Location rostering

Location rosters let you schedule shifts for any service where multiple clients and workers attend the same location - group activities, day programs, centre-based services, and staff training are all common use cases. This page covers everything from setting up a location profile through to managing shifts, ratios, CHSP/DEX rostering, and unallocated location shifts.

Setting up a location profile

Before you can create a location roster, a location profile is needed.

Open location profiles

From the top menu bar, go to Maintenance → Location Profile.

Create a new profile

Click Add Location, enter a Code (an abbreviation works well for easy identification) and Description, then click Save.

Add location details

Double-click the new profile to open it. Add the address, contact information, and upload an image if needed. Click Save.

Location profile tabs

The location profile includes several tabs for additional information:

Tab	Purpose
Details	General details about the location
Clients	Add specific clients to the location (for example, residents of a house). These profiles appear on the Vworker app for all worker shifts at this location
Contacts	Add new contacts or select from existing contacts
Rosters	View and open rosters created for the location
Forms	Forms completed for the location via VCore or Vworker
Compliance	Manage compliance items for the location
Notes	All notes related to the location from VCore or Vworker
Assets	Record items held at the location (for example, first aid kit, furniture, appliances)
Documents	Upload and manage files for the location
Rooms	List rooms and capacity at the location

Creating a location roster

Open location rosters

From the menu bar, go to Operations → Location Roster.

Create a new roster

Click Create New Location Roster, select the location profile from the list, and click Add. The roster appears in the list.

For best practice, use only one roster for each location profile.

Open the roster

Click View to open the roster and access the calendar view.

Display options

Location roster shifts have two display options, configurable under Settings → Rostering → Display → Location Roster:

Grouped view
List view

Shows a green bar for each day rostered, with the number of clients (C) and workers (W) for that day.

Creating shifts

From the location roster calendar view, double-click on the day you want the shift to start on to open the Add multi person appointment window. Alternatively, right-click for additional options.

Multi person appointment

Use the multi person option to create a shift for multiple clients and workers at once, with the same time and service.

Set shift details

Select the Service from the drop-down, enter the Shift Start and Shift End time, and toggle Shift Repeats for recurring shifts. You can also enter shift notes, which pop up as an alert in the Vworker app.

Add clients and workers

Toggle the Type switch to Worker or Client and click Select. Use filters and tick boxes to choose people, then click Use Selected.

Workers display with a W and clients with a CL. You can remove or add names before saving.

Save the shift

Click Done to create the shift. This creates an individual shift line item for each person added.

Single person appointment

Adding a single person shift limits the service list to items on the selected client’s agreement.

Select the client

Click Select and choose the client, then select the service from the drop-down.

Enter shift details

Enter the start and end time, toggle Shift Repeats for recurring shifts, and add any other relevant information.

Save

Click Done to roster the shift.

Editing shifts

Calendar view

Left-click on a shift in the calendar view to see clients and workers attending that day.

From this window you can:

Click View Roster or Edit next to a name to open the roster view
Click the red X to delete a client or worker from the shift
If the shift is part of a series, confirm whether to delete the single shift or the series from that date forward

Roster view

Double-click on a shift in the calendar view, or click View Roster from the shift detail window. This opens a day view with client shifts in the top section and worker shifts in the bottom section.

In both the client and worker sections, you can:

Action	Description
Remove	Remove a client or worker from that shift or series
Show History	Review the audit history for the shift or series
Add Client / Add Worker	Add people to that day
Edit	Make changes for one person for that shift (creates an exception if part of a series)
Edit Series	Edit the whole series
Edit from here forward	Make changes from the selected date onwards
Leave	Mark a client or worker on leave, assign leave type, leave code, and apply a cancellation charge

When adding a client shift from the roster view, confirm that the Master Service Code is included in the client’s agreement.

Linking workers and clients

Linking a worker to clients in a location roster communicates this information to the worker via the Vworker app and to the client via the vAboutMe app.

Open link clients

In the worker section at the bottom of the roster view, click Link Clients next to the applicable worker.

Select clients to link

In the pop-up window, click the blue Link button next to each client. The button turns pink once linked.

Review links

Linked clients appear in the Client Links column of the worker section. The client section shows linked workers in the Worker Links column, with an Unlink button if changes are needed.

Linked shifts cannot be edited or removed from the location roster - the buttons are greyed out. To make changes, remove the link first, edit as needed, then re-link the shifts.

Ratios

You can set a worker:client ratio when rostering in a location roster. Based on the ratio of workers assigned to clients, the charge rate for each client is automatically calculated. This covers the requirement to divide the price of a support by the number of participants in a group, also referred to as “apportioning” the price of group supports. The NDIS Price Guide requires the price to be divided by the number of participants:

If a support item is delivered to a group of participants, then the price limit for each participant is the price limit set out for that service item divided by the number of participants in the group. Providers should make a claim for each participant using the relevant support item.

