Getting Started with NDIS Management

Welcome to Diversity Sync'd! This guide will walk you through everything you need to know to get started with managing your NDIS services effectively. Whether you're a new NDIS provider or transitioning from another system, we'll help you set up your organization for success.

By the end of this guide, you'll have your team onboarded, your participants set up, and your first shifts scheduled. Let's get started!

Setting Up Your Organization

The first step is to configure your organization's basic information. This includes your business details, service areas, and compliance settings.

• —Navigate to Settings > Organization
• —Enter your business name, ABN, and registration details
• —Configure your NDIS registration number
• —Set up your service delivery locations
• —Upload your organization logo and branding

Make sure all details are accurate, as they'll appear on official documents and reports sent to participants and the NDIA (National Disability Insurance Agency).

Inviting Staff to the Platform

Once your organization is set up, it's time to add your team members. Diversity Sync'd supports role-based access control, ensuring each team member sees only what they need to.

• —Go to Team > Add Member
• —Enter the team member's email address
• —Select their role (Admin, Manager, Support Worker, or Viewer)
• —Choose the appropriate permissions for their role
• —Send the invitation

Team members will receive an email invitation to create their account and set their password. They can access the platform immediately after completing registration.

Staff Profiles and Qualifications

For each support worker, be sure to record the following in their profile (this will help with matching them to participants and ensuring compliance):

• —Upload copies of each worker's qualifications and certifications
• —Record their Working with Children Check and NDIS Worker Screening details
• —Set each worker's availability and preferred working hours
• —Note their skills and specializations
• —Upload police checks and other required compliance documents

Creating Participant Profiles

Participant profiles are the heart of your care management system. Each profile contains all the information your team needs to deliver quality support.

• —Go to Participants > Add Participant
• —Enter the participant's basic information (name, date of birth, contact details)
• —Add their NDIS plan details and funding information
• —Upload the participant's NDIS plan document
• —Record emergency contacts and medical information
• —Set communication preferences and attach any necessary consent forms

Care Plans and Goals

Every participant should have a care plan outlining their goals, support needs, and preferences. This ensures consistent, person-centered care across all shifts:

• —Document the participant's goals from their NDIS plan
• —List specific support needs and personal preferences
• —Record any behavioral support plans or protocols
• —Note allergies, medications, and medical conditions
• —Include daily routines and activity preferences

Understanding the Rostering System

Diversity Sync'd's intelligent rostering system helps you create shifts that match the right support workers with participants based on skills, availability, and preferences. The system will suggest optimal matches, but you always have full control over assignments.

Creating Shifts

To create your first set of shifts (roster):

• —Go to Roster > Create Shift
• —Select the participant who needs support
• —Set the date, start time, and duration of the shift
• —Choose the type of support required for the shift
• —Select a support worker for the shift (or let the system suggest the best match)
• —Add any special notes or requirements for that shift
• —Publish the shift to notify the assigned worker

The assigned support worker will receive an instant notification about the new shift and can confirm their availability through the mobile app.

Completing Shift Notes

Shift notes are a critical compliance requirement and a key communication tool. Support workers complete a shift note at the end of each shift to document what occurred during that support period:

• —From the mobile app, open the shift and navigate to the shift note section
• —Document the activities completed during the shift
• —Record any observations and participant feedback
• —Note any incidents or concerns that arose during the shift
• —Upload photos if appropriate (with participant consent)
• —Submit the shift note for manager review

Managers can then review all submitted shift notes and provide feedback or initiate any necessary follow-up actions.

Staying Compliant

Diversity Sync'd helps you maintain NDIS compliance with automated reminders, built-in templates, and comprehensive audit trails. Be sure to take advantage of these features:

• —Set up automatic reminders for expiring certifications and document renewals (e.g., first aid, police checks, insurance)
• —Use the platform's incident report templates for consistent reporting
• —Generate audit-ready reports with one click for NDIS audits or internal reviews
• —Track all changes with the system's audit log to see who did what and when
• —Monitor compliance status across your organization with dashboard indicators

Key Reports

Regular reporting helps you track performance, manage budgets, and demonstrate compliance. Key reports you can generate include:

• —Service Delivery Summaries: Overviews of hours and services delivered to each participant
• —Budget Tracking Reports: Monitoring of spending against each participant's NDIS plan budget
• —Incident Reports: Logs of any incidents or issues, including outcomes and follow-up actions
• —Compliance Status Reports: Checklists of compliance items (staff certifications, participant plans, etc.) indicating what's up-to-date or pending

Getting Workers Set Up

Support workers access Diversity Sync'd through the mobile app, allowing them to view rosters, complete shift notes, and communicate with the team from anywhere. To get your workers started on the app:

• —Have workers download the Diversity Sync'd app from the App Store (iOS) or Google Play (Android)
• —They should log in with their company email and password (the same credentials used on the web platform)
• —Instruct them to enable push notifications so they get real-time updates about new or changed shifts
• —Ensure each worker completes their profile in the app and confirms their availability schedule
• —Remind them they can securely access participant information and care plans through the app as needed

The mobile app works offline as well—if a worker is out of service range, they can still enter shift notes and view assigned tasks. Data will sync automatically once connectivity is restored, so documentation is never delayed.

You're Ready to Go!

Congratulations on setting up your organization in Diversity Sync'd. Your team is now onboarded, your participants are added, and your first shifts are scheduled – you're ready to deliver quality NDIS services using the platform.

To continue building on this foundation, here are some recommended next steps:

• —Explore Advanced Features: Try the custom forms builder for intake assessments, incident reports, audits, or other forms tailored to your processes
• —Set Up Leave Management: Configure your leave management workflow to track staff leave and find replacements easily
• —Automate Invoicing & Finance: Enable automated invoicing and budget tracking to streamline billing and financial reporting
• —Join Training Webinars: Register for our upcoming training webinars to learn about advanced features and best practices
• —Stay Connected: If you have questions or need help, reach out via our Help Center or email support@diversitysync.com

Remember, our support team is always here to assist you as you continue to use Diversity Sync'd. Good luck, and thank you for choosing us to support your NDIS service management!