Support Tasks

Overview

Support (or Shift) Tasks are checklist items that can be attached to supports (both individual and group supports). They represent specific tasks or actions that support workers need to complete during a shift — for example, medication checks, care plan reviews, incident reports, or any other activity that needs to be tracked.

Each task has a name, an optional description, and a requirement level that is either Mandatory or Optional.

How do they Work?

Creating Tasks

Tasks are added when creating or editing a support:

1. Individual Supports — When creating or editing a support, there is a "Tasks" section where you can add one or more tasks. Each task needs a name and a requirement level (Mandatory or Optional). A description is optional.

   • To add a task, click "Add Task" in the tasks section, fill in the details, and save the support.

2. Group Supports — Works the same way, but you can also assign tasks to specific Participants within the group. Tasks can be set at the group level (visible to all) or at the individual Participant level.

   • To add a task, click "Add Task" in the tasks section, fill in the details, (leave the Participant field blank if the task relates to all Participants) and save the support.

Recurring Supports

When editing tasks on a recurring support, you have the option to update tasks for all future supports in the schedule. This is useful if you want to add, change, or remove a task from the entire series going forward. A confirmation dialog will show how many future supports will be affected.

For group supports with recurring schedules, you can similarly update tasks for a specific Participant across all future group supports. Within the Supports Involved section of the support, select the relevant Participant, and click on Update Tasks. You can then enter the relevant details and click Update for these changes to be saved. You'll be prompted to confirm if this task should be applied to all future supports.

How Support Workers Complete Tasks

Support workers see their tasks in the mobile app when viewing a shift:

• They can complete a task by tapping on it — this records who completed it and when.

• They can skip a task, but they must provide a reason (at least 10 characters). This is important for accountability, especially for mandatory tasks.

• Once a task has been completed or skipped by one support worker, another worker cannot change it. This prevents conflicts.

• If the same worker taps complete/skip again, it simply keeps the existing status (no error).

Important Points

1. Feature must be enabled — Support Tasks is a feature that needs to be turned on for a provider by Astalty Support. Please reach out to support@astalty.com.au if you would like to be part of the beta testing for this feature.

2. Tasks are not enforced — While mandatory tasks are visually flagged, the system does not prevent a shift from being completed if mandatory tasks are left undone. They serve as a checklist and reporting tool, not a blocker.

3. No reminders or notifications — There is currently no automated reminder system for incomplete tasks. Support workers see them when they open their shift in the mobile app.

4. Skip reasons are required — When a support worker skips a task, they must write a reason (minimum 10 characters). This cannot be bypassed.

5. One completion per task — Once a task is completed or skipped by a support worker, no one else can change the status. If a different worker tries, they will see a message like "This task has already been completed by [Name]."

6. Tasks cannot be completed from the web app — Task completion and skipping happens exclusively through the mobile app. The web app shows task statuses as read-only.

7. Deleting tasks — When editing a support's tasks, removing a task from the list and saving will permanently delete that task. If you choose to update all future supports in a series, removed tasks are deleted from all future supports too.

8. Group support tasks — For group supports, tasks can exist at two levels: on the group support itself (visible to all Participants) and on individual Participant supports. Support workers see both when viewing their shift.

Viewing Task Status

On a support: Open any support and go to the Tasks tab to see the list of tasks and their completion status. You can view notes from Support Workers on skipped tasks by hovering over the Not Completed icon.

A task is either:

• Completed — Shown with a green indicator. Displays who completed it and when.

• Not Completed — Shown with a red indicator if the task is mandatory, or a grey indicator if optional. If the worker skipped it, the reason they provided is shown. Mandatory tasks that are not completed are highlighted more prominently to draw attention.

• Support Tasks Report: Navigate to Reports → Scheduling → Support Tasks (or click here) for a comprehensive overview across all supports. There's more information on this guide here.