Ad Hoc Inspections

At times, you will want to schedule a one off inspection, which will differ from the Scheduled Inspections you conduct on a regular interval (EG 3 Monthly, 6 Monthly, Annually, etc). An Ad Hoc Inspection may be required when you need to do a follow up Inspection (or for any other reason). Chintaro has a separate screen to schedule Ad Hoc Inspections. 

Scheduling Ad Hoc Inspections

From the Home Screen, click Property Maintenance> Inspections> Ad Hoc Inspections. The following screen will appear:

This screen is designed to schedule Ad Hoc Inspections when required. The first step is to filter the screen to only show the Property (or Properties)/Tenant (or Tenants) that you will be scheduling the Ad Hoc Inspection for. You can do this by filtering the Property Name, Current Tenant or Property Manager columns.

For example, we are scheduling 2 Follow Up Ad Hoc Inspections for 2 Tenants:

Once you've filtered this screen, you will need to allocate the first Inspection with an Inspection Type:

NOTE: (Inspection Types can be created in System Maintenance> Reference Tables> Inspection Types)

Enter the Inspection Date (or select from the calendar icon), and select a Time you'll inspect the Property (times are in 15 minute intervals):

Repeat for other Ad Hoc Inspections:

When you have selected an Inspection Type, Inspection Date and Inspection Time for your Ad Hoc Inspections, click Create Inspections. This will process the schedule of Inspections to appear in the Manage Inspections screen.

Click Clear ALL Inspections so the screen retains no data. 

 Entering Data from a Completed Inspection

Once you have scheduled your Ad Hoc Inspections in Chintaro and you have completed the physical inspection of the Room, you will need to enter the data from the Inspection in to Chintaro. 

From the Home Screen> Property Maintenance> Inspections> Manage Inspections.

The following Search Screen will appear: 

Filter this screen to show the Properties/Rooms you have inspected. 

Double click on the row of the Room you have inspected. The following screen will appear:

Manually enter the data recorded from the inspection for each Room:

General Information: Will default, and includes the Property Name, Room Number, Inspector, Inspection Type, Inspection date and Tenants Name(s). You will need to enter the Completion Date as the date you completed the Inspection.

Under Review: Is a tick box to indicate that the Inspection has been completed, but requires reviewing. This is explained in the section Finalising an Inspection at the end of this Solution. 

Comments: Enter any additional Comments about the Inspection.

Inspection Details: In the Inspection Details fields, select the Room you inspected from the drop down list, tick the Maint Flag box if Maintenance is required for the room, or select Clean, Undamaged or Working if applicable. Then, enter any Notes about the Inspection in the Notes or Additional Notes fields. 

Inspection Images: Not applicable to Chintaro users who do not use PIM.

Maintenance Tasks: Is a list of Maintenance Tasks associated with the Inspection.

Raising a Maintenance Task from the Inspection Details record

You are able to raise a Maintenance Task on one or more Inspection items. 

To raise a Maintenance Task for one or more Inspection Items, tick the Include boxes for each Room requiring Maintenance:

Click

A Maintenance Task screen will open, with the notes from the Inspection details screen in the Instructions field. Property Details will default to the Property the Inspection was conducted in, the Inventory Item will default to General, and the Maintenance Type will default to Responsive (See Solution: Raising a Maintenance Task).

Adding a Property Note from the Inspection Details record

To add a Property Note from the Inspection Details record, click

Enter the details of the Note, and click Add and Update.

Finalising an Inspection

Once an Inspection has been reviewed, any necessary Maintenance Tasks have been raised and Property notes have been created, the Inspection will need to be finalised.  

To finalise an Inspection record, click the  button.

The status will now appear as , the Under Review box will be unticked, and the Inspection will appear Inactive in the Manage Inspections screen.

NOTE: You can change the Status of an Inspection any time, by re-ticking thebox. 

Your completed Inspections will appear in the Property screen, under the Inspections button:

The Inspection will show with a Completed Date, the Under Review box unticked, but still Active.