Rostering for care,
from first shift to payroll.
Care Nexus rosters against clients or locations, matches carers to client preferences, and sends approved hours to Xero, MYOB or your payroll system with allowances, overtime and penalty hours already split out.
No credit card required · Australian-owned and hosted · HR Nexus tools included
Dashboard Rostering Roster
Roster
Shifts for the day, week or fortnight, by employee, client or location.
A sample fortnight. Change the filters, the period or the grouping to see the roster follow.
01Build the roster
Build the roster.
Roster against clients or locations, start from shift templates, and see problems before you publish.
Roster against clients or locations
Switch the roster between client view and location view. Home care visits, SIL houses and day programs run from one calendar.
Roster templates
Define multiple roster templates for a week or fortnight and reuse them for future rosters. Set up the roster once, then reuse it.
Teams
Define teams of employees and clients, and create the roster for your team.
Multiple companies, one login
Manage multiple companies in one login and switch between their rosters without signing out.
Filter the roster
Filter the roster by teams, services, shift type and shift status.
Shift types as templates
Define Morning, Evening and Sleep Over shifts with their own times and rules, then use them as templates for quick shift creation.
Public holidays on the calendar
Public holidays are marked on the roster, so you can see which shifts attract public holiday hours before you assign them.
Minimum rest warning
A warning appears when a shift leaves an employee less than the minimum rest between shifts.
Overtime warnings
See an overtime warning while you create the roster, before the hours are worked.
| Shift type | Default time | Rules |
|---|---|---|
| Morning Shift | 07:00–15:00 | 30 min unpaid break · morning hours |
| Evening Shift | 15:00–23:00 | Evening hours from award bands · 10 h rest after |
| Sleep Over Shift | 22:00–07:00 | Sleep over 22:00–06:00 · sleep over allowance |
02Match the right carer
Match the right carer.
Client preferences, travel distance and visa conditions are checked every time a shift is assigned.
Regular carers for each client
Set the regular carers for each client. They are offered that client's shifts first.
Preferences when regulars are away
Record what each client wants when their regular carers aren't available, and the roster suggests carers who fit.
Carers the client doesn't want again
Mark carers a client has asked not to see again. They are never suggested for, or offered, that client's shifts.
Travel distance, calculated
Travel distance is calculated automatically from the employee's location to the client's location.
Student visa hour limits
Set weekly or fortnightly hours for student visa employees. Once they reach the limit, they can't be added to the roster.
Visa holiday periods
Employees apply for a holiday period with a letter from their university. Hour limits are removed for the approved period.
Mandatory documents
An employee can't be rostered if a mandatory document has expired or hasn't been added.
Leave checked
If an employee has applied for leave on a day, they aren't shown for rostering on that day.
Availability checked
Employees add their availability for the upcoming weeks and months from the app. They aren't rostered outside the times they're available.
Reasons shown
The roster shows why an employee can't be assigned, such as approved leave, no availability for the shift time, an expired CPR document, a reached student visa hour limit, or being on the client's Do Not Assign list.
| Employee | Distance | Status | Reason |
|---|---|---|---|
| Lena M. | 4.2 km | Available | Regular carer |
| Daniel K. | 18.5 km | Available | Matches preferences |
| Anna R. | 5.4 km | Not allowed | On approved annual leave 16–20 Oct 2026 |
| Tom B. | 8.7 km | Not allowed | Not available on Saturdays (availability set to 31 Dec 2026) |
| Grace L. | 3.1 km | Not allowed | Available from 3:00 PM on Sat 17 Oct, after the shift starts |
| Priya S. | 9.8 km | Not allowed | CPR document expired 2 Oct 2026 |
| Sam O. | 7.3 km | Not allowed | Student visa holder hour limit reached |
| Mark D. | 6.1 km | Not allowed | In client's Do Not Assign list |
| Chris W. | 12.0 km | Not allowed | Police check not added |
03Publish and fill
Publish and fill shifts.
Employees and clients confirm shifts from their apps. Open shifts go to the people best suited to them.
Accept or decline in the app
Publish the roster and each assigned employee accepts or declines their shifts from the employee app.
Open shifts and shift bidding
Publish open shifts for suitable employees to claim, based on client preferences and distance from the shift location.
Shift swap
Employees swap shifts with each other, with or without manager approval.
Shifts in the client app
Clients view their upcoming shifts in the client app. Optionally, let clients accept or decline each shift.
Auto-publish last-minute cancellations
If an employee cancels a shift at the last minute, the system automatically publishes it to the rest of the team so another employee can fill it.
- 5:42 AMDaniel K. cancelled the shift, 1 h 18 min before start
- 5:42 AMShift published to 5 eligible employees. Employees on leave, unavailable, non-compliant or on the client's Do Not Assign list were left out.
- 5:49 AMLena M. claimed the shift from the employee app
- 5:49 AMRoster updated. Client and coordinator notified.
| Employee | Distance | Match | Status |
|---|---|---|---|
| Lena M. | 4.2 km | Regular carer | Claimed |
| Priya S. | 9.8 km | Matches preferences | Bid |
| Daniel K. | 18.5 km | Matches preferences | Bid |
| Mark D. | 6.1 km | Client asked not to send | Not offered |
04On shift
On shift.
