View Agreed Hours and assess Potential Overtime risks to more easily identify the best match when filling Staff Shifts

Security updates for increased data protection

For increased data protection, the upgrade to SupportAbility Web App version 8.12 and Mobile App version 1.7 includes the following security updates:

1. Minimum password requirements: This is now at least 8 characters, and passwords must contain at least 2 of the following: Upper-Case Letter, Lower-Case Letter, Number, and/or Special Character.

2. Web App login: Users are now logged out after a maximum of 30 minutes of inactivity. Please note that this can be configured to less than 30 minutes, as per your organisation’s preferences.

3. Mobile App PIN: Users are required to re-enter their PIN after 1 minute of inactivity

If your organisation does not currently adhere to the above minimum password requirements, staff will be prompted to change their password upon logging in to SupportAbility following this upgrade.

Please see this section of the Managing Password Security and this section of the Logging into SupportAbility article for more information.

Easily identify the most suitable Staff Members to fill Staff Shifts in Activities

Staff with the privileges required to manage Activities will notice that the ‘Change Staff Member’ modal (previously named ‘Change Activity Staff’) looks different with this release when either filling ‘To Be Filled’ Staff Shifts or changing a Staff Member in a Shift.

While this is a work in progress, these changes aim to assist rostering teams, managers, and team leaders in better understanding which staff are available and the most suitable to fill the shift.

In coming releases, this will be expanded to encompass Agreed Hours and Potential Overtime in the pay period (see below). We hope these ongoing changes are beneficial, and we welcome your feedback via support.

Please see the How to Change a Staff Member in a Staff Shift article for more information.

Configure your organisation’s Pay Period for improved Staff matching

Help the rostering team select the most suitable Staff Member by configuring your organisation’s Pay Period to display accurate ‘Agreed Hours’ and ‘Potential Overtime’ when updating Staff Shifts.

It is important to note that the Agreed Hours and Potential Overtime will not be displayed in the ‘Change Staff Member’ modal in Staff Shifts in Activities until the next release.

However, we encourage providers to configure their Pay Period in readiness for this to ensure this information is displayed following this release.

Please see the Configuring the Pay Period for your organisation article for more information.

View Rostered, Recorded and Finalised Shift and Kms details on the Mobile App

View Rostered, Recorded (inc. Check In/Out time stamps where relevant) and Finalised Shift and Kms details when using the Mobile App via the new ‘View Time and Kms’ button.

This replaces the ‘Edit Recorded Time’ button in a Staff Shift after the Shift Sign Off or the Activity Sign Off has been completed.

Roll out of a new Date Picker across the Web App

The Date Picker used in the SupportAbility Web App is being updated across the platform to a more modern design.

In this release, the new Date Picker has been included in the following screens:

• Client Funding → Add Client Funding modal

• Client → Client Service Participation

• Client Search → From/To filters

• Staff Search → From/To filters

• AIR Incident → Date of Incident

The new Date Picker will be introduced in more places in the Web App in the coming releases.

The 2024/25 NDIS Pricing Arrangements and Price Limits v1.3 – effective 1 Oct 2024, has been added to SupportAbility. 

Employment Type badges and a new Quick Search have been added to the ‘Change Activity Staff’ window in Activities.

Employment Type badges, e.g. Casual, Part Time, are now displayed next to the Staff Member’s name based on ‘Employment/Volunteer Type’ configuration in the HR tab of their Staff Account.

A quick search has been added to search for Staff by Name or Employment Type.

‘Working Hours’ has been updated to ‘Agreed Hours’ in the HR tab of the Staff Account.

When Agreed Hours have been entered in the HR tab, e.g. 20, but no ‘per Period’ value has been selected, e.g. Week, a validation warning is now displayed as this is required.

This language has also been updated in the Staff Hours Report and the Staff Account Search export.

The word that populates in the ‘Tracking Name 1′ column of the Xero Direct Invoice Batch export can now be configured for providers using the Xero finance system when Job Codes are in use. This was previously hard-coded to ‘SupportAbility’ and is now the current default value.

If your organisation would like this to be configured to something other than ‘SupportAbility’, e.g., ‘Location’, please let us know via support@supportability.com.au, and we can configure this for your organisation.

Link the Staff Members a Client Prefers to Work With, or Prefers Not to Work With

The Staff Members that a Client prefers to work with and/or any Staff Members that the Client does not prefer to work with can now be linked in the Status tab of the Client record by Staff with Team Leader privileges.

This information is a foundational step toward the first roster-matching functionality in SupportAbility. Please see the new How to link or unlink Staff Members a Client Prefers or Does Not Prefer to Work With article for more information.

Recorded Shift Date & Time can no longer be updated earlier than one hour prior to the commencement of the Rostered Shift in both the Web App and the Mobile App.

Various changes have been made related to Shift Sign Off:

• The Shift Sign Off can no longer be completed until the Rostered Shift has commenced.
  ‘Shift has not started’ will appear instead of the Shift Sign Off button prior to the commencement of the Rostered Shift. This will appear in the Activity record and Dashboard on the Web App, as well as in the Mobile App.
• An issue with the ‘Remove Shift Sign Off’ button has been fixed to ensure this will only appear in red for people who can remove the Shift Sign Off (the person who completed this or a Team Leader).
• Shift Sign Off no longer requires confirmation, however, confirmation is now required if this is removed.
• Staff with the privileges required to manage Activities can now modify ‘Non-NDIS Chargeable Hours’ and ‘Not Paid’ as required after Shift Sign Off, and before Activity Sign Off.

Please see the Apportioning the Price of the required Group Supports article for more information.

A new ‘Timesheet Categorisation Audit Report’ export is now available from the Activity Staff Report.

Timesheet Categorisation update

Staff shifts that occur in the evening and commence on a Saturday or Sunday are now categorised as ‘Time and a Half’ or ‘Double Time’, respectively, instead of ‘Evening’, for providers in all States and Territories.

This categorisation was previously limited to providers in QLD and WA.

The ‘Staff Availability Leave Exception Search’ List export has been updated to include each leave exception’s ‘From Time’ and ‘To Time’.

Performance enhancements have been made when loading the Timesheet Batch list page, including high volumes of data, to improve loading times. 

Update to the ‘All Kms’ function in NDIS Support Allocations to align this with how the Shift Kms Settings are configured in System Preferences for the Service.

For example, when Finalised Kms is set to use ‘Recorded’ data (as is the default), the ‘+ All Kms’ button function in NDIS Support Allocations will draw the Kms from ‘Finalised’ instead of ‘Rostered’.