Step one: Setting up the client agreement

To make sure the charge rate is calculated correctly based on ratio in the location roster, you first need to set up the client agreement. In the client agreement, Agreement Type must be NDIS, and NDIS Activity Type must be Set ratio when rostering. Then click Save.

Step two: Setting up the ratio in the location roster

Open the location roster

Go to Operations → Location Roster, then select a location roster from the list (click View) or click Create New Location Roster.

Add a shift

Once the calendar view opens, double-click on the day you want to add location shifts.

Select the ratio

In this screen, select the worker:client ratio. For example, in a ratio of 3:6, 3 indicates the number of workers and 6 indicates the number of clients.

Complete the shift

Fill out all the other required fields, like service, start and finish time, workers, clients, and notes. Toggle the Shift Repeats button on if you need to set up an ongoing location shift series. Once set up as required, click Done.

The formula used for calculating the charge rate for each client is: (number of workers × charge rate) ÷ (number of clients) For example, if the original charge rate for the selected service is $65 and the ratio selected while rostering is 3:6, the new charge rate for each client is (3 × 65) ÷ 6 = $32.50. In the table view, you can see that the charge rate for each client is calculated according to the ratio set up.

Editing the ratio in table view

You can also edit the ratio if required in the table view of the location roster using the Edit column. Choose Edit Single, Edit Series, or Edit here forward, select the new worker:client ratio as required, and click Done. If you edit from here forward, this also gives you the option to edit the ratio for the series moving forward - enter the new ratio and click Save changes.

Adding leave to a location shift

If you need to add leave to a location shift, click Leave under the Actions menu in the Edit column, then fill in the required fields (leave type, leave code, cancellation charge as a percentage of the original charge rate, and a note).

If you select NO CODE under Leave Code, the shift does not appear in timesheets. If you select a leave code, the system uses it to calculate the new charge rate for the client based on the ratio selected in the location roster. You can see the apportioned charge rate in the location timesheet.

There is also a Ratio column available in the location roster table view, location timesheets, and the data export page. You can drag and drop it from the column chooser into your table as required.

If Use agreement charge rates is ticked in the client agreement, the system uses these rates to calculate new charge rates based on the ratio. If it is unticked, the system uses the rates set up in services under Maintenance.

In Maintenance Services and agreements, clicking the update rate button updates the charge rate from that date forward in rosters and timesheets as it normally does. It also applies the ratio if the agreement is set to Set ratio when rostering.

Commonwealth Home Support Programme (CHSP) and Data Exchange (DEX) rostering

CHSP funding claims can be added to location roster shifts using DEX case and activity fields.

DEX case and activity

When creating client shifts using the bulk create function in the calendar view, DEX Case and DEX Activity drop-down fields don’t display any selection upon creating the shift. When editing an individual client shift or series from the roster view, these fields pre-populate based on the agreement setup. To edit DEX items for a single shift, use the Edit DEX button to select the DEX Case and DEX Activity.

Meals, transport, and activity fee

Additional charges for Meal Qty (number of meals), Transport Qty (number of trips), and Activity Fee (dollar amount) can be added to a client CHSP service in the location roster. These items are claimable based on the DEX setup in your database. Add meals and transport when editing an individual client shift or series. To add items in bulk, select Edit all extras (DEX only), add the details, and save.

Unallocated location shifts

To mark worker shifts as unallocated within a location roster, you need to set up an unallocated worker profile.

Create an unallocated worker profile

Create a worker profile with the name “Unallocated Worker” and set the Worker Type to Unallocated under Finance → Worker Details.

Match the area

Set the same Area for both the unallocated worker profile and the location profile.

Set the default unallocated worker

In Maintenance → Areas, select the area and choose the unallocated worker as the Default Unallocated Worker.

Use in rosters

Shifts assigned to the unallocated worker populate in the Unallocated KPI tile and are available for roster invitations. Use the Select worker for Invitation button to create an invitation for unallocated shifts.

You can create multiple unallocated worker profiles for different areas if needed.

Running into issues?

See Scheduling troubleshooting for common errors and fixes.

Roster invitations

Send shift invitations to available workers

Unallocated shifts

Find and manage shifts without assigned workers

Creating new shifts

Create shifts in a client roster

Internal staff training rostering

Schedule internal staff training sessions with location rosters

Client Management

Worker Management

Scheduling

Timesheets

Finance

Incidents

Compliance

Operations

Reporting

Apps & Portals

Integrations

Setting up a location profile