How to add, manage and finalise Processes in Chintaro

After your organisational processes have been entered into Chintaro, you can add the process to the corresponding screen (Client, Tenancy or Property).  Click here to find out more about setting up Process templates

This solution will detail how to add a process to all 3 screens, and how to track and report on existing processes from various places within the system. 

TABLE OF CONTENTS

• Adding a process from a Client screen
• Viewing or actioning an existing process from the Client screen
• Adding a process to a Tenancy screen
• Adding a process to a Property screen
• How to view all of my current processes and steps
• How to finalise or end a current process 

Adding a process from a Client screen

To add a new process from a Client screen, click the Add Process button in the Processes section:

The Add Process screen appears:

First, select the Process Type you would like to add for the Client from your drop down list (the below list is an example from a demonstration database and your database will show a different list of your organisation's processes)

Once selected, the Steps required to complete the process appear below in the 'Steps' section:

Select the Start Date of the process *NOTE: This date is important

Select a process Manager from the drop down list - this is a list of all Tenancy and Property Managers in your system

If the process relates to a particular tenancy, for instance, if the process is for a transfer request to another property, select the Tenancy that the process links to from the Tenancy drop down. If not, leave this field blank. 

If the process relates to a property, for instance, if the process is for a maintenance request, select the Property from the drop down list. If not, leave this field blank. 

Once all relevant fields are entered or selected, click the Add button at the top of the screen to kick off the process:

Chintaro will confirm the process you created has been added and the screen will close:

Viewing or actioning an existing process from the Client screen

To view or action an existing process, double click anywhere along the process line that you want to view from the Processes section of the Client screen:

The Manage Processes screen appears with the Process information at the top and the Steps at the bottom:

Manually changing the status of one of the steps will start the process. Select the Status for any step in the drop down list below:

Once selected, manually change the Status field of the process to In Progress:

When a step has been completed or cancelled, a completion date and time will be entered into the End Date field. 

More comments about what was involved in completing the step, or the status of an outstanding step can be entered into the Comments field.

Adding a process to a Tenancy screen

To add a new process from a Tenancy screen, either click the Add Process button in the Processes section:

Or when the process is for a tenancy vacating, complete the vacating as per usual, but select the Vacancy Process from the Vacating Details pop up:

Click Vacate to complete the vacancy process and click the Vacant Processing button to open the process and steps:

The Manage Processes screen appears with the Process information at the top and the Steps at the bottom:

Manually changing the status of one of the steps will add a start date to the process. Select the Status for any step in the drop down list below:

Once selected, manually change the Status field of the process to In Progress:

All vacancy processing steps will be allocated to the Property Manager by default. To change the responsibility of this step from the Property Manager to another manager, in the row of the step you want to change, drop the Property Manager name own and select the person responsible from your list:

Repeat for all steps.

When a step has been allocated with a status of 'not required', 'completed' or 'cancelled', a completion date and time will be entered into the Completed Date field of the step. 

More comments about what was involved in completing the step, or the status of an outstanding step can be entered into the Comments field.

To jump straight to the Tenancy from this screen, double click any Tenant name in the Steps section:

To jump straight to the Client from this screen, double click any Client name in the Steps section:

To jump straight to the Property Manager screen from this screen, double click any Property Manager Name in the steps section:

To jump straight to the Property from this screen, double click any Property name in the Steps section:

Adding a process to a Property screen

To add a new process from a Property screen, click the Add Process button in the Processes section:

The Add Process screen appears:

First, select the Process Type you would like to add for the Client from your drop down list (the below list is an example from a demonstration database and your database will show a different list of your organisation's processes)

Once selected, the Steps required to complete the process appear below in the 'Steps' section:

Select the Start Date of the process *NOTE: This date is important

Select a process Manager from the drop down list - this is a list of all Tenancy and Property Managers in your system

If the process relates to a particular tenancy, for instance, if the process is for a transfer request to another property, select the Tenancy that the process links to from the Tenancy drop down. If not, leave this field blank. 

If the process relates to a property, for instance, if the process is for a maintenance request, select the Property from the drop down list. If not, leave this field blank. 

Once all relevant fields are entered or selected, click the Add button at the top of the screen to kick off the process:

Chintaro will confirm the process you created has been added and the screen will close.

How to view all of my current processes and steps

To view all of the processes and steps in Chintaro, from the Home screen, open the Processes menu.

To view all Processes, click Manage Processes or to view all Steps, click Manage Steps

The 'Manage' screens are used to view all of the processes in the system, or all of the steps in the system and can be used to report on what you or your team member have outstanding.

For example, in Manage Steps you can filter the Tenancy Manager or Property Manager column to your name to see what actions you have outstanding:

You can also create Saved Views of the screens to assist with your reporting. Click here to find out more about Saved Views. 

How to finalise or end a current process 

To finalise a process, open the process from the relevant screen and enter the End Date into the following field:

When all steps in the process have been actioned, completed or cancelled, you can end the process by manually changing the status in the Process Status box: