Rostery
AISmartMatch Staff-to-Shift

NDIS Staff Matching: SmartMatch AI

Rank your team for every shift by how well their verified qualifications cover the participant's support needs, and ask AI for a shortlist with reasons.

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  • Match % for every worker
  • Missing needs shown
  • AI picks with reasons
  • Find cover on your phone
The rules that decide which workers are offered which shifts

Risk-assessed roles

Workers in risk-assessed roles must hold an NDIS Worker Screening clearance, and registered providers must keep a record of them.

Source: NDIS Commission

What goes into choosing a worker

A coordinator weighs all of this every time a shift needs filling.

Qualifications

Does this worker have the training this participant's supports call for?

Expiry dates

Is their first aid, screening check or other certificate still current?

Preferences

Who does the participant prefer, and who must never be sent?

Clashes

Is the worker already rostered somewhere else at that time?

Leave

Are they on approved leave that day?

Continuity

Has this worker supported the participant before?

Finding the right worker for a shift usually means scrolling a staff list and remembering who has done manual handling training, whose first aid certificate is still current and who this participant gets on with. SmartMatch does that check for you. It compares each worker's verified qualifications with the participant's support needs and ranks the team by how well they fit.

How NDIS staff matching works in Rostery

First, set up the qualification library in Settings, then Qualification Match. Rostery starts you with five categories and about 30 common qualifications, such as First Aid, the NDIS Worker Screening Check, the Working with Children Check and Certificate III in Disability, and you can add your own. Link qualifications to support needs, then set each participant's support needs on their profile.

In the shift form, choose Rank by qualifications. Rostery lists the ten best-fitting workers with a match percentage and the needs each one is missing. Only verified qualifications that haven't expired count. For a second opinion, AI Match asks an AI model to weigh qualifications, past shifts with this participant, hours already worked this week and clashing shifts, and it returns up to five picks, each with a one-line reason.

How SmartMatch helps

1

A match percentage

Each worker is scored on the share of the participant's support needs their verified, unexpired qualifications cover, with the missing needs listed by name.

2

AI Match with reasons

An AI model weighs qualifications, past shifts with the participant, hours worked this week and clashes, then suggests up to five workers with a reason and a confidence level.

3

Find cover from your phone

In the Rostery app, managers can shortlist up to eight workers for a shift. Workers with a clash or approved leave drop to the bottom, and each has a Message button.

4

Preferences and exclusions

Preferred workers sort to the top of the picker. A worker marked incompatible with a participant can't be saved on their shift, and you can choose to block workers whose mandatory checks have lapsed.

Who uses it

Rostering coordinators

Rank the team inside the shift form and pick the best fit in seconds.

Managers on call

Find cover from the Rostery app at short notice, then message the worker.

Compliance leads

Keep the qualification library and each worker's verified qualifications up to date, since matching depends on them.

Before you rely on matching

SmartMatch is only as good as the records behind it.

  • The qualification library lists what your services actually require
  • Each worker's qualifications are uploaded, verified and dated
  • Each participant's support needs are set on their profile
  • Preferred and incompatible workers are recorded for each participant
  • You've decided whether lapsed mandatory checks should block rostering

The rule behind it

Workers in risk-assessed roles must hold an NDIS Worker Screening clearance, and registered providers must keep a record of the workers they engage in those roles. Matching only on verified qualifications that haven't expired helps make sure the person you roster is cleared and trained for the job.

Worker screening for registered providers (NDIS Commission)

Start matching in four steps

  1. 1

    Review the qualification library

    Settings, then Qualification Match. Add anything your services need.

  2. 2

    Verify staff qualifications

    Upload each worker's certificates with expiry dates and mark them verified.

  3. 3

    Set support needs

    Add the support needs on each participant's profile.

  4. 4

    Rank in the shift form

    Choose Rank by qualifications, or AI Match for a shortlist with reasons.

See SmartMatch Staff-to-Shift on your own data

A guided demo with your participants, staff and price book. No obligation.

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SmartMatch Staff-to-Shift: questions

No. It ranks and suggests. A coordinator chooses the worker and saves the shift.

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