This page is designed to provide you with the steps required to get your Organisation up and running with Chintaro Cloud. It also covers System Updates and how to access Chintaro Support.
Getting started with Chintaro involves these steps:
This article also contains information on:
Pre-Implementation
After you have signed with us, we will send you a short online form to complete that will:
- Establish timelines, expectations for the implementation and objectives
- Establish the number of users to be trained/involved in the implementation
- If you are receiving Centrepay payment information, ask your Centrepay Representative to change your statement to CSV file format (Australian Chintaro Users Only)
- System Requirements
Upon completion of this form, a phone meeting between customer stakeholders and the Chintaro Implementation Team will be held to exchange information about your Organisation, and the steps required to move forward with implementation.
Environment
Chintaro Cloud can be run on any internet connected machine or device, including iPads.
Internet Connection
Chintaro Cloud requires a reliable and continuous connection to the internet. If your internet is unstable, the performance of Chintaro Cloud will be affected. If you are unsure what your internet speed is please run a speed test using this link to send to Chintaro Support: http://www.speedtest.net
SMS
If you wish to use Chintaro’s SMS capabilities, you will need to create an account with a third party SMS provider. Chintaro supports the following five providers, but if you already use a different one, discuss this with Chintaro Support:
SMS Global; SMS Broadcast; Direct SMS; SMS Commander; Telstra Integrated Messaging
Property Inspection Manager (PIM) app
The Inspections functions in Chintaro can be used in conjunction with a third party app from Property Inspection Manager. The Property Inspection Manager (PIM) app is available for the iPad. For information on PIM (including their annual license costs), please visit the PIM website.
Please note, there is no obligation to buy the PIM app, and many Organisations use the Inspections functions in Chintaro without the PIM app.
Data Conversion
During your phone meeting, the Chintaro Implementation Team will discuss converting your Tenancy and Property data from an existing source into Chintaro. If you have chosen to have your existing data converted to Chintaro, this data will need to be provided to the Chintaro Implementation Team for analysis as soon as possible after the phone meeting. This will allow the Chintaro Implementation Team to understand the data and ask any questions before conversion.
Typically, the latest copy of your data (spreadsheets/system) will be provided to the Chintaro Support Team, usually between a day to a week before the implementation date that is set in the Pre-Implementation Meeting. We will then convert this data and have a new Chintaro database populated with your information ready for implementation. The amount of data we can convert will depend on the state of the data that we receive from you.
Confirmation of Parallels Client installation is required before we will begin converting your data (if applicable).
Please be aware that a part of Chintaro Implementation will be to reconcile the data in your Chintaro database with your existing data. Usually, this will be a case of comparing a list of tenancy balances but can be more in depth if you require.
Installation
Further to the information in the above link, it is crucial that you ensure the following:
- Port 444 is open
- ChintaroCloud.com.au is whitelisted
- Parallels Client is installed on each machine that will run Chintaro Cloud
- Users have access to their Outlook Credentials
- Users have access to their network Printers
Face to Face Training
Face-to-face Chintaro Training at your office takes place over roughly 2 days, on dates determined in your phone meeting with the Chintaro team.
We will build a training program based on your needs, but the following is a suggested training schedule, assuming you will be using all of these functions in Chintaro. Where they are not appropriate to your business, we will skip them. If time permits, we can add more components to your training.
Each session will usually take around 90 minutes.
Session 1
Introduction
Covered in detail: Logging in, the Home Screen, getting around in Chintaro, Search Screens, creating new Users
Clients Training
Covered in detail: Adding a new Client, Incomes, Support Agencies, Tags and Alerts, Notes, Action Notes, creating households
Covered Briefly: Related Links, SMSs, Emails, Word Merges (letters), Client Barring, Next of Kin, bulk communication to Clients
Property Training
Covered in detail: Adding a new Property, Rooms (Tenantable Units)
Covered Briefly: Property Tags and Alerts, Key Register, Property Managers and Owners, NRS Data (Australia Only)
Session 2
Tenancy Training
Covered in Detail: Creating a Tenancy, Tenancy Screen, Rents and other Charges, Tenancy Ledger (including correcting the ledger), Generating Rent, Statements, Bonds, vacating a Tenant, Tenancy Word Merges
Covered Briefly: Bulk printing and emailing Statements
Session 3
Finance Training
Covered in detail: Generating Rent in bulk, importing Payments via Bank Statements, importing Centrepay files (Australia only), Payment Splits, Arrangements, Batch Maintenance, Tenancy Transaction Functions, Tenancy Balances, Managing Arrears, Managing Arrangements.
