Astalty Changelog

NDIA Auditor Access

We’ve introduced NDIA Auditor Access, making it easier for organisations to manage audits securely and efficiently.

Users can now invite NDIA auditors directly to their account and grant them temporary, read-only access to specific Participants. This allows auditors to review Participant Records and Reports without requiring manual data exports or internal supervision.

Auditor accounts are free and do not count toward your user limit, and access is automatically deactivated after 14 days to ensure secure, time-limited auditing.

How this improves audit management:

• Simplifies audit preparation by allowing auditors to securely access the information they need.

• Reduces manual work by removing the need to export and share Participant data.

• Improves security and compliance with read-only permissions and automatic access expiry.

• Provides better control by allowing organisations to restrict auditors to specific Participants.

This update helps teams manage NDIA audits more efficiently while maintaining strict data access controls.

*Please Note — This is an Optional Feature that will need to be enabled on your account by Astalty Support.

For more information, visit the Inviting NDIA Auditors to your Account guide.

Other Improvements

• Assignee Column Added to Incident Registers

• Clone and Extend Supports

• Waitlist Status Icon on Participant Profiles

• Prefill Employment Contract Data from Xero

• Archiving Broadcasted Shifts

Scheduling Award Alerts

We have recently introduced Scheduling Award Alerts — a significant enhancement designed to support SCHADS Award compliance at the point of rostering.

Scheduling Award Alerts automatically analyse a worker’s existing roster whenever a shift is created or assigned. The system proactively identifies potential Award breaches before a shift is confirmed, helping providers avoid unintended overtime costs, fatigue risks, and non-compliant broken shift arrangements.

What’s Included

Real-time Award Compliance Checks

• Automatic analysis when assigning shifts from the Unassigned Shifts page

• Automatic checks when creating new Direct Support shifts

• Alerts displayed directly within the Suggested Support Worker table

Configurable Alert Controls
Each alert category can now be independently configured in Settings > Scheduling:

• Disabled — No alerts shown

• Warn Only — Warning displayed, assignment still allowed

• Prevent Selection — Worker cannot be assigned

This allows providers to align system behaviour with internal rostering policies and risk tolerance.

Award Areas Covered

The new alert system includes coverage across key SCHADS Award requirements:

Overtime

• Daily ordinary hours cap

• Weekly (38 hours) and Fortnightly (76 hours) period caps

• Rostered ordinary hours exceeded

• Broken shift spread overtime

Fatigue Management

• Minimum break between shifts

• Maximum consecutive working days

• Minimum required days off per period

Shift Duration

• Exceeds ordinary hours per shift

• Exceeds maximum shift length

• Minimum engagement requirements

Broken Shifts

• Broken shift formation requiring employee agreement

• Maximum of 3 work periods per day

• Broken shift spread exceeding allowable limits (including double time triggers)

Pay Period Configuration Enhancements

To ensure accurate overtime and period cap calculations, Scheduling settings now include clearer Pay Period configuration:

• Support for Weekly (7-day) and Fortnightly (14-day) cycles

• Reference Date anchoring to correctly align payroll periods

• New “Detect from timesheets” option to automatically determine period type and reference date (where timesheet batches exist)

Correct pay period setup ensures accumulated hours are calculated accurately and prevents false overtime alerts.

Why This Matters

This release represents a major compliance and cost-control improvement. By surfacing Award risks before shifts are finalised, providers can:

• Reduce payroll surprises

• Prevent unintended overtime and penalty rates

• Support worker wellbeing and fatigue management

• Maintain stronger SCHADS Award compliance

• Make more informed, confident rostering decisions

Scheduling Award Alerts is now fully integrated into the rostering workflow and forms a core part of Astalty’s award-aware scheduling capability.

For more information, visit the Scheduling Award Alerts guide.

Other Improvements

• Added User Notes

• Xero Payroll Integration Update

• Improved Shift Cloning

• Improved Record Sorting

Form Export Improvements — Summary Details Now Included

Incident Reports

Following valuable user feedback, we’ve enhanced the PDF Export for Incident Reports to deliver a more complete and transparent record of each incident.

The exported PDF now includes all key information captured within the Incident Details section, ensuring nothing critical is left out when sharing reports externally. This includes:

• Incident Summary — Type, Status, Incident Date, Category, Severity, and Completed Date

• Reporting Information — Reported By, Reported At, NDIS Reportable details (Reportable Type and Reportable ID), and Assignee

• Details — All information entered by Astalty users

• Follow Up Details — Actions, updates, and review information added by Astalty users

• Who Was Involved — Individuals selected as being involved in the incident

This improvement ensures that follow-up actions, reviews, and outcomes are clearly documented in the exported PDF. By providing a more comprehensive and accurate record, this update strengthens transparency and makes it easier to confidently share incident documentation with stakeholders, auditors, and leadership teams.