From clock in to an approved timesheet line, every step is recorded in the employee app.
Location check at clock in
The employee's location is checked against the shift location when they clock in.
Activity log
Enable the activity log and staff record each activity as the shift progresses: personal care, medication, meals, exercise and more.
Notes and photos at clock out
Shift notes are mandatory when the employee clocks out. Photos can be added too.
Manager approval
Managers approve completed shifts, and approved shifts are added to the timesheet automatically.
- 07:02Clocked in Location verified, 24 m from client address
- 07:10Personal care Shower and dressing
- 07:45Medication Morning medication taken as prescribed
- 08:05Meal Breakfast
05Group, broken, sleep over
Group, broken and sleep over shifts.
The shifts that complicate payroll are recognised when they're rostered, and their allowances follow them to the timesheet.
Group Shift
Roster several clients and employees on one shift, with a different start time for each client or employee. Remove a client or employee from a group shift without deleting the entire shift.
Broken Shift
Broken shifts are identified automatically and the Broken Shift Allowance is added to the timesheet for payroll.
Sleep Over Shift
Define the sleep over time and a Sleep Over allowance is added to the timesheet automatically for payroll.
06Timesheets and payroll
Timesheets ready for payroll.
Every hour is classified as it's approved, so the timesheet feeds Xero, MYOB or your payroll system without rework.
Travel rules
Add rules like the first 20 km from the employee's home to the shift location is not payable. Any kilometres over 20 km are added as payable.
Travel allowance on the timesheet
Payable kilometres show automatically as travel allowance on the timesheet and feed to Xero, MYOB or your payroll system.
Overtime, separately
Overtime is added to the timesheet as its own line for payroll.
Morning, evening and night hours
Hours are identified as morning, evening or night based on the award definition and added to the timesheet accordingly.
Weekend and public holiday hours
Saturday, Sunday and public holiday hours are identified and added to the timesheet separately.
Continuous shifts
Two shifts with a break of 60 minutes or less are identified as one continuous shift, and the hours are added to the timesheet accordingly.
| Time | Activity | Distance | Paid hours |
|---|---|---|---|
| 7:00–11:00 AM | Shift · Margaret T. | – | 4.00 h |
| 11:00–11:15 AM | Travel · Margaret T. → John P. | 6.4 km | 0.25 h |
| 11:15–11:45 AM | Break · 30 min | – | Not paid |
| 11:45 AM–3:45 PM | Shift · John P. | – | 4.00 h |
| Continuous shift45 min gap · 60 min or less | 6.4 km | 8.25 h | |
| 5:30–7:30 PM | Shift · Margaret T.Separate · 1 h 45 min gap | – | 2.00 h |
The system calculates the 6.4 km between clients and adds the 15 min travel time to paid hours. The two shifts and travel go to the timesheet as one 8.25 h continuous shift, with 6.4 km as travel allowance. The 30 min break is not paid.
Rule: first 20 km not payable. Payable km go to the timesheet as travel allowance.
| Pay item | Qty |
|---|---|
| Morning hours | 32.0 h |
| Evening hours | 12.0 h |
| Night hours | 6.0 h |
| Saturday hours | 4.0 h |
| Sunday hours | 4.0 h |
| Public holiday hours | 8.0 h |
| Overtime | 2.5 h |
| Broken Shift Allowance | 2 |
| Sleep Over allowance | 1 |
| Travel allowance | 14.6 km |
07Audit trail
Complete audit trail.
Every change to a shift is recorded for compliance: who did what, and when, from the first draft to payroll.
| When | Who | Action |
|---|---|---|
| 14 Dec 09:12 | R. Patel · Manager | Created from Evening Shift template |
| 14 Dec 09:13 | System | Minimum rest warning shown · override reason recorded |
| 14 Dec 09:40 | R. Patel · Manager | Roster published |
| 14 Dec 12:05 | Daniel K. · Employee | Accepted shift in employee app |
| 23 Dec 14:58 | Daniel K. · Employee | Clocked in · location verified |
| 23 Dec 21:04 | Daniel K. · Employee | Clocked out · shift notes and 2 photos added |
| 24 Dec 08:30 | R. Patel · Manager | Shift approved · added to timesheet |
| 28 Dec 10:00 | System | Timesheet sent to Xero |
By funding type
Rostering for your funding type.
Each funding type has its own rules. Choose yours to see the details that apply to you.
NDIS rostering
Sleepovers, SIL houses, group shifts and participant preferences.
See NDISSupport at Home rostering
Visits checked against quarterly budgets and charged by the minute.
See Support at HomeCHSP rostering
Bookings checked against My Aged Care approvals.
See CHSPDVA rostering
Visits checked against VHC hours, card eligibility and reassessment dates.
See DVA
Get started
Roster once.
Pay it right.
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