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 your business started with Chintaro involves these steps:
This article also contains information on:
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. Outcomes of this meeting will be to:
- Establish Timeline objectives
- Establish the number of users to be trained/involved in the implementation
- Determine what data is to be converted, and whether historical, transactional data will be included.
- Provide existing data to MDB for analysis, prior to conversion
- Scope Network setup/Office (where applicable) to ensure that Chintaro system requirements are met
- If you are receiving Centrepay payment information, ask your Centrepay Representative to change your statement to CSV file format (Australian Chintaro Users Only)
- Set date(s) for Face to Face training of end users
- System Requirements
Chintaro Cloud can be run on any internet connected machine or device, including iPads.
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
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:
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.
During your Pre-Implementation meeting, the Chintaro Implementation Team will discuss converting your Tenancy and Property data from an existing source into Chintaro. As 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 Pre-Implementation 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 SQL Server environment and 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.
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
Your Organisation has chosen to have face-to-face Chintaro Training at your office. Chintaro Training will take place over a few days on dates determined in your pre-implementation meeting.
This 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.
Covered in detail: Logging in, the Home Screen, getting around in Chintaro, Search Screens, creating new Users
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
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)
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
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.
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.
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 email@example.com 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 firstname.lastname@example.org.
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).
All Chintaro users have access to our online resources, including a comprehensive knowledge base and training portal for ongoing learning.
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.
Online Training Portal
To get the most out of training, we strongly recommended that all users complete the free online Chintaro Quick Start Basics course before you start one-on-one training. This course takes approximately 120 minutes to complete and covers all of the main functions to get you started with how to use Chintaro. Completing this course will give you a head start in learning about how the system works, and will benefit you greatly though your one-on-one training.