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Learn OneForce Care, step by step.
Follow step-by-step guides with screenshots for everyday tasks, from getting started to managing your team.
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Getting started
5 articles- Welcome to OneForce CareGet your bearings: the top navigation, your account menu, and how these guides work.
- Roles and accessWho can see what: owners, admins, provider employees and support workers.
- Set up your organisationBusiness details, invoicing defaults, Xero, and workspace features, one tab at a time.
- Your first week checklistOrganisation, team, then participants and workers, loaded in bulk.
- Get help and raise an issueRaise a bug, question or idea, follow it, and see what we are already working on.
Participants
21 articles- Participants registerFilter or search the register, read the columns and alerts, and open a profile.
- Create a participantAdd a new participant and their core details.
- Bulk import participantsBring many participants in at once from a spreadsheet, linked to their contacts, plan, budgets, agreement and more.
- The participant profileHow the profile drawer is laid out, and how to edit the Details tab.
- NDIS planPlan details, funding type, the three budget pools, the Stated versus Flexible rule, and starting the next plan.
- Service agreementsLink the plan, choose signing, add agreed supports, set claim readiness and invoicing, then create, send, cancel or re-send the agreement.
- ConsentCapture consent by e-signature or on paper, pick the signatories, and rescind or cancel when needed.
- Participant contactsAdd the right people with the right details, and connect a plan manager for invoicing.
- GoalsThe outcomes the participant is working towards, with progress and target dates.
- RisksWhat workers need to watch for before a shift, rated and with a management plan.
- PreferencesFree-text preferences that keep support consistent between workers.
- DocumentsUpload participant files and choose which eligible PDFs workers may see.
- Internal notesOffice coordination notes about the participant, separate from shift progress notes.
- Participant progress notesRead shift progress notes and choose eligible approved notes for worker sharing.
- FinancialFinance items grouped by Ready, Needs review, Held and Invoiced.
- Budget utilisationSpend against allocation per budget pool, with support-level usage.
- Audit trailA read-only history of what changed, when and by whom.
- ShiftsA read-only view of the participant's shifts; roster and manage them from Scheduling.
- TasksA read-only view of tasks linked to the participant; create and manage them from Tasks.
- IncidentsRead office incident history and manage optional worker sharing.
- Archive a participantArchive a participant who is no longer active. There is no restore.
Intake
4 articles- Intake overviewThe intake list, switching between table and board, and filtering by stage.
- Add a new intakeCapture a new enquiry from first contact.
- Intake stagesThe pipeline stages in order and how to move an enquiry through them.
- Convert, decline or archive an intakeTurn an accepted enquiry into a participant, or decline and archive it.
Incidents
5 articles- Incidents overviewThe incidents register, the table and board views, the statuses, and the Reportable and NDIS deadline columns.
- Report an incidentCreate an incident and capture every detail the form asks for.
- Reportable incidentsClassify the record, check the required notification window and record follow-up.
- Manage and close incidentsUpdate an incident, manage its evidence, change its status, archive it, and what each permission unlocks.
- Export an incident PDFPrepare a PDF from saved incident details and evidence.
Scheduling
11 articles- Scheduling overviewPlanner (Day and Week) and Table views, date navigation, drag to create/move/resize/reassign, and how to find shifts.
- Create a shiftFill the Add shift form and create an unassigned shift.
- Assign a workerOpen a shift, manage assignments, pick a worker and support code, choose Automatic or Required acceptance, then publish.
- Recurring shifts and copyingUse Repeat to make a series, or Copy shift to duplicate one.
- Cancel a shiftCancel with the right party and reason, see the charge, and restore if needed.
- Shift statusesEvery status label, what it means, the order they happen in, and where to read the legend.
- Review and approve assignmentsUse the Assignments register to check the times, correct them if needed, and approve each worker after the shift.
- Add or correct a breakCheck eligibility, enter completed break times and a reason, then check net support minutes before approval.
- Export a completed or approved shift to PDFOpen an eligible Completed or Approved shift and download its latest saved record.
- Shift typesDirect, Group and Intensive support, and what changes for each.
- Travel on a shiftWhere travel terms come from and how travel is captured per worker.
Availability
4 articles- Availability and leaveSee approved hours across the team and keep availability connected to the roster.
- Request casual availabilityChoose when to collect hours and send the right dates to your casual workers.
- Review and approve availabilityReview the changes, agree the hours and follow up affected shifts.
- Regular hours and leaveEdit a day, repeat permanent hours when appropriate and review affected shifts.
Tasks
4 articles- Tasks overviewBoard and table views, the four lanes, and where tasks show up.
- Create a taskAdd a task, pick its type, and mark it done.
- Claimable tasks and claimsTurn a completed NF2F, NDIA report or establishment fee task into a billing claim.
