Creating a worker profile

How to add a new worker to Visualcare and populate their profile with personal and employment details

A worker profile stores all the key information about a team member, from personal details to compliance items, pay rates, and availability. Every worker in your organisation needs a profile before they appear in rostering or receive access to mobile apps.

What you’ll need

• Access to the Workers module in VCore
• The worker’s first and last name (at minimum)

Instructions

1. Open the worker list

   Go to Workers → Profile to open the worker list. You’ll see all current workers listed here.

   

   Use the Search box in the top left corner to quickly find an existing worker by name, or search by specific fields such as first name and last name.
2. Add a new worker

   Click Add Worker at the top of the list.

   

   Enter the worker’s first and last name, then click Create.

   
3. Complete the profile header

   The worker profile opens with tabs and basic information at the top of the screen, along with additional tabs and more detailed subsections at the bottom.

   

   To add or edit information, click in the field to type or select from the drop-down, then click Save. The page prompts you with a pop-up if you try to leave without saving.

   Some profile fields are customisable for your organisation:

   • Areas - configured in Maintenance → Areas
   • Divisions - configured in Maintenance → Divisions
   • Groups - configured in Maintenance → Groups
   • Payers - configured in Maintenance → Payers
4. Fill in general details

   Open the Details tab to enter the worker’s general information such as address, languages, and allergies.

   
5. Add next of kin

   In the Next of Kin section, enter contact details for up to two next of kin contacts.

   
6. Enter driver's licence details

   If the worker holds a driver’s licence, tick Drivers Licence and enter the relevant details.

   
7. Add NDIS clearance details

   Enter the worker’s National Disability Insurance Scheme (NDIS) clearance details.

   
8. Enter vehicle and insurance details

   If applicable, fill in the worker’s vehicle insurance details (policy number and insurance type) and vehicle details (including registration number).

   
9. Add auditor details (if applicable)

   Enter auditor details including name and date where relevant.

   
10. Save the profile

    Click Save at the top of the profile to save all changes. Continue populating the remaining tabs (skills, training, compliance, finance, and so on) as needed.

Worker type, role, and employment type

Three fields on the worker profile serve different purposes:

Field	Customisable?	Notes
Worker Type	No - values are fixed and cannot be changed by clients	Adding new Worker Type values requires a developer request to Visualcare
Role	Yes - your organisation can edit the available options	Configured in the worker profile
Employment Type	Yes - free text field	Enter any value that suits your organisation

Customising the worker list

You have several options for customising how the worker list displays.

Column chooser

Click the column chooser icon in the top right corner to add additional headings to the worker list.

Drag additional headers into the header row. Change the sequence of columns by dragging and dropping headings.

Export to Excel

Export the worker list data to Excel by clicking the Excel icon.

Populating profiles via vOnboard

Worker details don’t need to be entered manually. Workers complete their own details through the vOnboard portal.

To give a worker access to vOnboard, make sure their profile includes:

• First Name
• Last Name
• Web Username
• Email
• Web Enabled ticked
• vOnboard Portal ticked

Click Send Login Details to email an invite to the worker. They log in to the onboarding portal and fill in their information directly.

The Case Manager assigned in the worker profile receives an email alert when the worker makes changes in the onboarding portal.

Running into issues?

See Worker management troubleshooting for common errors and fixes.

Related articles

Engagement details

Set up award details and employment information

Adding skills

Add skills to a worker profile

Pay rates

Configure bank details and pay rate levels

vOnboard and Vworker access

Set up worker access to onboarding and mobile apps