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Learn OneForce Care, step by step.
Screenshot-led guides for every part of the platform, plus a plain-English explanation of every alert and how to fix it.
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Getting started
4 articles- Welcome to OneForce Care Get your bearings: the top navigation, your account menu, and how these guides work.
- Roles and access Who can see what: owners, admins, provider employees and support workers.
- Set up your organisation Business details, invoicing defaults, Xero, and workspace features, one tab at a time.
- Your first week checklist Organisation, team, then participants and workers, loaded in bulk.
Participants
17 articles- Participants register Filter the register, read the columns and alerts, and open a profile.
- Create a participant Add a new participant and their core details.
- Bulk import participants Bring many participants in at once from a spreadsheet, linked to their contacts, plan and budgets.
- The participant profile How the profile drawer is laid out, and how to edit the Details tab.
- NDIS plan Plan details, funding type, budget pools, and the Stated versus Flexible rule that drives everything downstream.
- Service agreements Link the plan, choose signing, add agreed supports, set claim terms and invoicing, then create or send the agreement.
- Consent Capture consent by e-signature or on paper, with the right signatories.
- Participant contacts Add the right people with the right details, and connect a plan manager for invoicing.
- Goals The outcomes the participant is working towards, with progress and target dates.
- Risks What workers need to watch for before a shift, rated and with a management plan.
- Preferences Free-text preferences that keep support consistent between workers.
- Documents Attach files to the participant record, with a type and a name.
- Notes Internal notes about the participant, separate from shift progress notes.
- Financial Finance items grouped by Ready, Needs review, Held and Invoiced.
- Budget utilisation Spend against allocation per budget pool, support-level usage, and finance blockers.
- Audit trail A read-only history of what changed, when and by whom.
- Archive a participant Archive a participant who is no longer active. There is no restore.
Intake
4 articles- Intake overview The intake list, switching between table and board, and filtering by stage.
- Add a new intake Capture a new enquiry from first contact.
- Intake stages The pipeline stages in order and how to move an enquiry through them.
- Convert, decline or archive an intake Turn an accepted enquiry into a participant, or decline and archive it.
Incidents
4 articles- Incidents overview The incidents register, the table and board views, the statuses, and the Reportable and NDIS deadline columns.
- Report an incident Create an incident and capture every detail the form asks for.
- Reportable incidents What makes an incident reportable, how the deadline is calculated, the Overdue badge, and the follow-up the Commission needs.
- Manage and close incidents Update an incident, manage its evidence, change its status, archive it, and what each permission unlocks.
Scheduling
9 articles- Scheduling overview Planner (Day and Week) and Table views, date navigation, drag to create/move/resize/reassign, and how to find shifts.
- Create a shift Fill the Add shift form and create an unassigned shift.
- Assign a worker Open a shift, manage assignments, pick a worker and support code, then publish.
- Recurring shifts and copying Use Repeat to make a series, or Copy shift to duplicate one.
- Cancel a shift Cancel with the right party and reason, see the charge, and restore if needed.
- Shift statuses Every status label, what it means, and the order they happen in.
- Review and approve assignments Use the Assignments page to approve each worker after the shift.
- Shift types Direct, Group and Intensive support, and what changes for each.
- Travel on a shift Where travel terms come from and how travel is captured per worker.
Tasks
4 articles- Tasks overview Board and table views, the four lanes, and where tasks show up.
- Create a task Add a task, pick its type, and mark it done.
- Claimable tasks and claims Turn a completed NF2F, NDIA report or establishment fee task into a billing claim.
- Establishment fee tasks Eligibility, the signed-agreement banner, and generating the one-off establishment-fee claim.
Workers
16 articles- Workers overview The Workers register, its filters, columns and row actions.
- Invite a worker Set up a worker and send their login invite.
- Bulk import workers Bring many workers in at once from a spreadsheet, with SCHADS pay columns.
- The worker profile The readiness pills and the worker profile tabs.
- Worker details The worker's name, contact, identifiers and travel settings.
- Worker access Account type, creating a login, resending invites and password resets.
- Reset two-factor authentication When the Security tab appears, and how to reset a worker's 2FA.