- Establishment fee tasksEligibility, the prompt on the Service Agreements tab, and generating the one-off establishment-fee claim.
Workers
15 articles- Workers overviewThe Workers register, its filters, columns and row actions.
- Invite a workerSet up a worker and send their login invite.
- Bulk import workersBring many workers in at once from a spreadsheet, with payroll and availability, and a login invite emailed to each new worker.
- The worker profileThe readiness pills and the worker profile tabs.
- Worker detailsThe worker's name, contact, identifiers and travel settings.
- Worker accessAccount type, creating a login, resending invites and password resets.
- Reset two-factor authenticationWhen the Security tab appears, and how to reset a worker's 2FA.
- Worker complianceRecord each credential's expiry and evidence, and read the compliance status.
- Worker payrollSCHADS classification, agreed rates, custom hourly bands and when saved changes take effect.
- Worker availabilityRead the worker schedule, then manage hours and approvals from Availability.
- Worker documentsUpload and manage files on the worker record.
- Worker notesInternal notes about a worker, kept for your team.
- Worker shiftsA read-only view of a worker's rostered shifts.
- Worker audit trailA read-only history of changes to the worker.
- Archive a workerArchive a worker from the active register. There is no restore button in the profile.
Billing
6 articles- Billing overviewReview ready charges and warnings, then generate selected invoices and claims.
- Review billing warningsReview the evidence behind billing warnings and choose the appropriate action.
- Add a manual chargeEnter a charge outside a shift with its support, quantity, price and evidence.
- Invoices and credit notesReview issued lines, create a credit and correct returned charges in Billing.
- Create a credit and correct an invoiceCreate an issued credit with a reason, then handle the returned charge and any Xero correction.
- Generate invoices and NDIA claimsGenerate documents from selected ready charges, then review and download them in Invoicing.
Invoicing
3 articles- Invoicing overviewTrack outstanding balances and cash, open documents and manage payments and credits.
- Record and edit a paymentRecord payments and recoveries, correct entries and attach supporting evidence.
- Push invoices and reconcile XeroUnderstand background exports, historical eligibility, credit corrections and Sync to Xero.
Payroll
4 articles- Payroll overviewRead the weekly grid, filter to what needs attention, and open a worker's pay breakdown.
- Work the pay-run checklistClear the checklist steps, review unapproved timesheets in place, and see what each step is telling you.
- Finalise a week and record paymentThe finalise pre-flight, Finalise week, the per-worker Pay drawer, and Reopen.
- Export payroll and push to XeroCSV downloads, pay-item mappings, draft payslip preparation, automatic export and safe retries.
Directory
2 articlesDocuments
1 articleReports
3 articlesDashboard
1 articleSettings
10 articles- Settings overviewThe Account area and its six tabs, and which settings are owner or admin only.
- Your profileUpdate your name, phone and sign-in email on the Account tab.
- Password and two-factor authenticationChange your password, turn two-factor authentication on or off, and require 2FA per role.
- Organisation settingsBusiness name, logo, ABN, optional NDIA organisation ID and address; the Organisation tab also holds Role-based access.
- Invoicing settingsGST code, GST registration, payment terms, bank details and remittance email used for invoicing.
- Connect XeroConnect Xero and configure payroll mappings before exporting finalised hours, rates and allowances.
- Workspace featuresControl modules, worker mobile options, clock-in gates, reminders, Xero and compliance settings.
- Roles and permissionsCreate a role, choose its screens and actions, assign people, and delete a role.
- NotificationsMark notifications read, set notification preferences, and message all workers.
- Close, recover or download a workspaceOwner steps for closing a workspace, recovering it and saving records before the deadline.
Mobile app
11 articles- Getting started on the mobile appSign in, pick your provider, choose device permissions, and learn the Home, Shifts, Notifications and Settings tabs.
- Accepting or declining a shiftSome 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 outOpen 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 travelRecord break times, start and end tracked trips, or enter eligible travel totals before submitting your shift.
- Sleepover active supportOn 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 shiftWrite the progress note, complete your tasks, then review and slide to submit after clocking out.
- Report an incidentOpen the shift, tap Report an incident, fill the details, and slide to submit the report.
- Working offline and your settingsWhat works offline, what needs a connection, and how to check drafts, unsaved changes and travel diagnostics.
- Submit your availabilityTell the office when you can work and follow your hours through to approval.
- Your complianceSee what is current, missing or due for renewal, and ask the office to update your records.
- Changing phones and recovering workOne active phone, notifications on that phone, and recovery of unsent work on the original device.
Troubleshooting
2 articles- Fix a field format errorWhat 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 workspace-access screen and Read-only controls mean, and how to grant the access that's missing.
- Alerts and blockers explainedCommon messages, what they mean, and how to resolve them.