Workspace features

The Account›Features tab controls capabilities across your workspace. The provider owner sees this tab and needs Settings edit access to change its controls.

Features are grouped into Modules, Scheduling, Integrations, Communication and Compliance. There is no Save button. Each switch saves separately, with a message such as Record breaks: on. Wait for the switch to finish before checking the result elsewhere. If a save fails, the previous workspace setting still applies.

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Modules

Payroll and Invoicing, claims and payments start off. The other six modules start on. Check the actual switches in your workspace before your first shift:

Module	What it covers
Payroll	Weekly pay runs, rates and payroll export.
Invoicing, claims and payments	Billing, invoice and claim batches, and payment reconciliation.
Incidents	Incident recording and review.
Tasks	Office tasks and claimable work.
Reports	Operational reports and exports.
Documents and e-signing	File storage and electronic signing.
Intake	Participant enquiries and conversion.
Directory	External contacts and linked people.

Before changing a financial module

Payroll and invoicing are independent. You can roster and complete operational records with either or both switched off. To use a module, the owner opens Account > Features, finds its switch under Modules and turns it on. Wait for the confirmation before continuing. Prepare participant funding and agreements for invoicing, or worker pay settings for payroll, before the first worker starts.

For a shift that has not started, the current workspace switches apply. The first worker’s actual clock-in records the financial choices for that shift. Those choices apply to later workers on the same shift too. An earlier clock-in queued offline can establish the actual starting point when it syncs.

For example, if Jordan starts Mavis’s shift while Payroll is off and Invoicing is on, turning Payroll on at lunchtime does not make that shift eligible for payroll. It remains operational work with invoicing enabled. Conversely, turning a module off after a shift started with it on does not rewrite that shift’s saved financial choices. The module still needs to be available to open its financial tools and perform the relevant action.

Enabling a module later does not automatically recover excluded work or create a financial backlog. Historical exclusions remain. Do not correct this by changing clock times. Review the affected shift and arrange any necessary financial correction through your normal office process. An approved operational record alone is not proof that it generated billable charges or payroll inputs.

Older shifts can retain financial exclusions recorded under earlier settings, including different eligibility for separate worker assignments. Check each assignment and its generated inputs. Do not assume today’s switch, or another worker’s eligibility, applies to that older work.

Other modules and work already underway

Switching a module off hides its tools and stops new activity. Earlier records remain saved. Workers can finish an already open trip or break safely, but cannot start another disabled activity. This is different from the financial choices recorded at the start of a shift.

With Documents and e-signing off, new document actions and signing requests are unavailable. Evidence from an existing signing request can still be received and retained. Switching the module off does not recall a link already sent. Cancel a pending request through its signing controls if it needs to be withdrawn.

Scheduling and the worker app

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Setting	Effect	Default
Show actual completed hours on mobile	Completed mobile shift hours show actual time excluding breaks. Off shows scheduled hours. This changes the display only, not pay or billing.	On
Show support details on mobile	Shows support names and codes on shift cards and details.	Off
Allow workers to choose support	Workers can choose which assigned support they are delivering during a shift. Requires Show support details on mobile. With it off, the support list is read-only.	Off
Record breaks	Workers can record breaks; break time is excluded from billable hours.	On
Enable travel	Makes eligible travel kilometres and time available for billing and payroll. Off hides worker travel entry controls.	On
Track travel during shifts	On uses travel sliders during work. Off asks for kilometres at submission, plus minutes for travel to participants and back to business. Requires Enable travel. Started assignments retain their recording mode.	On
Repeat shifts	Offers repeating series when creating shifts.	On
Geofencing	Applies the clock-in location check below.	On
Clock-in window	Limits how early a worker can clock in.	On, 5 minutes

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Share selected participant history

Both Share participant progress notes with workers and Share participant incidents with workers start off. They are separate choices. Turn on only the history your organisation intends workers to use. Choose 1 to 12 months beside each enabled switch; each starts at 1 month. The two periods are independent and remain saved if you switch access off.

The switch enables worker access to eligible shared records. It does not share every office record. New incidents start Office only. Eligible progress notes created while progress-note sharing is enabled may start shared, so check the sharing choice as part of office review. Office staff review individual records in the participant’s Progress notes or Incidents tab and choose whether to share them. Progress-note history is limited to approved individual shifts. Internal notes stay office-only. Documents have their own sharing controls.

See Participant progress notes, Participant incidents and Participant documents before enabling history. Turning access off hides shared history from workers while preserving each saved sharing choice. Office access remains governed by the office user’s permissions.

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Geofencing

When the phone can provide a location, workers must be within 200 m of the shift location. For group shifts this is the first pickup. If GPS cannot provide a location, clock-in can continue and the app retries briefly. Missing GPS and a measured location outside the permitted area are different cases.

If a usable shift location is unavailable, a distance check cannot be applied in the same way. Review the address or the shift’s Unknown address choice; the form’s Geofencing value shows the workspace policy as On or Off, not proof that a location was captured.

An out-of-range worker sees Clock in blocked. Turning Geofencing off removes the mandatory location gate. The app may still capture optional location evidence when available; turning it off does not guarantee that no location is recorded.

Clock-in window

The number beside the switch is how many minutes before the scheduled start a worker may clock in. Choose 0 to 4320 minutes (three days). New workspaces use 5. Before the permitted time, the clock-in control counts down. Switching the setting off removes the early-start limit.

Both gates are workspace policies. The shift form shows the settings that apply to that shift.

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Worker push reminders

Each reminder has its own switch and starts on:

Setting	When it applies
Shift reminder: 60 minutes before	One hour before the shift starts.
Shift reminder: 15 minutes before	Fifteen minutes before the shift starts.
Missed clock-in reminder	Five minutes after the scheduled start if the worker has not clocked in.
Missed clock-out reminder	Five minutes after the scheduled end if still clocked in.
Progress note reminder	Twelve hours after clock-out if notes have not been submitted.
Transport recording reminder	Five minutes after clock-in when participant transport is available, reminding the driver to record each trip.

These are separate from office notification preferences and shift acceptance reminders. Phone delivery also depends on the worker’s app session and device notification settings. See Notifications.

Integrations and communication

• Xero starts on. Turning it off hides Xero actions while the organisation stays connected. Use Integrations for connection and payroll mappings.
• Announcements starts on. Turning it off hides the announcement composer on Notifications and stops new announcements.

Compliance

All four controls start off:

Setting	What it means
Registered for Module 2A (Behaviour Support Plans)	Record your organisation’s registration. Off blocks claiming Intensive and Complex Behaviour Supports.
High intensity skills warning	Warns when a worker without recorded high intensity support skills is assigned to a relevant shift.
Registered for High Intensity Daily Personal Activities (0104)	Off blocks claiming high-intensity supports.
Registered for Community Nursing Care (0114)	Off blocks claiming nursing supports.