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To do
Templates
Every HR letter CCC sends, grouped by the situation it belongs to. Anything marked ready opens a form, fills what it can from ShiftCare, and comes out as a formatted letter, a Gmail draft or a PDF for the staff member's file. The rest are named so the shape of the library is visible and nothing gets written twice.
Document branding
The Care Compass Collective logo is built in and appears top left on every PDF this board produces: the offer, the contract, the variation, the position description and the rest. Upload a different logo only if it should replace it on every document.
Our team
Everyone, one by one
Open a name for the staff number, how long they have been here, their birthday and how far they are from the office. What is here comes from ShiftCare, so anything wrong is fixed there.
Coverage by zone
Recruitment
Everything before somebody is a card. The roles CCC has decided to fill, where each one is advertised, the applicants who have made contact but not been screened, and where the team is thin enough that a gap will show up on a roster. The moment an applicant is worth putting through the workflow they move onto Staff onboarding and come off here. Nothing on this page carries pay or classification.
Recruitment starts in the Daily Operations Board. New applicants are picked up and worked there first. Once someone has passed screening and been matched, use Send to HR there, then Paste from the Daily Operations Board on Staff onboarding. Their card, details and completed checks come across in one step.
Open the Daily Operations BoardRostering assistant
Reads ShiftCare for shifts with nobody on them, groups them into the pattern they repeat on, and works out who should take each one. It looks first at who has actually worked with that participant before, how often and how recently, and only then at who happens to be free. Nothing here rosters anybody. That is still done in ShiftCare.
Staff onboarding workflow
Every applicant and new starter, from first contact through to the three month review. Drag a card into the next stage, or open it and use the move control. Landing in a stage loads that stage's checklist, sets the due dates against the start date, and ticks off whatever ShiftCare already holds.
Workflow settings
The stages, the tasks inside them, when each task falls due against the start date, and what fires when a card lands. Everything here is editable. A task marked as a gate has to be ticked before a card can pass any later stage that gates its entry.
Templates
The letter of offer and the onboarding emails. Each one is tied to a stage and appears inside a card when it reaches that stage, filled in from the card. Merge fields are written in double braces and the available ones are listed below.
What the triggers do
Gates
A card cannot move forward while a gate behind it is open, and the board names which one. Eight items gate, being the NDIS Worker Screening and working with children entries, right to work verified, the accepted offer, the signed contract, the full mandatory training set, the ShiftCare credential status and the support plans read and acknowledged. There is also a gate at the end of Candidate, being the participant match or the decision to bring somebody on for the team generally, because that is the decision the offer hangs off. Together they are what stop an uncleared or unwanted worker reaching a roster. Four switches change what appears, being office systems, a work restricted visa, an interview on top of the pre-screening call, and the fast track. Everything else is the same for every starter, because ShiftCare already knows which credentials each worker needs. The fast track is the only switch that changes dates rather than adding tasks. It pulls the day one steps forward, dates the rest into the fortnight after, stands down three gates, and adds three of its own. It will not switch on until the clearance task is ticked.
Where it saves, and backing it up
Cards and the workflow are stored against this dashboard, so anyone in the organisation who opens it sees the same board.
Reviews
Everything that comes after onboarding. Staff onboarding stops at the first rostered shift, and this picks up from there. Dates are worked out from each worker's start date in ShiftCare and stay listed until the outcome is recorded.
Offboarding
Everything that has to happen when someone leaves, including the things that are easy to miss. Delinking the worker from CCC in the NDIS Worker Screening database is an obligation, not housekeeping, and access to systems and participant information has to stop on the last day.
The two that get missed
Delinking the worker from CCC in the NDIS Worker Screening database is an obligation under the Commission rules, not housekeeping. System access is the other one, because a worker who has left should not still be able to open participant information the day after their last day.
Final pay
Accrued annual leave is paid out for part time and full time workers. Casuals accrue no leave, because the 25 per cent loading is paid instead of it, so a casual final pay is worked hours and any outstanding allowances.
