Rosters, notes, SCHADS hours and NDIS claims for 24/7 care, sleepovers and all

Free costs nothing, with no time limit, for 5 staff, 10 active participants and 1 site. No card needed. Grow is $10 per user a month, or $9 a month billed yearly, with a 14-day trial and every feature. A user is any staff member active that month, casuals included, so 30 staff cost $300 a month. Participants are never charged, and prices are in Australian dollars with no GST added. The one extra is DS AI: it stays off until an admin turns it on, then usage is billed separately. On Free, notes older than 90 days are hidden but never deleted, and they reappear when you move to Grow.

No. Workers sign in from their phone’s browser to see shifts, clock on and off, write notes with photos and claim kilometres. Location is recorded at clock-on and clock-off, but it never stops a worker clocking off away from the address. Early starts and late finishes go to a manager to approve. There’s nothing to install, though it does need a data connection. An iPhone app is on the way.

Not if you pay through Xero Payroll. Clock-on and clock-off become the timesheet, approved hours are split into SCHADS pay items and synced to Xero, and the same shifts are priced into the NDIS claim. Xero is our payroll connection today, with MYOB and QuickBooks on the way. Employment Hero syncs HR records such as staff details and certificates.

It sorts hours under the SCHADS rules SIL work runs on: sleepovers and sleepover agreements, broken shifts, shifts past midnight, 38-hour weeks and 76-hour cycles, call-outs, minimum engagement, state public holidays and daylight saving, plus First Aid and sleepover allowances. It outputs hours by pay item and Xero works out the dollars, so when award rates change you update them in Xero. Your payroll team still checks each pay run.

Shifts are priced against the NDIS support catalogue in your account. For agency-managed participants, weekly billing builds an NDIS bulk payment file that you upload to the NDIA portal. Plan-managed invoices go to the plan manager through Xero, and self-managed invoices go by email. Rejected lines can be fixed and resubmitted, credit notes raised, and large bulk actions can require a second approver.

It keeps the evidence together as you work: every note tied to its shift, participant and worker, claims priced from delivered shifts, and an audit log of who changed what. Certificate, Blue Card and NDIS Worker Screening expiry dates sit on every staff profile. Built-in NDIS and child safety incident report forms keep each incident on the record, and sensitive note text can be redacted across PDFs and exports.

Yes. Reportable conduct cases run from intake and risk planning through investigation to findings, with business-day clocks for the 3-day initial and 30-day interim reports, and PDF reports for your QFCC notifications. A Standards of Care track sits alongside. Hours reconciliation compares funded and delivered hours per house, with uplifts, school absences and a departmental export.

Most providers are live within 1–2 weeks. Our onboarding team imports your participants and staff from spreadsheets or your old system, helps set things up and trains your team. Try it on the Free plan or a 14-day Grow trial first. Cancel a monthly plan anytime and take your data with you: notes as PDFs, registers as CSV, and staff, shift and note data through the API.

Care records are stored in AWS data centres in Sydney. DS AI is a roster assistant that runs only in Sydney: participants reach the model as tokens, not names, and contact and NDIS numbers typed into a question are stripped first. It answers roster questions and drafts shift changes, but a person clicks Apply and every AI change is logged. It works on rosters, not shift notes. Supporting services such as error tracking, support chat and sign-up email run overseas; our security page lists them.