Sites - Scheduling, Recurring Charges, Reports & Mobile

Scheduling

Overview

Sites are integrated with Astalty's scheduling. The shift form includes a Site field — set it to link a shift to a site so the shift appears in that site's Schedule tab and in site-grouped views.

Participant Filtering

When the site selected on a shift is a SIL House, the participant picker is automatically filtered to the participants assigned to that site. This keeps rostering quick and prevents accidentally scheduling the wrong participant for a SIL shift.

Sites of type Other don't filter the participant list — the full participant directory remains available.

The Schedule Tab

SIL House sites have their own Schedule tab on the site detail page. It's a dedicated view of the main scheduling calendar, pre-filtered to that site — useful for focused rostering without the noise of the full schedule.

Recurring Charges

Overview

Direct charges that recur on a schedule — for example an ongoing support cost — can be linked to a site. Recurring charges tied to a site are listed on the site's Recurring Charges tab, where you can create, edit, and remove them in one place.

The Recurring Charges tab appears on a site's detail page when the Direct Charges feature is enabled for your organisation.

Creating a Recurring Charge from a Site

To add a recurring charge tied to a site:

• Open the site and click the Recurring Charges tab

• Click Create Recurring Charge in the top right

• Fill in the form — the Site field is pre-filled with the current site

• Choose the participant, charge item, quantity, unit, unit price, recurrence frequency, and optional end date

• Save

Viewing and Managing Recurring Charges

The Recurring Charges tab lists every recurring charge tied to the site, with columns for Start Date, End Date, Participant, Charge Item, Quantity, Recurrence, Unit, Unit Price, and Total Price.

To update an existing charge, click Edit Charge in the actions menu on the row. To remove one, click Delete and confirm.

Creating a Recurring Charge from Finance

You can also create recurring charges from Finance → Direct Charges → Recurring Direct Charges. The create form includes an optional Site field — set it if you want the charge tied to a specific site so it appears on that site's Recurring Charges tab. Leave it blank if the charge isn't site-specific.

Once linked, the charge appears both on the site's Recurring Charges tab and in the Finance Recurring Direct Charges list. Edits made in either place update the same record.

Reports

Overview

Several reports in Astalty include a Site filter so you can narrow results to one or more sites. The filter appears in the filter bar above the report table whenever the Sites feature is enabled for your organisation.

Billable Charges Reports

The Billable Charges report and the My Billable Charges report both support a multi-select Site filter. Use it to pull a list of charges for one or several sites — useful for auditing billing against a specific SIL house or day program.

Site Records Report

The Site Records report is site-centric by design — it lists every site's records and their statuses in one table. Instead of a Site filter, the report has a View records for toggle at the top:

• All Sites — show records for every site in your organisation (requires the Site Records Report for All Sites permission)

• My Sites — show records only for the sites you manage

Other Reports

Reports not listed above — dashboards, participant-centric reports, and map reports — don't currently filter by site.

Permissions Quick Reference

Sites uses a role-based permission system. Your organisation's administrator can grant or revoke individual permissions from role settings.

Admin — full access to the sites list and detail pages, can create, update and delete sites, has full access to records and information items, can assign and remove participants, and can manage all settings including types and tags.

Manager — can view all sites, create and update sites, create and update and archive records, create and update information items, and assign and remove participants. View-only access to settings by default.

Site Manager (assigned on a site) — can view the sites they manage, view-only access to site details, can create and update records and information items on their sites, and can view participants. No access to settings.

Support Worker — read-only access to sites where they have an active shift at. Can view records and information items marked Visible to Support Workers during their shift only. No access to create, edit, or manage anything.

Team Member — varies based on custom permission grants.

Support worker access is time-gated: they can only see a site's visible records and information items while they have an active shift at that site.

Sites on the Mobile App

Overview

On the mobile app, Sites is a read-only reference that support workers use while they're on shift. There is no sites list, no creating or editing, and no uploading — the mobile app shows the site attached to the shift the support worker is on, along with the records and information items administrators have chosen to share. Sites on mobile is only visible once an administrator has enabled the feature for your organisation.

Accessing a Site on Mobile

Sites are accessed from the Shift Details screen. When a shift is linked to a site and the feature is enabled, the shift's support information card shows a Site row with the site name and address. Tap the Site row to open the Site screen.

When the Sites feature is not enabled, or when a shift has no site linked, the shift shows a plain Location row with the address instead.

The Site Screen

The Site screen is laid out as follows:

• Site Name — the name of the site

• Address — taken from the shift's support. Tapping the address opens the device's native maps app with directions. Note that this is the support's address, not the site's portal address — changing a site's address in the portal will not change the address shown here

• Records — shown only when the site has records with types marked Visible to Support Workers. Each row shows the record type name and, if set, the record name. Tapping a record with attached documents opens a list of those documents to view. Records without documents are not tappable

• Information — shown only when the site has information items with types marked Visible to Support Workers. Each row shows the information type name and a truncated preview of the content. Tap a row to open the full details

• If the site has neither records nor information items visible to the support worker, the screen shows "No site information available"

The screen supports pull-to-refresh.

Information Item Details on Mobile

Tapping an information item opens a full-screen details view showing the information type name as the title, the rich-text content rendered as authored in the portal, and a list of any attached documents. The screen supports pull-to-refresh.

Site Forms on Mobile

Site forms are shown on the shift's Forms screen in a dedicated Site Forms section, listed after Participant Forms and General Forms. See the Site Information Items & Documents page for full details.

What the Mobile App Doesn't Do

To help set expectations with support workers, Sites on mobile does not support the following:

• No sites list — sites are only reached through a shift

• No creating, editing, archiving, or emailing records or information items

• No uploading documents

• No capacity, occupancy, tags, or Schedule tab

• No status indicators or expiry dates on record rows

• No display of the Required flag on information item types