Handling Room Configuration Changes for Whole House Tenancies vs Multiple Tenancies per Room

If you have multiple rooms in a house, the number of tenancy agreements for the house may change depending on how many members are in a household. 

For instance, you may have a 2 bedroom property, whereby at times it is able to have 2 separate tenancy agreements (shared housing) with one in each room, but at other times, is tenanted exclusively to one household, meaning there is only one tenancy agreement for the whole property.

The number of rooms in a property in Chintaro equals the number of tenancy agreements that property is able to have at any given time.

This solution details how to handle the changing of the property and room availability, depending on the change in circumstance. 

TABLE OF CONTENTS

• Option 1: The Property was exclusive to one Household/Tenancy and now needs multiple Tenancies
• Option Two: The Property was tenanted by multiple Tenancies and now needs to have one exclusive household/Tenancy
• Option 3: View all Previous Rooms

Option 1: The Property was exclusive to one Household/Tenancy and now needs multiple Tenancies

If the property was previously tenanted by 1 household/tenancy agreement, there will be 1 room that is showing as Active in the middle section of the screen. This property may have a room type of House or similar (such as 2 br Townhouse below):

The market rent of this one room will be the market rent of the entire Property. 

Once the tenant has vacated, the room will show as Vacant Tenantable:

To make this a shared house arrangement, whereby the property can have 2 separate tenancy agreements, you need to remove the room that shows that the property is exclusive to 1 household.  Double-click on the room to bring up the Room Details screen.  First you must enter the Returned Date as the day the tenancy finished, and then un-tick the Active? box at the bottom of the screen:

Note: Anything inactive in Chintaro will be hidden by default.

Exit the Room.

Now, create a new room for each new tenancy agreement.  **Note: New rooms will need to be created every time the property is changed from one tenancy to multiple tenancies.  If there are previous rooms that are in-active from the past, those rooms must stay as is, or historical reporting will be affected.

From the property page, click on 'Add Room':

Fill out the room number or Type (eg '1' for Number), and click Update.  Then enter the amount of rent, and the market rent.  The market rent should be split between the number of Rooms (eg if total Market Rent = $300, enter $150 for each Tenanantable Unit if there are 2): .  Fill in any other relevant fields that you use, such as Last Inspection, then hit EXIT:

Repeat for each Room you need to have a tenanted.  

You will now need to double-click on each of the new rooms to see all Room Details.  Enter the Online Date as the first day of the tenancy:

Once this has been done for each room you can create the new tenancies.

Option Two: The Property was tenanted by multiple Tenancies and now needs to have one exclusive household/Tenancy

If the Property was previously tenanted by several tenancy agreements, there will be multiple Rooms that are showing as Active in the middle section of the screen:

The Market Rent for the rooms was the full amount split between the number of Rooms (Market Rent = $300, or $150 for each Tenanantable Unit):

Once both tenant's have vacated, the Rooms will show as Vacant Tenantable. 

To make this a single tenancy agreement arrangement, whereby the Property can have 1 tenancy agreement only, you need to enter a returned date and inactivate all rooms that indicate this property is shared (generally, any Room with a number), by double-clicking on the Room Status of the room, populating the Returned Date with the tenancy end date, and un-ticking the Active? box at the bottom of the screen:

Note: Anything inactive in Chintaro will be hidden by default.

Exit this Room, and repeat for each Room you need to make inactive.

Now you need to create one room to indicate the property can only have 1 tenancy agreement.  To do this, click on 'Add Room' from the property page.  Fill out the room number and/or Type (eg House for Type), and click Update.  Then enter the amount of rent, and the market rent.  The market rent should be the total market rent for the whole property.  Fill in any other relevant fields that you use, such as Last Inspection, then hit EXIT:

Double-click on the room to bring up the Room Details screen.  Fille in the Online Date as the start date of the tenancy:

You can now create a tenancy for the room.

If you would like to view all previously tenanted rooms for a property, you will need to show all rooms in the system (Active and Inactive) by clicking the black down down in the Active column, and select 'Select ALL' > Click OK:

Several Rooms now appear in the middle section of the screen:

If you would like to view the details of any of these rooms you can just double-click on the relevant room.