Sites - Scheduling, Recurring Charges, Reports & Mobile
Scheduling
Overview
A Support or Group Support can be linked to a Site. Selecting a Site can pre-fill the Site address and its optional Default Support Type. On the main Schedule, set Group Shifts By to Site to place each Site's shifts together. A Group Support appears once in this view rather than once for each Support Worker.
Participant Filtering
When either Site type is selected on a Support or Group Support, the Participant picker is narrowed to Participants assigned to that Site.
The Schedule Tab
The Site Schedule tab is available for both SIL House and Other Sites. It opens the scheduling calendar filtered to that Site.
When Scheduling Costs is enabled, the Site also has Cost Items. Select Add Cost Item to record a recurring Expense or Revenue with a name, amount, and Weekly, Fortnightly, Monthly, Quarterly, or Annual frequency. Deleting a Cost Item cannot be undone.
Recurring Charges
Overview
When Direct Charges is enabled, a Site has a Recurring Charges tab. It lists recurring direct charges linked to that Site.
Creating a Recurring Charge from a Site
Open Recurring Charges and select Create Recurring Charge. The Site is pre-filled. Complete the required Participant, Charge Item, pricing, description, and recurrence fields shown by the form, then save. Field availability can depend on the selected Charge Item and provider features.
Viewing and Managing Recurring Charges
The table includes start and end dates, Participant, Charge Item, quantity, recurrence, unit, unit price, and total price. Use Edit Charge to update one.
Select Archive to stop future generation. Archive is reversible: use the Status filter to find the charge and select Unarchive. Archiving does not remove already generated direct charges.
Cloning a Recurring Charge from a Site
Open the row menu and select Clone Charge. The create form copies the original charge's available Participant, Charge Item, quantities, pricing, description, additional details, calculation settings, and recurrence dates. Review every copied field before saving.
The original charge is unchanged. The clone remains linked to the same Site unless you change it.
Creating a Recurring Charge from Finance
Open Finance > Direct Charges > Recurring Direct Charges and create a charge. Select an optional Site to make it appear on that Site's Recurring Charges tab. Both views edit the same recurring charge.
Reports
Overview
Several reports have a Site filter when Sites is available. They include Billable Charges, My Billable Charges, Funding Utilisation, My Participant Funding Utilisation, Supports, Support Notes, and Cost Code Assignments.
Billable Charges Reports
Billable Charges and My Billable Charges provide a multi-select Site filter. Select one or more Sites to narrow the displayed charges.
Site Records Report
The Site Records report uses View records for rather than an individual Site picker:
- All Sites covers every Site, for users who can report across all Sites.
- My Sites reports only on Sites the user manages.
Other Reports
A report has Site filtering only when its current filter panel includes Site. Do not assume that every Participant, dashboard, map, or financial report can be narrowed by Site.
Sites on the Mobile App
Overview
Sites are read-only in the mobile app. A Support Worker reaches a Site from a shift linked to it. The mobile app does not provide a separate Sites list.
A Support Worker can see a Site's visible Records and Information Items once they are assigned to at least one shift for that Site. This is not limited to an active shift or its time window.
Accessing a Site on Mobile
On Shift Details, a linked Site appears in the support information card with its name and address. Select that row to open the Site screen. If no Site is linked, the shift can show its Location address instead.
The Site Screen
The screen shows:
- the Site name and shift address
- Records whose types are visible to Support Workers
- Information items whose types are visible to Support Workers
- "No site information available" when neither section has content
A Record row shows its type and optional name. It opens only when Documents are attached. An Information row shows its type and a preview. Pull to refresh the screen.
Information Item Details on Mobile
Select an Information Item to see its full rich-text Details and attached Documents. The screen supports pull-to-refresh.
Site Forms on Mobile
The shift Forms screen lists eligible Site Forms under Site Forms, after Participant Forms and General Forms. Select a Form to see the Site and Form names, then use Open Form to continue in the portal through single sign-on. Site Forms do not have Submit Exception.
What the Mobile App Doesn't Do
Mobile Site access does not create or edit Sites, Records, Information Items, or Documents. It does not show capacity, occupancy, Tags, Schedule, Record status, expiry dates, or the Required flag for Information Item Types.