Keeping the file
The record stays after the person goes. Employee records are kept for seven years under the Fair Work Act, and the participant facing parts of the file sit under the NDIS record keeping requirements.
Act on these first
Anything already lapsed, plus everything falling due inside 60 days. A lapsed licence, rego, insurance or screening means that worker should come off the roster until it is replaced.
Where the gaps sit
Worker by requirement
Select any worker to open their full record.
What counts as mandatory
Point in time snapshots
The board always shows what ShiftCare holds now, which is right for acting on but means it cannot show what you knew on a past date. Keeping a snapshot writes that day's position down so there is an audit trail.
Director and contractors
The Director and the HR and accounting contractors are listed separately and are not scored against the worker requirements. Anyone who picks up a shift needs the full field set. Shared logins such as the admin account are left out entirely.
Keeping it current
Refresh from ShiftCare re-reads staff and qualification records live when your ShiftCare connector is available in this view. Otherwise the board shows the pull stamped at the top.
Training and development
Every certificate and elective module ShiftCare holds beyond the mandatory set, so professional development sits in one place rather than inside individual files. Courses nobody has completed stay listed, because that is the shape of the training plan.
What is counted here
Everything ShiftCare holds that sits outside the mandatory set, so certificates, elective modules and extra checks. The mandatory set is scored above.
Reading the numbers
A count beside a course is how many field workers have completed it. Courses set up in ShiftCare with no completions stay on the list, because an empty course is a training plan waiting to happen.
SACS stream classification calculator
All CCC staff are engaged under the SACS stream, Schedule B. Answer for one role and the calculator places it within that stream, then shows the rate that applies from the first full pay period on or after 1 July 2026. Schedule B is replaced by a new classification structure from 1 October 2027, so every placement will need translating then.
What this employment type carries
Rates and penalties at this classification
Ordinary and penalty rates for the level above, at the employment type selected.
What the team is paid now
Read from the ShiftCare pay group on each worker's most recent timesheet, so it reflects what payroll is actually applying rather than what a contract says.
Where CCC roles usually sit
Indicative bands only. The classification follows the position description and the work actually performed, not the job title.
Degree holders: Level 2 or Level 3?
General guidance, not legal advice. A relevant degree does not make someone Level 3 on its own. Schedule B only places a graduate at Level 3 when they "undertake work related to the responsibilities under this level", so the work decides it.
| What the graduate does at CCC, for example a psychology graduate | Level |
|---|---|
| Standard support shifts: following the support plan, community access, daily living, capacity building using set approaches | Level 2. Pay point 1 strictly, pay point 2 is the safer choice |
| Specialised work that draws on the degree, such as psychosocial recovery coaching, or designing and adjusting capacity building approaches | Level 3, pay point 3, or pay point 4 with a four year degree |
| Coordinating supports, liaising with other services, or supervising and training other workers | Level 3, pay point 3, or pay point 4 with a four year degree |
| Specialised work as above, once they have the Level 4 experience: two years with a three year degree, one year with a four year degree | Level 4 |
A simple test
Would you give this role to someone with a Certificate III and some experience? If yes, it is Level 2 work, whoever fills it. If the role needs what the degree teaches, it is probably Level 3.
Where the risk sits
If CCC hires someone for their degree and the role uses that knowledge, classifying it as Level 2 is hard to defend. Classify from the position description and the work actually performed, not the qualification or the pay outcome.
Approval and records
Anything above Level 2 needs Director approval. Record in the notes why the degree is or is not relevant, keep a copy of the testamur on file, and reassess if the duties change.
What is changing, and when
The Fair Work Commission handed down its gender undervaluation decision for this award in June 2026. It replaces the classification structure CCC classifies against today.
Check before you pay
This is a planning tool, not a payroll system and not legal advice. Confirm any rate you act on against the Fair Work pay calculator and the award itself before it reaches a contract or a pay run.
