- Scheduling
- Overview
Overview
Scheduling & Rostering in Astalty is built for NDIS providers. It lets you schedule shifts, manage rosters, and coordinate services across your whole team — from one-on-one supports to group activities — all in one connected system.
NDIS rostering is complex. Between managing worker availability, matching participant preferences, tracking travel, and staying compliant, it's easy for things to slip through the cracks. Scheduling brings it together so you can build rosters that actually work, with visibility on gaps, clashes, and availability before they disrupt your team.
Access to Scheduling is controlled by your organisation's optional features and each user's permissions, so not every team member will see it in the sidebar.
What Scheduling is designed to do
Build compliant rosters
Plan shifts with confidence and catch problems before they reach your team.
- Smart scheduling — match workers to shifts based on availability, skills, and participant preferences.
- Proactive alerts — get warned about clashes, gaps, and compliance issues before they become problems.
- Availability matching — see which workers are available and suitable for each shift at a glance.
- Travel time tracking — factor in travel between shifts to keep rosters realistic and reduce worker burnout.
Empower support workers in the field
The Astalty app gives your team what they need to stay organised on the go.
- Clock in & out — workers clock in and out from their phones, with optional location data for accurate timesheets.
- Notes on the go — document supports, incidents, and progress notes directly from the field.
- Instant roster updates — workers receive push notifications when their roster changes.
- Participant profiles — access participant information, preferences, and records from the app.
Deliver consistent direct supports
Manage one-on-one supports efficiently and build continuity of care.
- Recurring shifts — set up repeating shifts for regular supports without rebuilding the roster each week.
- Participant preferences — match workers to participants based on compatibility and support requirements.
- Support hour tracking — monitor hours delivered against funding to help prevent overspending.
- Continuity of care — assign consistent workers to participants to build trust and quality.
Run group activities
Schedule group programs while staying within capacity and ratio requirements.
- Capacity management — set participant limits and avoid overbooking.
- Staff ratio compliance — maintain correct worker-to-participant ratios for safety and compliance.
- Attendance tracking — mark attendance for group sessions and update service delivery records automatically.
- Recurring programs — schedule weekly or fortnightly activities without repetitive manual entry.
Getting started
Follow these steps before you start rostering:
- Enable Scheduling — turn on the feature from Optional Features (Account Owner only).
- Configure Scheduling Settings — set payroll platform, shift approvals, case note requirements, and push notifications.
- Enable users for scheduling — mark support workers as eligible to be assigned to shifts.
- Create services — add scheduled services to a participant's NDIS plan so shifts can be billed correctly.
How the roster moves through Astalty
Most organisations work through a rostering cycle: plan the roster, publish it to support workers, review what happens in the field, then process completed shifts for payroll and billing. The Scheduling Overview walks through the in-app menu that supports each of these stages.
Core concepts
Published and unpublished shifts
New supports are created as unpublished by default. Support workers only see published shifts in the app — unpublished shifts appear as transparent boxes on the Schedule.
Before publishing, review unassigned shifts, availability, and clashes. See Published and Unpublished Shifts and the suggested Publishing Workflow.
Support worker access
For a user to appear when assigning a shift, they must:
- Have the Support Worker role (or equivalent permissions).
- Be marked as able to be scheduled for supports on their user profile.
Team members such as coordinators can also be scheduled on supports when enabled. See Scheduling Office Staff to Supports.
Services and charge items
Shifts link to services on a participant's NDIS plan. Scheduled services (community access, SIL, group activities, and similar) use the rostering workflow; unscheduled services (support coordination, allied health) typically do not.
Configure charge item sets and ratios before rostering complex supports. Start with Creating a Service.