Qualification Checks When Rostering

Overview

Once required qualifications have been set up — either against a role or against a Participant — Astalty checks them every time you roster someone, and surfaces the result in a few places across scheduling.

There are two possible outcomes:

• Warn — the worker is flagged, but you can still roster them.
• Block — the save is rejected and the worker can't be selected.

Saving a Shift or Support

This is the check that always applies. If you try to save a shift or support with a worker who fails a Block-level requirement, the save is rejected with an error naming the worker and the qualifications they're missing:

Jane Citizen cannot be assigned without the required qualification(s): First Aid, NDIS Worker Screening.

The error appears against the Support Workers field. Warn-level issues never produce this error — those saves go through normally.

On the Schedule

A small red or amber file-with-an-X icon appears next to a worker's name when they have a qualification issue:

• Red means at least one issue is Block-level.
• Amber means the issues are Warn-level only.

Hovering it shows Missing qualifications, then one line per issue:

First Aid is required but the worker does not hold a valid one.

Manual Handling is required by this participant but the worker does not hold a valid one.

You'll see this indicator in two places.

On the Schedule, it sits under the worker's name in the left-hand row labels — next to their rostered hours — when the calendar is grouped by Support Worker:

In All Shifts, it sits under the worker's name in the Support Worker column, against each affected shift:

Choosing a Worker

When you pick a worker from the suggestions list — including on the shift board and when creating a group support — failing workers are handled for you.

A worker who fails a Block-level requirement has their row greyed out and unselectable, with a red chip in the Preferences column reading Qualification - Selection Blocked. Hovering it explains:

This support worker cannot be selected because they do not meet the qualifications required for this support.

They're also skipped by bulk selection — Select All, All Compatible and Preferred Only won't pick them up.

A separate Qualifications column shows a chip per issue, named for the qualification: red for Block, amber for Warn. A worker with only amber chips stays fully selectable.

Checks Use the Shift Date, Not Today

Everywhere in scheduling, a worker's qualifications are checked as at the shift's start time — not as at today. That means a worker whose First Aid expires next month:

• can be rostered onto a shift next week, and
• cannot be rostered onto a shift after the expiry date, if the requirement is set to Block.

This is deliberate — it stops you building a roster that will be non-compliant by the time it's worked.

Finding Out Why a Worker Failed

The indicators and error messages on the schedule name the qualification, but not the reason — they only say the worker doesn't hold a valid one.

To find out why — whether the record is missing, expired, awaiting verification or declined — check the Qualifications Compliance Report, or open the worker's Records tab.

Related Guides

• Required Qualifications in Settings — set up role-based requirements.
• Required Qualifications for a Participant — set up Participant-based requirements.
• Lapsed Qualification Notifications — get told when a worker on an upcoming shift is no longer qualified.