Build Your NDIS Rosters in Minutes, Not Hours

Running an NDIS service shouldn’t mean spending your weekends fixing rosters. With RomeoHR, you can build fully compliant rosters - matched by participants, skills, and availability - in just a few clicks.

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ISO 27001, ATO, ISO 9001, SOC 2, HIPAA, GDPR compliant
Section Head
Section 1

Rostering Chaos in NDIS

For NDIS providers, rostering is not optional - it’s mission‑critical. But it’s also where most providers bleed time, money, and energy.

A small provider with 30 support workers and 50 participants easily spends 3–4 hours every week on rostering. As participants grow, complexity explodes.

  • 📅 Support workers constantly changing availability
  • 👥 Participants requiring specific skills, genders, or behaviours
  • 🚗 Travel distances blowing out payroll margins
  • 🔄 Last‑minute cancellations and urgent reassignments
  • 😩 Endless calls, texts, emails, and WhatsApp confirmations
  • 📉 No‑shows hurting participant experience and compliance
RomeoHR eliminates this chaos - permanently.
Section 2

Create Rosters Around People, Not Just Shifts.

Our AI engine schedules based on fit, not just time slots.

It analyses:

  • Participant requirements
  • Support worker skills & competencies
  • Availability changes
  • Travel distance & profitability
  • Behaviour risks & environmental needs

The result? A smart draft roster that’s 90% ready before you even begin editing.

🤖 AI Skill Matching: Auto‑match support workers to participants based on goals, funding items, behaviours, and service types.
🕓 Live Availability Tracking:  AI reacts instantly when a worker becomes unavailable.
🚗 Travel Optimisation: Reduce mileage, increase margin, and group nearby shifts.
⚙️ Templates for SIL, Community, Allied Health & more.
🔔 Real‑Time Alerts: Prevent no‑shows and last‑minute confusion.
Section 3

Optimise Every Shift with AI Recommendations

Sometimes filling a shift isn’t the problem - finding the right person is.

Our Roster Optimisation Engine evaluates each shift and offers:

  • Three alternate support workers better suited for the shift
  • Matches based on skills, distance, past relationships, compliance rules, and cost
  • One‑click replacement with full notification workflow
This boosts service quality AND provider profitability.
Section 4

Connected NDIS Workflow - “From Roster → Clock In → Payroll → Compliance.”

RomeoHR connects your entire operational chain.

End-to-end alignment:

  • 🕒 GPS Clock‑In/Out: Accurate attendance tied directly to the roster.
  • 📄 Auto Timesheets: SCHADS‑aligned summaries and audits.
  • 💰 Payroll & Invoicing Sync: Push roster data into RomeoPayroll or Xero.
  • 🔐 Compliance Ready: Every change logged, documented, and timestamped.
This boosts service quality AND provider profitability.
Section 5

Empower Your Support Workers - “Clarity, Communication, and Confidence.”

Support workers deserve clarity - not phone‑tag.

With the RomeoHR mobile app, they can

  • 📱 See upcoming participant‑linked shifts
  • ⏰ Set shift reminders
  • 💬 Get instant notifications
  • 🚗 Track travel between appointments
  • 🚫 Avoid no‑shows through proactive alerts
Better communication = higher reliability.
Section 6

Designed for NDIS Providers Who Want to Scale

RomeoHR enables growth without growing admin.

Whether you have 20 participants or 200, you get:

 

  • Seamless multi‑site / multi‑program management
  • Team leaders & coordinators per location
  • Participant‑based shift costing vs. claimable hours
  • Performance dashboards for utilisation & profitability
AI means you scale your service delivery - not your admin workload

What NDIS Providers Are Saying

Melissa Grant

Melissa Grant

Director, NDIS Provider (Sydney)

Before RomeoHR, rostering consumed nearly half my Thursday. I would juggle multiple spreadsheets, cross-check support worker availability, and scramble when someone cancelled last minute. Matching the right worker to the right participant - with skills, preferences, and behaviour considerations - took forever. Now RomeoHR generates the first draft automatically. Skills matched. Distance optimised. Availability checked. I simply review and publish. I’ve reclaimed 4–5 hours every single week.

Nathan Lee

Nathan Lee

Operations Manager, NDIS Provider (Brisbane)

Cancellations used to throw our entire team into chaos. A participant would call, or a worker wouldn’t show, and we’d spend 40 minutes reshuffling everything manually. RomeoHR changed that. The AI instantly recommends replacements who meet participant needs, and notifications keep everyone aligned. Our cancellation and no-show rate has dropped dramatically - participants feel supported, and our admins finally feel in control.

Sarah K.

Sarah K.

Founder, NDIS Provider (Melbourne)

Travel was bleeding our margins. Support workers crisscrossed the city because our old rostering system couldn’t optimise routes or detect inefficiencies. RomeoHR’s travel-aware AI changed everything. It groups nearby shifts, reduces unnecessary kilometres, and aligns rostered hours with actual claimable time. We reduced payroll leakage by nearly 15% - and the savings alone paid for the software.

ISO‑27001 | STP | Xero Integration | Hosted in Australia | NDIA‑Ready

FAQ

Yes - that’s exactly what it’s built for.

Every shift is linked directly to the participant, their location, and the NDIS support category.

This is the core difference between RomeoHR and generic HR tools.

Providers finally get rosters that reflect real NDIS service delivery, not generic staffing.

Yes.
RomeoHR’s AI engine considers:

  • participant needs

  • worker skills & qualifications

  • behaviour support requirements

  • gender preferences

  • known risks

  • availability

  • travel distance (to reduce mileage cost)

The result: safer matches, fewer complaints, and less admin guesswork.

Admins can replace a worker in seconds.

The system instantly recommends the best 3 support workers based on skills, compliance, travel time, and availability.

Everyone gets real-time notifications - reducing no-shows and late cancellations dramatically.

Yes.
NDIS providers lose money through:

  • unnecessary travel time

  • unclaimed mileage

  • incorrect penalty rates

  • manual timesheet rewriting

  • early clock-outs/late clock-ins

RomeoHR’s award-interpreted timesheets and GPS-validated attendance eliminate these gaps - which is why many clients report 10–15% payroll savings.

Yes - fully.

Penalty rates, overtime, public holidays, sleepover rules, and broken shifts are interpreted automatically.

No more spreadsheet recalculations or late-night award panic.

Absolutely.
Whether you run SIL homes, community access, therapy, or mixed services, RomeoHR manages:

  • multi-participant rosters

  • recurring weekly schedules

  • split shifts

  • travel time between shifts

  • multi-site operations

  • worker preferences

It scales with the complexity of your organisation.

Roster Smarter, Serve Better.

Rostering is where participant care and business profitability meet.

With RomeoHR, you can finally:

✅ Build AI‑generated rosters in minutes.
✅ Ensure SCHADS compliance automatically.
✅ Improve margins with better travel optimisation.
✅ Keep support workers & participants informed.
✅ Focus on service quality instead of paperwork.

ISO‑27001 | STP | Xero Integration | Hosted in Australia | NDIA‑Ready