> ## Documentation Index
> Fetch the complete documentation index at: https://support.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.
# Editing drop-down lists
> Customise drop-down list values for categories, areas, divisions, contacts, payers, groups, leads, and addresses
Visualcare uses drop-down lists throughout VCore to categorise and organise your data. You can manage these lists from the **Maintenance** menu to keep your options current and relevant to your organisation.
This article covers all configurable list types: categories, areas, divisions, contact types, contacts, payers, groups, leads, and addresses.
## Categories
Categories group and classify records across different parts of Visualcare. Navigate to **Maintenance** → **Categories** and select the category type you want to manage.
For all category types, the general workflow is the same: click the **Add** button to create a new entry, or select an existing entry from the list at the bottom of the screen to edit or delete it.
Document categories group documents on client and worker profile document tabs.
Click **Add Document Category**, enter a **Description**, select permissions for **User Group** and **Worker Types**, then click **Save**.
Equipment categories define a list of equipment you can issue and monitor with workers. Manage issued equipment in the worker profile under the **Equipment** tab.
Click **Add Equipment Category**, enter a **Description**, and click **Save**.
Expense categories classify expenses on the client profile under the **Expenses** tab.
Click **Add Expense Category**, enter a **Category**, and click **Save**.
Incident categories classify incident reports.
Click **Add Incident Category**, enter a **Category Code** and **Description**, and click **Add**. You can also add **Help Text** for additional guidance.
Note categories help filter notes in client profiles or note reports. You can also set permissions for user groups by using the checklist with a note category selected.
Click **Add Note Category**, enter a **Description**, and click **Save**.
Payer categories group payers for reporting purposes.
Click **Add Payer Category**, enter a **Code** and **Description**, and click **Save**.
Roster categories support additional reporting requirements. You can choose a category during the rostering process and then run a "Rostered hours by category" report to see how many hours have been rostered and completed in that category.
Click **Add Roster Category**, enter a **Category Code** and **Description**, and click **Save**.
Service categories are generally used for NDIS services. They can be assigned to service line items for streamlined reporting.
Click **Add Service Category**, enter a **Code** and **Description**, and click **Save**.
Template categories help with reporting and audit functions for form templates.
Click **Add Template Category**, enter a **Category Code**, and click **Add**.
Transport categories classify transport activities.
Click **Add Transport Category**, enter a **Description**, and click **Add**.
## Areas
Areas represent geographic regions (for example, Northern Suburbs or Southern Suburbs) that can be assigned to client or worker profiles. They're useful for filtering lists by location.
Navigate to **Maintenance** → **Areas**.
### Adding an area
1. Click **Add Area**
2. Enter a code and area description
3. Click **Save**
To edit or delete an existing area, select it from the list at the bottom of the screen, make your changes, and click **Save** or **Delete**.
### Additional area fields
| Field | Description |
| ------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Reference 1 and 2** | Optional reference fields for additional identifiers |
| **HCP NAPS ID** | Links to the organisation's HCP National Approved Provider System ID for this area |
| **HACC Agency ID** | Links to the HACC agency identifier for this area |
| **Default Unallocated Worker** | Sets the default worker added to a Location Roster shift when using the bulk edit function within leave requests. The worker's profile needs to have this area selected to appear in the drop-down |
## Divisions
Divisions further categorise clients and workers and allow you to assign different form templates if needed. They're useful for reporting metrics and organising rostering.
Navigate to **Maintenance** → **Divisions**.
### Adding a division
1. Click **Add Division**
2. Fill in the **Code** and **Division** fields
3. Click **Save**
### Editing a division
Double-click on a division in the list at the bottom of the screen to edit it. You can add a **Reference**, a **Template**, and an **Incident Form**, then click **Save**. To remove a division, select it and click **Delete**.
## Contact types
Contact types categorise contacts to help group them when creating new contact records.
Navigate to **Maintenance** → **Contact Types**.
### Adding a contact type
1. Click **Add Contact Type**
2. Enter the details for the new contact type
3. Click **Save**
To edit or delete an existing contact type, select it from the list, make your changes, and click **Save** or **Delete**.
If you want existing contacts with that type to reflect your changes, tick **Update existing contact** before saving. This ensures all contacts using that type get updated.
## Contacts
The contacts page holds all contacts within VCore. Contacts can be created within or linked to a client profile, or added and edited from the contact list.
