User Records

How to Set Up and Manage User Records

Introduction

User Records serve as a vital tool for tracking important documents throughout your organisation, ensuring compliance with NDIS standards and other regulatory bodies. This guide will walk you through the process of setting up a User Record system to manage documents, customise expiry dates, and maintain compliance.

Setting Up User Record Types

Access Settings: Start by navigating to the Settings option. This is located in a menu on the left-hand side of your platform.

Navigate to Users: Within the Settings menu, select Users to proceed to the next step in the setup process.

Create User Record Type: Click on Create User Record Type. This action will prompt you to define a new type of Record that your organisation wishes to track. If you are setting up an account for the first time, start from the suggested Record Types instead of typing each one out.

Name the Record Type: Enter a descriptive name for the Record Type, such as "First Aid Certificate," to easily identify the purpose of the Record.

Customise Options: Utilise the custom tick boxes to specify the attributes of the Record type:

• Document Expiry Date: Indicate whether the document associated with this Record Type has an expiry date.
• Record Requirement: State whether this Record is required for all individuals within your organisation.
• Document Upload Requirement: Specify if Records cannot be created or updated without uploading at least one relevant document. This ensures compliance by verifying that all necessary documents are provided.
• Self-Service Uploads: Decide if Users can upload documents themselves, enhancing User autonomy and efficiency.
• Verification Requirement: If self-service is enabled, determine whether uploaded documents require verification by another team member.

Finalise and Create: After selecting the appropriate options, click Create to establish the new User Record Rype.

Review and Manage Records: Once created, you can view and manage all User Record Types through the User Record Types screen. This area provides an overview of each Record Type, including whether it is required, which User Groups it is required for, whether it expires, and whether it allows for self-service or requires document upload.

Starting From The Suggested Record Types

Rather than typing out every Record Type by hand, you can add the ones most NDIS providers keep for their staff in a single step.

1. Go to User settings.
2. Select Create User Record Type.
3. On the Want a head start? card, select Browse the library.
4. In the Suggested User Record Types drawer, tick the Record Types you want, or use the checkbox in the header row to select them all.
5. Select the add button, which counts what you have ticked — Add 6 Record Types.

The card sits at the top of the create form, above a divider reading or start from scratch below, so building a Record Type by hand is still one screen away.

What You Can Add

The drawer lists ten Record Types, showing how each one will be configured before you add it:

All ten are added as required Records, and all ten require at least one document to be uploaded. In the drawer, verification is shown as a shield icon beside the Self Service tick, with the tooltip Verification required.

Added Record Types are ordinary Record Types from that point on. They are not linked to the library, so you can edit, rename, or delete them exactly like the ones you create by hand.

There is a matching library for document templates — see the Document Template Library.

Utilising User Records

• Running Reports: Generate reports such as Team Records to identify missing documents across your organisation. There's more on this in the User Records Report guide.

• Setting Up Notifications: Configure Notifications to alert you when documents are nearing their expiry date, ensuring continuous compliance. There's more on this in the User Record Notification guide.

• Requiring Records for Rostering: You can make a Record Type mandatory before a worker can be rostered onto a shift, so a missing or expired document warns or blocks the scheduler. There's more on this in the Required Qualifications guide.

• Accessing Records: To view or manage a User's records:

  1. Click on Users.
  2. Select a User.
  3. Navigate to the Records section to review their documents, check expiry dates, and verify compliance status.

Send User Records For Signing

Within a User's User Records, you have the ability to send the document for signing. To find this option, navigate to the Users menu. Once in this menu, select the User for which you would like to send a Record. Navigate to the Records menu option within their User profile and select the Record you would like to send. If the Record has not yet been created, you can upload the Record.

Uploading a Record

Navigate to the Records page within a Users profile and select Create User Record.

Select the appropriate Record Type from the dropdown menu, then complete the required fields. Upload any relevant files or choose from existing documents already stored in the user’s profile.

