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Keep up to date with all of the latest changes to Astalty.
Astalty now includes Sites — a major new feature built for SIL providers and organisations that deliver services across multiple locations. Sites gives your organisation a central place to manage every physical and operational location where you deliver supports, bringing together participants, compliance records, operational information, documents, forms, and scheduling all in one place.
Site Types
Every site has a type - SIL House or Other. SIL House sites support a capacity limit, a dedicated schedule view, and the full Sites feature set. Other sites (day programs, offices, respite properties) support scheduling, records, participants, information items, documents, and forms, but without capacity.
Creating and Managing Sites
Sites are created and managed from the new Sites menu item in the left-hand navigation. Each site has a name, type, description, capacity (SIL House only), site manager, address, and optional colour-coded tags for grouping and filtering. Participants can be assigned to a site from the Participants tab, with an occupancy indicator showing current assignment count against capacity. A participant can be assigned to multiple sites, and a site can have multiple participants.
Site Records
Site Records give you a structured way to track compliance documents against a site — fire safety certificates, building insurance policies, pest inspection reports, and more. Each record has an issue date, optional expiry date, optional reference number, and attached files. Astalty automatically tracks whether each record is Current, Expired, Archived, or Missing, so you always have a clear picture of your compliance status. Records can be emailed directly to external recipients such as auditors, landlords, or contractors, and Astalty keeps a full email history for each record. Record types are configured by an administrator in Settings.
Site Information Items
Site Information Items are a place to store practical, day-to-day information that support workers need when they're on shift — lockbox codes, bin collection days, preferred tradespeople, access instructions. Information items are created against types configured in Settings, and types can be marked as visible to support workers so the information surfaces automatically in the mobile app during a shift.
Site Documents and Forms
The Documents tab stores general files attached to a site. The Forms tab lets administrators associate forms with a site so support workers can complete them in site context during a shift — for example incident reports, weekly checklists, or maintenance logs.
Scheduling Integration
The shift form now includes a Site field. Linking a shift to a site means it appears in that site's Schedule tab. For SIL House sites, selecting the site on a shift automatically filters the participant picker to only the participants assigned to that site, keeping rostering accurate and fast. SIL House sites have their own Schedule tab on the site detail page — a dedicated calendar view pre-filtered to that site.
Recurring Charges
Recurring direct charges tied to a site allow you to easily capture weekly SIL charges for your Participants, without navigating away to the Finance tab.
Reports
The Billable Charges report now includes a multi-select Site filter. A new dedicated Site Records report lists every site's records and their statuses in one table, with a toggle to view all sites or just the sites you manage.
Mobile App
Support workers access site information directly from the Shift Details screen in the Astalty app. When a shift is linked to a site, a Site row appears showing the name and address. Tapping it opens the Site screen, where support workers can view records and information items marked as visible to them, and access any site forms associated with the shift. The mobile experience is read-only — all creating, editing, and uploading is done in the Astalty web app.
Permissions
Sites uses role-based permissions. Admins have full access. Managers can create, update, and manage sites, records, and participants. Site Managers can manage records and information items on the sites they are assigned to. Support workers have read-only access to sites linked to their active shifts, and only see the records and information items explicitly marked as visible to support workers.
Getting Started
Before your team starts using Sites, an administrator needs to configure Site Record Types, Site Information Types, and Site Tags in Settings → Sites. Full documentation is available in the Sites section of the guide.
This feature is currently in beta - to request access, please send an email to support@astalty.com.au.
Auditors can now access Resources
Filtering Participant Notes by type
Astalty now includes a dedicated Feedback & Complaints feature (currently in beta), giving organisations a centralised place to capture, track, and resolve feedback and complaints from Participants, families, advocates, and staff.
This is a brand new addition to Astalty, built on top of the existing Forms feature. Once enabled on your account, a Feedback & Complaints menu item will appear in your main navigation, providing a live register of all submissions received.
The register is split into two tabs — Feedback for general feedback, compliments, and suggestions, and Complaints for formal complaints that require investigation and resolution. Each entry is displayed with a reference number, current status, assigned team member, submitter details, subject, and timestamps. You can filter by status, assignee, and archived status, and search across all entries.
Feedback & Complaints forms are created using the new Feedback & Complaints Form template in the Forms builder. The template comes pre-built with sections for feedback type, sentiment, submitter contact details, service experience ratings, feedback details, background information, and an acknowledgement. Any submission made against a form built from this template will automatically appear in the register.
Published Feedback & Complaints forms can be embedded directly on your organisation's website using either an embed code or an iframe. Submissions made through the embedded form flow straight into your Astalty register in real time, so nothing is missed.
Each entry in the register has a dedicated follow-up screen showing the full submission alongside key details including reference number, type, status, sentiment, assignee, submitter contact information, subject, details, and follow-up and resolution notes. From here you can update the status of an entry through a structured workflow — New, Acknowledged, In Progress, On Hold, Resolved, and Closed — and record notes as the matter progresses.
Entries can be assigned to a team member directly from the edit panel. When someone is assigned, they receive a notification so nothing falls through the cracks.
Any entry can be exported as a PDF from the Actions menu, capturing the full details of the submission in a single shareable document for audits, evidence, and stakeholder reporting.
Once an entry has been marked as Resolved or Closed, it can be archived. Archiving also archives the linked form submission. Archived entries can still be viewed by changing the Archived filter on the register.
You can configure notifications to alert team members as soon as a new feedback or complaint entry is submitted, ensuring the right people are informed immediately.
To enable Feedback & Complaints on your account, reach out to support@astalty.com.au.
