NDIS rostering software that checks the funding first
Build the week on a board of support workers and days. As you roster, each shift is checked against the participant's service agreement budget, the worker's clearances, leave and travel time, so problems are fixed before anyone turns up.
Rostering
OfficeWorker
DSDana SmithRostering Manager
Check the service agreement budget
This shift can't be covered by the participant's service agreement as it stands. Choose where the funding should come from.
Checks that run as you roster
Every shift is checked against these rules before it can be published. These are the messages your coordinators see.
- Double-booking"Worker is already booked on an overlapping shift."
- Leave and unavailability"Worker is on approved leave overlapping this shift."
- Incompatible worker–participant pairs"Assigned worker is marked incompatible with this participant."
- Not enough travel time"Only 10 min between shifts but the drive is about 25 min — the worker can't make it in time."
- Outside the service agreement"Shift date is outside the participant's Service Agreement period."
- Expired clearances"Worker has expired critical document(s)."
By default those six block publishing. Other checks warn without blocking: a worker going over 38 hours in a week, a participant's NDIS plan ending before the shift, a shift longer than 24 hours, or a published shift with no worker. You decide which checks block and which only warn in the rostering rules settings.
Funding checked before the shift is saved
When a shift would take a support category past what's left in the participant's service agreement, or the category isn't in the agreement at all, the shift can't be saved until someone decides where the funding comes from. The coordinator can draw from another line, use the unscheduled hours pool, or flag that a new service agreement is needed. Drawing from a line that doesn't have enough takes a Rostering Manager and a written reason.
Overrides need a manager and a reason
A shift with a blocking problem can't be published. A Rostering Manager can override it, but only with a written reason, and the override is recorded against the shift.
An override covers the problems that existed when it was given. If someone later edits the shift and creates a new problem, the override is removed and the shift needs a fresh decision.
Sleepovers follow the same pattern: a sleepover must span exactly 8 hours unless a Rostering Manager overrides it with a written justification.
One board for the whole week
See the roster by support worker or by participant, for a week or a fortnight. A status key shows at a glance which shifts are published, unpublished, missing a worker or carrying a problem.
Published shifts with an unresolved problem collect in their own "Problem unapproved" row, so nothing slips through. Shifts without a worker sit in the "Unassigned / Open" row and appear on the support workers' Job Board, where they can apply and the office confirms.
When the week is ready, publish it in one go with Bulk publish.
Questions about rostering
Can we roster by participant instead of by worker?
Yes. The Roster Board has a Staff view and a Participant view, each by week or fortnight.
What happens to shifts that don't have a worker yet?
They show in the Unassigned / Open row of the board and on the support workers' Job Board. Workers apply for the shifts they can take, and the office confirms who gets each one.
Can a manager publish a shift that breaks a rule?
Only someone with the Rostering Manager override permission, and only with a written reason. The override is recorded, and it's removed if a later edit creates a new problem.
Can we change which checks block a shift?
Yes. In the rostering rules settings you choose which checks are hard blocks and which are warnings, and you can adjust thresholds such as the travel buffer between shifts.
Related
Join early access at half price for your first year
We're taking on 10 providers to shape Fully Funded Shifts with us. Early access providers pay 50% of the standard price for their first 12 months, then 25% off for as long as their subscription stays active, including after the official launch.