This article highlights the types of information that your Organisation will prepare before Chintaro training commences.The information that you currently have may be in Microsoft Word documents, Microsoft Excel spreadsheets, hard copies, or in another format.
If you have limited data, or you do not have the information readily available before the Chintaro training commences, only gather the information that you currently have available to you.
Please Note: Do not create any documents specifically for the Chintaro training, as we will enter the data as part of the training process.
The type of information you gather will be allocated to a category within Chintaro. These categories are as follows:
- Tenancies including Tenancy Balances/Opening Balances including Arrears, Rent Records
- Waiting List (if applicable)
- Property Maintenance History
The information about your Clients (every individual that your Organisation comes in to contact with, including Tenants, Children, Spouse/Partner of Tenant, any other Tenants, people who have been Tenants in the past, and people on the Waiting List).
Title, Given Name(s), Surname and Also Known As Name
Registration Date (First date Client
came in to contact with your Organisation)
Date of Birth
Related Clients (Any other person in the Tenancy EG Spouse, Children, Friend, etc.)
Contact Information: Address, Phone
Number(s), Email Address
Kainga Ora Person Reference Number (NZ)/ Public Housing Waiting List Number (AUS)
Country where Born
WINZ (NZ) or CRN (AUS) number
(AUS) Rent Assistance Type
(NZ) Community Service Card Number
(NZ) National Health Index Number
(NZ) Accommodation Supplement Type
Next of Kin Information:
2 instances of Next of Kin:
Relationship to Tenant
The information about your Properties that your Clients are tenanted in to. The most important section in the Property record is the ‘Room Information’ consisting of the Type (One Tenancy Agreement per Property, or multiple Tenancy Agreements per Property).
Online Date (Date your Organisation acquired the Property)
Program (Stream of Business)
Property Details such as Construction Type, Land Area
Number of Bedrooms, Toilets, Bathrooms
Garage/Car Port spaces
Hot Water Type, Stove Type, Heating Type, Sewerage, Power and Water types.
Type (House, Unit, Medium Bedroom, etc)
2 instances of Mortgages:
Mortgage Provider Contact Information – Name, Address, Phone Number
Payment and Frequency
The information about the Clients who are currently Tenanted in your Properties. The most important sections of Tenancy Record are the Client/Household who are in the Tenancy, the Tenancy Start Date, Current Weekly Rent, and opening balance.
Tenancy Start Date
Payment Book ID (If Tenant pays via Bank Account)
Last Inspection and Next Inspection fields
Current Weekly Rent Amount
Details on other Charges
Bond Reference Number
Bond Registration Number
Bond Lodged Date
Bond Transferred Date
If the Bond provided to the Tenant is a Bond Loan
Waiting List Data
The information about your Clients who are on your Waiting List (if you have a Waiting List, and would like to use Chintaro to manage it).
Waiting List Information:
Wait List Classifications (Type 1-4)
Date of Last Contact
Preferences for Housing
Number in Household
If the Client is awaiting a Transfer of Rooms/Properties within your Organisation
The information about the people or Organisations who you assign your Property Maintenance to.
Trading Name, Type and Address
Contact Person’s Phone Number, Fax and Email Address
BSB and Account Number
Work Order Template (if Tradesperson has supplied you with a specific Work Order template)
Property Maintenance Data
The information about the history of Maintenance that has taken place at your Properties.
Property Maintenance Information:
Property that had Maintenance
Room/Location that had Maintenance
Date of Maintenance
The type of Maintenance that occurred (Responsive, Cyclical, Inspections, Vacating, etc.)
The Maintenance Instructions sent to the Tradesperson (Work’s Requested)
The Cost of the Maintenance
The Completed Date
Cost of Maintenance
If you have any questions, please contact firstname.lastname@example.org for assistance.