Group activity rostering

How to set up and manage location rosters for group activities, including creating shifts, editing, CHSP/DEX rostering, and unallocated shifts

Location rosters let you schedule shifts for group activities and any service where multiple clients and workers attend the same location. This page covers everything from setting up a location profile through to managing group shifts, CHSP/DEX rostering, and unallocated location shifts.

Setting up a location profile

Before you can roster group activities, a location profile is needed.

1. Open location profiles

   From the top menu bar, go to Maintenance → Location Profile.

   
2. Create a new profile

   Click Add Location, enter a Code (an abbreviation works well for easy identification) and Description, then click Save.

   
3. Add location details

   Double-click the new profile to open it. Add the address, contact information, and upload an image if needed. Click Save.

   

Location profile tabs

The location profile includes several tabs for additional information:

Tab	Purpose
Details	General details about the location
Clients	Add specific clients to the location (for example, residents of a house). These profiles appear on the Vworker app for all worker shifts at this location
Contacts	Add new contacts or select from existing contacts
Rosters	View and open rosters created for the location
Forms	Forms completed for the location via VCore or Vworker
Compliance	Manage compliance items for the location
Notes	All notes related to the location from VCore or Vworker
Assets	Record items held at the location (for example, first aid kit, furniture, appliances)
Documents	Upload and manage files for the location
Rooms	List rooms and capacity at the location

Creating a location roster

1. Open location rosters

   From the menu bar, go to Operations → Location Roster.

   
2. Create a new roster

   Click Create New Location Roster, select the location profile from the list, and click Add. The roster appears in the list.

   

   For best practice, use only one roster for each location profile.
3. Open the roster

   Click View to open the roster and access the calendar view.

   

Display options

Location roster shifts have two display options, configurable under Settings → Rostering → Display → Location Roster:

Grouped view

Shows a green bar for each day rostered, with the number of clients (C) and workers (W) for that day.

List view

Shows a list of all clients and workers rostered for that day. Workers appear in pink and clients in blue.

Creating shifts

From the location roster calendar view, double-click on the day you want the shift to start on to open the Add multi person appointment window. Alternatively, right-click for additional options.

Multi person appointment

Use the multi person option to create a shift for multiple clients and workers at once, with the same time and service.

1. Set shift details

   Select the Service from the drop-down, enter the Shift Start and Shift End time, and toggle Shift Repeats for recurring shifts. You can also enter shift notes, which pop up as an alert in the Vworker app.

   
2. Add clients and workers

   Toggle the Type switch to Worker or Client and click Select. Use filters and tick boxes to choose people, then click Use Selected.

   

   Workers display with a W and clients with a CL. You can remove or add names before saving.

3. Save the shift

   Click Done to create the shift. This creates an individual shift line item for each person added.

   

Single person appointment

Adding a single person shift limits the service list to items on the selected client’s agreement.

1. Select the client

   Click Select and choose the client, then select the service from the drop-down.

2. Enter shift details

   Enter the start and end time, toggle Shift Repeats for recurring shifts, and add any other relevant information.

   
3. Save

   Click Done to roster the shift.

Editing shifts

Calendar view

Left-click on a shift in the calendar view to see clients and workers attending that day.

From this window you can:

• Click View Roster or Edit next to a name to open the roster view
• Click the red X to delete a client or worker from the shift
• If the shift is part of a series, confirm whether to delete the single shift or the series from that date forward

Roster view

Double-click on a shift in the calendar view, or click View Roster from the shift detail window. This opens a day view with client shifts in the top section and worker shifts in the bottom section.

In both the client and worker sections, you can:

Action	Description
Remove	Remove a client or worker from that shift or series
Show History	Review the audit history for the shift or series
Add Client / Add Worker	Add people to that day
Edit	Make changes for one person for that shift (creates an exception if part of a series)
Edit Series	Edit the whole series
Edit from here forward	Make changes from the selected date onwards
Leave	Mark a client or worker on leave, assign leave type, leave code, and apply a cancellation charge

When adding a client shift from the roster view, confirm that the Master Service Code is included in the client’s agreement.

Linking workers and clients

Linking a worker to clients in a location roster communicates this information to the worker via the Vworker app and to the client via the vAboutMe app.

1. Open link clients

   In the worker section at the bottom of the roster view, click Link Clients next to the applicable worker.

   
2. Select clients to link

   In the pop-up window, click the blue Link button next to each client. The button turns pink once linked.

   
3. Review links

   Linked clients appear in the Client Links column of the worker section. The client section shows linked workers in the Worker Links column, with an Unlink button if changes are needed.

   

Linked shifts cannot be edited or removed from the location roster - the buttons are greyed out. To make changes, remove the link first, edit as needed, then re-link the shifts.

Commonwealth Home Support Programme (CHSP) and Data Exchange (DEX) rostering

CHSP funding claims can be added to location roster shifts using DEX case and activity fields.

DEX case and activity

When creating client shifts using the bulk create function in the calendar view, DEX Case and DEX Activity drop-down fields don’t display any selection upon creating the shift. When editing an individual client shift or series from the roster view, these fields pre-populate based on the agreement setup.

To edit DEX items for a single shift, use the Edit DEX button to select the DEX Case and DEX Activity.

Meals, transport, and activity fee

Additional charges for Meal Qty (number of meals), Transport Qty (number of trips), and Activity Fee (dollar amount) can be added to a client CHSP service in the location roster. These items are claimable based on the DEX setup in your database.

Add meals and transport when editing an individual client shift or series. To add items in bulk, select Edit all extras (DEX only), add the details, and save.

Unallocated location shifts

To mark worker shifts as unallocated within a location roster, you need to set up an unallocated worker profile.

1. Create an unallocated worker profile

   Create a worker profile with the name “Unallocated Worker” and set the Worker Type to Unallocated under Finance → Worker Details.

   
2. Match the area

   Set the same Area for both the unallocated worker profile and the location profile.

   
3. Set the default unallocated worker

   In Maintenance → Areas, select the area and choose the unallocated worker as the Default Unallocated Worker.

   
4. Use in rosters

   Shifts assigned to the unallocated worker populate in the Unallocated KPI tile and are available for roster invitations. Use the Select worker for Invitation button to create an invitation for unallocated shifts.

   

You can create multiple unallocated worker profiles for different areas if needed.

Running into issues?

See Scheduling troubleshooting for common errors and fixes.

Related articles

SIL rostering

Roster for Supported Independent Living locations

Roster invitations

Send shift invitations to available workers

Unallocated shifts

Find and manage shifts without assigned workers

Creating new shifts

Create shifts in a client roster