- Worker compliance Record each credential's expiry and evidence, and read the compliance status.
- Worker payroll SCHADS classification, the agreed hourly rate and its annual sync, and worker travel pay.
- Worker availability Availability windows and leave that scheduling uses when rostering.
- Worker documents Upload and manage files on the worker record.
- Worker notes Internal notes about a worker, kept for your team.
- Worker tasks A read-only view of a worker's linked and assigned tasks.
- Worker shifts A read-only view of a worker's rostered shifts.
- Worker audit trail A read-only history of changes to the worker.
- Archive a worker Archiving hides a worker from the register. There is no restore or hard delete.
Billing
5 articles- Billing overview The two charge tables, where rows come from, and the Generate and Add manual charge actions.
- Fix billing blockers A reference for the reasons a charge needs reconfirmation, and the fix for each.
- Add a manual charge Add a charge that isn't tied to a shift, then edit or remove it.
- Invoices, credit notes and corrections The invoiced ledger, plus how to credit a line or correct a rejected claim.
- Generate invoice batches Turn your ready rows into invoice batches and an NDIS claim CSV.
Payments
4 articles- Payments overview Read outstanding and settled totals, filter invoice batches, and follow up on payments.
- Record a payment Record an amount, date and reference against a batch, and attach evidence.
- Reconcile NDIA claim results Upload the NDIA bulk results file, read the accepted and rejected lines, and void a batch.
- Push invoices to Xero Push a batch to Xero as draft invoices, then sync payment status back.
Payroll
4 articles- Payroll overview Read the weekly grid, filter to what needs attention, and open a worker's pay breakdown.
- Work the pay-run checklist Clear the four checklist steps, review unapproved timesheets in place, and see what each step is telling you.
- Finalise a week and record payment The finalise pre-flight, Finalise week, Record payment, Unmark paid, and Reopen.
- Export payroll and push to Xero The two CSV exports, and how the Xero timesheet push matches workers and pay items and handles sleepovers and allowances.
Directory
2 articlesDocuments
1 articleReports
3 articlesDashboard
1 articleSettings
8 articles- Settings overview The Account area and its five tabs, and which settings are owner or admin only.
- Your profile Update your name, phone and sign-in email on the Account tab.
- Password and two-factor authentication Change your password, turn two-factor authentication on or off, and require 2FA per role.
- Organisation settings Business name, logo, ABN, NDIS registration and address; the Organisation tab also holds Role-based access.
- Invoicing settings GST code, GST registration, payment terms, bank details and remittance email used for invoicing.
- Connect Xero Connect to Xero from the Integrations tab; accounts and GST are worked out automatically, so there is nothing else to set up.
- Workspace features Optional capabilities you can switch on for the whole workspace: Breaks, and NDIS registration/skills gates.
- Roles and permissions Create a role, choose its screens and actions, assign people, and delete a role.
Mobile app
7 articles- Getting started on the mobile app Sign in, pick your provider, grant permissions, and learn the Home, Shifts, Alerts and Settings tabs.
- Clock in and out Open today's shift, then slide to clock in and slide to clock out. Group shifts clock in at the first pickup; intensive shifts show your Driver or Passenger role.
- Breaks and travel Slide to go on break, hold to end it, and start or end travel the same way. GPS is only captured for travel.
- Sleepover active support On a sleepover shift, slide to start active support when you are up supporting the participant, and hold to end it. The total appears in your shift review.
- Progress notes and submitting a shift Write the progress note, complete your tasks, then review and slide to submit after clocking out.
- Report an incident Open the shift, tap Report an incident, fill the details, and slide to submit the report.
- Working offline and your settings How offline queueing and the conflict dialog work, plus appearance, reminders, permissions and other settings.
Troubleshooting
2 articles- Fix a field format error What OneForce Care expects for phone, ABN, NDIS numbers and other formatted fields, so a rejected value is quick to fix.
- Why can't I see or edit this? What the No access screen and the Read-only banners mean, and how to grant the access that's missing.
- Alerts and blockers explained Every message OneForce Care can show, what it means, and how to fix it.