People

All Clients

Every participant you support. This record is the spine of the system — the roster, funding, billing, notes, incidents and compliance all hang off it, so what is entered here decides what works everywhere else.

Client Teams

Groups of participants — by house, by region, by coordinator — used to filter the roster and to scope who sees what.

Client Overview

The first screen when you open a participant, and the one you will use most. A strip across the top carries the four things people ask for constantly — NDIS Number, Date of Birth, Next Review and Fund Balance — with the primary contact underneath. Below that the page is a stack of panels, each one part of the record.

Client Information — what a worker needs to know

Four blocks of free text that travel with the participant to whoever is on shift. This is where the things that are not fields go — how to get in, what upsets them, what good support looks like for this person.

Contacts, teams and referral stakeholders

Who to ring, who works with this participant, and who referred them. Three small panels on the right of the Overview that answer most of the questions that arrive by phone.

NDIS Funding Plans

The money. A plan holds the price book, the total budget and the period; service lines inside it hold the budget per category. Every shift is billed against a line, and the line is what runs out.

Worker Preferences

Who this participant wants, and who they do not. It is not a note — Rostery uses it when staffing, so recording a preference here changes what the scheduler suggests.

Service Templates on a client

A recurring pattern applied to one participant — the same supports, the same days, week after week. Build the pattern once under Templates, then apply it here and generate weeks of roster from it.

Documents, and the AI that reads them

Files that belong to this participant — the NDIS plan, service agreements, consents, risk assessments, letters. The panel does more than store them: as it says on screen, upload any document and the AI auto-fills profile fields, risks, goals, contacts and funds from what it reads.

Care Review, Risks and Issues

Two panels near the foot of the Overview that carry the review history and the open risks. They are what an auditor asks for and what a new coordinator reads first.

Environmental, Psychological, Sensory and Health details

Four collapsible panels at the foot of the Overview holding the detail a worker needs but does not need every day. They are collapsed on purpose: open the one you need rather than scrolling past all four.

Care Plan

The plan of support for this participant — what is delivered, how, and what a worker must know before they start. It is written for the person who will be on shift, not for the file.

Client Calendar

Every shift booked for this participant in a month view. The screen to open when somebody rings to ask what is on next week.

Client Goals

The participant’s own NDIS goals and the progress recorded against them. This is what a plan review is built on, so it is worth keeping current rather than writing up the week before.

Client Billing

What this participant is charged and how. Rates that differ from the price book live here, with the invoices raised against them, so a billing question can be answered without leaving the profile.

Client Charts

This participant over time — hours delivered, spend against funding, and the direction things are moving. The quickest way to see somebody burning through a category faster than the plan allows.

Client Communication

The record of contact with this participant and the people around them — what was sent, when, and by whom. It matters at review, and it matters if anything is ever disputed.

Client Documents

Files that belong to this participant — the plan itself, service agreements, consent forms, correspondence. Anything with an expiry date is watched, so a lapsed document surfaces before it becomes a problem.

All Staff

Everyone who works for you, with the pay, qualifications, documents and availability that decide what they can be rostered to do and what they are paid for it.

Staff Teams

Groups of workers, used for job-board targeting, messaging and reporting.

Staff Overview

The first screen when you open a worker. A strip across the top carries Job Title, Phone, Start Date and Email; the chips beside their name say whether they are Active, what role they hold, and whether their worker screening has been checked. Below that the page is a stack of panels — who they are, how to reach them, how they are employed, and what they are qualified to do.

Employment Details and pay

How this worker is engaged, and what they are paid. It holds Employee Number, Role, Employment Type, Job Title, Manager, Start Date, End Date, Pay Group (SCHADS Award), SCHADS Level and Hourly Rate — and it is the single panel most responsible for a pay run coming out wrong, because a worker with no pay group is paid nothing and nothing else warns you.

Emergency Contact and Bank Details

Who to ring if something happens on shift, and where the worker’s pay goes. Bank details are held masked — you can see that they exist without seeing the number.

Work Days and Availability

Which days this worker normally works, as a simple Monday-to-Sunday row, and — on its own tab — the detailed availability Rostery uses when it suggests people for shifts.

Qualifications and checks

What this worker is cleared and trained to do — NDIS Worker Screening Check, First Aid, CPR, manual handling, medication handling, driver licence, insurances, and any certificates. Expiry is the point of this panel: an expired check is a compliance failure from the moment it lapses.

Recent Shifts and Documents panels

Two panels on the right of the Overview that answer the two questions asked about a worker most often: what have they been doing, and is their paperwork in order.

Staff Documents

The evidence behind a worker’s qualifications: screening checks, police checks, first aid and CPR certificates, licences, insurances, contracts and right-to-work documents. Expiry dates recorded here are what drive the compliance warnings.

Staff Calendar

A month at a time for this worker — what they are rostered on, when they are on leave, and where the gaps are. The quickest answer to "is Ava free on the 14th".

Employee Shifts

Every shift assigned to this worker as a list rather than a calendar — past and upcoming, with status. The screen to use when somebody queries one specific shift.

Available Shifts

Shifts this worker could pick up — the vacant ones they are qualified and available for. The same pool as the job board, filtered to one person.

Staff Leave

This worker’s leave: requested, approved and remaining. Approved leave blocks rostering, which is what stops somebody being booked while they are away.

Staff Training

Training completed and training outstanding. It sits beside documents because an auditor asks for both, and because training is usually the thing that expires quietly.

Staff Appraisal

Performance reviews for this worker — when they happened, what was discussed and what was agreed — kept with the employment record rather than in a document on somebody’s desktop.

Staff Warnings

Formal warnings issued to this worker. A sensitive screen, kept because a warning recorded inconsistently is very hard to rely on later.

Staff Incidents

Incidents this worker was involved in or reported — the same records as the incident register, narrowed to one person. This is where a pattern shows itself.

Staff Notes

Internal notes about this worker, kept apart from the clinical record: handover, arrangements, anything the next coordinator would want to know.

Staff Communications

Messages and contact with this worker — what was sent, when, and whether it was read. Useful when a shift was offered and nobody remembers what happened next.

Staff Availability

When this worker can and cannot work, as a weekly pattern. Rostery reads it when you build a shift: it warns before booking somebody outside their availability, and it filters the vacant shifts they are shown.

Contracts

Employment contracts issued to workers and their signing status.

Teams

The combined view of teams across participants and workers.

Service Agreements

The agreement between you and the participant: what you will deliver, at what price, for how long. It is what makes the charge defensible.

Leave

Leave requests from workers, and the approvals that keep them off the roster.