Creating agreements for rostering

How to create client agreements, add services, and set up rosters in Visualcare

Agreements define the services, funding type, and billing details for a client. Every client needs at least one agreement before you start rostering their shifts. This article covers how to create a new agreement, add services to it, and link it to a roster.

Creating a new agreement

Navigate to the Agreement tab at the top of the client profile and click New Agreement.

Enter the agreement details in the form that opens.

Agreement fields

Field	Description
Agreement Code	System-generated and not editable
Client	Auto-populates if the agreement is created from within the client profile
Agreement Type	Select the type of agreement, for example Private, HCP, CHSP, or NDIS
NDIS Activity Type	Appears when you select NDIS as the agreement type. These activity types apply to Location Roster shifts only
Charge Rate / NDIS Region	Select the NDIS charge rate for remote or very remote areas (if applicable)
Reference	Use this to label the agreement if the client has multiple agreements, for example HCP, Private, CHSP, or NDIS
Payer	If the client is not the payer, select the payer here. Create new payers in Maintenance → Payers
Area	Optionally define the agreement by area if your organisation works in multiple areas
Budget Period	Select the budget period, for example daily, weekly, or monthly
Budget Hours	Enter the budget hours for the selected period
Start Date	Agreement start date (required)
End Date	Agreement end date (required)
Alert Date	Set a date to notify you when the end date is approaching
Separate payer for KMs	If a different payer covers kilometre charges, select them here
Override KM charge code	Tick this to charge a different kilometre rate from your default settings
Use agreement pay rates and charge rates instead of service rates	Override the standard service rates with custom rates for this agreement

NDIS activity types

When selecting NDIS as the agreement type, the NDIS Activity Type drop-down appears with these options:

• Group - the system divides charge rates by the number of clients rostered on the day when creating an invoice
• Ratio - charges are based on the agreement settings regardless of client count. A Ratio column appears in the Services table (for example, 1.2 means one worker to two clients, and the charge rate is divided by two for location roster services)
• Set ratio when rostering - allows you to add or edit the ratio within the location roster

Adding services to an agreement

Click Add Services and select services from the list. Use the filtering options to find specific service groups.

Tick the services you need and click Add selected services.

Once services are added, click Save.

Deleting a service from an agreement

Click Delete next to a service to remove it.

Services that are active on a client roster cannot be deleted from the agreement.

Creating a roster from an agreement

Create a roster directly from the agreement tab by clicking the New Roster icon.

GST on agreements

If you need to add GST to specific services for a client, do this at the agreement level. This is typically used when most services are GST-free but a particular service for this client needs GST.

Tick the GST field for the relevant service and update the charge rate to include GST. Click Save when done.

Agreement budgets

Four fields on an agreement drive budget calculations: Start Date, End Date, Budget Period, and Budget.

Budget Period determines whether the budget is per-period or total:

Scenario	Meaning
Budget Period selected (weekly, monthly, quarterly, and so on)	The budget is per-period. The system multiplies the budget by the number of periods between the start and end dates
Budget Period left blank	The budget is the total for the full agreement span

For example, with a Budget Period of weekly, a Budget of A$2,000, and an agreement covering 52 weeks, the total budget is A$104,000 (2,000 × 52).

Monitoring budget utilisation

To check whether an agreement is tracking over or under budget, go to Client Profile → Agreements:

1. Tick Show Actual and Forecast Balance at the top of the screen
2. Open the Column Chooser and add the columns you need:

Column	Purpose
Budget $	The budget amount and the budget period used
Total Budget $	Total budget for the whole agreement span
Rostered $	Total value of rostered services for the agreement
Forecast Balance $	Total budget minus rostered
Actual $	Confirmed timesheets allocated to the agreement
Actual Balance $	Total budget minus actual

These columns give fast visibility of utilisation, overspend risk, and remaining capacity. Colours at the bottom of the page indicate when dates or budgets have been exceeded.

Cloning, transferring, and closing agreements

Cloning an agreement

To create a copy of an existing agreement with all its service codes, open the agreement and click Clone, then click Clone again in the confirmation popup. The new agreement is created with all the same service codes as the original.

Transferring roster items to a new agreement

When a client moves to a new agreement (for example, at the start of a new funding period), use the Transfer function to move their roster items across.

1. Create or clone the new agreement

   Create a new agreement or clone the existing one for the new period.

2. Open the Transfer tool

   From the new agreement, click Transfer.

3. Set the transfer date

   Select the From Date - this is the date from which roster items move to the new agreement.

4. Match the agreements

   The old agreement appears on the left and the new agreement on the right. The system automatically matches service codes where it can. Manually match any unmatched service codes.

5. Apply the transfer

   Click Apply to complete the transfer.

Closing an agreement

To close an agreement, set the End Date and tick Is Closed, then click Save.

If Visualcare won’t let you update the End Date, a roster item is blocking the change. Use the Transfer function to move the blocking roster item to another agreement, or manually delete or update it before closing.

Running into issues?

See Client management troubleshooting for common errors and fixes.

Related articles

NDIS agreements

NDIS-specific agreement configuration

CHSP agreements

Set up agreements for CHSP-funded clients

SAH agreements

Configure Support at Home agreements

Creating a client profile

Set up the client profile before creating agreements