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Some records you can delete yourself, some can only be removed by the Visualcare support team, and some can’t be brought back once they’re gone. Use this page to check before you delete anything.
Deleting is usually permanent. If a client or worker has simply stopped receiving or delivering services, end or close their records instead. This keeps their history for reporting, claiming and audits.

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Quick reference

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Shifts and rosters

To delete a single shift or a series, right-click the shift on the roster and choose Delete a single shift or Delete series from here forward. To bring back shifts you deleted, open the roster and click Deleted Shifts in the top left corner, then select the shifts to reinstate.
If a client has stopped receiving services, mark their roster as Completed rather than deleting it. Deleting a roster removes it permanently from your view.
If a shift has already been sent to timesheets, deleting it will not be an option. The timesheet will need to be deleted, then the shift becomes editable.

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Client profiles

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Deleting a client profile created in error

A client profile can’t be deleted while it has an active roster.
1

Remove the roster items

Open the Client Profile and go to the Roster tab. Double-click the active roster, click Delete Roster and use Delete shifts from date to remove the roster items.
2

Delete the roster

Tick Delete this roster? in the confirmation popup and click Delete.
3

Delete the profile

Return to the Client Profile screen, tick Delete this profile and click Save.

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A client who has left

Don’t delete the profile. Follow Offboarding a client to end their agreements and roster, and change their Service Status to something other than Current.

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A client who is returning

Change their Service Status back to Current on the Details tab, then set up a new agreement and roster.

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Duplicate client profiles

If you accidentally duplicate a client profile, you should manually convert information to the profile you wish to keep sing and then delete the duplicated record.
When creating a new client profile, enter the DOB as this is used as a check for duplicate records.
For Support at Home participants, the Aged Care API link can only sit on one profile. If it’s on the wrong profile, contact the support team with both client IDs and they’ll move it.

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Worker profiles

Follow these steps to make a worker inactive Offboarding a worker Follow these steps to delete a worker profile
1

Remove the worker from any shifts

Open the Worker Profile and go to the Engagement Details tab. Use the Engagement Ended section to remove them from any shiftsImage
2

Delete the Profile

Tick Delete this profile and click Save
If a form has been added to a worker profile more than once, select which form is a duplicate and click Delete

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Agreements

Agreements shouldn’t be deleted unless it is a duplicate in error. If no services have been used on a roster or to an expense, open agreement and select Delete. The Clone feature should be used. Close an agreement when it ends, or clone it and transfer the roster items to the new one. See Cloning, transferring and closing agreements. A service can be removed from an agreement only if it isn’t active on the client’s roster.
If a service in an agreement has only ever been used against an expense, you will be able to delete it from the agreement. This will cause downstream impacts when trying to create invoices and exporting. Users should always use Clone feature.

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Notes

To delete a client note or progress note, your user group needs the Ability to delete note permission under Clients in User group security.
  1. Open the notes table and click Column Chooser
  2. Drag in the Delete column
  3. Click Delete on the note you want to remove
If you don’t have the permission, ask someone in the Administration user group to delete the note or enable the permission for you.

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Documents

Delete a client or worker document from the documents table. If there’s no delete option, the document is locked: unlock it under Manage first. See Document storage.

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Timesheets

Deleting timesheets needs the Delete Timesheets permission on your user group.
Deleting a timesheet also permanently deletes any linked travel and shift notes. Record anything you need before deleting. Timesheets that have been claimed, exported or invoiced can’t be deleted.

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Records only the support team can remove or restore

Contact the support team to:
  • Delete an incident report created in error, duplicated or raised under the wrong client
  • Remove photos or messages from a group chat
  • Delete a note you can’t remove yourself
  • Reinstate a deleted roster, user, service, role, area, division, group or contact type
When you contact us, include:
  • What kind of record it is and the IDs or numbers (incident number, roster item ID, form number)
  • The client or worker it belongs to
  • The date and time it was created or deleted
  • Why it needs to change
See Getting support.

Offboarding a client

End agreements and rosters when a client leaves

Editing shifts

Edit, delete and recover shifts

Notes and tasks

Manage client notes and tasks

Suspending and deleting users

Remove access for users who have left