vBroker

Set up and use the vBroker portal to manage subcontracted shifts and broker workers

vBroker is a web-based portal that allows external brokers (subcontracted service providers) to manage shifts assigned to them by your organisation. Brokers can view assigned shifts, allocate their own workers, complete shifts, log incidents, and communicate with your office, all without needing direct access to VCore.

Setting up vBroker

Creating the broker profile in VCore

Before a broker can access the portal, you need to set up their worker profile in VCore.

1. Create the worker profile

   Set up the worker/broker profile with the following required fields:

   • First and last name
   • Tick Web Enabled and add a username
   • Save the profile and send login details to the worker/provider

   The first time they log in, they’ll be prompted to create a password.

   
2. Set the worker type to broker

   In the worker profile, go to the Finance tab and set the worker type to Broker.

   

Portal settings in VCore

vBroker settings are managed in VCore under Settings → Portals → vBroker.

The Broker Alert setting enables email notifications to be sent to one or more email addresses for the following events:

• If Unable to Fill is selected on a shift in vBroker, an email notification is sent
• If an incident has been lodged for any client through the portal, an email notification is sent (ensure the “Email case manager/office when workers submit an incident form” notification is also set up under Settings → Mobile App → Email)

To add multiple email addresses, use a semicolon (;) to separate each email address and click Save.

If no email is set up in the Broker Alert field, email alerts go to the case manager assigned in the client profile in VCore. If there is no case manager assigned, alerts are sent to the company email set up in Settings → Company Info.

Logging in to vBroker

Brokers access the portal at broker.visualcare.com.au.

To log in, brokers need:

Field	Details
Provider	The same company name used for Vworker or vOnboard
Username	The username set up in their VCore worker profile (for example, dale.april)
Password	Left blank on first login, which prompts the broker to create a password

On first login, the broker enters without a password and the next screen prompts them to set up a new password.

Home page

When the broker logs in, they see all shifts that have been assigned to them. The date range filter allows them to view shifts within a specific period.

The home page provides the following actions for each shift:

Assign shift

This is where the broker selects the worker who will attend the shift. A list of their worker profiles appears. Highlight the worker and select Assign Worker.

Bulk assign

The broker can assign multiple shifts at once by selecting the shifts from the left-hand side and clicking Bulk Assign.

Complete shift

Once the service has passed, the broker clicks Complete Shift and adds completion notes. This confirms the service and flows through to the VCore database. Completing shifts from vBroker confirms services in timesheets. Any completion notes or incidents flow to VCore under the relevant App Notes KPIs and save to the client profile.

View client details

The broker can view relevant client details including any alerts under the View button. This includes client contact information such as address, date of birth, phone, case managers, and any details in the alert fields with the green mobile icon.

Add incident

If an incident occurred during the shift, the broker clicks Add and fills out the incident form. Once the form is complete, they can click View to review it.

Unable to fill

If the broker cannot fill the shift, clicking this button sends an email alert to the email address set up in VCore.

Shift unavailable

This status means the shift is no longer needed. The shift has been cancelled or put on leave in VCore, so the broker does not need to cover it.

Workers tab

Brokers manage their own worker profiles within the vBroker portal. Select Worker at the top of the screen and click Add Worker.

Enter a first and last name to set up the new worker profile. Once the worker is set up, double-click the worker’s name in the table to open their complete profile, which can be filled in at any time. You can also upload documents relevant to the worker under the Documents tab.

Messaging

Brokers can send instant messages to VCore through the message icon in the top right-hand corner.

Notifications

The email set up in VCore under Settings → Portals → vBroker receives email alerts when:

• A shift has not been assigned within 24 hours of the shift start time (emailed every hour)
• A shift is marked as Unassigned within 24 hours of the shift and is included in the hourly unassigned email alert
• An incident has been lodged for any client through the portal (ensure the notification is set up correctly under Settings → Mobile App)

If no email is set up in the vBroker settings, email alerts go to the case manager assigned in the client profile in VCore. If there is no case manager assigned to the client profile, alerts are sent to the company email set up in Settings → Company Info.

Running into issues?

See General troubleshooting for common errors and fixes.

Related articles

vOnboard

The worker onboarding portal

vAssessment

The assessment portal for workers conducting client assessments

vGo

The mobile app for office users managing shifts on the go

Creating a worker profile

Setting up a new worker in VCore