Next Gen NDIS Software
Purpose-Built Rostering, Compliance & Participant Management for NDIS Providers
Built by sitting inside an NDIS provider's office for 6 months. Not by reading the NDIS Practice Standards in a boardroom.
Challenge
NDIS providers are stuck between two bad options: expensive SaaS platforms like ShiftCare or Brevity that charge per-participant or per-user, or spreadsheets and paper that create compliance nightmares. Neither option was built by sitting in an NDIS provider's office and watching how they actually manage shifts, incidents, and participant care.
Case study: The NDIS platform we built for Sydney Disability Support & MCS
Features
Here's what's included
Lead capture & AI-powered scoring
- Multi-channel lead intake: web forms, Facebook/Meta ads, phone enquiries, and referral partner submissions all flow into one pipeline
- AI-powered lead scoring ranks enquiries by likelihood to convert and plan value
- Automated follow-up sequences so no lead goes cold
- Conversion tracking from first contact through to active participant
- Referral source analytics: know which channels bring your best participants
Participant lifecycle management
- Full journey from initial enquiry through onboarding, identity verification, service agreements, to active care
- Comprehensive participant profiles including NDIS plan details, management types, funding categories, and support item allocations
- Circle of Support mapping: family members, guardians, support coordinators, plan managers, and allied health professionals all linked to the participant
- Care instructions, preferences, routines, and communication needs documented and visible to every worker on shift
- Onboarding checklists with automated reminders for missing documents or unsigned agreements
- E-signature integration for service agreements and consent forms
Smart shift scheduling & rostering
- Drag-and-drop roster builder with automatic conflict detection
- Recurring shift patterns for regular participants: set once, roster forever
- Multi-staff assignment for group activities and high-support participants
- NDIS support item linking per shift: every shift knows what it bills against
- Shift request workflows: workers request, managers approve, participants are notified
- Geofencing rules per participant location to enforce service boundaries
- Shift expenses and mileage tracking built into every shift record
- Availability management: workers set their available hours, managers roster against it
Electronic Visit Verification (EVV)
- GPS-verified clock-in and clock-out from the mobile app
- Geofencing alerts when workers clock in outside the expected location
- Real-time visibility into who's on shift, who's arrived, and who's running late
- Automatic timesheet generation from verified clock-in/out data
- Photo verification option for high-compliance environments
Real-time manager dashboard
- Live shift status across all participants and locations, updated via WebSocket (no refreshing needed)
- At-a-glance view of today's shifts, overdue clock-ins, open incidents, and pending approvals
- Team performance metrics: punctuality, shift completion rates, incident frequency
- Quick actions: reassign shifts, approve timesheets, escalate incidents without leaving the dashboard
- Configurable alerts pushed to mobile for critical events
NDIS price guide integration
- Complete NDIS price guide built in: all support items, categories, and regional modifiers
- Rates automatically applied based on time of day, day of week, public holidays, and participant location
- Price guide updates rolled out as NDIS publishes them, with no manual maintenance
- Support for all management types: NDIA-managed, plan-managed, and self-managed
Automated invoicing & NDIS claims
- Generate NDIS-compliant invoices from approved timesheets in bulk
- Automatic line item matching to support categories and plan budgets
- Separate invoicing workflows for plan managers, NDIA, and self-managed participants
- Invoice status tracking: sent, viewed, paid, overdue
- Credit note and adjustment workflows for disputed charges
- Export-ready formats for all major plan management platforms
Budget tracking with smart alerts
- Real-time visibility into every participant's budget utilisation across all support categories
- Automated alerts when budgets are approaching limits, overspent, or significantly under-utilised
- Plan review preparation: see exactly how funds were used before the next plan meeting
- Historical budget trends to support plan increase requests
- Forecast remaining budget based on current service patterns
Incident & hazard reporting
- Structured incident forms with NDIS reportable incident classification
- Automated escalation to managers, senior leadership, and the NDIS Commission based on severity
- Investigation workflows with evidence collection, witness statements, and corrective actions
- Complaint management linked to participants, workers, and services
- Compliance-ready audit trails for every incident, ready for Quality & Safeguards Commission reviews
- Trend analysis to identify systemic issues before they become audit findings
Staff management & payroll
- Comprehensive staff profiles with qualifications, working with children checks, NDIS worker screening, and vehicle details
- Flexible rate configuration: weekday, weekend, public holiday, sleepover, active night, per-km travel rates
- Team structures with supervisors, coordinators, and reporting lines
- Leave management with automatic roster impact analysis
- Timesheet-to-payroll pipeline: approved timesheets flow directly to your payroll system
- Direct integration with Xero and MYOB for seamless pay runs
Training & compliance tracking (LMS)
- Track mandatory training, certifications, and professional development for every worker
- Expiry date monitoring with automated renewal reminders: 90 days, 30 days, 7 days before expiry
- Training completion dashboards for managers and compliance officers
- Link training records to NDIS Practice Standards requirements
- Never fail an audit because someone's First Aid, CPR, or medication competency expired
Communication hub
- Unified communication thread per participant: SMS, email, in-app chat, and phone call logs in one place
- Automated workflow notifications triggered by shift events, incidents, and milestones
- Broadcast messaging to teams, participants, or families
- Configurable message templates with dynamic fields (participant name, shift time, worker name)
- Multi-channel delivery: right message, right channel, right time
Family & guardian portal
- Families log in to view care schedules, shift workers, and upcoming appointments
- Progress notes shared securely: families see what care was delivered and how their loved one is doing
- Two-way messaging between families and the support team
- Transparency that builds trust, reduces complaints, and improves satisfaction scores
AI-powered care insights
- Pattern detection across progress notes to flag behavioural changes, declining engagement, or emerging risks
- Automated suggestions for goal adjustments based on observed progress
- Highlight participant improvements for inclusion in plan review evidence
- Predictive alerts when service patterns indicate potential plan underspend or overspend
Governance & audit framework
- Digital evidence collection mapped to NDIS Practice Standards
- Policy acknowledgement tracking: know who's read what and when
- Compliance controls with configurable rules and automated enforcement
- Audit-ready reporting that gives you confidence before the Commission walks in
Progress notes & goal tracking
- Rich text progress notes with templates per support type
- Goal tracking aligned to NDIS plan domains and participant aspirations
- Photo and file attachments for evidence-based reporting
- Supervisor review and sign-off workflows on notes
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