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Scheduling & Roster

Managing NDIS Support Shifts, Participants, Handovers and Travel

Set up optional NDIS workforce tools for community visits and residential SIL support: worker screening, coverage, progress notes, handovers, travel and sleepover awake work.

4 min read

Coordinate NDIS support with the roster you already use

Who can use this: Managers and organisation admins configure support. Team members record their own published support work. The NDIS Support pack must be enabled for the organisation; Payroll accounts do not have access.

Step 1: Enable the optional tools

In Super Admin > Industry Templates > NDIS Support, choose participants, worker eligibility, coverage, support shift types, notes and handovers, and travel individually. New accounts selecting NDIS Support inherit the saved defaults. Saving a template does not change an existing organisation. Use the separate preview and selected-organisation apply process if an existing NDIS organisation needs the pack enabled or disabled.

Step 2: Add participants and suitable workers

  1. Open NDIS Support > Participants and select Add participant.
  2. Choose community / home visit or residential / SIL. Add only the contact and support details your team needs. Residential participants can link to an existing location.
  3. Select required credentials from your organisation's existing Compliance requirements and record preferred or excluded workers.
  4. Under Worker screening, record the verified reference, status and expiry. A document upload by itself is not a clearance check.

Use Show archived participants to restore an archived participant. Archived participants cannot be added to new support assignments.

Step 3: Configure saved roster shifts

  1. Create and save the shift in Team Roster first.
  2. Open the saved shift and select NDIS support details, or select its week in NDIS Support > Support shifts.
  3. Attach the participants and support instructions. Several participants can share one worker shift without creating extra paid shifts.
  4. Choose ordinary support, active overnight or sleepover when shift types are enabled.
  5. Review Worker suitability before publishing. Screening, credentials and availability are checked against the actual shift dates, including overnight finishes.

Exclusions, suspended screening, overlapping shifts and approved leave remain blocking. When the template allows warnings, a manager must record a reason for a soft qualification or screening warning. Changing the worker, times or verification details invalidates the earlier override. Week-copy and roster templates currently refuse support shifts to prevent losing participant details; configure support on the new saved shifts instead.

Step 4: Check residential coverage

In Coverage, enter the location, period, required number of workers and optional staff role. Choose active, sleepover or any staffing. Gaps use distinct workers on published shifts, with separate periods where staffing falls below the requirement. Draft shifts do not count. An incomplete result means the safe data limit was exceeded and needs review.

Step 5: Record support, travel and awake work

  1. Team members open their assigned published shift.
  2. Use Notes & handover for a progress note or handover. Select a participant for an individual handover so the next assigned worker can find it under Previous handovers.
  3. Use Travel for provider travel or participant transport, actual start and finish, route, purpose and kilometres. Participant transport requires an attached participant.
  4. For a sleepover, use Awake work to record each actual awake interval separately within the scheduled span.

These records do not automatically change paid timesheet hours, apply sleepover award rules, create participant budgets or submit NDIS claims. Review sleepover allowances, awake work and travel in your payroll process separately; an hourly roster estimate is not a sleepover allowance calculation.

Step 6: Review and correct records

Managers can approve or return entries with a reason. An author cannot approve their own entry. An approved entry must be returned before correction. Edit history retains revisions and review decisions. Once a shift has support records, keep the original worker and participants referenced by those records so returned entries remain correctable. Create a separate support shift for replacement cover. If required progress notes are enabled, the assigned worker must submit a progress note before the timesheet can be approved; recording a clock-out remains available.

Tips and troubleshooting

  • If NDIS Support is absent, ask your organisation admin to check the pack and your Feature Access settings.
  • If a save reports that the record changed, reload its current version before editing. Failed saves retain your draft.
  • Disabling a capability hides its tools and retains its records. Unchanged historical participant links and shift classifications are preserved.
  • Keep participant details in the authorised support workspace, rather than general roster notes or team-wide messages.