# User Name and Registration Number

Source: https://docs.astalty.com.au/guide/finance/invoicing/invoices/user-name-and-registration-number

> Add staff names and registration numbers to your invoices.

## Overview

Within Astalty you can include your staff members' names and registration numbers on your invoices. When shown, the name appears under the charge as **Delivered By**, with any registration numbers listed beneath it.

![The sample Tax Invoice PDF from Preview Invoice PDF, numbered I-SAMPLE-0001, with an arrow pointing to the Delivered By name Sample S. under the first line item, above its AHPRA and WWCC numbers. The second line item shows the same Delivered By details.](https://docs.astalty.com.au/assets/invoice-delivered-by-line-items.png)

This is set up in two places:

1. **On each user's profile** - choose how that person's name should be written on invoices (**Invoice Display Name**).
2. **In your Invoice Settings** - choose whether names appear on charges from **scheduled supports**, and on which invoice types.

## Step 1 - Set the user's Invoice Display Name

Open the user's profile, select **Edit**, then select **More** to reveal the **Advanced** section. The **Invoice Display Name** field starts as **Not set** for every user - a placeholder, not a selectable option - until you choose **Do not display**, **Full Name** or **First Name & Last Initial**. To return to **Not set**, use the clear icon that appears once a choice is made.

| Option                        | What appears on the invoice                                                                                                                                                                                                                                                           |
| ----------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Not set**                   | No name on charges from Tasks. Scheduled-support charges fall back to the provider's format instead - see [Step 3](#step-3--allow-names-on-scheduled-support-charges). This is the default.                                                                                           |
| **Do not display**            | No name on any charge - Tasks and scheduled supports alike. Nothing in [Step 3](#step-3--allow-names-on-scheduled-support-charges) overrides this.                                                                                                                                    |
| **Full Name**                 | The user's full name, for example `Tad Gislason`, on every Task charge, and on scheduled-support charges only when **Show support worker name on invoice** is on for that invoice type - see [Step 3](#step-3--allow-names-on-scheduled-support-charges).                             |
| **First Name & Last Initial** | The user's first name and the initial of their surname, for example `Tad G.`, on every Task charge, and on scheduled-support charges only when **Show support worker name on invoice** is on for that invoice type - see [Step 3](#step-3--allow-names-on-scheduled-support-charges). |

Select **Update User** to save.

![The Advanced section of the Update User drawer, with an arrow pointing to the Invoice Display Name drop-down showing Not set, open on Do not display, First name & last initial and Full name.](https://docs.astalty.com.au/assets/user-invoice-display-name-options.png)

> **Use First Name & Last Initial for confidentiality, or Do not display to omit the name entirely**
>
> **First Name & Last Initial** still lets an invoice recipient tell your workers apart on the invoice, without disclosing each worker's full name to Plan Managers, Participants or the NDIA. For a worker who must never be named - for example, for their own safety - choose **Do not display** instead: unlike leaving the field **Not set**, it is never overridden by the provider's **Show support worker name on invoice** setting (see [Step 3](#step-3--allow-names-on-scheduled-support-charges)).

> **Every user starts Not set**
>
> **Invoice Display Name** is **Not set** for every user until you or they choose an option, so no staff names appear on **Task** charges by default. **Scheduled-support charges** are not covered by this default - they fall back to the provider's format instead, see [Step 3](#step-3--allow-names-on-scheduled-support-charges). If a user only has a first name recorded, **First Name & Last Initial** shows just their first name.

## Step 2 - Add a Registration Number (optional)

Create the registration number within the **Reference Numbers** section of the user's profile and enable **Show On Invoice**. A common use is an AHPRA number.

![A user's Profile with the Add Reference Number button highlighted on the Reference Numbers card, which lists numbers by Label, AHPRA, Blue Card and NDIS Worker Screening, and Value, each with an eye or crossed-out eye icon.](https://docs.astalty.com.au/assets/reference-number.png)

Learn how to add a reference number in [Updating Users](https://docs.astalty.com.au/guide/users/updating-users#adding-a-staff-reference-number).

## Step 3 - Allow names on scheduled support charges

Setting an **Invoice Display Name** is enough for charges that come from **Tasks** - they show the assigned user's **Full Name** or **First Name & Last Initial**; **Not set** or **Do not display** both hide the name instead.

For charges that come from **scheduled supports and travel**, turn on **Show support worker name on invoice** in [Invoice Settings](https://docs.astalty.com.au/guide/settings/invoices-settings#show-support-worker-name-on-invoice), select which invoice types it applies to - **Self Managed**, **Plan Managed** and/or **NDIA Managed** - and choose a **Display as** format: **First name & last initial** (default) or **Full name**.

![A ticked Show support worker name on invoice checkbox, described as showing the support worker's name on PDF invoices for the selected management types, above an Invoice types field holding Self Managed, Plan Managed and NDIA Managed, and a Display as dropdown set to First name & last initial.](https://docs.astalty.com.au/assets/invoice-settings-support-worker-name-display-as-guide.png)

This is particularly useful for 2:1 Direct Support or [Group Support](https://docs.astalty.com.au/guide/finance/invoicing/invoices/group-support-ratios), where two workers deliver the same support item at the same rate and the line items would otherwise be indistinguishable.

> **The provider format only fills in for workers left Not set**
>
> Once **Show support worker name on invoice** is on for an invoice type, every Support Worker whose **Invoice Display Name** is **Not set** shows in the provider's **Display as** format on their scheduled-support charges for that type. A worker's own **Do not display**, **Full Name** or **First Name & Last Initial** always wins instead - the provider format never overrides an explicit choice.
>
> **Before turning this on**, check every Support Worker's **Invoice Display Name**. A worker who must not be named on invoices - for example, they use an alias with a Participant who poses a safety risk to them - needs **Do not display** set on their own profile; leaving it **Not set** is not enough, since it still picks up the provider format. Direct charges are not linked to a user, so they never show a **Delivered By** name.

## Video Walkthrough

See our video walkthrough below on how to complete this process.

> **The video shows an earlier version of this screen**
>
> In the video, the user profile has a single checkbox for showing a name on invoices. That checkbox has since been replaced by the **Invoice Display Name** dropdown described above, which adds the **First Name & Last Initial** option. The rest of the process is unchanged.

Video walkthrough: showing names and registration numbers on invoices.