Full documentation is available in the following guides:
App Privacy (Blocking Screenshots)
Filtering All Signature Requests
Schedule Alerts
Conflicting Shifts
Supports Report
Select and Deselect All for Participant Tags
Contact Tags
Schedule Filter Updates
Supports Without Notes Export
We've introduced a new Record Acknowledgement feature for Scheduling, giving organisations a way to ensure Support Workers have read key Participant documents before their shifts. This release covers the core feature, a supporting notification, and a new report — all currently available in beta.
Record Acknowledgement — Records with a Record Type of Visible to Support Workers can now be marked as Requires Support Worker Acknowledgement. Once set, Support Workers are prompted to read and confirm the document via the Astalty app, with acknowledgement indicators appearing on the home page, shift details, and participant profile. Workers must scroll to the bottom of the document before the acknowledgement button becomes available.
Record Acknowledgement Notification — A new push notification can be enabled under Notifications > Scheduling > Participant Record Acknowledgement. When created, reminders are automatically sent to Support Workers every Monday for any Participant records requiring acknowledgement within the next two weeks.
Record Acknowledgement Report — A new report is available under Reports > Scheduling > Record Acknowledgements. It displays acknowledgement status across your team and can be filtered by date range, Participant, Support Worker, and status (Acknowledged / Not Acknowledged), making it easy to monitor compliance.
This feature is currently in beta. To enable it on your account, please contact support@astalty.com.au.
For more information, check out the following guides:
Extend 1:1 Recurring Supports
SCHADS Interpretation Playground
User Access for Auditors
Duplicating Form Fields
Improved Document Viewing
New Filters in the Schedule
Information Items Audit Trail
Improved Unavailability Visibility in Schedule View
Participant Duplication Optional Feature
Sorting within Risks page
Bulk Publishing and Unpublishing from the All Shifts Page
Laundry Allowance
We’ve introduced Chat (Beta), Astalty’s built-in messaging feature that enables teams to communicate directly within the platform.
Chat supports real-time communication across your organisation, including:
Direct messages for private, one-on-one conversations
Group channels for team, location, or topic-based discussions
A structured chat interface with a channel list, message threads, and compose area
Full conversation history, with the ability to scroll and search across messages
Rich messaging features, including formatting, file attachments, mentions (@), reactions, and pinned messages
System messages to track activity (e.g. members added, channels updated, pins)
Notifications for mentions and new messages
Online presence indicators to see who is available in real time
For administrators and authorised users, Chat also includes:
Creation and management of group channels and members
Ability to link User Groups for automatic channel membership syncing
Control over Chat settings and permissions (e.g. message editing, deletion, history visibility)
Chat is accessible via both the web platform and mobile app, providing a consistent communication experience across devices.
Important:
This feature is currently in Beta and must be enabled on your account. Please reach out to support@astalty.com.au to have this feature enabled on your account.
Available functionality may vary depending on your role and permissions (e.g. support workers vs admins).
For more information, visit the following guides:
Filter by Task Invoiced Status
Adding Additional Recipients for e-signatures
Setting Required Records by Participant Tags
Incident Collaborators
Sending Multiple User Records for Signing
Participant Documents Report
Preferred Names now in Participant Export
Travel Evidence Policy
We’ve introduced Active Overnight Periods to better capture and manage situations where a support worker is woken during a sleepover shift.
This enhancement ensures greater accuracy across time tracking, approvals, payroll, and billing, while keeping workflows simple for both support workers and schedulers.
Active Overnight Period Recording (App)
Support workers can now log periods where they are awake and providing support during a sleepover
Each period can include:
Start and end times
A reason for the disturbance
Optional evidence (e.g. photos)
Multiple periods can be recorded within a single shift
Workers are prompted to end any active period before clocking out
Scheduler Review & Management
Active overnight periods are visible within:
The shift view, and
Shift Approvals
Schedulers can review, edit, and approve each period
Additional periods can also be added by schedulers if required
Auto-Approval Controls
New setting in Scheduling Settings to define an active overnight auto-approval threshold
Periods within the threshold can be automatically approved
Periods exceeding the threshold are flagged for manual review
Enhanced Shift Approval Workflow
Active overnight periods are now part of the standard approval process
A shift is only considered fully reviewed once each of the following has been approved (where applicable):
Hours
Travel
Active Overnight Periods
This feature aligns with SCHADS Award requirements and NDIS pricing rules:
The sleepover allowance includes up to 2 hours of active overnight support
Any time beyond 2 hours is:
Paid to workers as overtime, and
Charged separately in line with NDIS rules
NDIS Charging Rules:
First 2 hours — included in the sleepover allowance
Additional time:
Weekdays — charged at Saturday rates
Saturday — Saturday rates
Sunday — Sunday rates
Public Holidays — Public Holiday rates
This feature is currently in beta and may continue to evolve
To be part of the beta testing for this feature, please reach out to support@astalty.com.au
For more information, visit the following guides:
Custom Tag Colours
Shift Alerts Banner
Improved Document Selection in User Records
Plan Change Notifications
Default Content for Information Items
Undo Shift Approvals
Support Workers can now upload required Records directly through the Astalty mobile app. This includes the ability to capture documents via camera, select files from their device, and provide additional details such as issue and expiry dates.
This enhancement significantly streamlines Record management by reducing reliance on external systems and manual follow-ups. By enabling real-time uploads and notifications, it ensures Records are submitted and maintained more efficiently — improving compliance, reducing admin overhead, and creating a more seamless workflow across the organisation.
For more information, visit the following guides:
Cloning Tasks
Minimum Character Count for Case Notes
Downloading Participant Goals as a PDF
Updated Shift Clashes Report
Adding Participants to a Group Support After it has Ended
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.
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
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.
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.
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)
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.
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.
Added User Notes
Xero Payroll Integration Update
Improved Shift Cloning
Improved Record Sorting
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.
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.
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.
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
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:
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