FlowLogic Roster Workshop

PostedJuly 15, 2025

UpdatedJuly 15, 2025

ByDaniel Garvey

In this session, we’ll walk though some real world examples of Rostering in FlowLogic – How to create shifts and allocate to Staff, how to include multiple participants in a group shift, and go through some of the common pitfalls often encountered in the rostering process.

FlowLogic Roster Training: Daniel conducted a training session on the FlowLogic roster, focusing on how to use the roster, different types of shifts, and helpful hints. He emphasized the importance of thinking about the end product when building a roster and shared his experience as a roster manager.
- Training Overview: Daniel introduced the FlowLogic roster training session, explaining that the focus would be on practical usage rather than basic functionalities. He mentioned the creation of a full suite of resources dedicated to training and highlighted the importance of thinking about the end product when building a roster.
- Shift Types: Daniel discussed various types of shifts, including active overnight shifts, sleepover shifts, awake shifts, group shifts, and excursions. He provided detailed explanations on how to enter these shifts into the FlowLogic roster, emphasizing the need to consider the end product for accurate time sheets.
- Helpful Hints: Throughout the training, Daniel shared several helpful hints, such as using the affinity tool to match staff qualifications with participant requirements, ensuring accurate funding allocations, and utilizing the billable items report to identify shifts with billable items not listed in the allocated items.
- Experience Sharing: Daniel shared his experience as a roster manager, explaining how he implemented FlowLogic in a NDIS services provider in southwest Sydney. He emphasized the importance of building rosters that align with the desired end product for seamless payroll, invoicing, and claiming processes.