If the Record requires a signature, you can choose to send it for eSigning immediately after creation, or select No to send it at a later time.

Once all details are completed, click Create Record.

When a Record Type Can't Be Sent for Signing

Not every Record Type can go out for signature. A Record Type can only be sent for signing when both of these are true on the Record Type in Settings → Users:

• Documents required is ticked, and
• This record is self service is not ticked.

Self-service Record Types are the ones your staff upload themselves — a First Aid Certificate, for example — so there is nothing for your organisation to send out for signature. Record Types that don't require documents have no document to sign in the first place.

When a Record Type doesn't meet both conditions, Astalty leaves the signing question out and tells you why, rather than offering a signing option that could never be completed.

Creating a Record — the "Does this User Record need to be signed?" question only appears for Record Types that can be signed. When you create a Record from a generated document, a short note under Record Type explains why the question is missing:

Editing a Record — Signature Status stays on Not Required and can't be changed, with the same explanation beneath it:

The Send for Signing button doesn't appear on these Records either, and they aren't offered when you send multiple Records in one eSignature request.

Sending Multiple User Records for Signing

You can send multiple User Records in a single eSignature request, allowing you to streamline the signing process and reduce the need to send individual requests.

This is useful when multiple documents need to be reviewed and signed at the same time. Recipients will receive a single request containing all selected records, improving efficiency and simplifying document management.

Uploading in the Support Worker App

Support Workers can upload their Records directly through the mobile app. To better understand how this process appears from their perspective, refer to the Uploading User Records guide.

Verifying User Records

When a user submits a Record that requires verification:

Navigate to the Users Profile

• Open the relevant user’s profile in Astalty.

Access User Records

• Go to the Records section within the user’s profile.

Review the Submitted Record

• Select the relevant Record
• View the uploaded document(s)

Verify the Record

• If the document is satisfactory, click Verify
• The Record status will update accordingly

Notifications for User Records

Depending on how notifications have been configured for User Records, alerts can be sent to the Record Owner (the user that the Record relates to).

If notifications are set to notify the Record Owner, the Support Worker will receive a notification on their device when a Record requires attention—such as when it is due to expire or needs to be updated.

This helps ensure records remain current and reduces the need for manual follow-up by admin users.

Users with standard access (team-member, manager, admin) can also receive notifications, depending on how the notification settings have been configured. They are able to upload Records directly through the web browser version of Astalty.

Sending for Signature

Once you have opened the relevant Record, click on Send for Signing.

Complete the fields and include a message for the recipient. You can then click on Generate Request and this will navigate you to the DocuSign workflow. You can see more on this in the Requesting Signatures guide.

Video Walkthrough

User Record User Groups

Rather than requiring a Record from everyone, you can require it only from the users in one or more User Groups. A Car Insurance Record, for example, only applies to the staff who drive.

When you create or edit a User Record Type you choose one of these, not both:

• Required record — everyone in your organisation needs the Record.
• Required for some user groups — only the users in the User Groups you select need it. Tick this option, then choose the groups under Required for user groups.

Ticking either option disables the other, so a Record Type is required for everyone or for specific User Groups — never a mix of the two.

In the video below, James walks through the process using the example of the "Car Insurance" record type, which may be required, but only for users who have a car. He demonstrates how to create a user group for those users, assign individuals to the group, and then link the group to the relevant record type.

Seeing Which User Groups Need Each Record

The User Record Types list has a User Groups column, so you can check who each Record is required for across the whole list instead of opening every Record Type one by one. The column shows one of three things:

• The names of the linked User Groups — only the users in those groups need the Record.
• All users — the Record Type has Required record ticked, so everyone needs it.
• — — the Record Type isn't required, so it is never reported as missing.

The Required column is ticked in both of the first two cases, so a Record required for a single User Group still counts as a required Record — the User Groups column is what tells you how far that requirement reaches.