# Regions Source: https://docs.astalty.com.au/guide/settings/regions > Group Participants, staff and sites by area so you can filter lists, the schedule, reports and exports by Region. Astalty Premium - This feature is part of the Astalty Premium plan. See What Premium includes. Regions let you group your Participants, staff and sites by area - **Brisbane North**, **Gold Coast**, **Northern Rivers**, and so on - and then filter by that grouping across lists, the schedule, reports and exports. A Region is just a name: you create the ones that match how your organisation is split up, tag records to them, and use them as a lens over your data. ## What a Region is - and what it isn't A Region is a **label with a name and nothing else**. There's no description, colour, hierarchy, postcode or boundary. You can tag a Participant, staff member or site to as many Regions as you like, or none at all. > **Regions don't control who can see what** > > Assigning someone to a Region does **not** restrict what they can access. A Support Worker tagged to **Gold Coast** still sees exactly the same Participants, shifts and reports as before - Regions are a filtering and reporting dimension only. > > If you need to limit what your team can see, use [roles and permissions](https://docs.astalty.com.au/guide/users/roles-permissions), [teams](https://docs.astalty.com.au/guide/settings/users-settings/teams) and Participant assignment instead. > **Not the same as your Primary Region** > > The **Primary Region** in [Business Settings](https://docs.astalty.com.au/guide/settings/business-settings) is a different setting. That's your NDIS price guide zone - your state or territory, or **Remote** / **Very Remote** - and it decides which price guide prices Astalty uses. It has nothing to do with the Regions described on this page, and Charge Item Sets can't be assigned to a Region. Only **participants, staff and sites** can be assigned to a Region. Teams, Charge Item Sets, cost codes and organisations can't. ## Setting up Regions Regions are managed at [Settings → Regions](https://app.astalty.com.au/settings/regions). The page lists your Regions with their **Name** and the date each was **Created**, and you can search by name or sort either column. The **Status** filter shows **Active**, **Archived** or **All** Regions, and defaults to **Active**. By default, only Admins can create, rename, archive and delete Regions. ![The Regions page in Settings with Status set to All, listing Brisbane North, Brisbane South, Gold Coast, Logan marked Archived, and Northern Rivers](https://docs.astalty.com.au/assets/settings-regions-list-status-filter.png) ### Creating a Region Click **Create Region**, enter a **Name**, and click **Create**. Region names must be unique within your account, so you can't have two called **Gold Coast**. There's no limit on how many you create, but Regions work best when there are few enough to be a useful filter - think of the handful of areas your organisation actually reports on rather than one per suburb. ### Renaming a Region Click the actions menu at the end of a Region's row and choose **Edit**, change the **Name**, then click **Update**. Renaming only changes the label. Everything tagged to the Region stays tagged to it, and any saved filters keep working. ### Archiving a Region Archive a Region your organisation no longer uses instead of deleting it. Open the actions menu at the end of the Region's row, choose **Archive**, then confirm. An archived Region: - **keeps everything already in it.** Its Participants, staff and sites stay tagged, and lists, reports and exports filtered by it still return them. - **stays in every Region filter**, so you can keep reporting on an area you've stopped using. - **can't be assigned to anything new.** It no longer appears in the **Select Regions** list, except on a record that already has it, where it's marked **Archived** so you can untick it. An archived Region shows a red **Archived** chip beside its name. To bring one back, set **Status** to **Archived** or **All**, open its actions menu and choose **Unarchive**. ### Deleting a Region Deleting is done from the same **Edit** drawer - open the Region and click **Delete** at the bottom. A Region can only be deleted once nothing is tagged to it. If any Participant, staff member or site still has it, Astalty shows **Unable to delete Region** instead, listing each record with a link to it. Archived Participants and sites, and deactivated staff, are listed too and marked as such. From there you can either: - remove the Region from each record listed, then try again, or - click **Archive instead** to archive the Region and keep everything that's tagged to it. This option isn't shown for a Region that's already archived, or to someone who can't archive Regions. ![The Unable to delete Region drawer listing three Participants, one user and one site still tagged to the Region, with Close and Archive instead buttons](https://docs.astalty.com.au/assets/settings-regions-unable-to-delete.png) When nothing is tagged to the Region, Astalty asks you to confirm and then deletes it. > **Deleting a Region can't be undone** > > A deleted Region is gone for good. If you might still want to report on it, archive it instead. ## Assigning Regions to Participants, staff and sites Regions are assigned from a **Regions** card on each record's detail page: - **Participants** - the Participant's profile page - **Staff** - the staff member's profile page - **Sites** - the site's detail page The card shows the record's current Regions as chips, or **No regions assigned.