view of the screen.
Completion Details: Is used to enter the completion details of the Maintenance Task.
Add New Task: Is used to add a new Maintenance Task to the system.
Update: Can be used if you are entering information in to a Maintenance Task, and you want to save the changes you have made as you go.
OR watch the eLearning Training Module below: Responsive Maintenance - Work Order and Quote
Completing a Work Order
When you have confirmation that the Tradesperson has completed the work requested, you can enter the completion details in the Work Order.
Click the Completion Details function.
Actual Completion: Enter the date the Maintenance Task was actually completed by the Tradesperson.
When a date is entered in to the Actual Completion field and
you click elsewhere on the screen, the box in the Action section will
automatically untick, indicating that the Maintenance Task has been completed.
Invoice Paid: Enter the date the invoice from the Tradesperson was paid for the Maintenance requested.
Tenants Confirmation: Enter the date the Tenant confirmed the work was completed by the Tradesperson.
Works Completed: Enter the details from the Tradesperson regarding the work that was completed. This is usually reported back to you from the tradesperson. Entering information in this field will record the works completed as a historical reference.
Time Spent (Mins): Is used if you have an internal Tradesperson completing the Maintenance Tasks and you want to record how much time was spent completing the requested task. If you had an external Tradesperson completing the Maintenance, leave this field blank.
GL Batch No: Is used to code the Work Order to a particular General Ledger account which forms part of an extract to Accounts Payable modules.
Invoice #: Enter the invoice number provided by the Tradesperson.
Completed Satisfactorily? Tick the Completed Satisfactorily box to indicate if the work was completed to your Organisation’s satisfaction.
Actual Cost: Enter the Actual cost (including GST) of repairing the item once the work has been completed by the Tradesperson.
Property Note from the Maintenance Task: Is used to create a Property Note from the Maintenance Task. Click Create Property Note to create a note on the Property Record.
OR watch the eLearning Training Module below: Completion Details, Property Transactions and Notes
Click on the PDF attachment below for a downloadable version of the Chintaro Maintenance Quick Start Guide.