Stream
Every CCC worker is engaged under Schedule B, the Social and Community Services stream, so these are the rates that apply across the whole team. Schedule E home care rates are not used here.
On costs
Rates shown are award minimums. Superannuation at 12 per cent, leave loading, workers compensation and payroll tax sit on top and are not included in the hourly figures.
Letter of variation
For a change to someone already employed. A new classification or pay point, a rate change, different hours, a change of position, reporting line or place of work, or a variation to a numbered clause of their contract. It confirms what is changing and what is not, and leaves the rest of the contract in place.
What a variation does
It changes the named terms and leaves everything else in the original contract standing. Use it for a reclassification, a pay or hours change, or to vary a numbered clause. Do not use it to move someone between casual and permanent, that needs a new contract.
Getting agreement
A variation is agreed, not imposed. Send it, talk it through, and keep the signed copy on their file. The letter carries signature blocks for both sides.
Where the rate comes from
The current classification is read from ShiftCare where the worker has one. Changing the classification works the new rate out from the SACS table, with the casual loading added for casuals. Entering a rate directly is checked against the Award minimum for their current classification and flagged if it falls below.
Position description
A signed position description is one of the mandatory items on every worker's file, so this is where the document itself gets made. It fills the classification, the award stream and the credentials the role needs from what the board already knows, and it is written to be attached to the letter of offer and signed alongside the contract.
Why it is a separate document
The contract sets the terms of employment. The position description sets what the job actually is, which is what performance, supervision and any later reclassification get measured against. Keeping it separate means the duties can be updated without reopening the contract.
Keeping it honest
The duties here should match what the person is really asked to do. A description that quietly understates the judgement or the supervision involved is the most common reason a role ends up classified below where it belongs.
Letter
Staff induction checklist
Induction runs monthly as one block. Print the blank checklist to work down in the room, then tick it up here afterwards and download the signed record for the worker's file in ShiftCare. It does not re-tick credentials or the contract, which are held on the Compliance tab and the board, and it does not hold policy acknowledgements, which stay in ShiftCare so there is only ever one record of them.
Forms
Every form CCC needs, what it is for and whether it exists yet. Pick one that is missing and the generator drafts it, field by field, and builds it in JotForm.
Time and attendance
Hours and leave read live out of ShiftCare for a period you choose. The hours side totals what payroll is about to pay and marks the shifts worth a second look first. The leave side shows who has asked for time off and lets payroll record that they have seen it.
Send contract
This runs after they have replied to accept the offer. Pick the person off the board, fill the contract from their card, and send it with the welcome email. Sending moves them to Contract on the board.
The welcome email
This is the real welcome. It goes out with the contract pack, once the offer has been accepted, so nobody is welcomed to a job they have not accepted.
Edit this email
Send letter of offer
This is where onboarding starts. Work out the classification, produce the letter, send it with the offer email, and the person goes onto the board at Offer. Everything set here carries through to their contract, their card and their file, so the offer, the contract and the record all say the same thing.
The offer email
This goes out with the letter attached. It thanks them for applying, makes the offer and asks them to read the letter and reply to accept. Nothing else about next steps, because there are none until they accept. The welcome comes later, with the contract.
The offer goes on its own
Send the letter by itself once you have agreed they are a good fit. Nothing in the offer email talks about next steps, because a person who has not accepted does not have any yet. The contract, the position description, the two information statements and the welcome email all follow from Send contract, only after they accept in writing.
It puts them on the board
Sending the letter adds the person to the onboarding board at Offer, or moves them there if they were still at Candidate. The application, the interview and the reference and background checks all sit before the offer, so the board holds anyone whose checks are still open and tells you which ones.
The contract itself
Once they have replied to accept, use Send contract in the header. It fills the name, the commencement date, the classification and the rate into your own PDF and drafts the welcome email to go with it. Save the pack into their staff Google Drive folder and send it for signature from there.