> ## 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.
# Service management
> Set up and manage services that control charge rates, pay rates, and accounting integrations
Services are a fundamental part of vCore. They link to rostering, set parameters for charging clients and paying workers, and connect to your accounting software for invoicing and payroll.
To access your services list, navigate to **Maintenance** → **Services**.
The page displays the full list of services at the bottom, with data fields for the selected service at the top. After making changes, click **Save**.
You can add, edit, or delete services from this page.
Services need to be marked **Active** to appear in the drop-down when rostering.
## Adding a new service
To add a new service:
1. Click **Add Service**
2. Enter the **Service Code**
3. Enter the **Service Description**
4. Input **Charge Rate**
5. Input **Pay Rates**
6. The **Accounting Code** links the service to accounting software for invoicing the client
7. The **Payroll Codes** link the service to accounting software for worker payroll
Service **Accounting Codes** and **Payroll Codes** need to match in vCore and your accounting software to ensure successful exporting.
Up to 48 **Payroll Codes** can be selected for a particular service. The labels for these different pay levels can be updated in **Settings** → **Finance** → **Pay Level**.
### Shift type
Shift types can be assigned to each service to flag in the roster if the line item doesn't match your time settings.
Select the service line item in the services list and choose the corresponding **Shift Type** from the drop-down. The shift flags in a different colour on the roster if the incorrect service is scheduled.
### Rate link
Rate links automatically change a service to one with a higher rate of pay if the incorrect service is rostered. This prevents workers being underpaid and ensures clients are charged at the correct rate.
For example, if a weekday daytime service is rostered on a Saturday, the system automatically corrects it to the Saturday service selected in the rate links.
This is also dependent on your time settings in **Settings** → **Rostering**.
## All services view
The **All Services** page shows a table view of every service that has been set up, with easy viewing of payroll codes, service categories, and more in one table.
Data in this page can be edited, saved, and exported to Excel.
## NDIS services
If a service has **NDIS** selected as the **Service Type**, several additional features are available:
| Feature | Description |
| ---------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **NDIS KM** | Links provider travel (799) codes for non-labour costs. Add these codes from the **NDIS Support Catalogue** and link them via the **NDIS KM** drop-down |
| **Centre Capital Costs** | Links centre capital cost codes. Add from the **NDIS Support Catalogue** and select in the **Centre Capital Costs** drop-down. The **Service Type** needs to be set to **NDIS** for this field to appear |
| **Is sleepover / Fixed Fee** | When ticked, exports one unit for any service rostered to that line item rather than the number of hours. Tick this for services charged at a flat rate but paid hourly. Sleepover export type also needs to be set to **PER SHIFT** in **Settings** → **Data Export** |
| **Service Categories** | Set up from **Maintenance** → **Categories** → **Service Categories** and assign to service line items for streamlined reporting |
| **Payers** | Link services to payers so they cannot be added to agreements with the incorrect payer attached |
| **Skills** | Link services to skills to help match workers to rostered services. This reflects in the skills count column in the roster select window |
### Adding NDIS services
NDIS services can be added and charge rates updated directly from the **NDIS Support Catalogue**.
Click **NDIS Support Catalogue** and ensure the current catalogue is selected in the date drop-down.
Select the **Add Services** tab. Tick the services you want to add.
Click **Add (number of) Services**.
### Updating NDIS pricing
When a new support catalogue is released, update charge rates using these steps:
Go to **Maintenance** → **Services** and click **NDIS Support Catalogue**. Ensure the current catalogue is selected in the date drop-down.
Under the **Update Pricing** tab, tick the services to update (or select all). Click **Update Rates**.
Navigate back to **Maintenance** → **Services** and select **Update Charge Rates**. Select the date for the new rates to take effect (this cannot be a future date) and click **Update**.
If **All services** is selected in the **Update Charge Rates** window, this updates every service in the list, including non-NDIS services. Use this with caution.
To find which agreements have "special rates" ticked, navigate to **Clients** → **Agreements**, click **Show all items**, and drag the **Override Charge Rates** column into the table. Filter it to **YES** to display the agreements that have special rates enabled.
## Bulk updating services
You can update multiple services at once - including charge and pay rates - by exporting the services list to CSV, editing the data, and reimporting.
Navigate to **Maintenance** → **Services** → **All Services** and click **Export all data**. This downloads a CSV of your full services list.
Open the file in a spreadsheet application and make your changes. Do not modify the **Service Id** column - these values identify existing records and must remain unchanged.
If you modify the **Service Id** column, the import will not match records correctly and changes won't apply as expected.
Save the file as a CSV (Comma delimited) format before reimporting.
Navigate to **Operations** → **Import CSV** → **Select File**, choose your saved CSV, then click **Upload**.
After the import completes, return to **Maintenance** → **Services**. To apply updated rates:
* Click **Update Pay Rates** or **Update Charge Rates**
* Select the **From Date** for the new rates to take effect
* Choose **Current Service Selected** to update only the selected service, or **All Services** to update all
* Optionally include **Roster Templates** and **Agreements** in the update
* Click **Update**
## Bulk adding new services
> Use the CSV template to create multiple new services in Visualcare at once
Use the **Download CSV Template** and **Import CSV** options on the **All Services** page to add multiple new services in a single import. This is useful when setting up a large service list, such as when preparing for the Support at Home (SAH) changes.
A standard SAH services list is available as a ready-to-use CSV: [SAH Services List](https://vcdn.visualcare.com.au/resources/sah-services-list.xlsx). Download it and import directly, or use it as a starting point for your own list.
This feature is available to users with permission to access **Maintenance** → **Services**.
Navigate to **Maintenance** → **Services** → **All Services** and click **Download CSV Template**.
This template is for creating new services only, so it does not include a **Service ID** column. If you also need to update existing services in the same file, use **Export CSV** instead and see [Bulk updating services](/operations/service-management#bulk-updating-services).
Open the file in a spreadsheet application and add a row for each new service.
Save the file in CSV (Comma delimited) format before importing.
Navigate to **Maintenance** → **Services** → **All Services** and click **Import CSV**. Select your saved file to upload.
The import process creates a new service for each row in the file.
Once the new services are created, apply their charge and pay rates by navigating to **Maintenance** → **Services**, clicking **Update Charge Rates** or **Update Pay Rates**, and selecting the relevant services.
## Related articles
Update existing services, including charge and pay rates, via CSV
Import new records in bulk using CSV files
Manage services, charge rates, and pay rates
## Fixed fee (sleepover) setting
The fixed fee setting on a service code controls whether shifts using that service export as a fixed fee (for example, for sleepover shifts) rather than by hours.
Once the sleepover checkbox is ticked on a service, all new shifts and any shifts modified from that point onward using that service have the fixed fee applied automatically.
The sleepover setting is only for services charged at a flat rate per shift. For awake (active) overnight shifts, where the worker stays awake and is charged and paid by the hour, use a standard service without the sleepover checkbox ticked and roster the shift as normal in the client or location roster.
The fixed fee setting only applies going forward. Existing timesheet entries created before the setting was enabled need to be edited manually. Running **Update Charge/Pay Rates** does not retroactively apply the fixed fee to existing timesheets, nor does re-rostering.
## Running into issues?
See [General troubleshooting](/troubleshooting/general) for common errors and fixes.
## Related articles
Customise categories, areas, divisions, and other list values
Edit multiple client or worker records at once
Import records in bulk using CSV files