Quick start: Scheduler

A getting-started checklist for schedulers covering rostering, shift management, and service delivery in Visualcare

As a scheduler, you create and manage rosters, assign workers to shifts, and handle day-to-day service delivery logistics. This guide covers the essentials to get you rostering in Visualcare.

First steps

1. Log in and find the roster

   Log in at app.visualcare.com.au. Your main workspace is the roster area, accessed from the client profile or the scheduling section.

   See Logging in and Dashboard overview to get oriented.

2. Understand agreements and services

   Before you can roster shifts, a client needs an active agreement with services attached. Agreements define what services are funded and at what rates.

   See Creating agreements for rostering for how agreements link to the roster.

3. Learn the rostering workflow

   Visualcare supports a defined rostering workflow: create shifts, assign workers, send invitations, and confirm timesheets. Each step feeds into the next.

   See Rostering workflows for the end-to-end process.

4. Review rostering configuration

   Check your organisation’s rostering settings, including shift types, time boundaries, and conflict rules.

   See Rostering configuration for the available settings.

Creating and managing shifts

Creating new shifts

Add individual shifts to a client’s roster

Creating recurring shifts

Set up shifts that repeat on a schedule

Editing shifts

Change shift times, workers, or services

Roster template wizard

Build a roster from a reusable template

Rostering tools

Tool	What it does	Article
Rapid rostering	Fill multiple shifts quickly using a streamlined view	Rapid rostering
Unallocated shifts	Find and assign shifts that don’t have a worker	Unallocated shifts
Conflict management	Identify and resolve double-bookings and availability conflicts	Conflict management
Worker select button	Find the best available worker for a shift	Worker select button
Timeline views	See rosters in a visual timeline layout	Timeline views
Client and worker map	View worker and client locations on a map	Client and worker map
Budget while rostering	See remaining budget against agreements as you roster	Budget information

Communication

Task	Where to find it
Send roster invitations to workers	Roster invitations
Email client rosters to clients or families	Email client rosters
Download worker rosters as PDF	Download worker rosters
Check worker availability	Managing availability

Specialist rostering

Scenario	Article
SIL (Supported Independent Living)	SIL rostering
Group activities	Group activity rostering
SAH split shifts	SAH split shift rostering
Transport runs	Transport runs
Vehicle rostering	Vehicle rostering
Internal staff training	Internal staff training rostering

Running into issues?

See Rostering troubleshooting for common rostering problems and fixes.

Related articles

Quick start: Admin

System setup, users, and permissions

Quick start: Finance officer

Invoicing, payroll, and accounting integrations

Managing availability

Set and manage worker availability for rostering