Getting started as a Sole Provider

The complete solo workflow follows five stages. Each is covered in its own section below, including the parts that commonly catch solo workers out.

1. Schedule your appointments in the roster

2. Publish your shifts

3. Clock in and out from the shift details panel

4.Add your travel kilometres and travel labour costs

5. Create your invoices and send them to Xero

Path: Sidebar → Roster

1. Navigate to the Roster in the main sidebar.

2. Switch to Day view so you only see the day you are working on.

3. Click the time slot and fill in the client, date, and time.

4. Assign yourself as the staff member on the shift, then save.

Important: Always assign yourself as staff, even though you are the only worker. Clock in and clock out options only appear on shifts that have a staff member assigned.

Path: Roster → Publish

Imploy uses a draft workflow. New shifts are unpublished by default, and publishing matters more than it first appears:

• You cannot clock in or out of an unpublished shift. An unpublished shift will only show Not clocked in when you open it.

• Unpublished shifts can be hidden by your current view and filters, which can make it look like an appointment has disappeared.

Click the Publish button in the top utility bar as soon as you have scheduled your shifts, and the rest of the workflow opens up.

Path: Roster → click the shift on the calendar

Clicking a shift on the roster opens a details panel showing the client, staff member, service, rate, clock-in status, date, time, address, published status, and any appointment comments.

Important: The shift must be Published before it can be clocked in or out. Publish your shifts first using the Publish button in the top utility bar.

Important: Clock In Reminder is not the same as clocking in. It sends a reminder notification about the shift. So clicking it will not progress the shift out of the Not Clocked In state.

The Edit Shift drawer is for changing the shift itself, including the client, staff, service, times, address, and the shift toggles. It does not contain clocking controls.

Travel is entered in two different places, which is a common point of confusion. Neither is entered on the appointment itself.

Travel kilometres

Path: Finance → Travel Claims

Travel kilometres are recorded against shifts that have been clocked out.

1. Navigate to Finance → Travel Claims.

2. Add your claim with the distance and date.

Alternatively, tick Apply Travel Claim when creating a shift and Imploy will calculate travel between clients automatically.

Travel labour costs

Path: Open the task → Finance tab → Add charge

1. Open the task and go to the Finance tab.

2. Click Add charge.

3. Choose a travel price code, such as provider travel, and enter the time or cost.

Once your shifts are completed, they become billable entries. From there, generate your invoices and sync them to Xero through the integration. If you prefer weekly entry, billable entries can also be created manually in the client’s Billing tab.

Path: Roster → More and the Staff / Clients dropdowns

Appointments are almost never deleted when they vanish from the roster. They are usually hidden by a filter or the wrong date. Filters stack together, so even one left on can make the roster look empty. Run this reset:

1. Check the date at the top of the roster is the exact day you entered the appointment.

2. Click the Staff dropdown and select the All staff checkbox at the top of the list.

3. Click the Clients dropdown and select the All clients checkbox.

4. Click More in the top utility bar and clear any Appointment Types that are ticked.

5. Under Published Status, check both published and unpublished shifts are showing. New shifts are unpublished by default.

6. If it was a cancellation, turn on the Cancelled Shifts toggle. Cancelled shifts stay in the system for auditing but are hidden unless that toggle is on.

Important: Cancelled and deleted are not the same. Cancelled shifts are kept and can be shown again. Deleted shifts are permanently removed and cannot be recovered.

Path: Settings → NDIS → Price Book Import

If you have negotiated different rates with a client, you can change individual price items:

1. Navigate to Settings → NDIS → Price Book Import.

2. Find the price item and click Edit.

3. Enter your negotiated rate and save.

Path: Roster → More → Configuration

You can tailor the roster layout to how you prefer to work:

• Use the view dropdown to switch between Day, Week, Month, List, Resource, and Map views.

• The More button is located in the top utility bar of the Roster module. Click it and select Configuration at the bottom of the dropdown to change the shift style, show or hide weekends, set the hours shown, and control what appears on shift cards.

Configuration controls how the roster looks, not which appointments are shown. If shifts are missing, check your filters instead.

Imploy is built for providers of every size, so the initial setup is where solo workers spend the most effort. Once your setup is in place, the weekly workflow above takes minutes. The easiest way to get there is to book a demo with our team. We will walk you through the platform, answer your questions, and show you the simplest way to set up Imploy for a one-person business.

1. Go to imploy.com.au/healthcare/book-a-demo.

2. Fill in your details and choose a time that suits your schedule.

3. You will receive a confirmation with your booking details.

A couple of tips for the booking form:

• Mobile number: The form uses international format. Select the +61 country code, then enter your mobile without the leading 0. For example, 0405 123 456 becomes +61 405 123 456. The field may reformat the number as you type, which is normal.

• Website: If you do not have a business website, you can enter another link where your business appears online, such as your business Facebook page or directory listing.

Q: My shift says Not Clocked In. Why can I not clock in?

A: The most common reason is that the shift is still unpublished. Clocking is only available on published shifts, so publish it using the Publish button in the top utility bar, then reopen the shift.

Q: I clicked Clock In Reminder but nothing happened. Is that how I clock in?

A: No. Clock In Reminder sends a reminder notification about the shift, it does not record your start time. The shift will still show Not Clocked In afterwards.

Q: Do I have to use timesheets?

A: No. Scheduling, publishing, travel claims, and invoicing can all be done from your desktop without timesheet entry.

Q: My appointment has disappeared. Where did it go?

A: It is almost certainly hidden rather than gone. Work through the reset in Finding Missing Appointments: check the date, select All staff and All clients, clear appointment type filters, and check the published status. Cancelled shifts only show when the Cancelled Shifts toggle is on.

Q: Where is the Filters button? I cannot see one in my top bar.

A: There is no separate Filters button. Roster filters are accessed through the More button in the top utility bar, and staff and client filtering is done through the Staff and Clients dropdowns in the same bar.

Q: Can I see published and unpublished appointments on one screen?

A: Yes. Open More in the top utility bar, go to Published Status, and make sure both published and unpublished shifts are selected to show.

Q: The staff filter will not let me search or select my name. What do I do?

A: Click the Staff dropdown and select the All staff checkbox at the top of the list to clear any stuck selection, then use the Search staff field to type your name and use the toggle next to it. If the list still will not respond, refresh the page and return to the roster.

Q: Where do I enter travel kilometres and travel labour costs?

A: Travel kilometres go in Finance > Travel Claims once the shift is clocked out. Travel labour is added as a charge in the task's Finance tab using a travel price code. Neither is entered on the appointment itself.

Q: I am a solo worker with a mobile only. Do I need a landline?

A: No. A mobile number is all you need anywhere in Imploy, including the demo booking form. Just enter it in international format as described below.