NDIS rostering software for providers and their support workers.
Roster support workers who are right for each participant, with their NDIS Worker Screening expiry checked, cover a cancelled support before it starts, then invoice the hours that happened — or build the NDIA claim file for agency-managed participants.
For NDIS providers whose support workers visit participants.
- S. AhmedScreening in date · freeCan take it
- R. BurkeThe participant asked for a different carerBlocked
- T. NguyenNDIS Worker Screening expiredBlocked
- K. WiremuScreening 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 NDIS supports actually run.
NDIS Worker Screening expiry checked
Each support worker’s NDIS Worker Screening number and expiry are recorded. If it is missing or expired, they can’t be rostered or offered a support with participants who require it. SysGuard checks the dates you record, not the screening register.
The right worker for each participant
If a participant asks for a different worker, that worker is blocked from their supports — and each participant’s preferred workers move to the top of the cover list.
Support item numbers on every line
Map each role and day type to its NDIS support item once. The number is copied onto every invoice line as the invoice is made.
The NDIA claim file, built from your invoices
For agency-managed participants, the bulk claim file is built from the invoice lines. One invalid line holds back the whole file, so nothing goes in half-right.
Sleepovers and evening rates
A sleepover can be priced as one flat amount per shift, and weekday evening and night rates are a switch — applied to the whole support or split by the hour.
Plan end dates in view
Each participant’s plan end date is kept, and the roster dashboard lists the plans ending in the next 30 days.
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 · SundaySampleHannah can’t do Alex’s support this morningUnderstood as: Hannah’s support · Sun 09:00 → 13:00 · A. CollinsWho can take it- Leah F.screening in date · free
- Ross B.the participant asked for a different carer
- Kiri W.screening in date · free
- Tan N.NDIS Worker Screening expired
- Sara A.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 · A. CollinsSampleSupport timesheet · week of 21 SeptLeah F 0900–1300 4
Kiri W 1500–1830
Sara A 0900–1300 4Read, line by line- Leah F.09:00 → 13:004.0 h
- Kiri W.15:00 → ?finish unclear — check
- Sara A.09:00 → 13:004.0 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 many support hours did each participant receive last month?Understood as: hours by participant · last month · most firstSupport hours, last month- J. Tran86.0 h
- A. Collins64.0 h
- R. Singh41.5 h
- Follow up: “break it down by role”
- Save it as “Participant hours” · Excel and PDF
- Send it on the 1st of every month
From the same records as payroll and invoices — never a separate copy.
Invoices for some participants. A claim file for others.
- Plan-managed and self-managed participants are invoiced; agency-managed participants go into the NDIA bulk claim file.
- Mark a participant GST-free and their invoice shows no GST from the moment it is made — and the PDF says why.
- Pay rates by support worker, participant or role; charge rates by participant or role.
- Weekends and public holidays by state, and weekday evening and night rates when you switch them on.
- Pay-run files for Xero and MYOB. The rates are yours to set; SysGuard does not decide award entitlements for you.
What NDIS providers ask first.
Does SysGuard build the NDIA bulk claim file?
Yes, for agency-managed participants. The file is built from your invoice lines, each carrying its support item number, and you upload it yourself. Plan- and self-managed participants are invoiced instead. One invalid line holds back the whole file, so it can be fixed first.
Does SysGuard manage NDIS plan budgets or funding?
No. It keeps each participant’s plan end date and lists the plans ending soon, but it doesn’t track plan budgets or remaining funding.
Can it stop a worker being rostered if their NDIS Worker Screening is missing or expired?
Yes, for participants you mark as requiring it. If a worker’s screening is missing or its expiry has passed, the roster, offers and open shifts all refuse them for those participants until it is updated. SysGuard checks the dates you record; it doesn’t check the screening register itself.
How are sleepovers priced?
A sleepover role can be priced as one flat amount per shift, for pay and for charge, with the hours still recorded; on the claim file it counts as one unit.
Does SysGuard help with reportable incidents?
Support workers can report an incident from their phone in their own words. For an NDIS provider, the report shows the NDIS Commission’s 24-hour and five-business-day deadlines and records when each was done. Deciding whether an incident is reportable, and notifying the Commission, stay with you.
Can participants or their families see the roster?
A participant or their nominee can have a login for their own supports: the published shifts and the notes you choose to share. They can ask for changes; you decide.
Ready to see SysGuard with your own workflow?
Try it for NDIS 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.