Covered briefly: Direct Debits, Centrelink Confirmation eService, Property Transaction Functions, General Ledger Exports
System Maintenance, Reports & Exports Training
Covered briefly: Modifying Reference tables, setting permissions, Occupancy Calculation, producing Report and Exports, Audit functions
At the end of this session, participants will be emailed links to online resources covering further financial aspects of Chintaro.
Session 4
Property Maintenance Training
Covered in detail: Adding Tradespeople, Property Inventories, creating and updating Maintenance Tasks (Work order) for Responsive Maintenance, customising a Work Order template, completion details of Work Orders, setting up Cyclical Maintenance
Property Inspections Training
Covered briefly: Scheduling, Managing and Reviewing Inspections in Chintaro, the integration between Chintaro and PIM but does not train users to use PIM
Additional Property Inspections training can be offered in a follow up session if users choose to use the Property Inspection Manger app in conjunction with Chintaro.
Not covered during training
Management Fees, Generating Property Charges, Waiting Lists, Rent Reviews, Plastic Card Extract, Room Bookings (Outcare Organisations), Strata Companies, Management Fees, Market Rent Review, Property Census, Generate Charges, Forecast Maintenance.
Ongoing Support
At times, you will need to contact Chintaro Support for assistance. The process for getting help is as follows:
1. Check the Online Knowledge Base
Our Online Knowledge Base contains hundreds of articles about how to use the system, and how to solve common problems. You can also access the Knowledge Base through Chintaro by clicking the ‘Support’ button on the Home Screen Main Menu.
2. Raise a Support Ticket with the Chintaro Helpdesk
If you have checked the Knowledge Base and cannot find the answer to your problem, you can raise a ticket with the Chintaro Support Helpdesk. This helpdesk is constantly monitored during office hours (8:30 – 17:30 Monday to Friday AEST). Your request for assistance will be attended to in order of urgency.
To raise a ticket with Chintaro Support, please email support@chintaro.com.au describing your problem (what you were doing when the problem happened), and include a screenshot showing the issue.
Alternatively, you can raise a support ticket via the Online Support Portal which can be accessed through Chintaro by clicking the ‘Support’ button on the Home Screen Main Menu.
3. Call us
You can call Chintaro Support during business hours for Australian Eastern Time (which may not be in your time zone). If we’re not available to take your call, please leave a voicemail and we will respond when we can.
Please note, if you are having a problem with Chintaro, we will most likely ask you to send us an email with a screenshot and detailed description of your issue so you may want to skip the call and just email us directly at support@chintaro.com.au.
For Australian Chintaro Users, please call 03 9111 2656
For New Zealand Chintaro Users, please call 09 888 9296
System Updates & Backups
Regular system updates are performed approximately once a month in response to requests from our users, statutory changes and sector demands. Chintaro Cloud users will be updated out of hours by the support team to the latest version once it has been fully tested.
Backups of your data will be done every night, so you don't need to worry that your data is in danger. Chintaro Support will store your backups for the last seven days, the first day of the month and then the 1st July each year. You'll also be able to make additional copies of your backups (if that will help your organisation feel more secure or if you would like to store backups beyond what your licence fee includes).
Additional Resources
All Chintaro users have access to our online resources, including a training portal for ongoing learning and a comprehensive knowledge base.
Chintaro Learning
Chintaro Learning is training platform suited to users of any ability. Working at their own pace, learners move through modules by topic and each module will provide a comprehensive understanding of the associated Chintaro function.
To get the most out of Chintaro training, users can complete online modules prior to face-to-face training. Learn more about Chintaro Learning click here.
Online Knowledge Base
All the material, both covered and omitted, in these sessions is available in our online knowledge base. The knowledge base contains hundreds of short how-to articles with relevant eLearning videos embedded.
Click here to access the Chintaro Online Knowledge Base.
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