For more information, visit the Incident Follow Up guide.

Referral Forms

You'll also find that Referral Forms printed from the Referrals Register will now include the Referral Summary and Details completed during the Referral acceptance process, ensuring all key information is captured in the printed document.

For more information, visit the Referral Follow Up guide.

All Other Form Submissions

Additionally, you can export PDF's for all Forms from the All Submissions page of the Forms menu. Please note, information captured in the Incident and Referral Registers will not be included in the PDF exports when accessing through All Submissions.

This update allows users to generate a professional PDF version of any submitted Form, including all captured responses, and basic summary information. The exported document provides a clean, shareable record suitable for printing, secure storage, or external distribution.

This enhancement improves accessibility of form data, streamlines record-keeping, and makes it easier to retain and share completed submissions when required.

For more information, visit the Viewing Submissions for a Form guide.

Other Improvements

• Staff Birthdays Report

• Better Visibility of Address Details on Hover

• Pay Group Override for Shifts

• New Search Function for the Astalty Video Library

• Participant Tags Export

Auto-Generated Incident Numbers

We’ve made a practical improvement to the way Incidents are managed in the system.

From now on, every Staff and Participant Incident form is automatically assigned a unique Incident Number at the time it’s created. This number is displayed directly within the Incidents Register and is fully searchable, making it easier than ever to locate and reference specific records.

This enhancement was introduced to support clearer, more efficient incident management - particularly for Participants who may have multiple or recurring incidents. Instead of relying solely on names, dates, or descriptions, teams can now quickly search and reference a precise Incident Number, reducing ambiguity and saving time.

The addition of unique Incident Numbers also strengthens communication across the organisation. Whether you’re documenting details in case notes, liaising with internal teams, engaging external stakeholders, or tracking follow-ups and related documentation, having a consistent reference point ensures everyone is aligned on the exact incident being discussed.

Overall, this update enhances record management, improves traceability, and provides greater oversight across all incidents - helping teams work more efficiently while maintaining clarity and accuracy in every interaction.

For more information, visit the following guides:

• Participant Incidents

• Staff Incidents

Other Improvements

• Utilisation Export Update

• Improved Navigation (Open in New Tab)

• Undo Clock Out

• Custom Invoice Prefix

• Improved Multi-Select Dropdown Experience

• My Payments Export Improvements

• Filter User Export By User Groups

• Notes for Shift Hours and Travel Approvals

• User Login History Export

Improved Primary & Other Address Management

Users can now easily switch an address between Primary and Other using the Edit option in the three-dot menu. When a new Primary Address is selected and confirmed, the Previous Primary Address will automatically be reassigned as an Other address.

This update improves flexibility for Participants who may move between addresses or regularly alternate accommodation arrangements.

Who This Supports
This enhancement is particularly beneficial for Participants who switch between residences on a recurring basis, including:

• Guardianship arrangements

• Shared custody scenarios

• Temporary or short-term placements

Impact

• Reduces administrative effort when updating frequent address changes

• Ensures address records remain accurate and clearly identified

• Minimises confusion about which address is currently Primary

• Supports compliance and accurate communication records

This update streamlines address management while better reflecting real-world accommodation arrangements for Participants.

For more information, visit the Profile guide.

Other Improvements

• Undo Clock-In for Faster Corrections

• Managing Assistance with Self-Care & SIL Supports in Astalty

• Smarter Browser Tab Titles

Improved Support Note Visibility Settings

We’ve enhanced Support Note visibility settings to give organisations greater control over how historical Support Notes are shared, helping Support Workers feel more prepared and informed before heading into a shift.

By allowing appropriate access to previous Support Notes, Support Workers can better understand recent updates, preferences, and important context for their assigned Participants — reducing surprises and supporting more consistent, confident care.

Support Worker visibility options include:

• Disabled — Support Workers will not be able to view any Support Notes for their Participants that were created by other Support Workers.

• Show All — Support Workers will be able to view all Support Notes for their Participants from all Support Workers, providing full historical context.

• Show for Time Range — Support Workers will be able to view Support Notes for their Participants from all Support Workers within the defined History Limit (set in days). This allows organisations to tailor how much historical information is shared, based on what best suits their operational preferences.

In addition, organisations can now control Note Visibility for Team Members. Team Members may include roles such as Support Coordinators or other administrative or clinical staff who may find it useful to review Support Notes for oversight, planning, or continuity purposes.

Team Member visibility options include:

• Visible

• Hidden

No history limits apply to Team Member visibility settings.

These updates are designed to support better communication, improved preparedness, and stronger continuity of care across your team.

