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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
5 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.
- Get help and raise an issue Raise a bug, question or idea, follow it, and see what we are already working on.
Participants
20 articles- Participants register Filter or search 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, budgets, agreement and more.
- The participant profile How the profile drawer is laid out, and how to edit the Details tab.
- NDIS plan Plan details, funding type, the three budget pools, the Stated versus Flexible rule, and starting the next plan.
- Service agreements Link the plan, choose signing, add agreed supports, set claim readiness and invoicing, then create, send, cancel or re-send the agreement.
- Consent Capture consent by e-signature or on paper, pick the signatories, and rescind or cancel when needed.
- 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.
- Shifts A read-only view of the participant's shifts; roster and manage them from Scheduling.
- Tasks A read-only view of tasks linked to the participant; create and manage them from Tasks.
- Incidents A read-only view of incidents involving the participant; record and manage them from Incidents.
- 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, choose Automatic or Required acceptance, 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, the order they happen in, and where to read the legend.
- Review and approve assignments Use the Assignments register to check the times, correct them if needed, and 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 prompt on the Service Agreements tab, and generating the one-off establishment-fee claim.
Workers
15 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 payroll and availability, and a login invite emailed to each new worker.
- 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 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 Import the NDIA bulk results file inside the Record payment drawer, read the accepted and rejected lines, and void a batch.
- Push invoices to Xero Batches push to Xero as drafts on generation; push by hand and sync payments back from Payments.
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 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, the per-worker Pay drawer, 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
4 articles- Reports overview Three tabs: pre-built Insights, a custom Data export builder, and Scheduled reports emailed to your team.
- Run an insight Choose a pre-built report, set the dates, run it and read the result.
- Export data to CSV Build a custom table from a dataset and export it to CSV.
- Scheduled reports Pick a report, a cadence and who receives it, and it is emailed automatically.
Dashboard
1 articleSettings
9 articles- Settings overview The Account area and its six 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 The nineteen toggles on the Features tab, grouped into Modules, Scheduling, Integrations, Communication and Compliance.
- Roles and permissions Create a role, choose its screens and actions, assign people, and delete a role.
- Notifications Mark notifications read, set notification preferences, and message all workers.
Mobile app
8 articles- Getting started on the mobile app Sign in, pick your provider, allow all of the required permissions, and learn the Home, Shifts, Alerts and Settings tabs.
- Accepting or declining a shift Some shifts ask for an answer before you are booked in. Find them under Needs your response, then slide to accept or slide to decline.
- Clock in and out Open today's shift, then slide to clock in and slide to clock out. Your provider can set how early you can start and check you are at the address, so the slider may be locked or a clock-in refused.
- Breaks and travel Slide to go on break, hold to end it, and start or end travel the same way. Your route is recorded for the whole trip, and a stalled trip is checked on and then ended for you.
- 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.