We’re pleased to share that the first iteration of Work Types for Payroll is now in Beta testing with selected providers, and is expected to be available for all providers very soon.
Work Types allow you to categorise Shifts to trigger the relevant payment conditions in your payroll system, for example, allowances, penalty rates, or kilometre reimbursements. Once enabled for your organisation, you’ll be able to:
Configure Work Types in System Preferences, with the appropriate settings, the ability to mark them as active or inactive and assign an ‘Integrated System ID’ for payroll system mapping
Assign Work Types to Shifts in Activities, with the ‘Not Paid’ checkbox automatically disabled once a Work Type is assigned
See Work Types in the Timesheet Batch list results and the Detailed Timesheet Batch export, supporting providers using various payroll systems
Send Work Types to Employment Hero via the Timesheet API integration, where they trigger the corresponding payment conditions configured in Employment Hero
View and filter Work Types in the Staff Hours Report and the Activity Staff Report, with Work Types appearing in the on-screen results, search filters, and all exports
Once a Shift is part of an Activity that has been Signed Off, Work Types are locked from further editing.
Further communications will be sent when these updates (Work Types and the Employment Hero Timesheet API) are ready to launch for all providers, along with the accompanying learning material, noting that we will be running a User Group on Work Types very soon.
This release introduces a number of long-awaited enhancements to Client Incidents, supporting more flexible reporting, better alignment with Journal locking, and greater consistency between the Web App and Mobile App workflows.
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A new ‘Lock Client Incidents after’ setting has been added in System Preferences, allowing providers to apply consistent locking rules across both Client Incidents and Journal records.
This setting is defaulted to 0 (never lock), so there is no change in behaviour for existing providers. Providers wanting to lock Client Incidents in line with their Journal locking can update this setting themselves at any time.
When a Client Incident is locked, the Incident record itself is locked from further edits, however Tags and Actions can still be added, updated, and progressed. This allows Actions to continue to be created and worked through after the Incident itself is locked.
The existing ‘Edit Locked Journals’ privilege now also applies to Client Incidents, so staff who already have this privilege (typically Team Leaders) will be able to edit locked Client Incidents in the same way they can edit locked Journals. No additional permissions configuration is required.
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The Client Incident Report can now be exported to CSV in addition to the existing PDF, enabling more flexible reporting and analysis of Client Incident data.
This allows organisations to:
Pull Client Incident data into spreadsheets for custom reporting, sorting, and filtering
Aggregate Client Incident information for board reports, NDIS Quality and Safeguards Commission reporting, or internal review
Combine Client Incident data with other data sources for trend analysis
The CSV export reflects the same filters applied to the on-screen report, so staff can target the export to a specific date range, Service, Incident Type, or other search criteria.
Please see the new Client Incident Report Export article for more information.
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This release also includes the foundational web app work to support creating Client Incidents and Client Incident Actions from the Mobile App.
The corresponding Mobile App update is scheduled for release early next week, at which point support workers will be able to:
Create a Client Incident directly from a Journal record in the Mobile App
Create Client Incident Actions from the Client Incident Actions tab in the Mobile App
We will share a separate update once the Mobile App release is live.
The Documents tab of the Client record has new filtering options to help staff identify documents that need attention:
Filter for documents with no Document Type assigned
Filter by Compulsory Documents
A fix has also been applied to ensure the ‘Other’ Document Type option appears correctly in the filter.
Please see the Client Documents tab overview article for more information.
This release introduces a number of enhancements to support NDIS billing accuracy, helping providers reduce claim rejections, prevent unintentional changes, and ensure Activities are correctly funded before sign-off.
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A long-requested feature, this release introduces the ability for providers to restrict editing of NDIS Support Allocations to staff with Activity management permissions.
This helps reduce the risk of unintentional changes to NDIS Support Allocations by support workers, supporting better data quality and reducing the risk of incorrect NDIS claims.
How it works
A new System Preference, ‘Restrict adding/editing NDIS Support Allocations to Staff who can manage Activities’, has been added under the Funding tab in System Preferences.
This setting:
Defaults to off, so there is no change in behaviour for existing providers
When enabled, it follows the same rules as who can edit Activities, including respecting the existing ‘Only Team Leaders can edit Activities’ Site/Service setting
Correctly handles staff who are a Team Leader on one Site/Service but a support worker on another, applying the right permission for each context
What support workers will see when this setting is enabled
Support workers who don’t have Activity management permissions will still be able to view existing NDIS Support Allocations, including allocated quantities and entered data, however the allocation fields and the search lookup will be greyed out and non-interactive. They will not be able to add new allocations.
This ensures support workers retain visibility of what has been allocated for the participants they support, without being able to make changes.
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A new validation has been introduced to help prevent NDIS claim rejections caused by Support Items being recorded against Activities that don’t match the Support Item’s eligible day or time of day.
When an allocated Support Item’s day/time type (for example, Weekday Daytime, Weekday Evening, Saturday, Sunday, or Public Holiday) does not match the Activity date and time, a warning is now displayed in:
The NDIS Support Allocation modal, in real time as Support Items are selected
The Activity page itself, so staff are alerted before sign-off
A backend validator also stores a flag against affected Support Allocations, supporting future reporting and follow-up.
This is the first phase of NDIS Support Item Day/Time Validation, with further refinements planned in future releases.
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Two new safeguards have been added at Activity Sign Off to support NDIS billing accuracy.
a) Sign Off blocked when NDIS Support Items haven’t been allocated
Activity Sign Off is now blocked when NDIS Funding is selected as the Funding Source, but no Support Items have been allocated. This ensures that Activities are not signed off without the required Support Item information for NDIS billing.
b) Warning when Billable (No Funding) is selected for a participant with active NDIS Funding
A new amber warning is now displayed inline under Funding Source when Billable (No Funding) is selected for a participant who has an active NDIS Funding record. A matching warning appears at Activity Sign Off, helping staff identify Activities where the Funding Source may need review before sign-off.
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A few additional refinements have been made to the NDIS billing workflow:
Activity start and end time now display next to the Activity date in the NDIS Support Allocation modal, providing a clearer context when allocating Support Items.
Activity replication now selects the correct Funding Period when a Client has multiple Funding Periods with different components, ensuring replicated Activities reference the appropriate Funding Period.
The linked Funding Plan name is now included at the end of the Client Funding Search and NDIS Budget Utilisation Report exports.