For more information, visit the Scheduling Settings guide.

Other Improvements

• Greater Control over Risks PDF Export

• Improved Alert Management Workflow

• Enhanced Invoice Summaries for Clearer Cash Flow Insights

• Form Submissions Export - Exclude Archived Forms

• Improved Export Visibility for Participant Sign-Offs

• New Note Template Types

Managing Calendar Events on behalf of other Users

We’ve added a new permission in Astalty that makes it easier for Admin users to manage calendar events on behalf of other users.

By default, the optional Admin permission for Can manage calendar events on behalf of other users, is already enabled for the Account Owner. For all other Admin users, it’s turned off initially but can be enabled if needed. This permission isn’t available to Managers or Team Members.

Once an Admin has this permission enabled, they’ll be able to create, update, and delete calendar events for other users. This is especially helpful when assisting with scheduling, managing coverage, or making changes on someone else’s behalf.

When creating or editing a calendar event, an Event Owner field will appear. This allows the Admin to choose which user the event belongs to. If the user doesn’t have this permission, they won’t see the Event Owner field at all and will only be able to manage their own events.

To enable this for an Admin, the Account Owner can do so by selecting the Admin user within Users, navigating to and editing their Permissions to enable Can manage calendar events on behalf of other users.

This update gives Admins more flexibility to help manage calendars across the team, while still keeping clear boundaries around who can do what. If you have any questions or need help setting this up, feel free to reach out.

For more information, visit the Calendar Events and Tasks guide.

Other Improvements

• Cloning a Shift (Internal or Non-Support)

• Improved Alert Functionality

• Schedule of Supports - Unit Amount

• Participants Without Goals Report

• Participant Risk Review Notification

• Improved Shifts Export

• Participant Contact List PDF Export Enhancement

Managing referrals just got a whole lot easier.

You can now add referrals to a dedicated waitlist, giving you a simple way to keep track of potential participants when you don’t have capacity right now.

In just a couple of clicks you can now add Referrals to the Waitlist. This lets you safely park the referral and come back to it later when your capacity opens up - no more losing track or juggling reminders. While your referral is in the Under Review status, select Update Status and choose Add to Waitlist... It's that easy.

And as soon as you’re ready to take someone on, head to the Waitlist, open the referral, and update its Status to Accept or Decline. It’s a flexible, stress-free way to manage demand while staying organised and ready for what’s next.

4. This referral will now appear in the Waitlist for future action

Other Improvements

• Missing Support Notes Reminder Notifications

• TeleConsult Check-In

• Filter Participant Alerts Report by Caseload

• 2026 Public Holidays - All Sorted

• Inactive Xero Pay Items

• Form Label Character Count

• Bug Fixes

Completing Forms in the App

You asked, we delivered! You can now make Forms available for Support Workers to complete directly within the Astalty app, helping ensure important information is captured during supports.

When creating or editing a Form, you can enable Allow Support Workers to complete this Form on any Supports within the Astalty app. Once turned on, the Form will appear on every support for every Participant, making it easy for Support Workers to access and complete when needed.

If a Form is only relevant to a specific Participant, such as an individual ABC report, you can instead assign the Form directly to that Participant from their profile. This ensures Support Workers only see and complete Forms that are relevant to the Participant they are supporting.

Other improvements

• Associate a Form to a Specific Participant

• Updating Addresses Used in Scheduled Supports

• Email a Participant’s Support Schedule

• Support Worker Compatibility - Preferred Teams

• Apportioned Sleepover for Group Shifts

• Sleepover Duration Warning

• Travel Reminder When Clocking Out

• Export Timesheet for Xero (CSV)

• Multiple Employment Contracts per Employee

• Filter Supports Report by Support Type

• Adding funding periods to existing services

• Weekday Daytime Travel Charge Item

• Additional Information on Invoices

• Missing Claims Handling When Applying NDIA Receipt Files

• No More Automatic Zoom on iOS Input Fields

Archiving Goals

We’ve introduced the ability to Archive Goals to help users keep their goal lists focused and clutter-free. Many of our customers may be tracking multiple years' worth of goals per participant, which can easily lead to long lists of goals. This function can only be actioned if the goal doesn't sit within a current Associated Plan and can be accessed via the Edit Participant Goal page. Being able to archive any goal now that’s no longer active or relevant, will result in smoother workflows for anyone managing the goals and utilising them in Tasks.

Example of a Goal which is associate to a current plan - Only goals from past plans can be archived.

When viewing the Participant's goals, you can toggle between viewing Active, Archived, and all goals by using the Archived Filter.

The example below shows the Archived filter showing both Active and Archived goals.

More Improvements

• Participant Export

• Tasks Export

• Bug Fixes