Creating Client Resources: Daniel explained how to create client resources in the FlowLogic roster, such as telehealth rooms or vehicles, and suggested using custom service items to track their usage. He demonstrated the process of adding a client resource and emphasized the importance of reporting on their utilization.
- Resource Creation: Daniel demonstrated the process of creating client resources in the FlowLogic roster, such as telehealth rooms or vehicles. He explained that these resources can be added under the admin tools section and can be anything that needs to be tracked within the roster.
- Tracking Usage: Daniel suggested using custom service items to track the usage of client resources. He explained that creating a custom service item allows organizations to report on the utilization of resources, ensuring accurate tracking and management.
- Reporting Importance: Daniel emphasized the importance of reporting on the utilization of client resources. He highlighted that accurate reporting helps organizations make informed decisions about resource management and utilization, such as determining whether a telehealth room should be converted into a meeting room based on its usage.
Public Holidays: Daniel highlighted the importance of entering public holidays into the FlowLogic system to ensure accurate payroll and avoid manual adjustments. He explained the process of adding public holidays and the impact on time sheets and financial software.
- Importance: Daniel emphasized the importance of entering public holidays into the FlowLogic system. He explained that accurate entry of public holidays ensures that payroll calculations are correct and avoids the need for manual adjustments in financial software.
- Process: Daniel demonstrated the process of adding public holidays into the FlowLogic system. He explained that public holidays can be entered under the admin tools section, specifying whether they are full or partial days, and ensuring they are up to date for accurate payroll processing.
- Impact: Daniel explained the impact of public holidays on time sheets and financial software. He highlighted that if public holidays are not entered correctly, time sheets may not reflect public holiday rates, leading to manual adjustments and potential payroll errors.
Entering Shifts: Daniel demonstrated how to enter shifts in the FlowLogic roster, including the process of adding participants, billables, and staff members. He emphasized the importance of accurate funding allocations and the use of the affinity tool to ensure the right person is allocated to a shift.
- Shift Entry: Daniel demonstrated the process of entering shifts in the FlowLogic roster. He explained how to add participants, billables, and staff members to a shift, ensuring that all necessary details are accurately entered.
- Funding Allocations: Daniel emphasized the importance of accurate funding allocations for participants. He explained that if funding allocations are not set up correctly, it can lead to issues with tracking budgets and billing, and suggested that the rostering team should coordinate with the finance team to ensure allocations are accurate.
- Affinity Tool: Daniel introduced the affinity tool, which helps match staff qualifications with participant requirements. He demonstrated how the tool provides warnings if a staff member does not meet the necessary qualifications for a shift, ensuring that the right person is allocated to the shift.
Group Shifts and Travel: Daniel showed how to create group shifts with multiple participants and staff members, including the process of adding billables, travel, and adjusting billing ratios. He explained the importance of combining group shifts for easier viewing and tracking.
- Group Shifts: Daniel demonstrated the process of creating group shifts with multiple participants and staff members. He explained how to add billables for each participant and adjust billing ratios to ensure accurate tracking and billing.
- Travel: Daniel showed how to add travel details to group shifts. He explained how to enter the number of kilometers traveled, the odometer start and end readings, and the billing codes for each participant, ensuring accurate tracking of travel expenses.
- Combining Shifts: Daniel explained the importance of combining group shifts for easier viewing and tracking. He demonstrated how to use the filter option to combine group shifts into a single line item, making it easier for rostering staff to manage and track shifts.
Overnight Shifts: Daniel explained how to create overnight shifts in the FlowLogic roster, including sleepover and awake shifts. He demonstrated the process of setting active and sleepover times and emphasized the importance of considering the end product when building shifts.
- Sleepover Shifts: Daniel demonstrated how to create sleepover shifts in the FlowLogic roster. He explained the process of setting active and sleepover times, ensuring that the shift accurately reflects the participant’s needs and the staff member’s duties.
- Awake Shifts: Daniel explained how to create awake shifts in the FlowLogic roster. He demonstrated the process of setting active times for overnight shifts where the staff member is required to be awake and actively supporting the participant.
- End Product: Daniel emphasized the importance of considering the end product when building overnight shifts. He explained that the way shifts are entered should align with the desired time sheets and payroll calculations to ensure accuracy and efficiency.
Daily and Weekly Charges: Daniel discussed the use of daily and weekly charges in the FlowLogic roster, explaining how to enter shifts with different billing quantities and the importance of accurate reporting. He shared his experience with SIL houses and STA and provided tips for managing long-term shifts.
- Daily Charges: Daniel explained how to enter shifts with daily charges in the FlowLogic roster. He demonstrated the process of setting billing quantities for daily charges and emphasized the importance of accurate reporting for these types of shifts.
- Weekly Charges: Daniel discussed the use of weekly charges in the FlowLogic roster. He provided tips for managing long-term shifts, such as using custom service items to break down weekly charges for accurate tracking and reporting.
- SIL Houses: Daniel shared his experience with managing shifts in SIL houses. He explained that shifts in SIL houses often remain consistent over time, and provided tips for using templates to manage recurring shifts efficiently.
- STA: Daniel discussed the use of STA (Short Term Accommodation) in the FlowLogic roster. He explained how to manage shifts for STA, including the importance of accurate billing and reporting for these types of services.
Excursions: Daniel demonstrated how to create excursions in the FlowLogic roster, explaining the process of entering shifts for multiple days and the importance of setting up cost categories for accurate payroll and reporting. He emphasized the need for careful planning and consideration of the end product.
Templates: Daniel explained the use of templates in the FlowLogic roster, highlighting the benefits of applying templates for recurring shifts in SIL houses. He provided tips for creating and managing templates, including the importance of using a reference period and making changes to the original template.
Billable Items Report: Daniel introduced the billable items report, which helps identify shifts with billable items not listed in the allocated items. He emphasized the importance of reviewing this report to ensure accurate funding allocations and avoid potential issues with invoicing and claiming.
Roster Preferences: Daniel shared tips for customizing the roster view to maximize the information displayed on the screen, including adjusting line item sizes and using filters. He emphasized the importance of tailoring the view to individual needs for better efficiency.