Your first week checklist

This is the order that gets a new workspace ready to run shifts and bill for them: configure the workspace, add your team, then load your participants and workers so you’re not typing them in one at a time.

The checklist

1. Set up your organisation. Business details, invoicing defaults and an optional Xero connection. See Set up your organisation.
2. Choose your workspace features. On the Account›Features tab, switch off any module you do not use (payroll, invoicing, incidents, tasks, reports, documents, intake, directory are all on to begin with), and set the two clock-in gates: Geofencing and the Clock-in window. See Workspace features.
3. Decide your roles. Work out who needs the office app and what they should see. See Roles and access.
4. Invite your team. Add each person from Workforce›Workers with Invite worker, and give them an account type and role. See Invite a worker.
5. Import your participants. Load your existing participant list from a file instead of creating each one by hand.
6. Import your workers. Load your existing worker list the same way, then create logins for the ones who need office or mobile access.
7. Turn on two-factor authentication. Once your team is in, require 2FA for the roles that need it, on the Account›Account tab. See Roles and access.

Import your participants

Rather than adding participants one at a time, load your existing list from a single spreadsheet: core details, contacts, NDIS plans and plan budgets, all linked together and checked before anything is saved. Open Participants and select Import, next to Add participant.

The full walkthrough, with the template’s four sheets, the per-row checks and the issue report, is in Bulk import participants.

Import your workers

Load your workers the same way, SCHADS pay classification included, from Workforce›Workers and Import, next to Invite worker. Imported workers arrive without a login; you add sign-in access for each one afterwards from their profile’s Access tab.

The full walkthrough is in Bulk import workers.

Then run your first week

With people and participants loaded you can roster straight away. Two things are worth knowing before you publish anything:

• Each shift carries a Worker acceptance setting. Left on Automatic, publishing books the worker. Set to Required, the worker has to accept the shift in their app before they can clock in, and you are told straight away if anyone declines. See Assign workers to a shift.
• Payroll is ready to run from the first week: approved timesheets flow into a weekly SCHADS pay run you finalise and pay. See Payroll overview.