** if there aren't any. Click **Edit**, tick the Regions you want in the **Select Regions** list, and click **Update Regions**. It's a checkbox list, so a record can belong to several Regions at once - a Participant who moves between two service areas, for example. Type in the search box above the list to narrow it to Regions whose name matches what you've typed - useful once your account has more than a handful. A Region you've already ticked stays ticked even while the search hides it, so switching Regions doesn't lose a selection you made earlier. If nothing matches, the drawer tells you so. ![The Update Regions drawer with "bris" typed in the search box, narrowing the list to Brisbane North (ticked) and Brisbane South](https://docs.astalty.com.au/assets/settings-regions-update-regions-search.png) > **Create your Regions first** > > If no Regions exist yet, the card tells you so. Create them at [Settings → Regions](https://app.astalty.com.au/settings/regions) before you start tagging records. By default, only Admins can change a **staff member's** Regions, even though Managers and Team Members can see the card. ## Where the Region filter appears A **Region** filter shows up throughout Astalty. Support Workers don't see Regions at all. Selecting one or more Regions narrows the view to records in those Regions. ### Lists - Participants - Staff - Sites - [Invoices](https://docs.astalty.com.au/guide/finance/invoicing/invoices) - [Invoice Batches](https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches) ### Finance - The [Invoices](https://docs.astalty.com.au/guide/finance/invoicing/invoices) list - The [Invoice Batches](https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches) list - The charge list on [Create Invoice Batch](https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches#filters), before you generate a draft batch - the batch that's generated only includes charges for Participants in the selected Regions ### Scheduling - The [schedule](https://docs.astalty.com.au/guide/scheduling) calendar - All Shifts, Unassigned Shifts, Unpublished Shifts and the Shift Board - Shift Approvals, Shift Alerts and Schedule Alerts - Unavailability Requests - The worker suggestion picker when [adding a shift](https://docs.astalty.com.au/guide/scheduling/adding-shifts/adding-a-shift-internal-or-nonsupport), and the worker picker for group supports > **Your scheduling Region selection is remembered** > > The calendar and the shift lists share one Region selection, and Astalty remembers it per account between visits. If the schedule looks emptier than you expect, check whether a Region filter is still applied. ### Reports - [Shifts Report](https://docs.astalty.com.au/guide/reports/shifts-report) - [Shift Clashes Report](https://docs.astalty.com.au/guide/reports/shift-clashes-report) - [Supports Report](https://docs.astalty.com.au/guide/reports/supports-report) - [Tasks Report](https://docs.astalty.com.au/guide/reports/tasks-report) - [Billable Charges Report](https://docs.astalty.com.au/guide/reports/billable-charges-report) - [Billable Hours Report](https://docs.astalty.com.au/guide/reports/team-billable-hours-report) - [Team Billables Report](https://docs.astalty.com.au/guide/reports/team-billables-report) - [Capacity Report](https://docs.astalty.com.au/guide/reports/capacity) - [Award Pay Report](https://docs.astalty.com.au/guide/reports/schads-pay-report) - [Utilisation Report](https://docs.astalty.com.au/guide/reports/service-utilisation-report) - [Participant Records Report](https://docs.astalty.com.au/guide/reports/participant-records-report) - [User Records Report](https://docs.astalty.com.au/guide/reports/user-records-report) - [Participant Goal Report](https://docs.astalty.com.au/guide/reports/participant-goal-report) - [Participants Without Goals Report](https://docs.astalty.com.au/guide/reports/participants-without-goals-report) - [Participant Plans Report](https://docs.astalty.com.au/guide/reports/participant-plans-report) - [Participant Alerts Report](https://docs.astalty.com.au/guide/reports/participant-alerts-report) The "My" versions of these reports (My Tasks, My Participants, and so on) use the same Region filter. ### Exports - [Shifts Export](https://docs.astalty.com.au/guide/exports/shifts-export) - [Participant Records Export](https://docs.astalty.com.au/guide/exports/participant-records-export) - [User Records Export](https://docs.astalty.com.au/guide/exports/user-records-export) - [Team Billables Export](https://docs.astalty.com.au/guide/exports/team-billable-export) - [Team Billable Hours Export](https://docs.astalty.com.au/guide/exports/team-billable-hours) On exports the field is labelled **Regions (optional)**. Leave it blank and the export isn't restricted by Region. ### Filtering by Unassigned Most Region filters include an **Unassigned** option, which finds records that aren't in any Region - handy for spotting Participants or staff you haven't tagged yet. **Unassigned** isn't available on shift-based views: the schedule calendar, the shift lists and Shift Board, the Shifts, Shift Clashes and Supports reports, and the Shifts Export. That's because a shift doesn't have a Region of its own. ### How shifts get their Region Shifts and supports aren't tagged to a Region directly. A shift is treated as belonging to a Region if **any** of the following is in that Region: - the worker assigned to the shift, - the site the shift is at, or - the Participant the shift is for (including Participants on a group support). So a shift can appear under two different Regions at once - for example, a **Gold Coast** worker covering a shift for a **Logan** Participant shows up when you filter by either. Because a shift's Region comes from these three sources rather than a single tag, "unassigned" isn't a meaningful option on shift-based views.