Navigate to **Maintenance** → **Contacts**.
### Creating a new contact
Click **Add Contact**, enter the contact details, and click **Create**.
### Editing an existing contact
Search for a contact by typing in one of the columns or using the search bar at the top right.
Double-click on a contact row to open the contact profile and add details.
### Contact vAboutMe access
If the contact is a personal contact of a client, they can have access to vAboutMe.
To give a contact vAboutMe access:
1. Ensure the contact is added in the **Client Profile** → **Contacts** tab
2. Tick **vAboutMe Enabled**
Adjust the contact's accessibility using the vAboutMe settings on the contact profile.
## Payers
Payers represent the funding bodies or individuals responsible for payment. Use this section to add, edit, or delete payer information for clients and invoicing.
Navigate to **Maintenance** → **Payers**.
### Adding a new payer
Click **Add Payer**. Fill in the **Payer Code** and **Payer Name**, then click **Create**.
Click the **Choose** button next to the **Category** field. Double-click on a category to assign it to the payer.
Ensure the **Active** tick box is selected. Click **Save** at the top left of the page.
Use the drop-down search in the **Open Another Profile** window to navigate between payers.
### Payer tabs
| Tab | Description |
| -------------- | --------------------------------------------------------------------------------------------------------------------- |
| **Contact** | Add the payer's contact details |
| **Client** | Displays clients attached to the payer. To add a client, go to the client profile's **Payers** section |
| **Agreements** | Displays agreements linked to the payer. Associate payers via the client profile's **Agreements** → **Payer** section |
| **Notes** | View existing notes or add new ones by selecting **New Note** |
### Editing or deleting a payer
Select and double-click on a payer from the list at the bottom of the screen. Make your changes and click **Save**, or click **Delete** to remove the payer.
## Groups
Groups help organise clients or workers. They're commonly used for Supported Independent Living (SIL) housing or activities involving multiple clients and workers (for example, Saturday Book Club, Hiking Group, or Cooking Class).
Navigate to **Maintenance** → **Groups**.
### Adding a group
Click **Add Group**, enter the group name and code, then click **Save**.
### Editing or deleting a group
Select a group from the list, make your changes, and click **Save** or **Delete**.
Only the group name can be changed, not the group code.
## Genders
The gender options available on worker and client profiles come from the Genders list. To add an option (for example, non-binary):
1. Navigate to **Maintenance** → **Genders**
2. Add the gender and save
The **Gender** field on profiles then shows every gender from this list.
## Leads
Lead source and status categories can be assigned to lead profiles under **Operations** → **CRM**. These help track where leads come from and their current progress.
Navigate to **Maintenance** → **Leads**.
### Lead source
Lead source categories identify where a lead originated and can be used for filtering or grouping the lead list.
Navigate to **Maintenance** → **Leads** → **Lead Source**.
To add a new lead source, select **Add Lead Source**, enter the source in the pop-up window, and click **Save**.
To edit an existing lead source, select it from the list at the bottom of the screen, update the **Lead Source** field, and click **Save**.
### Lead status
Lead status categories reflect the current progress of a lead and can be used for filtering or grouping.
Navigate to **Maintenance** → **Leads** → **Lead Status**.
To add a new lead status, select **Add Status**, enter the status in the pop-up window, and click **Save**.
To edit an existing lead status, select it from the list, update the **Status** field, and click **Save**.
## Addresses
System addresses define pick-up or drop-off points for the transport run functionality. These are general public locations not specific to an individual client (for example, a group activity venue, medical practice, or shopping centre).
Navigate to **Maintenance** → **Addresses**.
### Adding an address
1. Click **Add Address**
2. Enter the address details: **Address Text**, **Unit No**, **Street No**, **Address Line 1**, **Address Line 2**, **Suburb**, **State**, **Postcode**
3. Optionally fill in the **General Notes** and **Identified Risks** fields for additional detail about the location
4. Click **Create** to save
To edit or delete an existing address, select it from the list at the bottom of the screen, make your changes, and click **Save** or **Delete**.
## Running into issues?
See [General troubleshooting](/troubleshooting/general) for common errors and fixes.
## Related articles
Set up and manage services, charge rates, and pay rates
Manage form template visibility and settings
Edit multiple client or worker records at once