Aged care rostering software for care workers and the clients they visit.
Keep the same care workers with the same clients, cover a cancelled visit before it starts, and turn the visits that happened into pay runs and client invoices — in one system.
For aged care providers sending care workers to clients’ homes and to facilities.
- J. SantosScreening in date · freeCan take it
- W. ChenAged Care Worker Screening expiredBlocked
- A. MooreAlready visiting another client at 14:00Blocked
- E. ClarkeScreening in date · freeCan take it
4 checked · 2 can take it · 2 blocked by the rules — you choose who gets the offer.
Built for how aged care actually runs.
Familiar faces first
Set each client’s preferred care workers and they move to the top of the cover list. A care worker the client asks not to see again is blocked from their visits.
Worker screening expiry checked
Each care worker’s screening number and expiry are recorded. If it is missing or expired, they can’t be rostered or offered a visit with clients who require it. The check is of the dates you record, not of a register.
Visits recorded from the client’s home
Care workers sign on and off on their phone, with their location checked against the client’s address — and a photo or signature where you require one. Switched on per company.
Lone visits looked after
Timed welfare checks during a visit are followed up in three steps if one is missed, and a Help button alerts the office at once. SysGuard never contacts a family itself.
Usual weeks and leave respected
Care workers record the days they usually work and the time they are away. Booking a visit outside them is flagged before it is saved.
Incidents in the care worker’s own words
Reports are lodged from the phone, the original account is kept, and every later change is saved as a version.
AI that does the admin. People make the decisions.
It understands what you say, reads what comes back and answers what you ask. It never decides who works, what anyone is paid or what a client is billed.
- AI understands what you say about the roster
Tell it what happened. It finds the shift.
Type it or say it. The AI works out which shift you mean and shows you what it understood first. The rules check who may cover it — you choose who gets the offer.
Roster · SaturdaySampleGrace can’t make Margaret’s visit this afternoonUnderstood as: Grace’s visit · Sat 14:00 → 18:00 · M. HughesWho can take it- Rosa O.screening in date · free
- Wen C.Aged Care Worker Screening expired
- Jo S.screening in date · free
- Amy M.already visiting another client at 14:00
- Ella C.screening in date · free
5 checked · 3 can take it · 2 blocked by the rules — you choose. - AI reads the timesheets that come back
Send a photo of the sheet. It reads every line.
Photos and PDFs — including handwriting — are read line by line and matched to the roster. Anything unclear is flagged for a person to check before it is paid or billed.
Timesheets · M. HughesSampleVisit sheet · week of 21 SeptRosa O 1400–1800 4
Jo S 0900–1130
Ella C 1400–1800 4Read, line by line- Rosa O.14:00 → 18:004.0 h
- Jo S.09:00 → ?finish unclear — check
- Ella C.14:00 → 18:004.0 h
12 lines read · 11 ready · 1 for a person to check - AI Reports — in your own words
Ask for an operational report. In your own words.
Typed or spoken. The answer comes back as a table and a chart. Follow it up, save it, and have it arrive every Monday.
AI ReportsSampleHow were last month’s care hours split by day?Understood as: hours by day type · last monthCare hours, last month- Weekday1032.0 h
- Friday236.0 h
- Saturday286.0 h
- Sunday214.0 h
- Follow up: “only clients in NSW”
- Save it as “Care hours by day” · Excel and PDF
- Send it on the 1st of every month
From the same records as payroll and invoices — never a separate copy.
Care given, invoiced and paid from the same visits.
- Pay rates by care worker, client or role; charge rates by client, client group or role.
- Weekday evening and night rates when you switch them on; weekends and public holidays by state.
- Mark a client GST-free and their invoice shows no GST from the moment it is made.
- Invoices in six designs, to the client or whoever pays for their care, and pay-run files for Xero and MYOB.
- The rates are yours to set; SysGuard does not decide award entitlements for you.
What aged care providers ask first.
Can I keep the same care workers with each client?
Yes. Set each client’s preferred care workers and they rise to the top whenever a visit needs covering; a care worker the client doesn’t want is blocked from their visits altogether. Everyone still has to pass the same rules.
Does SysGuard manage home care package budgets or claims?
No. It doesn’t track package budgets or lodge claims with government. It invoices each client — or whoever pays for their care — from the visits that happened.
Can care workers sign on at the client’s home?
Yes, on their phone. SysGuard checks their location against the client’s address when they sign on and off, and can ask for a photo or a signature. Sign-on evidence is switched on per company.
What happens if a care worker misses a welfare check?
The care worker is asked again and the office is alerted; if there is still no answer, the office is alerted again and then given the worker’s emergency contact. Every step is recorded, and SysGuard never contacts the family itself.
Does SysGuard include care plans or clinical records?
No. Notes can be added to a visit and shared with the client where you choose, and incidents are recorded, but care plans and clinical records stay in your care management system.
How do visits become pay and invoices?
Visits come from the roster and each care worker’s sign on and off, or from a visit sheet the AI reads line by line, flagging anything unclear. A person approves the hours; SysGuard then prepares the pay run and each client’s invoice from them.
Ready to see SysGuard with your own workflow?
Try it for aged care with sample data, or bring us one real workflow — your roster, a timesheet, your rates or your client billing — and we’ll show you how it runs through SysGuard.